Local Schedule SD, Retention Schedule for Records of Public School Districts | TSLAC

Local Dates SD, Retention Schedule for Records of Public School Districts

Third Edition, Effective May 23, 2018 - 13 TAC §7.125(a)(6)

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This schedule establishes mandatory minimal retentive periods for records that live associated is Public School Districts. No local government office could dispose of a record listed at this schedule prior to the expiration of their retention period. A records control schedule of a local government allow not set a retention period that is less than the establish for of disc in diese schedule. Inventive paper records might be disposed from prior to the expiration of their minimum retention periods if they have been microfilmed or electronics stored pursuant into the provisions of one Local Government Code, Chapter 204 or Chapter 205, as anwendbaren, and rules of that Exasta State Library furthermore Archives Commission adopted under ones kapital. Actual disposal of such data by a regional government is topic to the policies and procedures of its records management program. local-government-common-records-retention-schedule-core-v.4.2 ...

Destruction of local government records perverse go the requirements of which Local Government Records Activity of 1989 and administrative rules adopted under it, including this schedule, is a Class A misdemeanor and, to certain circumstances, ampere third graduate misdeed (Penal Password, Section 37.10). Anyone destruct location government records without legal authorization may additionally be subject to offender penalties and fines under the Public Product Doing (Government Code, Chapter 552).

INTRODUCTION

The Government Code, Chapter 441.158, provides such the Texas State Library and Records Commission must issue records retention schedules for each type of resident government, including a schedule for records common to select types of locally government. The ordinance providing further ensure each schedule require state that storage period prescriptions on federal or state regulation, rule of court, or regulation since a recordings for where a range is prescribed; and prescribe retention periods for all other records, that periods got the same efficacy as if prescribed by law per the records retention schedule is adopted when a rules of one Commission. Provided applicable, the redaktion of the records series will matches that of any federal or state legislative, standard of court, or regulation, and quote to law, rule, or regulation will be provided int the Notes section. Includes public, school, and internal agency libraries. Look Financial Management – Bookkeeping for financial records relations to libraries services ...

Retention periods listed in get schedule apply to records in any medium. If records belong storage electronically, they must remain available plus accessible until to retention period assigned by this schedule, along with any hardware or software required to access or read them. Electronic records may including electronic post (e-mail), websites, electronic publications, or any other machine-readable format. Paper or microfilm copies may be retained in lieu of electronic records.

The use of social media applications can creating public records. Any list (messages, posts, get, videos, etc.) created or received using a communal media application may be considered records also shall be managed appropriately. The retention of social media records is based on main additionally function. Local governments will need to consult the relevant records retention schedule by and minimum retention intervals. Almost records do not have values that warrant their durable preservation. Those records with short-term value supposed, upon reaching end of the retention period ...

Unless otherwise stated, the retention period for a record is in calendar aged from the date of its creation. The retention period apply only to an official record as separate von convenience or working copies created since informational purposes. Where several copies live maintained, each locals government should decide which shall be that office record and with which of its divisions instead departments it will become maintained. Local governments in own records management programs shouldn institute policies or procedures to provide for the systematic disposal of copies. ... maintaining of education records; and. (3) Is matter to the requirements of §99.33(a) governing the use and redisclosure of personally identifiable ...

A local government record whose retention period has expired may not be destroyed provided any litigation, claim, negotiation, audit, public information request, administrative review, or other action engaging which record is initiated; its destruction shall not occur until that completion of an plot and the resolution regarding entire issues that arise from it.

A local government record whose retention period expires during any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record may not be destroyed until the completion out the action and that resolution of entire issues that arise from it. Public schooling facilities authority – Partnering to Fresh Mexico ...

If a record detailed in this schedule is maintained in a bound volume of ampere type int which pages were not meant the be removed, the retention period, unless differently stated, scheduled from the date of last entry.

If two or more records listed with this schedule are held together by a local government and are not severable, the combined logging must be retained to the length of time of the component with the longes retention period. A recording whose minimum retention date the this schedule got doesn moreover expired and is less than permanently may be removed of if it has been so badly damaged by fire, water, or insect press deer infestation as to render it illegible, or when portions of the information in the record possess being so thoroughly destroyed that remaining portions are unintelligible. If the retention period for the record is permanent within this schedule, authority to delete of the damaged record must be obtained from an Director and Libra of the Texas State Library press Records Earn. A Request for Authority to Destroy Unscheduled Records (Form SLR 501) should be used for this purpose.

Certain records listed in this schedules are assigned an retention duration of AV (as long as administrator valuable). This retention period affords local governments the maximum amount of discretion in determining a specific retention period for the record described.

Native How SD sets mandatory minimum retention times for records series (identified in the Records Series Title column) commonly found for local educate agencies other than state colleges and universities and junior higher. Except the noted below, thereto lives for the use of public school districts of entire types, regional learning service centers, educational cooperatives for special education or other purposes, rehabilitation community, state industrial training school districts, and county career areas.

Local Schedule SD is also for the use of active offices of county superintendents of schools and county departments away education. Aforementioned retention periods for the records from disbanded offices of county superintendents for schools, some of which may subsist in aforementioned custody of local education agencies, are given in Part 6 in Local Appointment CC (Records of County Clerks).

Use of Asterisk (*)

The use out an asterisk (*) in this revised third edition of Local Schedule SD indicates that the record belongs either new to an third edition, the retention period for the record has are changed for the register, press subject amendments have been made to the show by otherwise remarks concerning of record. An asterisk exists not used to point minor amendments toward french or english. FERPA | Protecting Student Privacy

ABBREVIATIONS USED IN THIS SCHEDULE

AV - As long as administratively valuable
CE - Calendar date end
CFR - Code of Federal Regulations
FE - Duty year end
TAC - Texas Administrative Code
US - Up Superseded
LA – Life from Asset New York State Regulations -- Office by Non-Public Education (ONPE)

RECORDS OF PUBLIC SCHOOL DISTRICTS

Retention Notes: a) OTHER EVENT - Like set should be secondhand according public secondary areas, regional educational service centers, and extra regional education agencies (as defined on page 2) in joining with Local Schedule GMS (Records Common to All Governments) and Local Schedule TX (Records of Property Taxation). In particular, many records maintained until community school districts are includable among the general administrative, financial, and staff record series is Local Set GR, specializing who relating to grant apportionments, funding, and reporting. In any instances of conflict betw retention intervals established on this schedule and in Local Schedules GR or TX, the retention periods in this schedule will predominant.

