McALLEN INDEPENDENT SCHOOL DISTRICT ADMINISTRATIVE PROCEDURES FOR

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1 McALLEN INDEPENDENT SCHOOL DISTRICT ADMINISTRATIVE PROCEDURES FOR RECORDS STORAGE AND MANAGEMENT PURPOSE The Government Code, Section 441.158, provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government, including a schedule for records common to all types of local government. Adequate attention to records management can increase department efficiency, decrease the number of misplaced or lost documents, support good customer service, reduce labor and other costs, improve decision making, improve processing efficiency and reduce litigation exposure and other problems. As a public government, school districts are subject to specific records management guidelines mandated by the state, as well as federal employment records guidelines.

CPC (LEGAL) Retention Schedules: In developing the District's records retention schedule, the records management officer shall ensure it is consistent with the applicable minimum retention schedules adopted by the State Library and Archives Commission, i.e., Local Schedule GR--Records Common to all Governments, Local Schedule EL--Records of Elections and Voter Registration, Local Schedule TX--Records of Property Taxation, and Local Schedule SD--Records for Public School Districts. 13 TAC 7.125 SCOPE This document serves as guidance to Staff regarding the District 9s record retention requirements and has been excerpted to reflect ... more. less.

the state regulations from the Texas State Library and Archives Records Management Publication. Items not covered here may be researched at the Texas State Library and Archive Commission Records Management Publication website at http://www.tsl.state.tx.us/ LOCATION Document storage for McAllen Independent School District is located and confined to the MISD Textbook Warehouse, 3317 West Expressway 83, McAllen, Texas 78503. 2 RESPONSIBILITY Although the District 9s document retention storage depot is physically located at the District Textbook Warehouse, responsibility for and ownership of any and all documents remains the province of the originating end user department. MISD Textbook Department Staff will not have contact with contents of any storage medium and thus bears no responsibility for documents contained. DESTRUCTION OF RECORDS The originals of records listed in this schedule may be disposed of prior to the expiration of the stated minimum retention period if they have been microfilmed or electronically stored pursuant to the provisions of the Local Government Code, chapter 204 or Chapter 205, as applicable. Destruction of local government records contrary to the provisions of the Local government Records Act of 1989 and administrative rules adopted under its authority is a class A misdemeanor and, under certain circumstances, a third degree Fiscal year endlony (Penal code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Open Records Act (Government Code, Chapter 552). MISD Textbook Department Staff will destroy and dispose of records based on those guidelines contained in the Texas State Library and Archives Commission - Retention Schedule for Records of Public School Districts . It is, however, the responsibility of Administration to express authority for destruction of particular records/documents in writing. EXCEPTION TO DESTRUCTION Although the legal retention period may have expired for a record, the record may not be destroyed if one of the following exists: " The subject matter of the record is known to be in litigation " The record is subject to a pending request for disclosure under the Open Records Act " There is an outstanding request to inspect and review the record under the fiscal year end Family Educational Rights and Privacy Act " The record is subject to a pending audit by a fiscal year end or state granting agency or subgrantor agency " Questions remain unresolved from a conducted audit until audit findings are solved PROCEDURES 1. All boxes of materials to be stored or destroyed should be marked by the originator to include Department, Content, Storage Date, and Destruction Date. Any boxes not so labeled will be returned to the originator. 3 2. All items for storage must be mutually acknowledged by both MISD Textbook Department Staff and the originator via written receipt. 3. Written conformation by both MISD Textbook Staff and the originator must be provided before any item(s) may be destroyed. 4. Staff must register with the receptionist upon arrival that the MISD Textbook Warehouse. The receptionist will record the date and time of arrival and departure. The Textbook Strategist will then provide assistance in locating specified documents/records. RECORD RETENTION REQUIREMENTS The following schedules established mandatory minimum retention periods for the records listed. No records control schedule of a local government may set a retention period for a record that is less than that established for the record on these schedules. 4 Local Schedule SD - Retention Schedule for Records of Public School Districts http://www.tsl.state.tx.us/slrm/recordspubs/sd.html#part2 STUDENT ACADEMIC RECORDS Retention Note: Any records in this part (e.g., enrollment cards) created for students who enroll or register in a school district, but who do not subsequently attend classes need be retained only as long as administratively valuable and are exempt from the destruction notice request. The Academic Achievement Record (TEA form AAR-001) or its former equivalent used to record academic achievement in grades 9-12. RETENTION: Permanent . The Cumulative Record of Achievement in grades Pre-K through 8. RETENTION: Date of withdrawal + 7 years. Birth Date Documentation - Copies of birth certificates, church records, bible records, passport or immigration records, or other documents used to establish a date of birth. RETENTION: As long as administratively valuable . (Exempt from destruction request requirement) Custody Documents - Copies of court instruments relating to adoption, guardianship, or custody. RETENTION: Until the student is 18 . Retention Note: It is an exception to the retention period given that a court order superseded by a subsequent order (e.g., a change in guardianship) need be retained only as long as administratively valuable and is exempt from the destruction notice requirement. Enrollment or Registration Forms . RETENTION: Date of withdrawal + 7 years. Home Language Surveys . RETENTION: Date of withdrawal + 7 years. Missing Child Prevention and Identification Program Records 1. Fingerprint cards . RETENTION: Date of withdrawal . (Exempt from destruction request requirement). 2. Photographs. RETENTION: US, date of withdrawal, or 3 years, whichever soonest. (Exempt from destruction request requirement). Retention Note: A Texas Education Agency regulation (19 TAC 61.92) requires that at withdrawal a student's fingerprints and photograph taken as part of a voluntary Missing Child Prevention and Identification Program be returned to the student's parent or guardian. If a district is unable to return the fingerprints and photograph, they must be destroyed. 