Part 5: Student Records through Transportation

 

STUDENT RECORDS

ACADEMIC RECORDS

*1.[275] Student cumulative education record file (including "permanent record card")
 

a.       Cumulative achievement record equivalent (sometimes known as "Permanent Record Card") for elementary and secondary school including but not limited to information on school entry, withdrawal and graduation, and on subjects taken and grades received from examinations:
RETENTION:        PERMANENT

 

b.       Other student records, including but not limited to registration record; screening evaluation reports; remedial program participation record; Section 504 evaluations, accommodation plans and related records; counselor notes; teacher comments; correspondence; and transfer or discharge notice:
RETENTION:        6 years after student graduates or would normally have graduated from high school

 

c.       Examination (including Regents examination) test results, papers and answer sheets, and duplicate copies of report cards when information regarding subjects taken and final grades received is posted to the pupil's cumulative achievement record:
RETENTION:        1 year after end of school year

 

d.       Program admission application, when application is approved:
RETENTION:        6 years or student participation in program terminates, whichever is later

 

e.       Program admission application, when application is not approved or student does not enroll in program:
RETENTION:        3 years

 

f.        Cumulative achievement record maintained by BOCES, including information on credits, grades, attendance, instructors' comments and employability profile:
RETENTION:        PERMANENT

 

g.       Other student records maintained by BOCES, including annual and periodic progress reports, from which information is posted to cumulative achievement record:
RETENTION:        6 years after student graduates or would normally have graduated from high school

 

h.       School district's copy of BOCES cumulative achievement and other BOCES student records:
RETENTION:        6 years after student graduates or would normally have graduated from high school

 

i.        Copies or abstracts of student records, sent by student's high school to elementary, middle and/or junior high school which student had attended, and which district does not operate a high school itself:
RETENTION:        0 after no longer needed

2.[281]

Student records covering non-district students, and students attending high school equivalency, alternative learning and adult education courses

NOTE:  This does not cover non-resident full-time students paying tuition.  Their records are covered by item no. 275.  This item does cover records of students who pay tuition and reside in another district, but take occasional courses in the district where these records are maintained. 

 

a.       Student records, including but not limited to parental consent, approval from student's school district, program participation application, summary of participant achievements and attendance, record of courses taken including grades and examination results, but excluding examination test papers and answer sheets:
RETENTION:        0 after student attains age 24, but not less than 6 years

 

b.       Examination test papers and answer sheets:
RETENTION:        1 year

*3.[377]

Student portfolio, containing samples of a student's best work, and including progress reports and grades (where applicable):
RETENTION:        6 years after student graduates or would normally have graduated from high school

NOTE:  The student and teacher may weed out and dispose of individual student papers in the portfolio at the end of each school year, providing samples of the student's best work are retained as specified above.

4.[276] Certificate of Regents high school and college entrance diplomas issued
 

a.       If posted to cumulative achievement record:
RETENTION:        0 after posting

 

b.       If not posted to cumulative achievement record:
RETENTION:        PERMANENT

5.[277]

Examination records, relating to Regents preliminary and literacy examinations, created prior to 1970:
RETENTION:        0 after no longer needed

STUDENT INFORMATION SYSTEMS AND RELATED RECORDS

 

NOTE:  Many school districts and BOCES maintain data on students in automated systems, known generically as "Student Information Systems."  These systems usually contain certain basic or core data on each student.  The basic data elements usually consist of the name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class of each student.  This information may be kept in electronic format or in paper printout lists or microform output.  If it is kept in electronic format, it need not be maintained on-line, but may be stored on tape or diskette if desired.

Student information systems typically include school census data, in fact some systems are based on a single record covering the entire family rather than an individual student.  The retention periods for census information on the family of a student is covered by item no. 43, below.

Student information systems also typically contain summary academic/grade and attendance information.  They may also contain detailed grade and attendance data.  Retention of academic/grade and attendance information is specified in the Academic Records and Attendance Records subsections.

Student information systems often contain information in other areas, such as student health, special education, discipline, class and bus scheduling, awards and honors, and athletics.  These records are covered by items at various locations throughout Schedule ED-1.  These items and retention periods apply to these records, regardless if they are contained in or generated by a student information system. 