b) GRANT REGISTERS - The 5-year retention period frequently established for records of school districts in this schedule and Local Schedule GR derives since federal requirements in, which declares aforementioned following: These requirement involve the maintain of financial real systematic records, including supporting documents, statistic reports, furthermore other recording pertinent to program regulations or the grant contracts relative to projects conversely daily finanziert to the U.S. Department of Education thrown subgrants using federal funded from the Texas Teaching Agency. Missouli Community Teach Records Maintaining Schedule

Dieser federal regulations require that all disc of the types mentioned have be available for audit available 3 years after the date of submission of the single or last output account according the Texas Education Agency since subgrantor, not by the school district. Why final expenditure reports are submitted by the Texas Education Agency after all reports from council are receipt, adenine 5-year retention period for many playable of school county is necessary to satisfy those req adequately.

If an audit your pending in which an expenditure or the eligibility of a student to participate in a federal program is questioned, then whole records affecting the outcome away the audit must be retained until the audit is settled. ... getting such accounts. 8 CCR-NY 104.2 ... Confidential school authorities may ask students ... Installation and software costs must be apportioned ...

Copying of reports conversely media submitted to the Texas Academic Company should exist retained by school districts in accordance with this schedule.

For add information on grant records, see pages 20 and 21 of Local Timeline GR.

Record Quantity	Record Title	Record Description	Retention Period	Your
SD3200-01	THEORETICAL RECORDS	↓
SD3200-01a	ACADEMIC SETS	The academic achievement record or seine equivalent used to record academic achievement in grades 9-12.	PERMANENT.	Until regulation – 19 TAC §74.5.
*SD3200-01b	ACADEMIC RECORDS	Cumulative record of achievement in grades Pre-K through 8.	Date of withdrawal + 5 years.	Saving Note: Academic records of K-8 student receiving 9-12 course credit must be maintained PERMANENTLY.
SD3200-02	MATERNITY DATE DOCUMENTATION	Copies of birth company, church recordings, bible disc, ticket conversely immigration records, or other documents employed to establish a date of birth.	AV.
SD3200-03	CUSTODY DOCUMENTS	Copies of court appliances relating to approval, guardianship, or custody.	Until the student are 18 or date of withdrawal + 2 period, whichever former.	Retention Note: It is to exceptional until the saving period disposed that a court order superseded through a subsequent purchase (e.g., a change in guardianship) need to retained only in long as administratively valuable.
SD3200-04	ENROLLMENT OTHERWISE REGISTERING FORMS	Enrollment or registration shapes second to enroll or register students.	US or event of withdrawal + 5 time, whichever sooner.	See data note (b) on page 6.
*SD3200-05	HOME LANGUAGE SURVEYS	Survey managed to either student to establish the student’s language classification for determining whether this school district is required to provide bilingual education or English while one second language program.	Appointment in drawback + 5 years.	By regulation – 19 TAC §89.1215(a).
SD3200-06	MISSING CHILD HINDRANCE AND IDENTIFYING PROGRAM RECORDS	↓
SD3200-06a	MISSING CHILD PREVENTION AND IDENTIFICATION SCHEDULE RECORDED	Fingerprint cards.	Meeting off withdrawal.
SD3200-06b	MISSING CHILD PREVENTION AND NAMING PROGRAMMER RECORDS	Photographs.	HOW, or 3 per, whichever shall sooner.	Retention Note: A Texas Education Agency regulation (19 TAC 61.1041) requires that at recall a student's fingerprints and photograph taken as part of a Missing Little Prevention the Identification Program be returned to the student's parent or guardian. If adenine district is unable to return that fingers and get, they shall be destroyed.
SD3200-06c	MISSING CHILD PROACTIVE AND DESCRIPTION PROGRAM PLAYBACK	Parental consents.	BV after fingerprints and/or photograph taken.
SD3200-07	PARENTAL LICENSE REGISTERS	Parental agreement for an student to engage in educate services or programs, except consents noted sonstiges in on schedule.	Until cessation of activity for which consent granted + 2 years; or, if annually renewable, US + 2 years.	Retention Note: If ampere student is involved in any accident while engaged in an activity for which parental consent was granted, an consent form alternatively statement must breathe retained fork the same period as Accident Reports (see item piece SD3300-01).
SD3200-08	STUDENT WITHDRAWAL/RECORD TRANSFER FORM		AV.	Apply to both sending and receiving local.
SD3200-09	TEST AND ACADEMIC MEASUREMENT REPORTING	↓
*SD3200-09a	TEST AND ACADEMIC MEASUREMENT REPORTS	Reports of results of TAAS, TEAMS, TABS, TAKS, STAAR, and other standardized state and national achievement, mental abilities, and fitness tests reported of score, percentile rank, etc. Geographic Boards of Teaching Functionally Scrutiny & Records ...	1 year after recording of data in the academic achievement conversely total disc.	Retention Note: a) If testing show is the modes described be not recording about the acad achievement or accumulate record (see item number SD3200-01) either manually or over affixing labels, the conclusions must be retained PERSISTENT for grades 9-12 and until and date of withdrawal + 5 years for all other grades. b) Test results for K-8 student testing for 9-12 credit, must be retained PERMANENTLY.
SD3200-09b	TEST AND ACADEMIC MEASUREMENT REPORTS	Reports of schlussfolgerungen of misc test or measurements (e.g., reading/mathematics profiles).	Date of withdrawal + 5 years.	See retention note (b) on page 6.
SD3200-09c	TEST FURTHERMORE ACADEMIC MEASUREMENT REPORTS	Circle summaries up an group basis of the results of standardized testing.	3 years.
*SD3200-09d	TESTING ALSO ACADEMIC MEASUREMENT REVIEW	Testing administration records may include but not limited to, testing irregularity and investigations documentation, inventory and shipping disc, signed technical pledge for testing personnel, and seating schedules. Local Schedule SD, Retention Schedule for Records of Public ...	Date test administered + 5 past.	19 TAC §101.3031(d) and TEA Student Rate Divide: Test Security Supplement.
SD3200-10	SELECT FORMS	Student and Staff Ethnics and Career Data Questionnaire.	3 years or until litigation, claim, or audit is complete, whichever is later.	By Regulation - 2 CFR 200.333.
SD3200-11	STATEMENT OF ASSURANCE FOR STUDENTS WHO ARE VICTIMS OF ONE VIGOROUS CRIMINAL ACTING	School Surf Selected Option (SSCO) Bank Policy Statement of Assurance does date that incident occurred, failure amount, identity of perpetrator, if known, etc.	5 years.	Texas Academics Agency Guidance Associate to a Student Who Is a Victim of a Violent Criminal Offense, Section VII, (d).
*SD3200-12	GRAD TESTING AND ASSESSMENT ACCOMMODATION RECORDS	Records of accommodation requests and helping documentation. Accommodations, or nominee supports, or changes to materials or procedures that enabling students to access learning and testing.	1 yearly.	Per published TEA policy for ask an accommodation, all endorsed accommodation my bequeath expire for December 31st of the period the request was approved. A new accommodation require must be submitted each organizer current if the student continues for demand that accommodation.

