Mississippi Administrative Code › Title 7 - Education K-12 › Part 22 - Mississippi Cumulative Folders and Permanent Records Manual of Directions › Section 7-22-II - THE CUMULATIVE FOLDER

Current through June 25, 2024
A. Purpose of the
			 cumulative folder
The cumulative folder is a record developed to assist in the
				student's educational
growth
and
progress
. The teacher and other school personnel use
				it as a tool for student guidance and the improvement of instruction. A
				well-developed cumulative folder may afford a teacher an opportunity to analyze
				students' school history, test scores, and
rate of
				growth
so that a proper course of action for helping the student
				can be determined. The cumulative folder is only as useful as the quality of
				data entered. The Special Education record is an essential part of the
				cumulative folder and must be maintained accordingly with all security and
				confidentiality requirements.
B. Required information in the cumulative
			 folder
Required information includes date of birth, record of
				attendance, grades and withdrawal from school, date of expulsion, act or
				behavior resulting in expulsion, immunization, and any other information
				required by school board policies or prescribed by the State Board of
				Education.
C. Individual
			 responsible for the cumulative folder
The principal is responsible for supervising the proper
				maintenance of cumulative folders even though he/she may delegate
				responsibility to other personnel. The principal is ultimately responsible for
				maintaining security, confidentiality, and accuracy of student records. The
				cumulative folder for each student shall be kept in the school where the
				student is enrolled. Files containing cumulative folders shall be placed so
				that security is unquestionable, yet accessibility to teachers and other
				designated personnel is assured. The cumulative folder is a confidential
				document and is to be treated as such.
D. Access to cumulative folders
The school shall keep a current list of employees by name and
				position who are authorized to have access to cumulative folders. This list of
				current employees must be available for public inspection. Each school will
				keep a list of the names of individuals granted access to the cumulative
				folder, date on which the person viewed the cumulative folder, and for what
				purpose. This rule does not apply to parents or authorized employees of the
				agency. If a non-custody parent requests information concerning his/her child's
				records, the school district would be permitted to provide such records in the
				absence of a court order terminating the parental right.
(See Appendix A.)
E. Requesting the cumulative folder
Document efforts to gather required information needed to
				complete the cumulative folder and use all available information (report cards,
				copy of permanent record, etc.). If the cumulative folder has been lost or
				destroyed, then it is the duty of the superintendent or principal of the school
				where the pupil last attended school to initiate a new cumulative
				folder.
F. Transferring the
			 cumulative folder
*
Transferring the cumulative folder to a public school
				in-state
The cumulative folder follows the student and may not be held
				for any reason, including fees and fines owed to the school. The cumulative
				folder must be forwarded promptly upon request. The cumulative folder of a
				student transferring to a school within a district follows the student. When a
				student transfers to another public school and an official request is made, the
				cumulative folder shall
be furnished to the head of the school to
				which the student transfers
. When the agency or institution
				includes a notice in its policies and procedures (formulated under the Family
				Education Rights and Privacy Act 99.5) that it forwards education records on
				request to a school in which a student seeks or intends to enroll, the agency
				or institution does not have to provide any further notice of the
				transfer.
*
Transferring the cumulative folder to a private school
				or non-public accredited school
If the student transfers to a private school or non-public
				accredited school, a copy of the cumulative folder shall be furnished to the
				head of the school to which the student transfers. The regulation applies
				whether the student is transferring to a school in or out of the State of
				Mississippi.
*
Transferring the cumulative folder
				out-of-state
If the student transfers to a public or private school out of
				the state, a copy of the cumulative folder shall be furnished to the head of
				the school to which the student transfers.
G. Storage of the cumulative folder
Cumulative folders must be kept in a secure, fire resistant
				location. There is no requirement to store the cumulative folder and permanent
				record in two separate locations. This is based on local district policy. Some
				schools keep both records together and some keep them separate. For
security,
it is recommended that the cumulative folder
				be kept in a separate location.
H. Destroying the cumulative folder
The cumulative folder may be destroyed by order of the school
				board of the school district in not less than five (5) years after the
				permanent record of the student has become inactive and has been transferred to
				the central depository of the district.
I. Recording data on the cumulative folder
All information should be typed or recorded in permanent black
				ink except addresses, telephone numbers, and transfer of attendance, which
				should be written in
pencil.
J. Making corrections or covering up labels
			 on the cumulative folder
When any change or correction is made on the cumulative folder,
				draw a line through the incorrect information, record the correct information,
				and initial the correction. Correction fluid is not to be used.
Do
				not
place a new label on top of an existing label. Never remove or
				cover up any data that has been recorded on the student's cumulative folder.
				Always document the date and reason for making a correction and include the
				name or initials of the person who changed the data. If necessary, include a
				written description of the details concerning a change of
				grades.
K. Maintenance of
			 cumulative folders when a school closes
Cumulative folders of any school (public or nonpublic) that
				closes are transferred to the central depository of the school district wherein
				the closed school is located.