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Student Records: Miscellaneous

School District and BOCES

Student Records: Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Student emergency contact record,

including the names, addresses, phone numbers, and other information for individuals designated as student emergency contacts. Information may be used in conjunction with school safety and disaster plans:
RETENTION: Destroy when information is superseded or student leaves the district, whichever is shorter

 2020 (♦)
 971
Records of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and related legislation

concerning access to student education records and participation in surveys on or activities in designated areas

 2020 (♦)
 972

a: Request for hearing on content of student education records, decision of hearing, and student statement on content of disputed record:
RETENTION: Retain for the same period the disputed records are maintained

b: Record of requests for access to and disclosures of personally identifiable information from the student education records, as required by FERPA regulations:
RETENTION: Retain for the same period the requested records are maintained
NOTES: For records of requests for student information which are not subject to FERPA requirements, see item no. 53 in the General Administration section. Requests by students for information on themselves are covered by item no. 948.

c: Request for nondisclosure of directory information or non-participation in surveys on or activities in designated areas:
RETENTION: 1 year after request is terminated or is no longer valid or 1 year after the concerned records are no longer maintained

d: Consent for records disclosure:
RETENTION: 1 year after consent is terminated or 1 year after the concerned records are no longer maintained

e: Waiver of right to inspect and review confidential letters and statements placed in student education records:
RETENTION: 1 year after waiver is terminated or 1 year after the concerned records are no longer maintained

f: Directory Information Policy Statement:
RETENTION: PERMANENT

g: Annual or other notice of rights under FERPA or related legislation concerning access to student records or participation in surveys on or activities in designated areas:
RETENTION: 3 years after issued or superseded or obsolete, whichever is later
Student employment certificate record ("working papers"),

including but not limited to application, evidence of age, parent's consent, physical fitness certificate, and employment certificate or rejection of application:
RETENTION: 0 after student attains age 21

 ED1 274 965
Student disciplinary records,

including but not limited to detention notice, suspension notice, suspension hearing record, correspondence, and related records

 ED1 278 966

a: Records of major disciplinary actions, including suspensions:
RETENTION: 3 years after end of school year, but no less than 3 years after student attains age 18

b: Records of minor disciplinary actions:
RETENTION: 3 years after end of school year
NOTES: School districts and BOCES may wish to retain all or select records of minor disciplinary actions for a lengthier period, especially in situations where the records may be needed for use in litigation alleging that a student was improperly disciplined due to an unrecognized learning disability. Such litigation could potentially commence up to the time when the student attains age 21.
Scholarship program records,

(covering academic, athletic or other scholarships) including but not limited to scholarship applications, list of eligible candidates, list of competition winners and alternates, and reports:
RETENTION: 1 year after scholarships awarded
NOTES: Policies and procedures for awarding and administering scholarships are covered under item no. 52 and consideration should be made to retain these records until the scholarship program is discontinued.

 ED1 279 967
Records of gifts and prizes awarded students:


RETENTION: 3 years

 ED1 282 968
School bus pass and parent's consent

for student to participate in, or request for student to be excused from, specific activity, including but not limited to physical education program, field trip, or athletic program:
RETENTION: 1 year after end of school year

 2020 (♦)
 ED1 47 969
Missing child notification and related records,

received from State Division of Criminal Justice Services

 ED1 382 970

a: Notification of missing child and need to "flag" student record, and subsequent notification to remove "flag" from record, when missing child is located:
RETENTION: 0 after receiving notification that child is no longer missing

b: Notification of missing child and need to "flag" student record, when child is not reported as having been located:
RETENTION: 6 years after student graduates or would normally have graduated from high school

c: Letter of notification, and letter of correction, when child reported missing is identified as not having been a student at school district receiving notification:
RETENTION: 1 year