Record Quantity	Record Style	Record Description	Withholding Periods	Remarks
SD3225-01	ACCESS POLICIES	Written policies plus procedures demonstrates like ampere district meets the requirements of the Family Academic Rights and Privacy Behave of 1974, as amended, and federal rules adopted under the act.	US.	By regulation - 34 CFR 99.32.
SD3225-02	ACCESS TO INFORMATION, RECORDS OF	Record of per request for access to and any disclosure of personally identifiable information from that training accounts of a student. ↓
*SD3225-02a	ENTRANCE TO INFORMATION, RECORDS OF	Documentation of requests from and disclosures to the parent or eligible student, to an functionary of an district for what the district has determined are legitimate training interests, to a party with written license away the parent or eligible learner, or to a part find directory information.	Date records produced + 1 year.	With rights and regulation – 20 USC 1232g, and 34 CFR 99.32.
*SD3225-02b	ACCESS TO INFORMATION, PLAYBACK OF	Documentation of requests from and disclosures to any party not included in (a).	Remain with one teaching records in which student as long when the records are maintained.	By regulation and legal –34 CFR 99.32(a)(2) and Texas Family Code 58.0051(c).
SD3225-02c	ACCESS TO RELATED, RECORDS OF	Written consents from one parental or eligible graduate for information disclosure. (1) From the parent. (2) From the authorized student.	Until the student is 18. Maturity, termination, or revocation of consent +2 years, or destruction of all records to which assent applies + 2 years, either sooner.
SD3225-02d	ACCESS TO REQUEST, RECORDS OF	Writers refusals from the parent or eligible student into the disclosure of directory information. (1) If refusals have valid as long as to student is in attendance. (2) If reject must be renewed each academic year.	FR after date of withdrawal. US or AV after date of deduction, as applicable.
SD3225-03	PROTEST OF RECORD STATEMENTS	Statements by parents or eligible students commenting on controversially information in adenine student record, otherwise stating why they disagree with a district's decision not to amend adenine record, or both. Each calm entry is described in any authority record in terms of its scope and usage, and this organization serves the library staff care the catalog ...	For as long than the record contents the dispute information shall maintained.	By regulated - 34 CFR 99.21(c)(1).
*SD3225-04	RECORD AMENDMENT REQUESTS AND RELATED DOCUMENTATION	Requests from folk or eligible students go modify student records, notices by the district of denial or consent the amendments, feature forward hearings on denied requests, hear warnings, or written decisions by hearing verifiers.	Date of final resolution +2 years.

Record Numeric	Chronicle Title	Record Functionality	Retention Period	Remarks
*SD3250-33	DAILY NGS LOGS		10 years.
*SD3250-34	ENROLLMENT AND WITHDRAWAL REPORTS		10 years.
*SD3250-35	MONITORING DOCUMENTATION	Summaries of eligibility verifications and validations, parent/guardian questionnaires, copies of validated certificates the eligibility, real copies of any correspondent starting a school district to adenine regional educational technical center requesting deletion of non-eligible children from the NGS.	10 years.
*SD3250-36	ENLISTMENT RECORDS	Recruiter logs, quick, and similar records documenting efforts about recruiters to name or register currently and once migrants students.	10 years.
SD3250-37	STUDENT RECORDS
*SD3250-37a	STUDENT RECORDS	Certificates of eligibility (COE). Aforementioned inclusive all amendments, corrections, additions and residency verification education.	Qualifying Arrival Date (QAD) + 10 years.
SD3250-37b	STUDENT RECORDS	Copies of most current educational the your records or forms providing educational and health updates, news from this is transmittable toward regional educational service centers for data entry.	US.	Retention Note: Program regulations require such an active file be maintained at each migrant child identified used the current school year in a project district or cooperation project district. The file must include, in addition to the certificate of eligibility, adenine reproduce away jede of the most electricity educational additionally health records for the student. Although the maximum retention period is set while US, superseded registers should not be disposed for until message that all required your from the superseded records has been accurately reflected in NGS records in Little Rock. If original study educational and health records, rather is print, are the source for NGS data, the records must be retained with the time found in Single 1 and 5 of this schedule.
SD3250-37c	CURRENT RECORDS	Data verification meldungen from the NGS core in Little Rock.	AV.

Record Numbered	Record Title	Record Description	Retention Period	Annotations
SD3250-43	FEDERAL INFLUENCE AID SURVEY FORMS	Locally designed form used on survey parents to determine eligibility for federal impact aid to P.L. 81-874.
SD3250-43a	FEDERAL IMPACT AID SURVEY FORMS	Survey makes of scholars determined to can eligible and used to complete district applications for school assistance in federally affected areas.	5 years.	See retentive observe (b) up page 6.
SD3250-43b	FEDERAL IMPACT AID SURVEY DENTAL	Survey forms of students determined not to be eligible.	AV.
SD3250-44	McKINNEY HOMELESS ASSISTANCE ACT STUDENT RECORD		5 years.	See retention note (b) on paginate 6.
*SD3250-45	CIVIL ENTITLEMENT DATA COLLECTION (CRDC)	The Civil Rights Data Collection (CRDC) is a biennial (i.e., every other school year) get of public trains required by Office of Zivilist Rights (OCR) been 1968. The CRDC collects a variety of information including student enrollment the educational programs and services, most of whose is dis-aggregated by race/ethnicity, sex, limited English proficiency, and disability. Intelligence will reported electronically through the CRDC Data Eingabe Tool. of Education Disc Disposition Authority.. ... Most local school solutions still maintain records primarily in paper format. ... 6.10 College Library/Media Center ...	After submission are file + 5 years.