1.[378] Basic data on any student contained in or produced by an automated student information system, including name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class:
RETENTION:            0 after no longer needed

NOTE:  School districts and BOCES should consider permanent retention of the basic data elements of these student information systems on an annual or bi-annual basis, such as at the beginning and/or end of the school year.  This information may be useful for long-range planning purposes, teaching with historical records projects, and community history research.  Contact the State Archives for additional advice.
2.[379]

Lists of students created prior to or in lieu of the maintenance of student data in automated student information systems, containing such information as student's age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class, and sometimes ethnicity, summary grade, attendance and deportment information

 

a.           All lists created prior to 1910:
RETENTION:        PERMANENT

 

b.           Lists created since 1910:
RETENTION:        0 after no longer needed

NOTE:  School districts and BOCES should consider permanent retention of these lists on an annual or bi-annual basis, such as at the beginning and/or end of the school year.  This information may be useful for long-range planning purposes, teaching with historical records projects, and community history research.  Contact the State Archives for additional advice in these areas.

3.[380]

Documentation of regular updates made to student lists or student data file, such as covering corrections, deletions or additions to student data:
RETENTION:            1 year

4.[43]

School census records

NOTE:  The Census and Register of Students With Disabilities is covered by item no. 372, found in the Special Education section of the Schedule.  If the (general) school census, covered by this item, and the Census and Register of Students with Disabilities are one and the same record, this item covers its retention.

 

a.           All school census records created prior to 1949 (some early 19th century census records only list names of parents) including so-called "attendance registers" used between 1895 and 1928, in booklet form provided by the State Office of Public Instruction, later the State Education Department (these booklets also contain the school census, trustees' annual reports, registers of visitors, and other information); and school census and enrollment reports, created between 1929 and circa 1949, in booklets provided by the State Education Department, or their equivalents:
RETENTION:        PERMANENT

 

b.           Post-1949 school census records, maintained in updateable card-file format:
RETENTION:        6 years after information it contains becomes obsolete

NOTE:  While not required to do so, school districts and BOCES may wish to retain some school census records maintained in this format permanently for local and family history research and teaching with historical records projects.  Contact the State Archives if you would like additional information on this subject, or to discuss your district's census records in detail.

 

c.           Post-1949 school census records, maintained in list, booklet, computer printout or electronic format:
RETENTION:        Retain one complete census permanently for every 5 year interval; retain others for 6 years

*5.[272]

Pupil personnel cumulative record (guidance folder), containing information on all aspects of student's school career:
RETENTION:            6 years after student graduates or would have normally graduated from high school



ATTENDANCE RECORDS

*1.[44] Student's attendance record (register), including but not limited to each student's name, date of birth, names of parents or guardian, address, and daily attendance, absence and tardiness
  a.           All attendance records created prior to 1928, including "attendance registers" used between 1895 and 1928, in booklet form provided by the State Office of Public Instruction, later State Education Department (these booklets also contain the school census, trustees' annual reports, registers of visitors, and other information):
RETENTION:        PERMANENT
 

b.           "Attendance registers" used from 1929 to the present, in form provided or approved by the State Education Department:
RETENTION:        6 years

NOTE:  If annual or bi-annual lists of students are not available for certain school years, school districts and BOCES may wish (but are not required) to retain post-1929 attendance registers for those years in their place to provide students' names.  If separate student lists are available, school districts and BOCES may wish to retain examples of the detailed post-1929 attendance registers for use in historical research or in teaching with historical records projects.  Contact the State Archives for additional advice in this area.

 

c.           Detailed attendance data contained in electronic format in student information systems, or maintained as system output:
RETENTION:        6 years

2.[45]

Student's attendance exemption record, including but not limited to request for and certificate specifying reason for and duration of exemption:
RETENTION:            0 after student attains age 21

3.[46]

Student's absence record, including but not limited to parent's excuse, investigation report, and record of attendance at religious observance or education:
RETENTION:            1 year after end of school year

*4.[49] Attendance reports and other summary attendance records, not containing detailed information on individual absences
 

a.           Annual or bi-annual attendance report:
RETENTION:        6 years

NOTE:  Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.

NOTE:  Annual reports containing attendance information submitted to the State Education Department for State aid reimbursement purposes are covered by item no. 148 in the Administration section.