5 Parental consents . RETENTION: As long as administratively valuable after fingerprints and/or photograph taken. (Exempt from destruction request requirement) Parental Permission Records - Parental consents for a student to engage in school activities or programs, except consents noted elsewhere in this schedule. RETENTION: Until cessation of activity for which consent granted + 2 years; or, if annually renewable, US + 2 years. Retention Note: If a student is involved in an accident while engaged in an activity for which parental consent was granted, the consent form or statement must be retained for the same period as Accident Reports Student Withdrawal/Record TransFiscal year endr Form (TEA form PEIMS-100). RETENTION: As long as administratively valuable (both sending and receiving districts). (Exempt from destruction request requirement) Test and Academic Measurement Reports : 1. Reports of results of TAAS, TEAMS, TABS, and other standardized state and national achievement, mental abilities, and aptitude tests reported by score, percentile rank, etc. RETENTION: 1 year after recording of data in the academic achievement or cumulative record. (Exempt from destruction request requirement) Retention Note: If testing results of the types described are not recorded on the academic achievement or cumulative record (see item number 3200-01) either manually or by affixing labels, the results must be retained PERMANENTLY for grades 9-12 and until the date of withdrawal + 7 years for all other grades 2. Reports of results of other tests or measurements (e.g., reading/mathematics profiles). RETENTION: Date of withdrawal + 7 years. 3. District summaries on a group basis of the results of standardized testing . RETENTION: 3 years . Family Educational Rights and Privacy Act Records Access Policies - Written policies and procedures demonstrating how a district meets the requirements of the Family Educational Rights and Privacy Act of 1974, as amended and fiscal year end rules adopted under the act. RETENTION: Until suspended . (Exempt from destruction request requirement) Access to Information, Records of - Record of each request for access to and each disclosure of personally identifiable information from the educational records of a student. 6 1. Documentation of requests from and disclosures to the parent or eligible student, to an official of the district for what the district has determined are legitimate educational interests, to a party with written consent from the parent or eligible student, or to a party seeking directory information . RETENTION: 2 years . 2. Documentation of requests from and disclosures to any party . RETENTION: PERMANENT . 3. Written consents from the parent or eligible student for information disclosure . a. From the parent. RETENTION: Until the student is 18. b. From the eligible student. RETENTION: PERMANENT. Retention Note: It is an exception to the retention periods given for parental and eligible student consents that if the only records covered by consent are those associated with enrollment by a student in grades Pre- K through 8, the consents may be disposed of at the same time the records are destroyed. 4. Written refusals from the parent or eligible student to the disclosure of directory information. a. If refusals are valid as long as the student is in attendance. RETENTION: As long as administratively valuable after date of withdrawal. (Exempt from destruction request requirement). b. If refusals must be renewed each academic year. RETENTION: Until suspended or as long as administratively valuable after date of withdrawal, as applicable. (Exempt from destruction request requirement). Protest of Record Statements - Statements by parents or eligible students commenting on contested information in a student record, or stating why they disagree with a district's decision not to amend a record, or both. RETENTION: For as long as the record containing the contested information is maintained. Record Amendment Requests and Related Documentation - Requests from parents or eligible students to amend student records, notices by the district of denial or consent to amendments, requests for hearings on denied requests, hearing notices, and written decisions by hearing examiners. RETENTION: 2 years. Records of Special Populations and Services Retention Note: The term "cessation of services" used in the retention periods set in sections 3-1 through 3-5 with reFiscal year endrence to records created on students who are reFiscal year endrred to but not 7 subsequently enrolled in the special program described, means the date determination against enrollment is made. Special Education Program Records: Enrollment Lists and Rosters . RETENTION: 7 years . Student Records - Records of each student reFiscal year endrred to or receiving special education services, including reFiscal year endrral, assessment, and reevaluation reports; enrollment and eligibility forms; admission, review, and dismissal (ARD) and transitional planning committee documentation; individual educational (IEP) and transitional (ITP) plans; parental consent forms for testing and placement; and other records of services required under Fiscal year endderal and state regulation. RETENTION: Cessation of services + 7 years. Retention Notes: a) It is an exception to the retention period given for this record group, that the following information must be retained PERMANENTLY in some form on each student in grades 9-12 participating in a special education program: name, last known address, student ID or Social Security number, grades, classes attended, and grade level and year completed. If an academic achievement record [see item number 3200-01(a)] is created for the student and maintained among those for students in the regular population, it is not necessary for special education records custodians to maintain the prescribed information beyond 7 years after the cessation of services, provided that it is contained in the Academic Achievement Record. Prior to the destruction of any records in this record group, the eligible student or the parents of the student, as applicable, must be notified in accordance with Fiscal year endderal regulation. Bilingual and Special Language Program Records Student Records - Records of each student reFiscal year endrred to or receiving bilingual or special language services, including recommendations from parents or teachers for bilingual instruction, student interview documentation, notifications to parents, parental consents or denials, language proficiency assessment committee (LPAC) reports, exit reports, follow-up study reports, and other records of services required by state regulation or pertinent to the identification of students for bilingual education or special language programs. RETENTION: Cessation of services + 7 years. Gifted/Talented Program Records Student Records - Records of each student reFiscal year endrred to or receiving services in a gifted/talented program, including nomination and observation documentation, testing results, parental consents, committee reports and recommendations, and other records of services required under state regulation or pertinent to the identification of students for participation in gifted/talented programs. RETENTION: Cessation of services + 5 years. 