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School District and BOCES

School District and BOCES

Supplemental Education Services
Title Major Revision Previous Schedules Schedule Item
Lists of students enrolled in supplemental education programs


ED1 317 975

a: Master list of students, created annually or for each class:
RETENTION: 20 years

b: Other lists of students, created for internal administrative purposes:
RETENTION: 0 after no longer needed
Application to the State Education Department to conduct supplemental education program,

including district plan and related records

 ED1 318 976

a: District plan for conducting program:
RETENTION: PERMANENT

b: Other related records, including plan development and submission records, background material and supporting documentation:
RETENTION: 6 years after program ends
Records of program monitoring by the State Education Department,

including but not limited to notification of visit, monitoring report, response and records of any resulting action taken:
RETENTION: 6 years after date of most recent entry in record

 ED1 319 977
Payroll breakdown and other background documentation of program,

providing information such as details of program time spent by individual staff members:
RETENTION: 6 years

 ED1 320 978
Supplemental education testing records covering tests conducted under Local Education Agency Programs (LEAP) or equivalent programs,

used to determine eligibility for supplemental education programs, submitted to New York State Education Department

 ED1 321 979

a: Data maintained by school district:
RETENTION: 5 years

b: Duplicate school district data maintained by BOCES:
RETENTION: 0 after no longer needed

c: Testing eligibility determination and testing protocols, official copies of tests, and summary records describing testing programs:
RETENTION: PERMANENT

d: Summary records of test results:
RETENTION: 6 years

e: Test papers, answer sheets, test administration notes, test schedules and other routine test administration records:
RETENTION: 1 year after end of school year
Records of supplemental education testing of students, where students are NOT determined to need supplemental education


ED1 494 980

a: Lists of students tested but not entered in supplemental education program:
RETENTION: 6 years

b: Records relating to individual student not entered in supplemental education program:
RETENTION: 0 after student attains age 21, but not less than 6 years
Records covering outside providers of supplemental education services


NOTES: Records dealing with individual students, including specific requests to receive services from outside providers, are covered by item no. 973.

 ED1 496 981

a: Lists of outside providers of services and lists of students receiving services from specific providers:
RETENTION: 1 year after superseded or obsolete

b: Outside provider files, excluding contracts and legal agreements:
RETENTION: 6 years after outside provider no longer used by school district or BOCES

c: Contracts or legal agreements with outside providers:
RETENTION: 6 years after expiration or termination or 6 years after final payment under contract, whichever is later
Teacher Resource and Computer Training Center
Title Major Revision Previous Schedules Schedule Item
Annual and semi-annual statistical, narrative and fiscal reports

submitted to the State Education Department:
RETENTION: PERMANENT

 ED1 294 982
Course records


2020 (♦)
 ED1 295 983

a: Official copy of brochure or other publication announcing and describing courses to be offered:
RETENTION: PERMANENT

b: Attendance records for course:
RETENTION: 8 years

c: Course development records, including, but not limited to, course proposal, instructor’s name and curriculum vitae, and evaluation of the need for the course:
RETENTION: 8 years
Workshop records


2020 (♦)
 ED1 296 984

a: Official copy of brochure or other publication announcing and describing workshops to be offered:
RETENTION: PERMANENT

b: Attendance records for workshop:
RETENTION: 8 years

c: Records of credits awarded for workshop attendance (if applicable):
RETENTION: 0 after posted to individual earnings (in-service) credit record
NOTES: If credits are awarded for workshop attendance, and these are not posted to individual earnings (in-service) credit record, these records must be retained for 55 years.

d: Workshop development records, including, but not limited to, course proposal, instructor’s name and curriculum vitae, and evaluation of the need for the course:
RETENTION: 8 years
Individual earnings (in-service) credit record,

including information on courses attended and credits earned:
RETENTION: 75 years after date of birth of employee or 55 years after earliest document in file if date of birth is not known
NOTES: Schools and BOCES should maintain records of individual earnings (inservice) credits as part of personnel files. See item no. 636 in the Personnel/Civil Service section.

 ED1 297 985
Course and workshop registration records,

including but not limited to course registration and approval form, registration acknowledgement and rejection or cancellation notice:
RETENTION: 1 year

 ED1 298 986
Course evaluation and survey records


2020 (♦)
 ED1 299 987

a: Official copy of evaluation or survey form and instructions:
RETENTION: 8 years

b: Summary of evaluation or survey results:
RETENTION: 8 years

c: Individual returned evaluation or survey forms:
RETENTION: 0 after summary of results completed
Listing of canceled courses or workshops:


RETENTION: 1 year

 ED1 300 988
Grading and scoring records for individual teacher,

including records of grading and scoring of college level courses attended:
RETENTION: 2 years

 ED1 301 989
Transportation: Other School Transportation Records
Title Major Revision Previous Schedules Schedule Item
School bus driver qualification file,

including but not limited to driver training certificates, character references, application for employment, physical examination, driving examination and training records

 2020 (♦)
 ED1 303 1001

a: For employees of school district or BOCES:
RETENTION: 6 years after termination of employment

b: For individuals who are not employees of school district or BOCES:
RETENTION: 3 years
School bus purchase and capacity approval application records:


RETENTION: 0 after no longer needed
NOTES: This item does not cover school bus purchase files, which are covered by item no. 547 in the Fiscal section, Purchasing subsection, and school bus maintenance files, which are covered by item no. 817 in the Public Property and Equipment section.

