ABBREVIATIONS USED IN THIS SCHEDULE AV - As long as administratively valuable CE - Calendar year end CFR - Code of Federal Regulations FE - Fiscal year end TAC - Texas Administrative Code US - Superseded LA – Life of Asset Table of Contents Part 1: Student Academic Records page 7 Part 2: Family Educational Rights and Privacy Act Records page 10 Part 3: Records of Special Populations and Services page 12 Section 3-1: Special Education Program Records page 12 Section 3-2: Bilingual and Special Language Program Records page 14 Section 3-3: Gifted/Talented Program Records page 14 Section 3-4: Section 504 Program Records page 15 Section 3-5: Dyslexia Program Records page 15 Section 3-6: Migrant Student Record Transfer System (MSRTS) Records page 15
PART 1: STUDENT ACADEMIC RECORDS Retention Note: Any records in this part (e.g., enrollment 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. Record Number Record Record Description Retention Period Remarks SD3200-01 ACADEMIC RECORDS SD3200-01a ACADEMIC RECORDS The academic achievement record or its equivalent used to record academic achievement in grades 9-12. PERMANENT. By regulation – 19 TAC §74.5. *SD3200-01b ACADEMIC RECORDS Cumulative record of achievement in grades Pre-K through 8. Date of withdrawal + 5 years. Retention Note: Academic records of K-8 student receiving 9-12 course credit must be maintained PERMANENTLY. SD3200-02 DATE DOCUMENTATION Copies of birth certificates, church records, bible records, passport or immigration records, or other documents used to establish a date of birth. AV. SD3200-03 CUSTODY DOCUMENTS Copies of court instruments relating to adoption, guardianship, or custody. Until the student is 18 or date of withdrawal + 2 years, whichever sooner. Retention Note: It is an exception to the retention period given that a court order superseded by a subsequent order (e.g., a change in guardianship) need be retained only as long as administratively valuable. SD3200-04 ENROLLMENT OR REGISTRATION Enrollment or registration used to enroll or register students. US or date of withdrawal + 5 years, whichever sooner. See retention note (b) on page 6. *SD3200-05 HOME LANGUAGE SURVEYS Survey administered to each student to establish the student’s language classification for determining whether the school district is required to provide bilingual education or English as a second language program. Date of withdrawal + 5 years. By regulation – 19 TAC §89.1215(a).
SD3200-06 MISSING CHILD PREVENTION AND IDENTIFICATION PROGRAM RECORDS SD3200-06a MISSING CHILD PREVENTION AND IDENTIFICATION PROGRAM RECORDS Fingerprint cards. Date of withdrawal. SD3200-06b MISSING CHILD PREVENTION AND IDENTIFICATION PROGRAM RECORDS Photographs. US, or 3 years, whichever is sooner. Retention Note: A Texas Education Agency regulation (19 TAC 61.1041) requires that at withdrawal a student's fingerprints and photograph taken as part of a 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. SD3200-06c MISSING CHILD PREVENTION AND IDENTIFICATION PROGRAM RECORDS Parental consents. AV after fingerprints and/or photograph taken. SD3200-07 PARENTAL PERMISSION RECORDS Parental consents for a student to engage in school activities or programs, except consents elsewhere in this schedule. 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 (see item number SD3300-01). SD3200-08 STUDENT WITHDRAWAL/RECORD TRANSFER FORM AV. Applies to both sending and receiving districts. SD3200-09 TEST AND ACADEMIC MEASUREMENT REPORTS
*SD3200-09a TEST AND ACADEMIC MEASUREMENT REPORTS Reports of results of TAAS, TABS, TAKS, STAAR, and other standardized state and national achievement, mental abilities, and aptitude tests reported by score, percentile rank, etc. 1 year after recording of data in the academic achievement or cumulative record. Retention Note: a) If testing results of the types described are not recorded on the academic achievement or cumulative record (see item number SD3200-01) either manually or by affixing labels, the results must be retained PERMANENTLY for grades 9-12 and until the 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 results of tests or measurements (e.g., reading/mathematics profiles). Date of withdrawal + 5 years. See retention note (b) on page 6. SD3200-09c TEST AND ACADEMIC MEASUREMENT REPORTS District summaries on a group basis of the results of standardized testing. 3 *SD3200-09d TEST AND ACADEMIC MEASUREMENT REPORTS Testing administration records may include but not limited to, testing irregularity and investigations documentation, inventory and shipping records, signed security for testing personnel, and seating charts. Date test administered + 5 years. 19 TAC §101.3031(d) and TEA Student Assessment Division: Test Security Supplement. SD3200-10 ETHNICITY FORMS Student and Staff Ethnicity and Race 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 A VIOLENT CRIMINAL ACT School Safety Choice Option (SSCO) Transfer Policy Statement of Assurance includes date the incident occurred, incident number, identity of perpetrator, if known, etc. 5 years. Education Agency Guidance Relating to a Student Who Is a Victim of a Violent Criminal Offense, Section III, (d).