 

b.           Periodic reports and other records used to complete annual or bi-annual report:
RETENTION:        1 year

EXTRA-CURRICULAR ACTIVITIES

*1.[93] Student organization records
 

a.           Lists of members or participants, records of activities, competitions and performances, and other records of officially-supported student organizations except scouting records and scouting and training videotapes:
RETENTION:        6 years

NOTE:  Appraise these records for historical significance prior to disposition.  Photographs and videotapes of and programs for certain competitions and performances may have historical value in documenting student activities.  Records with historical value should be retained permanently.

NOTE:  Parental consents are covered by item no. 47, below.  Health related records are found in the Health section of this Schedule.

 

b.           Scouting reports and videotapes used for scouting and training purposes:
RETENTION:        0 after no longer needed

2.[94] Athletic program records
 

a.           Lists of athletes or participants, records of interscholastic competitions and intramural athletics, and other records except scouting records and scouting and training videotapes:
RETENTION:        6 years

NOTE:  Appraise these records for historical significance prior to disposition.  Official score and record books, team and action photographs and videotapes of and programs for interscholastic competitions may have historical value in documenting interscholastic student athletics.  Records with historical value should be retained permanently.

NOTE:  Parental consents are covered by item no. 47, below.  Health related records are found in the Health section of this Schedule.

 

b.           Scouting reports and videotapes used for scouting and training purposes:
RETENTION:        0 after no longer needed

3.[381]

Fund raising records generated by student organizations, athletic teams and "booster clubs" to help support extra-curricular activities:
RETENTION:            6 years

*4.[280]

Extra-curricular activity selection and evaluation records, including applications, nominations, qualifications, evaluations, ratings, voting records, records of appeals of selection or evaluation decisions, lists of students or student materials selected or not selected, and related records concerning the selection or evaluation of students or student materials for participation or inclusion in activities such as athletic teams, the National Honor Society, the National Junior Honor Society, school plays, school art shows, school newspapers or literary magazines, and other activities:
RETENTION:            6 months after end of selection or evaluation process or 6 months after final resolution of any appeal of a selection or evaluation decision, whichever is later

MISCELLANEOUS

*1.[274] 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
*2.[278] Student disciplinary records, including but not limited to detention notice, suspension notice, suspension hearing record, correspondence, and related records
 

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

NOTE:  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.

3.[279]

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

4.[282]

Records of gifts and prizes awarded students:
RETENTION:            3 years

5.[47]

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

*6.[382] Missing child notification and related records, received from State Division of Criminal Justice Services
 

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

SUPPLEMENTAL EDUCATION SERVICES

NOTE:  This section covers Compensatory Education, Academic Intervention Services (AIS), Language Proficiency, and equivalent supplemental education programs.

*1.[315] Supplemental education records for individual student, including but not limited to letters of notification to parent(s) or guardian(s), copies of individual test results, parental or guardian consent (if applicable), student's personalized plan, student final and other progress reports, but not including individual student progress log:
RETENTION:        6 years

NOTE:  For records of supplemental education services included in an individual student's cumulative education file, see item no. 275 in the Student Records section.

2.[316]

Individual student progress log:
RETENTION:        1 year

*3.[317]

Lists of students enrolled in supplemental education programs

 

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

*4.[318] Application to the State Education Department to conduct supplemental education program, including district plan and related records
 

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

5.[319]

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

6.[320]

Payroll breakdown and other background documentation of program, providing information such as details of program time spent by individual staff members:
RETENTION:        6 years

*7.[321] 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
 

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

*8.[494] Records of supplemental education testing of students, where students are NOT determined to need supplemental education
 

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

*9.[495]

Home language questionnaire, completed for student registration:
RETENTION:        6 years after student graduates or would normally have graduated from high school

*10.[496]

Records covering outside providers of supplemental education services

NOTE:  Records dealing with individual students, including specific requests to receive services from outside providers, are covered by item no. 315, above.

