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School District and BOCES

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
Food Management and Child Nutrition
Title Major Revision Previous Schedules Schedule Item
Food management and child nutrition records


ED1 135 893

a: Program participation agreement, including attachments and amendments:
RETENTION: 6 years after termination of agreement

b: Other program records, including but not limited to application to participate as a sponsor, individual child participation application, records including meal counts, requisition and approval of requisition for donated commodities, and fiscal records such as adding machine tapes, purchase orders, claims and vouchers:
RETENTION: 3 years after end of school fiscal year
NOTES: Fiscal records relating to food management and child nutrition do not need to be retained for 6 years as similar fiscal records found in the Fiscal section of this Schedule must be retained.

c: Free and reduced meal policy statement, with attachments and certificate of acceptance:
RETENTION: 3 years after policy superseded
Food inspection and investigation records


ED1 136 894

a: Inspection report for preparation or serving area:
RETENTION: 3 years

b: Food sanitation complaint investigation or food embargo records, for investigations other than food- or water-borne disease investigations:
RETENTION: 6 years after last entry

c: Food sanitation complaint investigation or food embargo records, when a food- or water-borne disease investigation is conducted:
RETENTION: 21 years
NOTES: Appraise these records for long-term uses, warranting longer, if not permanent, retention prior to disposition. Records covered by this subitem may be useful in the future in documenting cases of serious food poisoning, such as where death or serious illness occurs from E. coli contamination. Contact the State Archives for additional advice.
Gifted and Talented Programs
Title Major Revision Previous Schedules Schedule Item
Student folder for student enrolled in gifted and talented program,

including but not limited to application or offer for participation, testing or eligibility determination records, progress reports, product assessment, samples of student's work, notes and correspondence:
RETENTION: 6 years after student participation in program terminates
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 325 895
Lists of students applying for participating and/or enrolled in gifted and talented program(s)


ED1 326 896

a: Annual list of students enrolled in gifted and talented program(s):
RETENTION: 20 years

b: List of students who applied for and/or were denied placement:
RETENTION: 3 years

c: Other lists of students, created for internal administrative purposes:
RETENTION: 0 after no longer needed
Application and/or offer for participation in gifted and talented program,

including eligibility identification and testing records, when student is not enrolled or does not participate in program:
RETENTION: 3 years

 ED1 327 897
Documentation of the process for selection and placement

for students in gifted and talented program, including explanation and justification of acceptance criteria, and district program plan:
RETENTION: PERMANENT

 ED1 328 898
Health
Title Major Revision Previous Schedules Schedule Item
Student's health record,

including but not limited to health history; individualized health care plan; immunization record; results and recommendations from examination, screening, or treatment; parent or guardian referral and permission record; and teacher's comments

 2020 (♦)
 ED1 137 899

a: Summary record or individual records when not posted to summary record:
RETENTION: 0 after individual attains age 27

b: Individual records when posted to summary record, except blood and body fluids incident report:
RETENTION: 1 year after end of school year

c: Individual immunization record, including authorization and/or parental consent:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer
NOTES: These records may be requested beyond their minimum legal retention period by persons needing proof of certain immunizations for college admission or other purposes. The State Archives recommends that school districts and BOCES evaluate the need to retain immunization records longer than the stated minimum retention period for these purposes.

d: Blood and body fluids incident report, even when posted to summary record:
RETENTION: 0 after individual attains age 27

e: Physician authorization to resume athletic activity after a traumatic brain injury:
RETENTION: PERMANENT
Log of students' accidents and illnesses

during school day:
RETENTION: 1 year after end of school year
NOTES: This retention period presumes that information contained in the log is also contained in the individual and/or summary health records covered by parts a. and/or b. of item no. 899. If this information is not posted to the student's individual and/or summary health records, then the log must be retained until the youngest student listed in it attains age 27.

 ED1 138 900
Student's psychological or social assessment record file


NOTES: Institutional school districts should retain all these records until the student attains age 27.

 ED1 139 901

a: Report regarding student's ability, personality, family, and environmental influences:
RETENTION: 6 years after report written

b: Source materials used in preparing report, including "protocols," tests and notes, for students not classified as special education:
RETENTION: 1 year after report written

c: Source materials used in preparing report, including "protocols," tests and notes, for students classified as special education:
RETENTION: 6 years
Inventory, storage, receipt and distribution records

for vaccines and controlled substances (or other drugs or medication) administered to students and/or employees:
RETENTION: 5 years

 ED1 329 902
Student health summary reports,

covering all or groups of students, including school immunization survey summary and communicable disease summary report:
RETENTION: 3 years

 ED1 330 903
Early intervention program records,

including but not limited to case record and screening, assessment and referral records

 ED1 457 904

a: Individual case record:
RETENTION: 7 years after discharge or last contact, but no less than 3 years after person attains age 18

b: Screening, assessment and referral records, not found in individual case record:
RETENTION: 7 years
Instruction
Title Major Revision Previous Schedules Schedule Item
Curriculum records


NOTES: This also includes high school equivalency, alternative learning and adult education courses offered by a school district or BOCES.

