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*1.[33] Superintendent's office files, including but not limited to correspondence, memoranda, reports, studies, publicity items, non-record copies of contracts, and other legal documents

 

 

a.       Where file documents a significant subject, or major policy-making or program-development process:
RETENTION:        PERMANENT

 

b.       Where file documents routine activity:
RETENTION:        6 years

2.[167]

School district records created prior to consolidation of municipal school districts into centralized districts

NOTE:  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.

 

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

*3.[168] District organization file covering school districts and BOCES
 

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

*4.[171]

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

*5.[48]

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

*6.[401] 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
 

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

NOTE:  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.

 

*7.[148] Administrative reports covering grades, test scores, staffing, fiscal matters, complaints about use of corporal punishment, school prayer certification, and other activities and performance of school district or BOCES, including reports prepared for inclusion with annual State aid consolidated funding application
 

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

*8.[402] 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, includingcomprehensive district education (or equivalent) plandistrict 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
 

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:
RETENTION:        5 years

NOTE:  This data may come from a student information system (see item no. 378 in the Student Records section) and may also relate to data collected relative to Local Education Agency Programs (see item no. 321 in the Supplemental Education Services section).  If identical data serves more than one function, the longest applicable minimum retention period must be followed.

 
Last updated
Wed, 2015-10-07 15:15