 

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

TAXATION AND ASSESSMENT

VALUATION AND ASSESSMENT

1.[283] Equalization rate records
 

a.           Certificate of final equalization rate, as determined by New York State Office of Real Property Services:
RETENTION:        PERMANENT

 

b.           Equalization rate determination records other than certificate of final rate, including but not limited to notice of tentative rate, data submitted and reports submitted to State Office of Real Property Services:
RETENTION:        3 years

*2.[284]

Copy of tax map, held by local government which does not conduct assessments, where official copy is held by county or municipality:
RETENTION:            0 after no longer needed

ASSESSMENT ROLL/TAX ROLL

1.[285] Working papers or other intermediary records used in preparation of, or in posting changes to, assessment roll or tax roll, including but not limited to assessor's notes, Record of Taxable Status and automated data file:
RETENTION:            3 years after filing of roll
2.[286] Assessment and tax rolls (including records relating to correction of errors on assessment and/or tax rolls)
 

a.           Final assessment roll:
RETENTION:        10 years after filing

 

b.           Warrant copy of tax roll, including warrant or levy to collect taxes:
RETENTION:        PERMANENT

 

c.           Non-warrant copy of tax roll, when warrant copy is retained permanently:
RETENTION:        1 year after filing

 

d.           Abstract of tax roll:
RETENTION:        PERMANENT

3.[383]

Copies of tax grievance or judicial assessment review records received by school districts, non-assessing villages and counties, including but not limited to copies of petition and notice filed pursuant to sections 708(3) and 730(8), Real Property Tax Law:
RETENTION:            1 year

NOTE: The receiving agency may wish to retain these records longer if the grievance or judicial assessment review may involve a substantial potential future tax refund.

TAX COLLECTION

*1.[287] Tax collection records
 

a.           Tax collection data file; returned copy of tax bill; copy of receipt issued taxpayer; collector's daily accounts; receiving office tapes; records of overpayment, rebate or refund; record or notice of payment of post-due taxes; report on tax monies collected; request for extension of time to collect taxes; and similar records:
RETENTION:        6 years

NOTE:  Documentation of payment of school taxes must be retained permanently as it may affect the title to real property.  Usually this information will be found on the warrant tax roll (item no. 286b, above). If the warrant copy of the tax roll does not contain this information, then copies of paid tax bills or equivalent records must be retained permanently to document this tax payment information.

 

b.           Tax collection history data, containing summary tax collection history information, created from tax collection data file:
RETENTION:        0 after no longer needed

NOTE:  Appraise these records for historical significance prior to disposition.  This data may be useful for a number of years for convenience of reference, and may possibly have long-term historical value.

 

c.           Documentation of regular updates or corrections made to tax collection data file:
RETENTION:        6 years

*2.[288]

Statement or list of unpaid taxes or taxes due, or other lists, reports or studies relating to tax collection:
RETENTION:            6 years

3.[289] Tax escrow account records
 

a.           Notification of creation, transfer or termination of escrow account, when original record is maintained by county:
RETENTION:        1 year after transfer or termination of account

 

b.           Notification of creation, transfer or termination of escrow account, when original record is not maintained by county:
RETENTION:        6 years after transfer or termination of account

 

c.           List of tax escrow accounts:
RETENTION:        1 year after superseded or obsolete

MISCELLANEOUS

1.[290] Informational listing or index used in relation to taxation and assessment, including but not limited to lists of property owners, real estate transfers, address changes, exempt properties, filed grievances, tax redemptions, notice of bankruptcy or foreclosure proceeding, and billing addresses:
RETENTION:            1 year after superseded or obsolete
2.[291] Records of apportionment of tax monies
 

a.           Annual certificate of apportionment sent to municipality or district:
RETENTION:        PERMANENT

 

b.           Apportionment records, except annual certificates:
RETENTION:        6 years

3.[292]

Tax search record, including but not limited to record of searches conducted, abstract of search results, correspondence and memoranda:
RETENTION:            6 years

4.[293]

Tax levy and tax rate determination records (including utility or other special tax imposed by city school district), including computation of constitutional tax margin and statement filed with State Comptroller's Office:
RETENTION:            6 years

*5.[497]

Master summary record of real property transfers within area served by local government:
RETENTION:            0 after no longer needed, but not less than 6 years

NOTE:  Appraise these records for historical significance.  These records, compiled from real property transfer reports received from the county, may have continuing value for historical or other research.  Contact the State Archives for additional advice.

