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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.


Individual student progress log:
RETENTION:        1 year


Lists of students enrolled in supplemental education programs


a.       Master list of students, created annually or for each class:
RETENTION:        20 years


b.       Other lists of students, created for internal administrative purposes:
RETENTION:        0 after no longer needed

*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:


b.       Other related records, including plan development and submission records, background material and supporting documentation:
RETENTION:        6 years after program ends


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:
RETENTION:        6 years after date of most recent entry in record


Payroll breakdown and other background documentation of program, providing information such as details of program time spent by individual staff members:
RETENTION:        6 years

*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:
RETENTION:        5 years


b.       Duplicate school district data maintained by BOCES:
RETENTION:        0 after no longer needed


c.       Testing eligibility determination and testing protocols, official copies of tests, and summary records describing testing programs:


d.       Summary records of test results:
RETENTION:        6 years


e.       Test papers, answer sheets, test administration notes, test schedules and other routine test administration records:
RETENTION:        1 year after end of school year

*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:
RETENTION:        6 years


b.       Records relating to individual student not entered in supplemental education program:
RETENTION:        0 after student attains age 21, but not less than 6 years


Home language questionnaire, completed for student registration:
RETENTION:        6 years after student graduates or would normally have graduated from high school


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:
RETENTION:        1 year after superseded or obsolete


b.       Outside provider files, excluding contracts and legal agreements:
RETENTION:        6 years after outside provider no longer used by school district or BOCES


c.       Contracts or legal agreements with outside providers:
RETENTION:        6 years after expiration or termination or 6 years after final payment under contract, whichever is later

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