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: |
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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: |
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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: |
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d. Program admission application, when application is approved: |
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e. Program admission application, when application is not approved
or student does not enroll in program: |
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f. Cumulative achievement record maintained by BOCES, including
information on credits, grades, attendance, instructors' comments and
employability profile: |
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g. Other student records maintained by BOCES, including annual
and periodic progress reports, from which information is posted to cumulative
achievement record: |
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h. School district's copy of BOCES cumulative achievement and
other BOCES student records: |
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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: |
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| 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: |
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b. Examination test papers and answer sheets: |
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| *3.[377] | Student portfolio, containing samples of a student's best work,
and including progress reports and grades (where applicable): 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: |
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b. If not posted to cumulative achievement record: |
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| 5.[277] | Examination records, relating to Regents preliminary and literacy
examinations, created prior to 1970: |
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: |
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b. Lists created since 1910: 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. |
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| 3.[380] | Documentation of regular updates made to student lists or student
data file, such as covering corrections, deletions or additions to
student data: |
| 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: |
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b. Post-1949 school census records, maintained in updateable
card-file format: 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. |
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c. Post-1949 school census records, maintained in list, booklet,
computer printout or electronic format: |
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| *5.[272] | Pupil personnel cumulative record (guidance folder), containing
information on all aspects of student's school career: |
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 |
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b. "Attendance registers" used from 1929 to the
present, in form provided or approved by the State Education Department: 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. |
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c. Detailed attendance data contained in electronic format
in student information systems, or maintained as system output: |
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| 2.[45] | Student's attendance exemption record, including but not limited
to request for and certificate specifying reason for and duration of exemption: |
| 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: |
| *4.[49] | Attendance reports and other summary attendance records, not containing detailed information on individual absences |
a. Annual or bi-annual attendance report: 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. |
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b. Periodic reports and other records used to complete annual
or bi-annual report: |
| *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: 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. |
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b. Scouting reports and videotapes used for scouting and
training purposes: |
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| 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: 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. |
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b. Scouting reports and videotapes used for scouting and
training purposes: |
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| 3.[381] | Fund raising records generated by student organizations, athletic
teams and "booster clubs" to help support extra-curricular activities: |
| *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: |
| *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: |
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b. Records of minor disciplinary actions: 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. |
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| 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: |
| 4.[282] | Records of gifts and prizes awarded students: |
| 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: |
| *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: |
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b. Notification of missing child and need to "flag"
student record, when child is not reported as having been located: |
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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: |
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: |
| *3.[317] | Lists of students enrolled in supplemental education programs |
a. Master list of students, created annually or for each class: |
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b. Other lists of students, created for internal administrative
purposes: |
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| *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: |
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b. Other related records, including plan development and submission
records, background material and supporting documentation: |
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| 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: |
| 6.[320] | Payroll breakdown and other background documentation of program,
providing information such as details of program time spent by individual
staff members: |
| *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: |
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b. Duplicate school district data maintained by BOCES: |
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c. Testing eligibility determination and testing protocols, official
copies of tests, and summary records describing testing programs: |
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d. Summary records of test results: |
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e. Test papers, answer sheets, test administration notes, test
schedules and other routine test administration records: |
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| *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: |
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b. Records relating to individual student not entered in supplemental
education program: |
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| *9.[495] | Home language questionnaire, completed for student registration: |
| *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: |
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b. Outside provider files, excluding contracts and legal
agreements: |
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c. Contracts or legal agreements with outside providers: |
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: |
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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: |
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| *2.[284] | Copy of tax map, held by local government which does not
conduct assessments, where official copy is held by county or municipality: |
| 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: |
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b. Warrant copy of tax roll, including warrant or levy to
collect taxes: |
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c. Non-warrant copy of tax roll, when warrant copy is retained
permanently: |
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d. Abstract of tax roll: |
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| 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: 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. |
| *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: 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. |
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b. Tax collection history data, containing summary tax collection
history information, created from tax collection data file: 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. |
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c. Documentation of regular updates or corrections made to
tax collection data file: |
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| *2.[288] | Statement or list of unpaid taxes or taxes due, or other lists,
reports or studies relating to tax collection: |
| 3.[289] | Tax escrow account records |
a. Notification of creation, transfer or termination of escrow
account, when original record is maintained by county: |
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b. Notification of creation, transfer or termination of escrow
account, when original record is not maintained by county: |
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c. List of tax escrow accounts: |
| 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: |
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b. Apportionment records, except annual certificates: |
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| 3.[292] | Tax search record, including but not limited to record of searches
conducted, abstract of search results, correspondence and memoranda: |
| 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: |
| *5.[497] | Master summary record of real property transfers within area served
by local government: 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: |
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: |
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b. Attendance records for course: |
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c. Other course records, including course proposal: |
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| *3.[296] | Workshop records |
a. Official copy of brochure or other publication announcing
and describing workshops to be offered: |
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b. Attendance records for workshop: |
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c. Records of credits awarded for workshop attendance (if
applicable): 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. |
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d. Other workshop records: |
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| *4.[297] | Individual earnings (in-service) credit record, including information
on courses attended and credits earned: 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: |
| 6.[299] | Course evaluation and survey records |
a. Official copy of evaluation or survey form and instructions: |
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b. Summary of evaluation or survey results: |
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c. Individual returned evaluation or survey forms: |
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| 7.[300] | Listing of canceled courses or workshops: |
| 8.[301] | Grading and scoring records for individual teacher, including
records of grading and scoring of college level courses attended: |
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: 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: |
| *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: |
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b. Created when data from this file is used in conjunction
with planning reports, studies or special projects: |
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| *5.[500] | Records of updates, corrections and confirmations to data files
used in automated transportation-related systems, including assignments: |
| *6.[302] | Transportation-related routing and scheduling reports, studies or
data queries, including documentation of macros, queries, and reports: 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: |
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b. Schedule, map or diagram produced daily or for each trip,
showing route traveled on particular day or trip by school bus: |
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| 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: |
| *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: |
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b. Final maps, plans, statistical tables, reports and studies: |
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c. Background materials and supporting documentation: |
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| *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: 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. |
| 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: 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: |
| 4.[308] | Driver's daily log report: |
| 5.[309] | Non-public school pupil transportation records, including parental
requests and consents: |
| 6.[392] | School bus safety drill records: |
| 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: |
| *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): 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. |
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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): |
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c. Bi-annual maintenance report (copy maintained by local
government employer or local government acting as Local Administrative
Agency): |
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d. Information on potential participants, including list
of applicants and individual employee surveys: |