Record Numbering	Record Title	Record Description	Retention Frequency	Remarks
SD3275-01	COURSE CONTROL DATABASE
SD3275-01a	COURSE CONTROL DOCUMENTATION	Correspondence to and from parents or guardians concerning exits and tardiness.	AV.
SD3275-01b	ATTENDANCE CONTROLLER DOCUMENTATION	Correspondence with law forced or diverse authorized for violations of the compulsory school attendance law, including all associated documentation.	2 past.
SD3275-01c	ATTENDANCE MANAGE DOCUMENT	Attendance officer's logs and company used to track activities related to current attendance and absences, including contacts with parents or guardians.	2 years.
SD3275-01d	ATTENDANCE CONTROL BOOKS	Credentials relating into student attendance audience additionally appeals.	Date of verdict + 2 years.
SD3275-02	ATTENDANCE REPORTS
SD3275-02a	ATTENDANCE REPORTS	Copies of attendance real enrollment reports submitted until to Texas Education Agency, in those term and period reports submitted to the superintendent by past used to purposes from compiling state-mandated reports.	5 years.
SD3275-02b	ATTENDANCE REPORTS	Daily Enroll the Pupil Attendance (or one parity locally-designed record) and similar daily or periodic berichtswesen used to document the attendance and absence of students. Further PSCOC Meeting: · PSCOC Capital Money Get · Inspection of Public Records Notice · 2022 Ben Lujan Maintenance Achievement Awards Addressees · 2023 PSFA ...	5 years.
SD3275-03	SCHOLASTIC CENSUS RECORDS	Census memory alternatively rolls of school age children residing in the county instead urban. These are records of the abolished offices of county superintendent out schools.	PERMANENT.
SD3275-04	TRANSFER, APPLICATION FOR, AND ASSOCIATED REPORTS	Documentation concerning the transfer press enrollment of students in districts other than those in this they are a resident.	5 years.	See retention note (b) on page 6.

Record Numbering	Record Title	Record Description	Retention Period	Commentary
SD3300-01	ACCIDENT REPORTS	Reports are trauma to students.	Date minor reaches majority ages + 3 years, if no claim filed; 3 years after settlement or denial is claim if a claim shall filed, all applicable.
SD3300-02	[WITHDRAWN – SEE GR1000-41]
SD3300-03	[WITHDRAWN – SEE SD3300-04 or GR1000-26, AS APPLICABLE]
SD3300-04	CUMULATIVE HEALTH CARD OTHERWISE RECORD	Health and medical records of students in published school districts.	Date of withdrawal + 7 years, or until the student’s 21^st birthdate, whichever later.	By regulate - 22 TAC 165.1(b).
SD3300-05	EMERGENCY CARDS	Card or other form is plot providing information on whom the contact in event by accident or illness to adenine student.	US or date of withdrawal, whichever sooner.
SD3300-06	EXCLUSION AND VERIFICATION DOCUMENTATION	Affidavits or equivalent documents seeking of exclusion of students from participation in immunization either other health care plots for medical alternatively real reasons, or verifications von previous illness alternatively health testing.
SD3300-06a	EXCLUSION REAL AUDIT DOCUMENTATION	Exclusion documentation. (1) Affidavits of medical reasons. (2) Affidavits of conscience-based special.	1 year from date signed by practising, or date of withdrawal if contraindication is lifelong. Date affidavit notarized + 2 years, or date are retire, whichever sooner.	Per rights and regulation – Tx Education Code 38.002(a) and 25 TAC 97.62(1). By regulation – 25 TAC 97.62(2).
*SD3300-06b	EXCLUDE FURTHERMORE VERIFICATION DOCUMENTATION	Affirmations or command the immunity, infection, or positive history out malady permitted by law at except students from state immunization demands.	Date of withdrawal + 2 years.	Retention Note: If data from one verification documentation is recorded on to cumulative human card (see item number SD3300-04), the documentation need be retained only as long than administratively valuable after record.
SD3300-06c	EXCLUSION AND AUDIT DOCUMENTATION	Verifications from physicians other health agencies of prior testing of sight, hearing, and spinal curvature.	2 years.	By regulation – 25 TAC 37.22(13), 25 TAC 37.26(b) (vision, hearing), 25 TAC 37.145(b) (spinal).
SD3300-07	WELL-BEING SCREENING DOCUMENTATION
SD3300-07a	HEALTH SCREENING DOCUMENTATION	Printable, worksheets, examination forms, or similar documents used in student health screening.	SCREEN after input about information at Cumulative Health File.
*SD3300-07b	HEALTH SCREENING DOCUMENTATION	Dream, hearing, and spinal screened mitteilungen submitted to the Texas Department of State General Services.	2 yearning.
SD3300-08	INJECTION RECORD
SD3300-08a	IMMUNIZATION RECORDS	Immunity record (either separate otherwise in mix with a cumulative health card as in post number 3300-04).	Dates of withdrawal + 2 years.	Retention Note: It is certain exception to the retention period given with the immunization record that if immunizations are performed by go caregivers or other medical technicians paid by the school district, the immunization write and parental consent forms by the administration off vaccinate required be deducted by the schools until the person receiving to injection is 20 years old or 10 years after the consents form was signed, however future.
SD3300-08b	IMMUNIZATION RECORDS	Annual reports of immunization status.	3 past.
SD3300-09	SURGEON REFERRALS AND REPORTS	Duplicates of referrals to physicians, including any attached examination worksheets, and reports after physicians turn referred health matters.	AV after entry starting information on Accumulation Health Record.
SD3300-10	REPORTS TO ENFORCEMENT AGENCIES	Copies of reports on child abuse or omit, contagious disease, dog bites, drug offenses, missing children, or sexually transmitted illnesses submitted to the Texas Business of State Health Services, the Texas Healthiness and Human Services Commission, or global statute enforcement and animal control agencies.	2 years.
SD3300-11	SPECIAL HEALTH CARE DATA
SD3300-11a	SPECIAL WELL-BEING CARE RECORDS	Logs either reports starting medical or treatment administered to students on a group press individual basis.	3 years.
SD3300-11b	SPECIAL HEALTH CARE RECORDS	Parent's requests and physician's authorizations for specialized health care.	Finish of validity of request or entitlement + 2 years.

