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Administration

School District and BOCES

Administration
Title Major Revision Previous Schedules Schedule Item
School district records

created prior to consolidation of municipal school districts into centralized districts
NOTES: For attendance and school census records of predecessor school districts, see the Student Records section. Other series of school records created prior to consolidation should be treated as a discrete series for each of the consolidated districts. Appropriate retention periods for these records are addressed elsewhere.

 ED1 167 874

a: Basic records including but not limited to school district trustees' minutes; school commissioners' reports; school district "record books;" records of formation, alteration or consolidation of districts; teacher hiring and salary records; school fund and other accounting ledgers; district tax rolls or lists; school library reports and book lists; certificates of apportionment and annual and special reports:
RETENTION: PERMANENT

b: Supporting fiscal and administrative documentation, including but not limited to receipts, warrants and orders to pay, canceled checks, bank statements, and routine correspondence:
RETENTION: 6 years
District organization file

covering school districts and BOCES

 ED1 168 876

a: Records documenting the establishment, extension, alteration, consolidation, or dissolution of district including but not limited to petition, records of public hearing, correspondence with New York State agencies, maps, surveys, special reports and studies, and photographs:
RETENTION: PERMANENT

b: Background materials and supporting documentation, including but not limited to periodic reports, routine correspondence, memoranda, and copies of district budgets:
RETENTION: 6 years
School district/BOCES registration and accreditation records,

including but not limited to application for and registration from State Education Department (SED), results of review of registration status, accreditation by private evaluating agency and award received from federal Department of Education, SED and other agencies and organizations:
RETENTION: PERMANENT

 ED1 171 877
Basic Educational Data System (BEDS) records,

including School Data Form, School District Summary Form, personnel master summary data and related reports used to report summary data on instructional programs to the State Education Department:
RETENTION: 5 years

 ED1 48 878
School district, individual school, or BOCES improvement records,

covering review by State Education Department (SED) of academic performance, aptitude test scores, school safety or violence, fiscal management, or overall administration

 ED1 401 880

a: Official notifications from SED, final versions of corrective action and school improvement plans, results of SED progress reviews, summary of corrective actions taken, and significant correspondence:
RETENTION: PERMANENT

b: Other records, including but not limited to draft corrective action and school improvement plans, results of data analyses, notes and correspondence:
RETENTION: 6 years after date of most recent entry in record
NOTES: Appraise these records for historical significance prior to disposition. Records documenting schools or districts "in need of improvement" or "in need of corrective action" or placed "under registration review" by SED may have continuing value for historical or other research and should be considered for permanent retention unless the information they contain is duplicated or summarized in records covered by part "a" of this item. Contact the State Archives for additional information.
Administrative reports

covering grades, test scores, staffing, fiscal matters, complaints about use of corporal punishment, school prayer certification, annual professional performance reviews (APPR) and other activities and performance of school district or BOCES, including reports prepared for inclusion with annual State aid consolidated funding application

 ED1 148 881

a: Significant reports, including public school performance report, covering academic performance, attendance, suspension and drop-out rates for the previous year; school district and BOCES report cards, covering expenditures for administration and improvement, student academic performance indicators, and measures of fiscal performance; district progress report, providing annual summary data on standardized achievement and aptitude test results, Regents and other examination test results, and analyses of test data, as well as other information on such subjects as enrollment and attendance, staffing, class size, graduating classes and ethnicity; and similar administrative reports:
RETENTION: PERMANENT

b: School progress report, when information can be readily extracted from district progress report:
RETENTION: 5 years

c: School progress report, when information cannot be readily extracted from district progress report:
RETENTION: PERMANENT

d: Final version of comprehensive assessment report (CAR), received from State Education Department, and returned upon verification, when report is created instead of a district progress report, and it contains annual summary data on standardized achievement and aptitude test results, Regents and other examination test results, and analyses of test data, as well as other information on such subjects as enrollment and attendance, staffing, class size, graduating classes and ethnicity, and/or it constitutes a report published by the school district:
RETENTION: PERMANENT

e: Final version of comprehensive assessment report (if not covered by part d):
RETENTION: 5 years

f: Routine reports and background files and supporting documentation used in creating, verifying, or correcting any reports covered by this item:
RETENTION: 6 years
Administrative plans

covering grades, test scores, staffing, pupil attendance, fiscal matters, and overall activities and performance of school district or BOCES, including plans prepared for inclusion with annual State aid consolidated funding application, not covered by specific items found elsewhere in this schedule, including comprehensive district education (or equivalent) plan; district plan for participation by teachers and parents in school-based planning and shared decision-making; attendance plan, including proposed strategies for attendance improvement and dropout prevention; and similar administrative plans