8 Section 504 Program Records Student Records - Records of each student reFiscal year endrred to or receiving services under Section 504, including reFiscal year endrral, pre-placement, and reevaluation reports, parental notices; group and impartial hearing deliberations; and other records of services required under Section 504 regulations. RETENTION: Cessation of services + 7 years. Dyslexia Program Records Enrollment Lists and Rosters . RETENTION: Cessation of services + 5 years. Student Records - Records of each student reFiscal year endrred to or receiving dyslexia program services, including reFiscal year endrral and assessment reports; group deliberations; parental notices; and other records of services required under state regulation. RETENTION: Cessation of services + 5 years. Retention Note: This record group does not include the special education records of students with dyslexia or related disorders receiving special education services Migrant Student Record TransFiscal year endr System (MSRTS) Records Daily MSRTS Logs . RETENTION: 7 years. Enrollment and Withdrawal Reports RETENTION: 7 years. Monitoring Documentation - Summaries of eligibility verifications and validations, parent/guardian questionnaires, copies of validated certificates of eligibility, and copies of any correspondence from a school district to a regional educational service center requesting deletion of ineligible children from the MSRTS. RETENTION: 7 years. Recruiting Records - Recruiter logs, questionnaires, and similar records documenting efforts of recruiters to identify and enroll currently and formerly migrant students. RETENTION: 7 years. Student Records 1. Certificates of eligibility . RETENTION: End of eligibility + 7 years. Retention Note: Eligibility ends 6 years from the qualifying arrival date (QAD) as it appears on the certificate of eligibility. The qualifying arrival date was reFiscal year endrred to as the last qualifying move (LQM) on certificates of eligibility prior to 1991. 2. Copies of most current educational and health records or forms providing educational and health updates, information from which is transmittable to regional educational service centers for data entry . RETENTION: Until suspended. 9 Retention Note: Program regulations require that an active file be maintained on each migrant child identified for the current school year in a project district or cooperative project district. The file must include, in addition to the certificate of eligibility, a copy of each of the most current educational and health records of the student. Although the minimum retention period is set as US, superseded records should not be disposed of until notification that all required data from the superseded records have been accurately reflected in MSRTS records in Little Rock. If original student educational and health records, rather than copies, are the source for MSRTS data, the records must be retained for the periods established in Parts 1 and 5 of this schedule. 3. Data verification reports from the MSRTS center in Little Rock . RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Other Special Populations Records Fiscal year end Impact Aid Survey Forms - TEA form FIN-127 or an equivalent locally designed form used to survey parents to determine eligibility for fiscal year end impact aid under P.L. 81-874. 1. Survey forms of students determined to be eligible and used to complete district applications for school assistance in Fiscal year endderally afFiscal year endcted areas. RETENTION: 7 years. 2. Survey forms of students determined not to be eligible. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement). McKinney Homeless Assistance Act Student Record . RETENTION: 7 years . Attendance Records Attendance Control Documentation: 1. Correspondence to and from parents or guardians concerning absences and tardiness. RETENTION: As long as administratively valuable . 2. Correspondence with law enforcement or other agencies concerning violations of the compulsory school attendance law, including all associated documentation. RETENTION: 2 years . 3. Attendance officer's logs and reports of parents or guardians visited. RETENTION: 2 years. Attendance Reports 10 1. Copies of attendance and enrollment reports submitted to the Texas Education Agency, including those term and period reports submitted to the superintendent by principals for the purposes of compiling state- mandated reports. RETENTION: 5 years . 2. Daily Registers of Pupil Attendance (or an equivalent locally-designed record) and similar daily or periodic reports used to document the attendance and absence of students. RETENTION: 5 years . Scholastic Census Records - Census cards or rolls of school age children residing in the county or district. RETENTION: Permanent , but see retention note. Retention Note: The Local Government Records Act (Section 201.008, Local Government Code) transFiscal year endrred custody of all scholastic census records still in the possession of elected county officials to the custody of the Texas State Library and Archives Commission for preservation as historical records. Some census documents, which were compiled by the office of the county superintendent of schools from 1905 through 1969, may have passed into the custody of independent school districts. These census cards and rolls must be retained PERMANENTLY, as well as those from the state-mandated 1970 enumeration, which was conducted by school districts. Although the Local Government Records Act did not automatically transFiscal year endr any scholastic census records in the custody of school districts to the Texas State Library and Archives Commission, districts may ofFiscal year endr to transFiscal year endr census records to the commission for preservation. Census cards or rolls compiled by school districts in 1971 and after for local administrative reasons need be retained only as long as administratively valuable and are exempt from the destruction notice requirement. TransFiscal year endr, Applications for, and Associated Reports - Documentation concerning the transFiscal year endr and enrollment of students in districts other than those in which they are resident. RETENTION: 7 years . Student Health Records Accident Reports - Reports of accidents to students. RETENTION : 5 years; or 2 years after the student reaches the age of 18, whichever later. Activity and Statistical Reports - Daily and other periodic activity and statistical reports, except those noted elsewhere in this section, compiled by school nurses or nurse extenders relating to student health matters. RETENTION: 3 years . Correspondence with Parents or Guardians - Correspondence to and from parents or guardians concerning student health matters. RETENTION: 2 years . Cumulative Health Card or Record . RETENTION: Date of withdrawal + 2 years . Emergency Cards - Card or other form of record providing information on whom to contact in case of accident or illness to a student. RETENTION: US or until student ceases enrollment, whichever sooner. (Exempt from destruction request requirement) 11 Exclusion and Verification Documentation - Affidavits or similar documents seeking the exclusion of students from participation in immunization or other health care programs for medical or religious reasons, or verifications of previous illness or health testing. Exclusion documentation: 1. Affidavits of medical contraindications . RETENTION: 1 year, or date of withdrawal + 2 years if contraindication is liFiscal year endlong. (One year affidavits exempt from destruction notice requirement.) 2. Affidavits of religious conflicts. Verifications of mumps or measles illness . RETENTION: Date of withdrawal + 2 years. Verifications from physicians or health agencies of prior testing of sight, hearing, and spinal curvature . RETENTION: Date of withdrawal + 2 years . Retention Note: It is an exception to the retention periods set for subsections (b) and (c) of this group that if data from the verification documentation is recorded on the cumulative health card (see item number 3300-04), the documentation need be retained only as long as administratively valuable after recording and is exempt from the destruction notice requirement. Health Screening Documentation : 1. Worksheets, checklists, examination forms, and similar documents used in student health screening. RETENTION: As long as administratively valuable after entry of information on Cumulative Health Record. (Exempt from destruction request requirement) 2. Vision, hearing, and spinal screening reports submitted to the Texas Department of Health. RETENTION: 3 years. Immunization Records : 1. Immunization record (either separate or in combination with a cumulative health card as in item number 3300-04). RETENTION: Date of withdrawal + 2 years . Retention Note: It is an exception to the retention period given for the immunization record that if immunizations are performed by school nurses or other medical technicians employed by the school district, the immunization record and parental consent forms for the administration of vaccine must be retained by the school until the person receiving the vaccine is 20 years old or 10 years after the consent form was signed, whichever later. 