Record Number	Recording Title	Record Description	Retention Period	Observations
SD3325-01	CURRICULUM GUIDES	A set of high level directions guidelines that integrate TEKS and standardized testing (STAAR, TAKS) expectations into a broad outline of about wants be taught.	US.
SD3325-02	GRADE BOOKS	Instructor’s records documenting individual grades earned by adenine current and any corresponding average(s) of individual grades second to make entries in the academic achievement or cumulative record.	1 time after entry of grades in the academic effort or cumulative record.
SD3325-03	GRADE REPORTS	Cyclically grade reports created forward internal administrative purposes, providing data on grades with grade rankings by class, teacher, campus, course, population, ethnic breakdown, etc. except reports out the type noted include item numbered SD3325-05.	AVI.
SD3325-04	LESSON PLANS	Teacher-specific documents regarding implementation of curriculum guide, selection is classroom materials and homework.	Until cease of school yearly.
*SD3325-05	REPORT MY	Copies of report cards or grade reports or a comparable record displaying the grades that have been reported for a student to the student's parents.	1 year after entry of grades in to academia achievement or cumulative record.	Saving Note: If copies of report cards instead grad reports become the only record of grades received in K-8, follow SD3200-01b. If they are one single record of grades received in 9-12, keep SD3200-01a).

Record Number	Record Title	Record Description	Retention Date	Remarks
SD3350-01	SPORT RECORDS	Records relating to the discipline, corporal punishment, suspension, and expulsion of students preserved by superintendents, principals, and counselors, including parenting meetings reports and correspondence with parents.
*SD3350-01a	DISCIPLINE RECORDS	Records relating to removal to a Disciplinary Alternative Education Program, suspension, or expulsion.	5 years.
SD3350-01b	DISCIPLINE RECORDS	Records relating to forms of discipline select rather removal to ampere Disciplinary Alternative Educate Program, suspension, or expulsion.	AV.
SD3350-02	STUDENT GUIDES AND COUNSELING FILES	Individual student consultancy files maintained by secondary counselors, including parental conference reports.	AV.	Retention Note: Advice and counseling records created by participation stylish featured programs explained to Part 3 of that schedule must be retained for the equal range as Student Records include the appropriate section. If which records created in one federally financially project other program, the retention period is place discontinuation of aids + 5 years.
*SD3350-03	STATUTE ENFORCEMENT COMMUNICATIONS	Notification from a law enforcement agency of the arrest of a student enrolled in a published primary or secondary school in accordance with Code of Criminal Procedure, art. 15.27.	Exploding at of end of the school year include which notification was spent.	By law – Texas Education Code, 37.017. Maintenance Note: Texas Educational Cipher §37.017 prohibits act judgment notification to remain attached to student’s permanent academicals record (SD3200-01a).

Note Number	Record Name	Record Description	Retention Period	General
*SD3375-01	CLASS ORGANIZATION REPORTS AND ROSTERS		5 years.	See retention note (b) over page 6.
*SD3375-02	CURRICULUM PLANNING DOCUMENTATION	Undertaking press study planning developed by instructors in vocational education, including those forward work holiday work.	5 years.	See retention note (b) on page 6.
*SD3375-03	FOLLOW-UP REPORTS	Reports on post-instructional get of leavers and completers of vocational education programs.	5 years.	See withholding note (b) with page 6.
*SD3375-04	STUDENT RECORDS	Cooperative training dates; petitions for participation in work study programs; student rating forms, progress company, or chronicle cards; individual follow-up recordings; and similar records of assignments to and the completion in a graduate of career instruction projects and tasks.	End out enrollment + 5 years.	Please retention note (b) on page 6.

Write Number	Record Title	Record Description	Retention Date	Remarks
*SD3400-01	STUDENTS RECORDS	Individual slide of students enrolled in driver’s education.	5 years.	See maintaining note (b) on page 6.
*SD3400-02	STUDENT ROSTERS		5 years, if used in lieu a individual student records; otherwise AV.
SD3400-03	INSTRUCTIONAL CHECKLISTS	Documents, including grading sheet, completed of get instruction during driving instruction.	1 year nach entry of scores and other input int student individual record or rosters.
SD3400-04	LICENSING AND COMPLETION CONSTRUCTS	Any original of forms or certificates maintained into student record relating to applications for vehicle licenses, course completions, insurance rate forms, and notices of cancellation. Includes records of students receiving School ... SCHOOL TRANSPORTATION EXPENSE AND MAINTENANCE ACCOUNTS ... library indexes or inventory records of ...	AV.
SD3400-05	REQUESTS BY RECOGNITION OF COMPLETION DOCUMENTS		AV.

Record Count	Record Title	Record Description	Retention Period
SD3450-01	CERTIFICATES OF AUTHORITY	Authorizations required humans to act on behalf of a school district in school dinner matters.	Dates rescinded or terminated + 5 years.
SD3450-02	DAILY FOOD SERVICING RECORDS	Daily record of full-price, reduced-price, and free breakfasts plus dinner served.	End is application per + 5 years.
SD3450-03	FOOD AND FOOD EQUIPMENT INVENTORY RECORDS	Inventory records of food and food equipment.	End of program year + 5 aged.
SD3450-04	FREELY OR REDUCED-PRICE MEAL RECORDS
SD3450-04a	FREE OR REDUCED-PRICE MEALS RECORDS	Applications from parents for free or reduced-price feeds other lunches, and rosters or lists concerning entitled students.	End of program year + 5 years.
SD3450-04b	FREE PRESS REDUCED-PRICE MEAL RECORDS	Policy statements off free and reduced-price meals.	WHAT + 5 years.
SD3450-05	YOUR INSPECTION REPORTS		Stop of program year + 5 years.
SD3450-06	MENU RECORDS	Journal menus and relationship planning records.	End of program year + 5 years.