 ED1 143 905

a: Course curriculum and related records describing course of instruction and course content:
RETENTION: PERMANENT

b: Approved curriculum variance application:
RETENTION: 10 years after variance approved

c: Approved application for occupational education (work-study) curriculum:
RETENTION: 4 years after curriculum discontinued

d: Approved application for curriculum other than occupational education (work-study):
RETENTION: 1 year after curriculum discontinued

e: Denied application for curriculum approval or variance:
RETENTION: 1 year after end of school year

f: Individualized home instruction plan (IHIP), worksheets, and other related home schooling records:
RETENTION: 6 years after student graduates or would normally have graduated from high school

g: Curriculum planning records:
RETENTION: 0 after no longer needed
NOTES: Reports and studies prepared as part of curriculum planning may have long-term value meriting continued preservation. Local officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice.
Teacher's lesson plan:


RETENTION: 0 after no longer needed by school district or BOCES

 ED1 144 906
Instructor's grade records, test scores, and marking sheets,

including records documenting the evaluation of scientific models, biological specimens, chemical compounds or other objects or materials produced in lab or shop settings:
RETENTION: 2 years

 ED1 145 907
Examinations,

including test answer papers, examination scoring certificates and Regents examinations:
RETENTION: 1 year after end of school year
NOTES: Scores may be used in annual professional performance reviews (APPR).

 2020 (♦)
2022 (♦♦) 		ED1 146 908
Records of hypodermic syringes and needles

acquired for educational use or for administration of vaccines and other controlled substances to students and/or employees

 ED1 147 909

a: Certificate of need for educational use:
RETENTION: 6 years after certificate expires

b: Other records, including records of purchase, inventory, destruction, loss or theft:
RETENTION: 6 years
Training records for law-enforcement officers, E-911, dispatch or fire-fighting personnel


NOTES: This item covers official records of public safety training conducted by county vocational education and extension boards or school districts or BOCES.

 2022 (♦♦) ED1 149 910

a: Individual's record of courses attended and/or completed, including basic information on course content:
RETENTION: 6 years after individual leaves service
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

b: Official copy of training manual or bulletin:
RETENTION: 50 years

c: Course instruction records, including attendance lists and lesson plan:
RETENTION: 1 year
Application for and approval to offer high school equivalency preparation program,

physical education program, occupational education program, instructional programs for incarcerated students, adult education, alternative learning program, foreign exchange visitor program, or similar programs, including application by school district or BOCES, letter of determination, information on participating staff, State Education Department (SED) program review records, service plans, reports submitted to SED and correspondence:
RETENTION: 6 years

 ED1 333 911
Regents examination and competency test report:


RETENTION: 5 years

 ED1 334 912
Summary records of standardized aptitude and achievement tests,

including but not limited to test result summaries, copies of tests, eligibility determination records, and records describing testing programs:
RETENTION: 1 year after end of school year
NOTES: For schools or districts placed "under corrective action" or "under registration review" by SED, these records may need to be retained until these designations are canceled by SED and no longer apply.
Scores may be used in annual professional performance reviews (APPR).

 ED1 335 914
Emergency medical training records,

covering local governments which are course sponsors, including but not limited to information on individuals, course files, and information on instructors, as required by Section 800.20, 10NYCRR
NOTES: This item covers records of emergency medical training for which school districts or BOCES are course sponsors. See item no. 930 in the School Safety subsection for records of training received by school personnel or students.

 2022 (♦♦) ED1 458 915

a: Information on individuals and course files:
RETENTION: 5 years

b: Information on instructors:
RETENTION: 5 years after working association of each instructor ceases
Magnet Schools
Title Major Revision Previous Schedules Schedule Item
Documentation of process used for application, selection and placement

of students in magnet school program, including explanation and justification of acceptance criteria:
RETENTION: PERMANENT

 ED1 336 916
Lists of students applying for placement and/or placed in magnet schools


ED1 337 917

a: Annual list of students placed in magnet schools:
RETENTION: 20 years

b: List of students who applied for and/or were denied placement:
RETENTION: 3 years

c: Other lists of students, created for internal administrative purposes:
RETENTION: 0 after no longer needed
Individual student application for placement in magnet school


ED1 338 918

a: When application is approved:
RETENTION: 6 years or student participation in program terminates, whichever is later

b: When application is not approved or student does not enroll in program:
RETENTION: 3 years
Application to New York State Education Department to operate magnet school(s),

including district plan and related records

 ED1 339 919

a: Original application, including district plan for operating magnet school(s):
RETENTION: PERMANENT

b: Renewal application and all other related records:
RETENTION: 6 years
Records of magnet school program monitoring by New York State Education Department,

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

 ED1 340 920
Nursing Education
Title Major Revision Previous Schedules Schedule Item
Program operation authorization records,

including but not limited to application, inspection reports, authorization, and registration:
RETENTION: PERMANENT

 ED1 175 921
Program catalog,

including but not limited to course of instruction, course content, and rules and regulations:
RETENTION: PERMANENT

 ED1 176 922
State Education Department licensing examination eligible list:


RETENTION: 3 years after the end of the school year

 ED1 178 923
School Safety
Title Major Revision Previous Schedules Schedule Item
Disaster preparedness or crisis relocation records


NOTES: See item no. 926, below, for district-wide and school safety plans.

 ED1 62 924

a: Copies of plans held by local government, including supporting maps, when official copies prepared under Section 23, Executive Law, are maintained by county or other local government which created them, along with other disaster preparedness plans, not prepared under Section 23, Executive Law, intended for specific buildings or for use by specific local government units:
RETENTION: 3 years after superseded

b: Background materials and supporting documentation used in preparation of plans:
RETENTION: 3 years

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