2. Annual reports of immunization status . RETENTION: 3 years . Physician Fiscal year end and Reports - Copies of fiscal year end to physicians, including any attached screening worksheets, and reports from physicians on reFiscal year end health matters. RETENTION: As long as administratively valuable after entry of information on Cumulative Health Record. (Exempt from destruction request requirement). 12 Reports to Enforcement Agencies - Copies of reports on child abuse or neglect, communicable disease, dog bites, drug ofFiscal year endnses, missing children, or sexually transmitted disease submitted to the Texas Department of Health, the Texas Department of Human Services, or local law enforcement and animal control agencies. RETENTION: 2 years . Special Health Care Records 1. Logs or reports of medications or treatment administered to students on a group or individual basis . RETENTION: 3 years . 2. Parent's requests and physician's authorizations for specialized health care . RETENTION: End of validity of request or authorization + 2 years . Instruction and Grade Reporting Records: Curriculum Guides . RETENTION: Until Superseded . (Exempt from destruction request requirement). Grade Books . RETENTION: 1 year after entry of grades in the academic achievement or cumulative record. (Exempt from destruction request requirement). Retention Note: If grades are entered in the academic achievement record or the cumulative record from reports compiled from grade books, these reports must be retained for the same minimum period as grade books. Grade Reports - Periodic grade reports created for internal administrative purposes, providing data on grades or grade rankings by class, teacher, campus, course, population, ethnic breakdown, etc. except reports. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement). Lesson Plans . RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Report Cards - Copies of report cards or grade reports or a comparable record evidencing the grades that have been reported for a student to the student's parents. RETENTION: 1 year after entry of grades in the academic achievement or cumulative record. (Exempt from destruction request requirement). Retention Note: If copies of report cards or grade reports are the only record of grades received at the K-8 levels they must be retained for date of withdrawal of the student + 7 years. If they are the only record of grades received at the 9-12 levels prior to the use of a standardized academic achievement record, they must be retained PERMANENTLY. Discipline and Counseling Records 13 Discipline Records - Records relating to the discipline, corporal punishment, suspension, and expulsion of students maintained by superintendents, principals, and counselors, including parental conFiscal year endrence reports and correspondence with parents. 1. Records relating to expulsion . RETENTION: 3 years . 2. Records relating to forms of discipline other than expulsion . RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Student Guidance and Counseling Files - Individual student counseling files maintained by school counselors, including parental conFiscal year endrence reports. RETENTION: As long as administratively valuable . (Exempt from destruction request requirement.) Retention Note: It is an exception to the retention period for this record group that guidance and counseling files programmatically associated with participation in special programs as described in Part 3 of this schedule must be retained for the same period as the student records for the special program. In addition, records of counseling in any Fiscal year endderally funded special guidance or counseling project or program must be retained for 7 years beyond cessation of counseling services to the student. Adult and Vocational Education Records Class Organization Reports and Rosters . RETENTION: 7 years . Curriculum Planning Documentation - Project and study plans developed by instructors in vocational education, including those for vocational summer work. RETENTION: 7 years. Follow-Up Reports - Reports on post-instructional experience of leavers and completers of vocational education programs. RETENTION: 7 years . Student Records - Cooperative training plans; applications for participation in work study programs; student rating forms, progress reports, and record cards; individual follow-up records; and similar records of assignments to and the completion by a student of vocational education projects and tasks. RETENTION: End of enrollment + 7 years . Drivers Education Records Student Records - Individual records of students enrolled in drivers education. RETENTION: 7 years. Student Rosters . RETENTION: 7 years, if used in lieu of individual student records; otherwise as long as administratively valuable. ( AV records exempt from the destruction notice requirement.) Instructional Checklists . RETENTION: 1 year after entry of scores and other data in student individual record or rosters. (Exempt from destruction request requirement) 14 Licensing and Completion Forms - Any copies of forms or certificates maintained in student files relating to applications for drivers licenses, course completions, insurance discount forms, and notices of cancellation. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Requests for Recognition of Completion Documents- RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Accreditation Records: Accreditation Reports 1. Reports to the Texas Education Agency on accreditation planning or the self-monitoring of progress toward the achievement of goals . RETENTION : As long as administratively valuable after subsequent accreditation. (Exempt from destruction request requirement) 2. Accreditation investigative reports from the Texas Education Agency to the board of trustees of a school district. RETENTION: Permanent. Planning Records - Self studies; planning documents used to establish goals and indicators; achievement reports; documents evidencing parent, community, and staff involvement in the establishment of performance objectives; and similar records created in school districts to plan for and monitor progress during interims between accreditation visits. RETENTION: As long as administratively valuable after subsequent accreditation. (Exempt from destruction request requirement. Review before disposal; some records of this type may merit permanent retention for historical reasons.) Food Service Records Certificates of Authority - Authorizations for persons to act on behalf of a school district in school lunch matters. RETENTION: Until suspended + 5 years. Daily Food Service Records - Daily record of full-price, reduced-price, and free breakfasts and lunches served. RETENTION: Until suspended + 5 years. Food and Food Equipment Inventory Records . RETENTION: Fiscal year end + 5 years. Free or Reduced-Price Meal Records 1. Applications from parents for free or reduced-price breakfasts or lunches . RETENTION: Fiscal year end + 5 years. 2. Rosters or lists of eligible students. RETENTION: Fiscal year end + 5 years. 