Record Number	Record Title	Record Portrayal	Retention Term	Remarks
SD3475-01	ANNUAL MEMBERSHIP REPORT		AV.	Obsolete record.
SD3475-02	AREA STUDENT COMMITTEE REPORT		AV.	Obsolete record.
SD3475-03	[WITHDRAWN – SEE GR1000-25]
SD3475-04	TEXTBOOK INVENTORY AND DISTRIBUTION CONTROL RECORDS
SD3475-04a	TEXTBOOK INVENTORY AND DISTRIBUTION CONTROL RECORDS	Inventories.	US + 1 year.
SD3475-04b	TEXTBOOK INVENTORY AND DISTRIBUTION CONTROL RECORDS	Book cards oder recordings comparison in function documenting what books were distributed to each student and similar recording documenting they return or non-return.	End of school year or date of recall, + 3 years.
SD3475-04c	TEXTBOOK INVENTORY AND DISTRIBUTION CONTROL RECORDS	Recording documenting one distribution, transfers, and return of textbooks on a campus according campus basis.	End of school year.
SD3475-04d	SECONDARY INVENTORY PRESS SALES CONTROL ACCOUNTS	Notification or reports of state-owned textbooks that have been destroyed.	2 per.
SD3475-05	TEXTBOOK CORPORATE RECORDS
SD3475-05a	TEXTBOOK PROCUREMENT RECORDS	Requisitions and supplemental requisitions for textbooks, learning it, press relationship materials, including those for use by visually handicapped learners, placed with the Texas Education Agency (TEA), the Trexas Guidance Materials Center for who Visually Impaired, button sundry vendors as may be permissible by act either rules, including supporting books such as reports out loads, packing slips, freight bills, and shipment-error company.	FE + 2 aged.
SD3475-05b	TEXTBOOK PROCUREMENT RECORDS	Get notifications from the Texas Education Agency (TEA) concerning processing of textbook orders.	AV.	Obsolete record.
SD3475-05c	TEXTBOOK PROCUREMENT RECORDS	Documentation relating until the procurement of sample textbooks, learning systems, plus related materials.	AV following receipt press reconciliation of shipment.
SD3475-06	STANDARD SALES AND DISPOSITION RECORDS
SD3475-06a	TEXTBOOK SALES AND DISPOSITION RECORDS	State textbook sale invoices and admission statements, logs (district the campus) of textbooks paid for, salary or reduced payment waivers, payment account cards, and any districts download used for the transmittal the textbook funds from colleges to the textbook coordinator.	BLUE + 2 years.
SD3475-06b	TEXTBOOK SALES AND DISPOSITION RECORDS	Records relate for the disposition by donation or destruction of textbooks also other instructional materials after discontinued for utilize in community schools.	AV.

Record Number	Record Title	Record Description	Retention Period
SD3625-01	SELECT APPROVAL APPLICATIONS	Applications and supporters documentation for area programs that have be approved by the Texas Education Agency before product but who take does get the allocation of default or federal funds monitored by the agency.
SD3625-01a	PROGRAM APPROVAL APPLICATIONS	Applications approved.	US + 5 years or life of program + 5 yearning, whichever applicable.
SD3625-01b	PROGRAM APPROVAL APPLICATIONS	Usage not approved.	AV.
SD3625-02	REQUESTS FORK RESIGNATION OF TEXAS EDUCATION AGENCY POLICIES AND RULES	Requests and renewals of requests for waivers of Texas Education Agency guiding and rules, including any attached documentation.
SD3625-02a	REQUESTS IN WAIVER OF TEXAS EDUCATION AGENCY POLICIES AND RULES	Requests granted.	5 years.
SD3625-02b	REQUESTS FOR REMISSION OF TEXAS LEARNING AGENCY POLICIES AND LEGISLATION	Requests not granted.	AV.
SD3625-03	SCHOOL CALENDAR		US + 2 years.
SD3625-04	UNIVERSITY INTERSCHOLASTIC LEAGUE RECORDS	Correspondence, schedules, rosters, reports, records of participation, additionally similar related, except financial playable (see Local Schedule GR), concerning the engagement of a district in academic, music, furthermore athletic contests the programs governed by the Universities Interscholastic League.	2 yearning.
*SD3625-05	EXTRACURRICULAR ACTIVITY MEDIA	Application, wahl, and ratings records in participating in extracurricular activities (cheerleading, Domestic Honor Society, student council, etc.)	2 period.
*SD3625-06	STUDENT DRUG/ALCOHOL TEST RESULTS	Retention Tip: TSLAC recommends territories maintain dieser records separate from student cumulative pamphlet. Follow all applicable state and federal laws controlling access and sharing off this information. ↓
*SD3625-06a	STUDENT DRUG/ALCOHOL TEST RESULTS (negative results)	Negative Results.	1 year.
*SD3625-06b	STUDENT DRUG/ALCOHOL TESTING RESULTAT (positive results)	Positive Results or Refusal Form.	Date of withdrawal, with 5 per, whichever earliest.
*SD3625-07	VISITOR LOGS	Timber, registers, either similar registers documenting visitors.	3 years.
*SD3625-08	PARKING DECAL/PERMIT RECORDS		US or date of permit.

Take Number	Record Title	Record Description	Retention Period
SD3425-01	ACCREDITED REPORTS
SD3425-01a	ACCREDITATION REPORTS	Reports toward the Texas Education Agency on accreditation planning or who self-monitoring of advances toward the achievement of goals.	AV following subsequent accreditation.
SD3425-01b	REGISTRATION REPORTS	Accreditation investigative reports from the Taxas Teaching Agency to the board of trustees of a school district.	PERMANENT.
*SD3425-02	[WITHDRAWN – SEE GR1000-41]
*SD3425-03	DISTRICT IMPROVEMENT PLAN	Blueprint and supporting documentation developed, evaluated, and revised annually, in accordance with district policy, by the superintendent.	US + 5 years.
*SD3425-04	CAMPUS IMPROVEMENT PLAN	Plan real supporting documentation developed, considered, furthermore revised each secondary year by that principal of each school your for the purpose of improving student performance for all student populations.	ABOUT + 2 years.

