Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 400 - EDUCATIONAL SERVICE DISTRICTS, SCHOOL DISTRICTS, AND INDIVIDUAL SCHOOL RECORDS › Section 166-400-0040 - School Administration Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Communication Logs
Logs document communications made or received
					through a variety of electronic devices, including but not limited to
					telephone, smart phone, facsimile (fax), radio, computer-aided dispatch, pager,
					and teletype, AND are not otherwise specified in this general records retention
					schedule (OAR 166 division 400). Logged information may include time, date and
					disposition of communication, name of caller, number called or received, and
					action taken. SEE ALSO Correspondence in the Administrative Records section.
					Minimum retention: 1 year
(2)
District Boundary Records
Records document the formation,
					consolidation, and reorganization of school districts and their boundaries.
					Records may include but are not limited to boundary board meeting minutes;
					boundary board hearing records; board decisions; maps and plats; land records;
					boundary descriptions; and related documentation. Minimum retention: Permanent.
(3)
District Clerk's Records
Records document the administration of the school district and the
					reporting of this general and financial information to the county school
					superintendent. The district clerk's record books may contain but are not
					limited to reports of annual school meetings, special school meetings, and
					district board meetings; financial reports, receipts, and accounts; teacher
					contracts; annual census of school-aged children; payroll information; summary
					of subjects taught; records of school boundaries; and related documentation.
					The school register and record books may contain but are not limited to records
					of visitors; records of students registration, attendance, and deportment;
					general school statistics; teacher salary records; program and class records;
					evaluations of student progress; data on parents and guardians; and related
					documentation. These records are no longer being created. Minimum retention:
					Permanent.
(4)
Interscholastic Athletic Activity Program Records
Records document
					student eligibility and participation in interscholastic competitive sports and
					athletic activities, athletic event and team publicity, and athletic events
					scheduling. Records may include but are not limited to team standings; win/loss
					records; All-Star selections; team member information; statistics; event and
					practice schedules; and related documentation and correspondence. Minimum
					retention: 5 years after school year in which records were created.
(5)
Key and Keycard Records
Records document the issuance of keys and keycards to staff to enable access to
					buildings and sites. Records may include but are not limited to key
					inventories, key issue forms, key replacement records, and key disposal
					records. Minimum retention: (a) Retain access and entry logs 3 years (b) Retain
					other records 2 years after key is turned in
(6)
Mailing Lists
Records
					document the compilation of names and addresses of persons and organizations by
					a school, district, or ESD for mailing purposes. Lists are used to facilitate
					billing, outreach activities, and other functions of the school, district, or
					ESD. Minimum retention: Until superseded or obsolete.
(7)
Parking Records
Records
					document parking provided for the public or school, district, or ESD staff or
					students. Records include parking permits and applications, special permits,
					permit receipts, parking citations, appeal petitions, and related
					correspondence and documentation. Minimum retention: (a) Retain citation
					records: 3 years after resolved (b) Retain all other records: 3 years.
(8)
Postal Records
Records document transactions with the U.S. Postal Service and private
					carriers. Records may include but are not limited to postage meter records,
					receipts for express deliveries, registered and certified mail; insured mail,
					special delivery receipts and forms, loss reports, and related correspondence.
					Minimum retention: 3 years after school year in which records were created.
(9)
Press Releases
Records document school, district, or ESD information that is officially
					released to the media for dissemination to the public. Records may include
					press or news releases, public service announcements, and related
					documentation. Minimum retention: (a) Policy and Historic press/news releases:
					Permanent (b) Routine news/press releases: 2 years
(10)
Publications
Records
					document publications produced by a school, district, or ESD for educational or
					informational purposes, or to communicate information about programs, policies,
					services, and events. Records include publications produced by individual
					school staff, offices, and students. Types of publications may include but are
					not limited to catalogs, books, magazines, newsletters, rosters, directories,
					brochures, pamphlets, media guides, guidebooks, proceedings, programs,
					schedules, yearbooks, manuals, newspapers, calendars, and flyers. Records may
					include but are not limited to working papers, mock-ups, drafts, photographs,
					final publications, and publications on the school, district, or ESD's Internet
					home page. SEE ALSO Press Releases in this section. Minimum retention: (a)
					Retain significant publications, official copy: Permanent (b) Retain
					preparation records: Until published (c) Retain all other publications and
					records: 2 years
(11)
Scheduling Records
Records document the scheduling and
					reservations related to in-house participation in and use of various school,
					district, or ESD activities, events, classes, facilities, and meeting rooms.
					Records may include but are not limited to schedules, logs, lists, classroom
					assignments, requests, and related correspondence and documentation. Minimum
					retention: 2 years after school year in which records were created
(12)
Security Records
Records
					document security provided for school, district, or ESD building and grounds.
					Security may be provided by an on-site public safety office and public safety
					officers. Records may include but are not limited to security logs, sign-in
					sheets, visitor logs, security activity reports, incident reports, statistical
					information, and related correspondence and documentation. SEE ALSO Key
					Issuance Records in this section. Minimum retention: 3 years after school year
					in which records were created
(13)
Student Handbooks
Records document school rules and regulations
					and student rights and responsibilities. Information may include but is not
					limited to general school information, academic requirements, dress codes,
					rules of student conduct, freedoms, and student grievance procedures. Minimum
					retention: (a) Retain official copy: Permanent (b) Retain all other copies:
					Until superseded or obsolete.
(14)
Visitor Logs
Records document visitors to agency buildings.
					Records name include visitors' names, visitor badges issued, and entrance and
					exit times. Minimum retention: 1 year
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal
							Regulations Title 34
Stats. Implemented: ORS 192 &
							357