3. Policy statements on free and reduced-price meals . RETENTION: Until suspended + 5 years. Health Inspection Reports . RETENTION: 3 years. Menu Records 15 1. Menu planning records . RETENTION: As long as administratively valuable . (Exempt from destruction request requirement) 2. Daily menus . RETENTION: 5 years. Textbook Records Annual Membership Report . RETENTION: Fiscal year end + 2 years. Local Textbook Committee Report . RETENTION: Until suspended . (Exempt from destruction request requirement) Textbook Custodian Bonds . RETENTION : Until suspended + 2 years . Textbook Inventory and Distribution Control Records 1. Inventories . RETENTION: Until suspended + 1 year. (Exempt from destruction request requirement) 2. Book cards or records comparable in function documenting what books were distributed to each student and similar records documenting their return or non-return . RETENTION: Fiscal year end + 2 years. 3. Records documenting the distribution, transFiscal year endr, and return of textbooks on a campus by campus basis . RETENTION: Fiscal year end + 2 years. 4. Reports on state-owned textbooks that have been destroyed . RETENTION: Fiscal year end + 2 years. Textbook Procurement Records 1. Requisitions and supplemental requisitions for textbooks, learning systems, and related materials, including those for use by visually disabled students, placed with the TEA, the Texas Material Center for the Blind, or other vendors as may be permitted by law or regulation, including supporting documentation such as statements of charges, packing slips, freight bills, and shipment-error reports. RETENTION: Fiscal year end + 2 years. 2. Order notifications from the TEA concerning processing of textbook orders. RETENTION: As long as administratively valuable after receipt and reconciliation of shipment. (Exempt from destruction request requirement) 3. Documentation relating to the procurement of sample textbooks, learning systems, and related materials. AV after receipt and reconciliation of shipment. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Textbook Sales and Disposition Records 16 1. State textbook sales invoices and acknowledgment statements, logs (district and campus) of textbooks paid for, payment or reduced payment waivers, payment account cards, and any district forms used for the transmittal of textbook funds from campuses to the textbook coordinator. RETENTION: Fiscal year end + 2 years. 2. Records relating to the disposition by donation or destruction of expiring or out- of-adoption textbooks. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) School Transportation Records Applications for New Transportation Programs - Requests to the Texas Education Agency for approval of state funds for eligible pupil transportation services. RETENTION: Fiscal year end + 5 years. Contracts for Transportation Services - Contracts with public or commercial companies for pupil transportation services, including copies of applications to the Texas Education Agency for contract approval. RETENTION: 4 years after the expiration or termination of the contract according to its terms. Drivers Records : 1. Medical examination reports . RETENTION: Until suspended + 3 years. 2. School bus driver training certification verifications . RETENTION: 3 years. 3. Driver's license record checks . RETENTION: Until suspended or date of separation + 2 years, as applicable. (Until suspended records are exempt from destruction notice requirement.) Eligible Rider Documentation - Documentation, maintained in the form of lists of actual bus riders by name and route number, including all associated records providing source information needed to complete ridership sections of state-required pupil transportation reports (see item number 3500-05). RETENTION : 3 years. Pupil Transportation Reports - Annual reports to the Texas Education Agency on the number of pupils transported by school bus or private means (including route mileage), used by the agency to determine transportation allotments. RETENTION: 3 years. Note: This record group includes requests for approval of bus routes, now part of the Regular Pupil Transportation Report (TEA form ADM- 027), but submitted separately in prior years. Route Descriptions - A turn-by-turn accounting for each approved route, specifying road designations and corresponding mileages. RETENTION: Until suspended + 3 years. School Transportation Cost and Maintenance Records 1. Vehicle master record containing the following: complete description of the vehicle, including vehicle identification and license numbers; annual beginning and ending odometer readings; total annual fuel, maintenance, 17 labor, and parts costs; and complete maintenance history (in summary form showing date and nature of service, repair or state inspection). RETENTION: LA. Retention Notes: a) This schedule does not require the creation of a vehicle master record of the type described, but if a vehicle master record is not maintained, records containing the prescribed information must be retained for the liFiscal year end of the vehicle. For example, if work orders in (b) are the only record maintained of repairs to school buses, they must be retained for the liFiscal year end of the vehicle. 2. If a school bus is salvaged as the result of an accident, the vehicle master record or, if one is not created, documents providing the types of information prescribed, must be retained for LA + 3 years. 3. Service requests/work orders. RETENTION: 2 years. 4. Daily activity reports compiled by vehicle shop personnel and/or drivers showing fuel and oil consumption, odometer readings, routine inspections, etc., from which data is derived for operating cost reports and the vehicle master record. RETENTION: 2 years. 5. School bus usage reports for extracurricular activities, field trips, or for private purposes under contract needed for compiling annual operating costs reports under (e). RETENTION: 2 years. 6. Annual operation cost reports submitted to the Texas Education Agency. RETENTION: Fiscal year end + 5 years. School bus Purchase Requisitions . RETENTION: Fiscal year end + 5 years. School Fiscal Year End Records Evacuation and Fire Exit Plans . RETENTION: Until suspended. (Exempt from destruction request requirement). Fire Drill Records - Records of fire drills, including schedules, reports, correspondence with fire departments, and associated documentation. RETENTION: 3 years. Fire Fiscal Year End Inspection Reports . RETENTION: 3 years. Financial Records Retention Note: This part supplements and should be used in conjunction with Part 2 of Local Schedule GR. Agency Fund Accounting Records - Any accounts payable, accounts receivable, or ledgers and journals used to document the receipt and expenditure of local agency funds from clearing accounts that are custodial in nature (e.g., student picture accounts). RETENTION: Fiscal year end + 3 years. 18 Retention Note: The minimum retention period for records of agency funds is an exception to the prevailing Fiscal year end + 7 year retention period for school district financial records. County Available Reports . RETENTION: Fiscal year end + 3 years. School Bonds, Applications for Guaranty of. RETENTION: Until receipt of guaranty documentation. Personnel and Staffing Records Retention Notes: a) This part supplements and should be used in conjunction with Part 3 of Local Schedule GR. If the retention period for a record in this part is given as until suspended or as until suspended + a specific number of years and the person to whom the record relates ceases employment before supersession occurs, the date of separation shall also be considered the date of supersession for records retention purposes. Individual Employee Records Absence from Duty Reports . RETENTION: 4 years. Applications and Recommendations for Fiscal year end or ParaproFiscal year endssional Certificates or Permits, Copies of - Copies of applications/recommendations endorsed by the superintendent or other authorized school official and forwarded by the district or the applicant to the Texas Education Agency for the purposes of certification or review of qualifications . 