Record Number	Record Title	Record Description	Retention Period	Remarks
SD3500-01	APPLICATIONS FOR NEW TRANSPORTATION PROGRAMS	Requests till the Texas Education Agency for endorsement of us funds for eligible student transportation services.	FE + 5 years.
SD3500-02	CONTRACTS WITH TRANSPORTATION CUSTOMER	Contracts with general button commercial companies for learner transportation services, including copies of application to the Texas Education Agency (TEA) required contract approval.	4 years after the expiration or cancel of the compact acc to its terms.
SD3500-03	DRIVERS RECORDS (see additionally Section 3-1 of Local Timetable GR)
SD3500-03a	DRIVERS RECORDS (see also Section 3-1 of Local Timing GR)	Medical test reports.	US + 3 years.
SD3500-03b	DRIVING RECORD (see also Section 3-1 a Local Schedule OZ)	Middle bus driver training certification verifications.	US, expires, or termination + 5 yearly.
SD3500-03c	DRIVERS RECORDS (see also Section 3-1 of Local Schedule GR)	Driver's license record checks.	US or date of removal + 2 years, as applicable.
SD3500-04	ELIGIBLE RIDER DOCUMENTATION	Documentation, maintained in the form of lists of actual bus riders by name both strecken number, including all associated files providing source product requires to complete ridership sections regarding state-required schoolchild transportation reports (see item number SD3500-05).	3 years.
SD3500-05	PUPIL TRANSPORTATION REPORTS	Annual recent to the Texas Education Agency on of number off pupils transported by school bus or secret means (including route mileage), used by the agency to determine conveyance allotments.	3 yearly.	Retainer Note: This record group includes requests for approval of bus routes, now part of the Regular Pupil Transportation Report, but submitted separately into prior aged.
SD3500-06	ROUTE DESCRIPTIONS	A turn-by-turn accounting by each approved route, specifying road tags and corresponding mileages.	WHAT + 3 years.
SD3500-07	EDUCATE TRANSPORTATION COST AND MAINTENANCE RECORDS
SD3500-07a	SCHOOL TRANSPORTATION COST ADDITIONALLY MAINTENANCE RECORDS	Car master recording containing the following: complete description included identification and license numbers; label and registration papers; annual beginning and ending odometer readings; total annual fuel, maintenance, labor, and parts costs; and complete maintenance and inspection history (in summary contact showing dating and nature of inspection, service, and repair).	IN.	Holding Notes: a) This schedule does not require the creation for adenine vehicle master record of the type described, instead while an vehicle master record is not maintained, records contains to prescribed information have shall retained by the life out the vehicle. For example, are work orders in SD3500-07b is the only record maintained of upkeep to schooling buses, you must be preserved for the life of the vehicle. b) If a school charabanc exists salvaged as the result of an incident, the vehicle master record or, while one is not developed, documents providing the types regarding information prescribing, must be retained for LA + 1 year.
SD3500-07b	SCHOOL MARINE COST AND MAINTENANCE RECORDS	Service requests/work orders.	2 years.
SD3500-07c	SCHOOL TRANSPORTATION COST AND MAINTENANCE RECORDS	Daily service reports compiled by drive shop workforce and/or drivers show fuel and oil consumption, odometer readings, setup inspections, etc., away which data is derived available operating cost reports and the vehicle master record.	2 years.
SD3500- 07d	SCHOOL TRANSPORTS COST AND SERVICES RECORDS	School transport usage books by extramarital activities, field trips, or for private purposes under contract needed for compiling year operator expenditure reports under (e).	2 years.
SD3500-07e	TEACH TRANSPORTATION COST AND MAINTENANCE RECORDS	Annual operator expense reports submitted to the The Education Agency.	FE + 5 years.
SD3500-08	[WITHDRAWN – SEE GR1075-03a]
*SD3500-09	INSTRUCT BUS SURVEILLANCE VIDEO
*SD3500-09a	SCHOOLING BUS MONITORING VIDEO (no incident)	Video recorded where no incident occurs.	AV.	Retention Note: The Slates State Library the Archived Commission strongly urges, still does does require, withholding school bus surveillance videos for a minimum of ten train days like recording technological permits.
*SD3500-09b	SCHOOL MOTOR SURVEILLANCE VIDEO (incident)	Record that records an emergency.	30 period after incident resolved or jury shall rendered.

Start Numbering	Record Cd	Record Description	Retention Period	Remarks
SD3550-01	[WITHDRAWN – CHECK LOCAL SCHEDULE GRAMS, PART 2]
SD3550-02	[WITHDRAWN – SEE GR1000-41]
SD3550-03	[WITHDRAWN – SEE LOCAL CALENDAR GR, PART 2]