 ED1 304 1002
School bus ridership list or pupil transportation eligibility record for common carriers and contract yellow buses,

including names of students for each trip:
RETENTION: 6 years

 ED1 306 1003
Driver's daily log report:


RETENTION: 6 years

 ED1 308 1004
Non-public school pupil transportation records,

including parental requests and consents:
RETENTION: 3 years

 ED1 309 1005
School bus safety drill records:


RETENTION: 3 years

 ED1 392 1006
Field trip records,

including but not limited to trip request data; bus driver, staff and chaperone assignments; list of attendees and trip reports:
RETENTION: 6 years after date of most recent entry

 ED1 395 1007
Commuter traffic reduction program records,

covering Employee Commute Option (ECO), Transportation Demand Management (TDM), or similar program records

 ED1 396 1008

a: Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates, including records relating to agency review, approval, disapproval and appeal (copies maintained by local government acting as Local Administrative Agency):
RETENTION: 6 years after superseded or obsolete
NOTES: Appraise these records for archival value. These records may be useful in providing information on relieving traffic congestion problems in certain urban areas. Contact the State Archives for additional advice.

b: Compliance plan (initial or consolidated), including but not limited to such records as worksite profile, survey results, average passenger occupancy (APO) calculations, forecasted participation, summary of trip reduction strategies, list of worksites and implementation schedule, and also covering revisions and updates (copy maintained by local government employer):
RETENTION: 3 years after superseded or obsolete

c: Bi-annual maintenance report (copy maintained by local government employer or local government acting as Local Administrative Agency):
RETENTION: 6 years

d: Information on potential participants, including list of applicants and individual employee surveys:
RETENTION: 3 years
School bus photo violation monitoring system records


NOTES: Recordings from school bus cameras used for security purposes are covered by item no. 846 in the Public Property and Equipment section. Case investigation records are covered under item no. 1222 in the Public Safety section.

 2020 (♦)
 1294

a: When recording relates to specific case investigation:
RETENTION: Retain as long as the case investigation to which the recording relates is retained

b: When recording does not relate to specific case investigation:
RETENTION: 6 months
Transportation: School Bus Routing and Scheduling
Title Major Revision Previous Schedules Schedule Item
Automated road/street file or data layer contained in school bus routing and scheduling G.I.S.:


RETENTION: Maintain as updated data file as long as system is in use, and for 1 year after system upgraded or replaced

 ED1 386 990
Automated student data file contained in school bus routing and scheduling G.I.S. or other automated system, G.I.S. or other automated system,

used primarily for school bus routing and scheduling:
RETENTION: Maintain as updated data file as long as system is in use, and for 1 year after system upgraded or replaced
NOTES: If this data file also serves as the basic data file of an automated student information system (see item no. 953 in the Student Records: Student Information Systems and Related Records subsection), or if no automated student information system exists and this data file constitutes the school district’s or BOCES’ only record listing and providing basic information on all students, the school district or BOCES should consider permanent retention of the basic data elements. See note to item no. 953 for additional information.

 ED1 387 991
Automated individual school information data file (sometimes contained in school bus routing and scheduling G.I.S.)

containing basic data on school building and its administration, and summary student information, for each school within a district:
RETENTION: Maintain as updated data file as long as system is in use, and for 6 years after system upgraded or replaced

 ED1 389 992
Transportation-related system operation history file,

containing significant data and/or periodic data snapshots, generated from detailed system data
NOTES: Appraise these records for archival value. History files may contain valuable information to document system operation over a period of time. Contact the State Archives for additional advice in this area.

 ED1 499 993

a: When created at regular intervals, such as annually:
RETENTION: 0 after no longer needed

b: Created when data from this file is used in conjunction with planning reports, studies or special projects:
RETENTION: Retain as long as the reports, studies and other principal records for which the history file or snapshots are created are retained.
Records of updates, corrections and confirmations to data files

used in automated transportation-related systems, including assignments:
RETENTION: 1 month

 ED1 500 994
Transportation-related routing and scheduling reports, studies or data queries,

including documentation of macros, queries, and reports:
RETENTION: 0 after no longer needed
NOTES: Appraise the records for archival value. Certain reports and studies may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.
Macros or queries are created for a number of reasons. For example, an automated system might be used to produce maps and reports which recommend and lead to construction of an additional elementary school in a school district. In this case, the system output reports and maps should be retained permanently. The State Archives recommends that any macro or query created as part of this process also be retained as long as the resulting report or study. See also item no. 998.

 ED1 302 995
School bus route schedule, map or diagram,

including such information as locations and times of stops and number of students transported

 ED1 305 996

a: Schedule, map or diagram produced periodically to show routes usually traveled by school buses:
RETENTION: 6 years after superseded or obsolete

b: Schedule, map or diagram produced daily or for each trip, showing route traveled on particular day or trip by school bus:
RETENTION: 1 month
Routine correspondence and similar records relating to school bus routing and scheduling,

included but not limited to letters and maps of bus routes sent to parents and correspondence received relating to updating information on bus routes and schedules:
RETENTION: 1 year

 ED1 390 997
Planning studies conducted using school bus routing and scheduling or other automated system,

covering areas such as new school facility construction and alteration of boundaries within district

 ED1 391 998

a: Official copy of publications, videotapes, or informational literature prepared for public distribution:
RETENTION: PERMANENT

b: Final maps, plans, statistical tables, reports and studies:
RETENTION: PERMANENT

c: Background materials and supporting documentation:
RETENTION: 6 years after project completed, or after date of final entry in record
System operational records of original entry

created in non-automated system or used for data entry or verification, where significant information is data entered or posted to reports and other summary records, including but not limited to tachographic charts and other records generated by vehicle data recorders:
RETENTION: 0 after no longer needed for administrative or legal purposes and relevant information posted to summary record
NOTES: Records custodians should consult their attorney or counsel before these records are disposed of regarding any potential legal value. Recordings of serious incidents may warrant longer retention for legal reasons. Tapes or other records generated by data recorders should be retained until legal action is resolved.

 ED1 501 999

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