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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 exceptscouting 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

 

 

Last updated
Wed, 2015-10-14 14:48