1. Application for Nonrenewable Permit (TEA form DOTR-030). RETENTION: 1 year. (Exempt from destruction request requirement). 2. All others. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement). Audit Verification Cards . RETENTION: Until suspended, but see retention note. (Exempt from destruction request requirement) Retention Note: The most recent audit verification card present in his or her personnel file upon separation of an employee must be retained PERMANENTLY and should be considered an addendum to the Teacher Service Record (see item number 1050-12 in Local Schedule GR). Deficiency Plan . RETENTION: Until suspended by a teaching certificate, or separation of employee + 5 years, as applicable. [Exempt from destruction request requirement (US plans only).] Performance Appraisal Records (Career Ladder System) 1. The records listed in this group are those currently used in the Texas Teacher Appraisal System (TTAS), implemented on a statewide basis in the fall of 1986 for the career ladder appraisal process. The retention periods also apply to the functional equivalents of the records used in 19 districts for teacher performance appraisals for the 1983-1984, 1984- 1985, and 1985-1986 school years. For teacher appraisal records prior to the 1983-1984 school year and appraisal records for school district personnel outside the career ladder system see Local Schedule GR. 2. Documents maintained by the teacher's supervisor, if they are copies of records maintained in a teacher's personnel file, need be retained only as long as administratively valuable and are exempt from the destruction notice requirement. 3. Appraisal record (including documentation submitted by the teacher). RETENTION: Permanent . Observation/evaluation forms (including documentation submitted by the teacher). RETENTION: 4 years after teacher signs for receipt of appraisal record. 4. Notes taken by appraisers during observations or similar written documentation created by the teacher's supervisor that, in combination with the formal observation, is used to determine credit for the criteria and indicators on the observation/evaluation forms. RETENTION : As long as administratively valuable after teacher signs for receipt of observation/evaluation form. (Exempt from destruction request requirement) 5. Teacher assessments of instructional goals and outcomes. RETENTION: Destroy at option. (Obsolete record; exempt from destruction request requirement) 6. ProFiscal year endssional growth plans. RETENTION: 4 years. 7. Grievance and response documents. RETENTION: For the same period as the appraisal record to which they relate. Retention Note: For employee grievance records other than those relating to performance appraisals see item number 1050-20 in Local Schedule GR. Service Record Affidavits - Affidavits attached to teacher service record claiming months served prior to the 1949-50 school year. RETENTION: Permanent. Statements of Commitment (Out-of-State Certificates) . RETENTION: Until receipt by district of Texas certificate or date of separation + 5 years, as applicable. Statements of Intention to Become a United States Citizen . RETENTION: Destroy at option. (Obsolete record; exempt from destruction request requirement) Teacher Certificate Registers . RETENTION: Permanent. Retention Note: This was a standard record of county superintendents of schools, but it was also maintained in some independent school districts in years prior to the emergence of a formal Teacher Service Record (see item number 1050-12 in Local Schedule GR). 20 Tuberculosis Certificates . RETENTION: Destroy at option . (Obsolete record; exempt from destruction request requirement). Staffing Records: Personnel Rosters (including those detailing assignments to grades, courses, etc.). RETENTION: 3 years. Personnel Unit Requirement Calculation Worksheets . RETENTION: Destroy at option. (Obsolete record; exempt from destruction request requirement) Substitute Teaching Rosters . RETENTION: 3 years Miscellaneous Reports and Surveys: Public Education Information Management System (PEIMS) Data Submissions . RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Data Verification Reports - Data printouts or reports from the Texas Education Agency (TEA) or other agencies provided for informational purposes showing data received and entered in TEA or other agency databases and similar documents seeking confirmation of the accuracy of current data information. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Retention Note: For example, reports sent by TEA or an educational service center showing data received and entered as the result of Public Education Information Management System (PEIMS) data submissions fall under this record group as well as any retained copies of data verification reports returnable to TEA, such as forms used to confirm and/or update data for the Texas School Directory. Surveys - Surveys, questionnaires, opinion polls, and similar documents received from the Texas Education Agency or other agencies, completed and returned by the superintendent or other school official, and used by the surveying agency for the preparation of needs assessments or statistical reports and not for the specific purpose of monitoring compliance with a required or grant-funded program in the respondent district. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Retention Note: It is an exception to the retention period given for this record group that records of the type described received by a regional education service center as a surveying agency must be retained by the center for 5 years. Miscellaneous Records: Program Approval Applications - Applications and supporting documentation for local programs that must be approved by the Texas Education Agency before implementation but which do not involve the allocation of state or Fiscal year endderal funds controlled by the agency. 21 1. Applications approved. RETENTION: Until suspended + 5 years or liFiscal year end of program + 5 years, whichever applicable. 2. Applications not approved. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Requests for Waiver of Texas Education Agency Policies and Rules - Requests and renewals of requests for waivers of Texas Education Agency policies and rules, including any attached documentation. 1. Requests granted RETENTION: 5 years. 2. Requests not granted. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) School Calendar (TEA form FIN-093). RETENTION: Until suspended + 2 years. University Interscholastic League Records - Correspondence, schedules, rosters, reports, records of participation, and similar documentation, except financial records (see Local Schedule GR), concerning the participation of a district in academic, music, and athletic contests and programs governed by the University Interscholastic League. RETENTION: 2 years. Local Schedule GR 3 Retention Schedule for Records Common to all Local Governments http://www.tsl.state.tx.us/slrm/recordspubs/gr.html Administrative Records Records of Governing Bodies Retention Note: SCOPE OF SECTION - The retention periods established in this section also apply to the records of subsidiary boards, bureaus, commissions, or committees established by the governing body of a local government that have rulemaking or quasi-judicial authority over 22 any activity or program of the government or that were established by ordinance, order, or resolution for the purposes of advising the governing body or a subsidiary body on policy. Consequently, the use of the term "governing body" in a records description includes the corresponding records of these subsidiary bodies. Agendas 1. Open meetings . RETENTION: 2 years. 