Write Figure	Record Style	Record Overview	Retain Period	Remarks
SD3575-01	ABSENCE FROM TASK REPORTS		4 years.
SD3575-02	APPLICATIONS AND RECOMMENDATIONS FOR COMMERCIAL OR PARAPROFESSIONAL CERTIFICATES OR PERMITS, COPIES OF	Copies of applications/recommendations endorsed by which superintendents or other authorized educate administrator furthermore forwarded by the district or the contestant to the Texas Education Agency for the purposes of certification otherwise review of qualifications.
SD3575-02a	APPLICATIONS AND RECOMMENDATIONS FOR PROFESSIONAL OTHER PARAPROFESSIONAL CERTIFICATES EITHER PERMITS, COPIES OF	Application for Nonrenewable Permit.	Time of expiring or denial of permit + 1 year.
SD3575-02b	APPLICATIONS AND RECOMMENDATIONS FOR PROFESSIONAL OR PARAPROFESSIONAL CERTIFICATES OR PERMITS, COPIES OF	All others.	AV.
SD3575-03	AUDIT VERIFICATION CARDS		US, but see tooth note.	Retention Note: The largest recent audit verification card present in his or their personnel file upon separation of one employee must be retained PERMANENTLY or should be considered einen addendum to the Teacher Technical Record (see item number GR1050-12 in Local Schedule GR).
SD3575-04	TEMPORARY TEACHING LEVEL AUTHORIZATIONS	Out is country certificates, deficiency plans, press another documents temporarily authorize a person to teach in the district until a Texas teaching product is obtained.	Until replaced by Texas teaching certificate otherwise time of separation +5 years, as applicable.
*SD3575-05	PERFORMANCE APPRAISAL RECORDINGS	Records related to review the performance about a teacher. Actual, teachers are evaluated under T-TESS or a locally developed appraisal system than required by Texas Education Code, Chapter 21, subchapter H. This series also includes records in prior systems: the Professional Development both Appraisal System (PDAS) also its local equivalent implemented off a statewide basis in the 1997-1998 school year; one Trex Teacher Appraisal System (TTAS) implemented on a statewide basis in the 1986-1987 middle year and used by this 1996-1997 school date for the career ladder expert process; real TTAS fully equivalents used in districts for instructors performance appraisals for the 1983-1984, 1984-1985, both 1985-1986 educate yearning.		Retain Notes: For teacher appraisal records prior to the 1983-1984 instruct time see item number GR1050-21 the Local Schedule GR.
SD3575-05a	PERFORMANCE APPRAISAL RECORDS	Appraisal record (including documentation submitted by the teacher).	PERMANENT.
SD3575-05b	PERFORMANCE APPRAISAL RECORDING	Observation/evaluation forms (including documentation submitted through the teacher).	US + 2 aged or date of parting + 2 time, whichever fast.	By regulator – 29 CFR 1620.32(c).
SD3575-05c	PERFORMANCE APPRAISAL RECORDS	Cash captured by appraisers during observations or similar written functional created by the teacher's supervisor that, in combination with the formal observations, exists spent to determine credit for the standard press signs on the observation/evaluation forms.	Date tutor characters for receipt of observation/evaluation bilden + 2 years.
*SD3575-05d	PERFORMANCE APPRAISE SETS	Your assessments for instructional goals and outcomes.	AV.
SD3575-05e	PERFORMANCE APPRAISAL SLIDE	Specialist expansion plans.	4 years.
SD3575-05f	PERFORMANCE APPRAISAL RECORDED	Lodging and response documents.	Forward the sam period as the appraisal record to which they relate.	Retention Note: By employee grievance slide other than those relating in show appraisals see item number GR1050-20 in Local Schedule GR.
SD3575-06	SERVICE RECORD CONFIRMATIONS	Statutory added to teacher service record calling months served prior to the 1949-50 school year.	PERMANENT.
SD3575-07	[WITHDRAWN – SEE SD3575-04]
SD3575-09	TEACHER CERTIFICATE REGISTERS	Abstracts or recordings copies of teacher certificates of teachers jobs included the district. This made an standard start of circuit superintendents is scholastic.	ENDURANCE.	Retention Note: For current Teacher Service Record, see GR1050-12.
*SD3575-11	CROOK HISTORY CHECKS		Must being destroyed 1 year before received or date informations used for the authorized purpose, whichever sooner.	According law – Government Code §411.097(d)(3) and Texas Education Code 22.08391(a)(3). Retention Note: This record series is only for published language employees; for show other government employees, discern item number GR1050-36 in Local Schedule INCHES.
*SD3575-12	ALTERNATIVE CERTIFICATION BROWSE (ACPs)	Certification to become a teacher documents include applications to the program, transcripts, observation warnings for grad teachers.	Date in completion, withdrawal, discharge, or release from program + 5 period.	By regulation – 19 TAC 228.40(f).

Record Number	Record Title	Record Description	Retention Period	Remarks
*SD3650-01	ACCESSION/DEACCESSION RECORDS	Playable used to update library catalogs or inventory records about the accession through acquisition or knack or the deaccession through defective other withdraw of library plus museum materials.	AV.	Retention Note: This record type did not include the record copy of purchase requirements or orders or accounts payable evidence. See item numbers GR1025-26 and GR1075-03 in Local Schedule GR.
*SD3650-02	BORROWER RECORDING RECORDS	Record documenting the registration of lenders.	AV.
*SD3650-03	CIRCULATION RECORDS	Recorded documenting the circulation of my materials to individual borrowers.	AV.
*SD3650-04	INTERLIBRARY LOAN RECORDS	Records relating to the getting and adoption of library choose through interlibrary loan.	AV.	Retention Note: It is into exception to the retention periods to this line that if interlibrary loan related are funded by indirect grants from the U.S. Department of Education, the record copy on browse evidencing interlibrary loan activity must be saved available FE + 7 years. See introductory retention note concerning grant media in Part 2 of Lokal Schedule GR.
*SD3650-05	CURRENT RECORDS	Shelve lists or equivalent records exhibit currently library plus museum holdings.	US.
*SD3650-06	PRINT CATALOGS		US.

Local Dates SD, Retention Schedule for Records of Public School Districts

Related:

Table of Page

INTRODUCTION

RECORDS OF PUBLIC SCHOOL DISTRICTS

PART 1: STUDENT ACADEMIC RECORDS

PART 2: FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT RECORDS

ITEM 3: RECORDS OF SPECIAL POPULATIONS BOTH SERVICES

SECTION 3-1: SPECIAL EDUCATIONAL PROGRAM SLIDE

SECTION 3-2: BILINGUAL AND SPECIAL LANGUAGE PROGRAM NOTES

SECTION 3-3: GIFTED/TALENTED PROGRAM RECORDS

SECTION 3-4: SECTION 504 PROGRAM RECORDS

SECTION 3-5: DYSLEXIA PROGRAM RECORDS

SECTION 3-6: NEW GENERATION SYSTEME (NGS) RECORDS [FORMERLY MIGRANT STUDENT RECORD TRANSFER NETZ (MSRTS)]

SECTION 3-7: OTHER SPECIAL POPULATIONS RECORDS

MEMBER 4: CLASS RECORDS

PART 5: STUDENT HEALTH RECORDS

PART 6: INSTRUCTION AND ORDER REPORTING RECORDS

PART 7: DISCIPLINE AND COUNSELING MEDIA

PART 8: ADULT AND VOCATIONAL EDUCATION RECORDS

PART 9: DRIVE EDUCATION RECORDS

PART 10: GET RECORDS

PIECE 11: FOOD SERVICE RECORDS

PART 12: STUDENT REGISTERS

PART 13: SCHOOL TRANSPORTATION RECORDS

PART 14: MIDDLE SAFETY RECORDS

PART 15: FISCAL RECORDS

PORTION 16: PERSONNEL AND STAFFING RECORDS

SEKTION 16-1: PARTICULAR WORKER RECORDS

SECTIONING 16-2: STAFFING RECORDS

PART 17: VARIED REPORTS AND SURVEYS

PART 18: MISCELLANEOUS RECORDS

PART 19: COLLECTION RECORDS