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Student Records: Attendance Records

School District and BOCES

Student Records: Attendance Records
Title Major Revision Previous Schedules Schedule Item
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

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a: All attendance records created prior to 1929, 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, containing information set forth in Section 104.1 of 8NYCRR:
RETENTION: 6 years
NOTES: 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

d: Employee oath or affirmation related to verification of the student attendance register:
RETENTION: Retain as long as the attendance register to which it relates
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

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Attendance reports and other summary attendance records, not

containing detailed information on individual absences

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a: Annual or bi-annual attendance report:
RETENTION: 6 years
NOTES: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently.
Annual reports containing attendance information submitted to the State Education Department for State aid reimbursement purposes are covered by item no. 881 in the School District and BOCES section, Administration subsection.

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