 ED1 402 882

a: Final versions of significant plans, including all amendments:
RETENTION: PERMANENT

b: Other plans and background files and supporting documentation for all plans, including results of data analysis, along with plan submission records:
RETENTION: 6 years

c: Data created or modified specifically for creation of comprehensive district education (or equivalent) plan or copy of data submitted to the State Education Department (SED):
RETENTION: 5 years
NOTES: This data may come from a student information system (see item no. 953 in the Student Records section) and may also relate to data collected relative to Local Education Agency Programs (see item no. 979 in the Supplemental Education Services section). If identical data serves more than one function, the longest applicable minimum retention period must be followed.
Questionnaire on student race and ethnicity

responsive to state and federal statistical data requirements:
RETENTION: 3 years or 3 years after audit, review, or investigation is completed, whichever is later

 2020 (♦)
 879
Non-public school student text book loan records,

including request for text books and record of loan and return:
RETENTION: 5 years

 ED1 170 892
Pre-K and/or "Head Start" records

covering children enrolled in program operated by school district
NOTES: Schools may prefer to maintain these records as part of a student cumulative education record file. See item no. 948 in the Student Records subsection.

 ED1 341 886

a: Individual child's folder, including but not limited to application from parent/guardian, individual service plan, conference notes, year-end or other reports, health records, family profile and social information:
RETENTION: 0 after child attains age 21

b: Applications from parent/guardian for enrollment of child in program, where child is not accepted or is not enrolled in program:
RETENTION: 3 years

c: Annual or other master listing of students enrolled in program:
RETENTION: 20 years
Records of auxiliary organizations or activities,

including but not limited to parent support organizations, such as PTA, employee unions, parent sponsored clubs, after‑school activities which are not officially sanctioned by the school, and other miscellaneous records in the custody or possession of the school district or BOCES:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for historical significance prior to disposition. Records which document the history of the community and its citizens may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

 ED1 394 883
Residency determination records

for student, other than information contained in cumulative education record file, and including hearing record

 2020 (♦)
 ED1 462 888

a: For cases where determination is decided through a hearing:
RETENTION: 1 year after date of final determination or 1 year after student no longer enrolled in district, whichever is longer

b: For cases where residency is verified without a hearing:
RETENTION: 1 year after date of final determination
Parolee and sex offender records,

including lists of parolees or sex offenders living within a jurisdiction:
RETENTION: 0 after superseded or obsolete

 ED1 465 891
Non-public school discontinuance records,

including but not limited to notification of transfer of discontinued non-public school student records to other school or agency, and non-public school student records transferred from discontinued non-public school to public school district:
RETENTION: PERMANENT

 ED1 466 875
Copies of custody orders and other miscellaneous social services records

relating to individual students, maintained by school districts and BOCES:
RETENTION: 0 after student attains age 18

 ED1 467 890
Appeal or petition to the Commissioner of Education,

along with related records, when not related to a specific series of records listed on this Schedule:
RETENTION: 3 years after resolution of appeal or petition
NOTES: This item includes, but is not limited to, appeals filed pursuant to Sects. 310 and 3012-c and -d, Education Law (latter relates to annual professional performance reviews (APPR)). Appeals or petitions relating to specific series of records listed on this Schedule should be retained as part of or as long as that respective series.

 2020 (♦)
 ED1 469 889
Family literacy program records


ED1 471 887

a: Family folder, including but not limited to application from parent/guardian, testing records, service plan, records of home visits, conference notes, year-end progress or other reports, health records, family profile and social information:
RETENTION: 0 after youngest child attains age 21

b: Applications (including related testing records) from parent/guardian for enrollment of child in program, where child is not accepted or is not enrolled in program:
RETENTION: 3 years

c: Annual or other master listing of students and families enrolled in program:
RETENTION: 20 years

d: Performance indicators used to monitor, evaluate and improve program:
RETENTION: 6 years after superseded or obsolete
Commencement records


2020 (♦)
 884

a: Official copy of commencement program or other publication:
RETENTION: PERMANENT

b: Other commencement records, including but not limited to copies of speeches, press clippings and press releases, and event planning and logistics records:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Records such as speeches and photographs may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.
Alumni directory

or other master summary record of alumni and all other degree recipients, such as published alumni catalog, providing names of alumni, years of graduation, and other information such as degrees granted and place of residence:
RETENTION: PERMANENT

 2020 (♦)
 885