2. Closed sessions . RETENTION: 2 years. Dedications RETENTION: Permanent. Minutes (the use of the term audio tape in (3)-(6) includes videotapes with sound). 1. Written minutes . RETENTION : Permanent. 2. Notes taken during meetings from which written minutes are prepared . RETENTION: 90 days after approval of minutes by the governing body. (Exempt from destruction request requirement). 3. Audio tapes of open meetings, except as described in (4), for which written minutes are not prepared . RETENTION: Permanent. 4. Audio tapes of workshop sessions of governing bodies in which votes are not made and written minutes are not required by law to be taken . RETENTION: 2 years. 5. Audio tapes of open meetings for which written minutes are prepared . RETENTION: 90 days after approval of minutes by the governing body. (Exempt from destruction request requirement) 6. Audio tapes of closed meetings . RETENTION: 2 years. 7. Supporting documentation - One copy of each document of any type submitted to a meeting of a governing body for consideration, approval, or other action; if such action is reflected in the minutes of the meeting. RETENTION: 2 years. Retention Notes: a) The retention periods for many of the documents submitted to a governing body for action are established elsewhere in this or other commission schedules and are often longer than the 2-year retention period for supporting documentation set here. The 2-year retention requirement does not override a longer retention requirement set elsewhere, but rather is meant to ensure that all documents presented for action by a governing body are retained at least two years. This schedule does not require that supporting documentation be maintained together, but the retention by the clerk or secretary to the governing body of one set of the documents submitted at each meeting (often called "council packets" in municipalities) for two years would ensure satisfaction of the minimum retention requirement. Clerks or secretaries to governing bodies should exercise caution in disposing of supporting documentation to avoid 23 destruction of the record copy of a document for which they are custodian before the expiration of its retention period. b) Review before disposal; some supporting documentation, not already required to be maintained permanently elsewhere in this or other commission schedules, may merit permanent retention for historical reasons. Open Meeting Notices . RETENTION: 2 years. Ordinances, Orders, Resolutions (including those that have been repealed, revoked, or amended). RETENTION: Permanent. Petitions : Petitions from the public to the governing body or subsidiary boards or commissions of a local government. RETENTION: Consideration of the petition + 2 years. Retention Note: Does not include petitions noted elsewhere in this or other commission schedules or any petition presented to a commissioners court that state law requires a county clerk to record. See Local Schedule CC (Records of County Clerks). Proclamations . RETENTION : 2 years. General Records Accident Reports - Reports of accidents to persons on local government property or in any other situation in which a local government could be party to a law suit. 1. Reports of accidents to adults . RETENTION: 5 years. 2. Reports of accidents to minors . RETENTION: 5 years; or 2 years after the minor reaches the age of 18, whichever later. Affidavits of Publication (including any accompanying clipping proofs or tear sheets) 1. Publication of municipal ordinances . RETENTION: Permanent. Retention Note: It is an exception to the permanent retention period that affidavits of publication and associated documentation for ordinances that are codified or re-codified may be disposed of after the efFiscal year endctive date of the new code and are exempt from the destruction notice requirement. 2. Election notice a. Notices of election in which candidates for Fiscal year endderal office are not involved. RETENTION: 60 days after election day . (Exempt from destruction request requirement) b. .Notices of election in which candidates for Fiscal year endderal office are involved. RETENTION: 22 months after election day. (Exempt from destruction request requirement) 3. All other published legal notices. RETENTION: 2 years. 24 Annexation, Disannexation, Abolition, and Other Jurisdictional Records - Records relating to the annexation or disannexation of territory to or from a local government, to its abolition, or to other actions which afFiscal year endct its territorial jurisdiction or service area, including reports, correspondence, records of public hearings, agreements, and similar records. RETENTION: 5 years. 1. A contract or agreement relating to territorial jurisdiction or the delivery of services between two or more governments (e.g., between a city and a county for fire services in an unincorporated area) must be kept for the retention period of 5 years. 2. Review before disposal; many records of this type may merit permanent retention for historical reasons. Charters . RETENTION: Permanent. Complaints - Complaints received from the public by a governing body or any officer or employee of a local government relating to government policy. RETENTION : Resolution or dismissal of complaint + 2 years. Retention Note: The 2-year retention period applies only to complaints of a general nature that do not fall into a difFiscal year endrent category of complaint noted in this or other commission schedules. For example, complaints from the public about potential fire hazards are scheduled in Local Schedule PS (Records of Public SaFiscal year endty Agencies) and have a longer retention period. Contracts, Leases, and Agreements - Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records relating to their negotiation, administration, renewal, or termination, except construction contracts (see item number 1075-16). RETENTION: 4 years after the expiration or termination of the instrument according to its terms. Correspondence and Internal Memoranda (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda). Retention Note: The minimum retention period for correspondence or internal memoranda in categories (a) and (b) directly linked to another record series or group listed in this or other commission schedules is that assigned to the other group or series. For example, a letter from an external auditor regarding an audit of a local government's financial records should be retained for the retention period given under item number 1025-01(e); a letter concerning a workers compensation claim should be retained for the period given under item number 1050-32, etc. The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. 1. Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. RETENTION: 5 years. 25 Retention Note: Review before disposal; some correspondence of this type may merit permanent retention for historical reasons. 2. Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government. RETENTION: 2 years. 3. Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. RETENTION: As long as administratively valuable. (Exempt from destruction request requirement) Deeds (including title opinions, abstracts and certificates of title, title insurance, documentation concerning alteration or transFiscal year endr of title, and similar records evidencing public ownership of real property). RETENTION: Permanent. Easements - Documentation relating to easements and rights-of-way for public works or other local government purposes, including releases. RETENTION: Permanent. I nsurance Policies - Liability, theft, fire, health, liFiscal year end, automobile, and other policies for local government property and personnel, including supporting documentation relevant to the implementation, modification, renewal, or replacement of policies. RETENTION: 4 years after expiration or termination of the policy according to its terms. Legal Opinions - Legal opinions rendered by counsel for a local government or the Attorney General, including any written requests for opinions, concerning the governance and administration of a local government. RETENTION: Permanent . Litigation Case Files (including all cases to which a local government is a party unless the case file is of a type noted elsewhere in this or other commission schedules). RETENTION: As long as administratively valuable after final disposition of the case. (Exempt from destruction request requirement) Retention Note: Review before disposal; some case files may merit permanent retention for historical reasons. Minutes (Staff) - Minutes of internal staff meetings. RETENTION: As long as is administratively valuable. (Exempt from destruction request requirement) News Releases . RETENTION: As long as is administratively valuable. (Exempt from destruction request requirement) Open Records Requests - Open records requests, including correspondence and other documentation relating to the request. RETENTION: 1 year after final decision on request. (Exempt from destruction request requirement) Organizational Charts . RETENTION: Until superseded. (Exempt from destruction request requirement) Permits and Licenses - Records documenting the application for and the issuance of permits and licenses by a local government for sales, solicitation, facility usage, and 26 similar activities. Does not include permits and licenses issued for the construction of or alterations to real property, for those relating to health and sanitation, or for those issued by police or fire departments listed in other commission schedules. RETENTION: Expiration, cancellation, revocation, or denial + 2 years. Photographs, Recordings, and Other Non-Textual Media - Photographs, photographic scrapbooks, slides, sound recordings, videotapes, posters, and other non-textual media that document the history and activities of a local government or any of its departments, programs, or projects except such records noted elsewhere in this or other commission schedules. RETENTION: Permanent, but see retention note. Retention Note: Most photographs and other non-textual media of the types described must be retained permanently for historical reasons, but latitude is allowed to the records management officer and the custodians of records in a local government to determine to what extent a particular photograph, for example, documents the history and activities of the local government. If it is determined that it does not, it need be kept only as long as administratively valuable. Be certain that photographs and other non-textual media do not fall within other records series. For example, mug shots and photographs of fire damage are listed in Local Schedule PS (Records of Public SaFiscal year endty Agencies) under police and fire department records respectively. Policy and Procedure Documentation - Executive orders, directives, manuals, and similar documents that establish and define the policies, procedures, rules, and regulations governing the operations or activities of a local government as a whole or any of its departments, programs, services, or projects. RETENTION: Until superseded + 5 years. Retention Note: Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons. Publications - Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution. RETENTION: One copy of each Permanent. Retention Note: The following categories of printed material, whether distributed publicly or internally, are exempted from the retention period and may be disposed of at option; (a) educational or solicitative matter provided by charitable or public awareness organizations (e.g., United Way, American Heart Association); and (b) public service leaflets or flyers prepared by a local government or others whose contents are of a general nature and not specific to the government distributing them, beyond the inclusion of an address, telephone number, office hours, and similar information (e.g., a flyer detailing water conservation tips sent to customers of a municipal water utility; a pamphlet explaining the appraisal review board process sent to taxpayers by an appraisal district). Records Management Records 27 1. Records control schedules (including all successive versions of and amendments to schedules). RETENTION: Permanent. 2. Records destruction documentation - Records documenting the destruction of records under records control schedules, including requests submitted to the Texas State Library and Archives Commission for authorization to destroy unscheduled records or the originals of permanent records that have been microfilmed. RETENTION: Permanent. 3. Records inventories - Lists or inventories of the active and inactive records created or received by a local government. RETENTION: As long as administratively valuable . (Exempt from destruction request requirement) 4. Records management plans and policy documents - Plans and similar documents establishing the policies and procedures under which a records management program operates. RETENTION: Until superseded + 5 years. Reports and Studies (Non-Fiscal) 1. Annual, sub-annual, or irregularly prepared reports, performance audits, or planning studies submitted to the governing body or chief administrative officer of a local government or by the local government to a state agency, as may be required by law or regulation, on the non-fiscal performance of a department, program, or project or for planning purposes, including those prepared by consultants under contract with a local government, except documents of similar types noted in this or other commission schedules. a. Annual reports. RETENTION: Permanent. b. Special reports or studies prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or requested by a state agency or a court. RETENTION: Permanent. c. Special reports or studies prepared by order or request of the chief administrative officer. RETENTION : 5 years . Retention Note: Review before disposal; many records of this type may merit permanent retention for historical reasons. d. Monthly, bimonthly, quarterly, or semi-annual reports. RETENTION: 3 years. 2. Activity reports compiled on a daily or other periodic basis pertaining to workload measures, time studies, number of public contacts, etc., except reports of similar types noted in this or other commission schedules. RETENTION: 1 year. (Exempt from destruction request requirement) Waivers of Liability (including statements signed by volunteers acknowledging non- entitlement to benefits, agreeing to abide by local government policies, etc.). 28 RETENTION: 3 years from date of cessation of activity for which the waiver was signed . Financial Records AUDIT REQUIREMENTS - Most local governments are required by state law to conduct annual or biennial audits of their records and accounts. These audit requirements were taken into account in setting the retention periods in this schedule. The followin

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