*6.[498]

School property tax report card, prepared for ensuing school year as part of the school budget process:
RETENTION:            PERMANENT

TEACHER RESOURCE AND COMPUTER TRAINING CENTER

*1.[294] Annual and semi-annual statistical, narrative and fiscal reports submitted to the State Education Department:
RETENTION:            PERMANENT
2.[295] Course records
 

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

 

b.           Attendance records for course:
RETENTION:        1 year

 

c.           Other course records, including course proposal:
RETENTION:        6 years

*3.[296] Workshop records
 

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

 

b.           Attendance records for workshop:
RETENTION:        1 year

 

c.           Records of credits awarded for workshop attendance (if applicable):
RETENTION:        0 after posted to individual earnings (in-service) credit record

NOTE:  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.           Other workshop records:
RETENTION:        6 years

*4.[297]

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

NOTE:  Schools and BOCES should maintain records of individual earnings (in-service) credits as part of personnel files.  See item no. 199 in the Personnel/Civil Service section.

5.[298]

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

6.[299] Course evaluation and survey records
 

a.           Official copy of evaluation or survey form and instructions:
RETENTION:        6 years

 

b.           Summary of evaluation or survey results:
RETENTION:        6 years

 

c.           Individual returned evaluation or survey forms:
RETENTION:        0 after summary of results completed

7.[300]

Listing of canceled courses or workshops:
RETENTION:            1 year

8.[301]

Grading and scoring records for individual teacher, including records of grading and scoring of college level courses attended:
RETENTION:            2 years

TRANSPORTATION

SCHOOL BUS ROUTING AND SCHEDULING

NOTE:  Some school districts and BOCES employ automated systems to handle their school bus routing and scheduling.  Some of these systems have Geographic Information System (G.I.S.) capabilities, permitting the use of computer mapping to assist in the bus routing and scheduling, and having the ability to perform some analysis of spatial data.  The items below are meant to cover not only electronic records contained in these automated systems, but also maps, reports and other system output maintained in both traditional hard copy and electronic format as well. These items also cover manually-generated records of districts and BOCES which do not employ automated systems for bus routing and scheduling.

Some school bus routing and scheduling G.I.S. contain components permitting mapping and other spatial data analysis useful in other areas, such as planning for facility construction and reorganizing school boundaries within a district.  While these records cover functions broader than merely bus routing and scheduling, because these records are contained in and generated by bus routing and scheduling systems, these planning-related records are listed below.

*1.[386] 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.
*2.[387]

Automated student data file contained in school bus routing and scheduling 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

NOTE:  If this data file also serves as the basic data file of an automated student information system (see item no. 378 in the Student Records section, 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. 378 for additional information.

*3.[389]

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.

*4.[499]

Transportation-related system operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data

NOTE:  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.

 

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.

*5.[500]

Records of updates, corrections and confirmations to data files used in automated transportation-related systems, including assignments:
RETENTION:            1 month

*6.[302]

Transportation-related routing and scheduling reports, studies or data queries, including documentation of macros, queries, and reports:
RETENTION:            0 after no longer needed

NOTE:  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.

NOTE:  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. 391, below.

7.[305] School bus route schedule, map or diagram, including such information as locations and times of stops and number of students transported
 

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

8.[390]

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

*9.[391] 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
 

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

*10.[501]

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

NOTE:  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.

OTHER TRANSPORTATION RECORDS

1.[303] 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:
RETENTION:            6 years after termination of employment
2.[304]

School bus purchase and capacity approval application records:
RETENTION:            0 after no longer needed

NOTE:  This item does not cover school bus purchase files, which are covered by item no. 259 in the Fiscal section, Purchasing subsection of this Schedule, and school bus maintenance files, which are covered by item no. 250 in the Public Property and Equipment section.

3.[306]

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

4.[308]

Driver's daily log report:
RETENTION:            6 years

5.[309]

Non-public school pupil transportation records, including parental requests and consents:
RETENTION:            3 years

6.[392]

School bus safety drill records:
RETENTION:            3 years

7.[395]

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

*8.[396] Commuter traffic reduction program records, covering Employee Commute Option (ECO), Transportation Demand Management (TDM), or similar program records
 

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

NOTE:  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