SECTION 3-7: OTHER SPECIAL POPULATIONS RECORDS Record Number Record Title Record Description Retention Period Remarks SD3250-43 FEDERAL IMPACT AID SURVEY FORMS Locally designed form used to survey parents to determine eligibility for federal impact aid P.L. 81-874. SD3250-43a FEDERAL IMPACT AID SURVEY FORMS Survey forms of students determined to be eligible and used to complete district applications for school assistance in federally affected areas. 5 years. See retention note (b) on page 6. SD3250-43b FEDERAL IMPACT AID SURVEY 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 page 6. *SD3250-45 RIGHTS DATA COLLECTION (CRDC) The Civil Rights Data Collection (CRDC) is a biennial (i.e., every other school year) survey of public schools required by Office of Civil Rights (OCR) since 1968. The CRDC collects a variety of information including student enrollment and educational programs and services, most of which is dis-aggregated by race/ethnicity, sex, limited English proficiency, and disability. Information is reported electronically through the CRDC Data Entry Tool. After submission of data + 5 years. PART 4: ATTENDANCE RECORDS Record Number Record Title Record Description Retention Period Remarks SD3275-01 ATTENDANCE CONTROL DOCUMENTATION
Record Number Record Title Record Description Retention Period Remarks SD3325-01 CURRICULUM GUIDES A set of high instruction guidelines that integrate TEKS and standardized testing (STAAR, TAKS) expectations into a broad outline of what will be taught. US. SD3325-02 GRADE BOOKS Instructor’s records documenting individual grades earned by a student and any corresponding average(s) of individual grades used to make entries in the academic achievement or cumulative record. 1 year entry of grades in the academic achievement or cumulative record. SD3325-03 GRADE REPORTS Periodic reports created for internal administrative purposes, providing data on grades or grade rankings by class, teacher, campus, course, population, ethnic breakdown, etc. except reports of the type noted in item number SD3325-05. AV. SD3325-04 LESSON PLANS Teacher-specific documents regarding implementation of curriculum guide, selection of classroom materials and homework. Until end of school year. *SD3325-05 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. 1 year after entry of grades in the academic achievement or cumulative record. Retention Note: If copies of report cards or grade reports are the only record of grades received in K-8, follow SD3200-01b. If they are the only record of grades received in follow SD3200-01a). PART 7: DISCIPLINE AND COUNSELING RECORDS
*SD3375-01 CLASS ORGANIZATION REPORTS AND ROSTERS 5 years. See retention note (b) on page 6. *SD3375-02 CURRICULUM PLANNING DOCUMENTATION Project and study plans developed by instructors in vocational education, including those for vocational summer work. 5 years. See retention note (b) on page 6. *SD3375-03 FOLLOW-UP REPORTS Reports on post-instructional experience of leavers and completers of vocational education programs. 5 years. See retention note (b) on page 6. *SD3375-04 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. End of enrollment + 5 years. See retention note (b) on page 6. PART 9: DRIVERS EDUCATION RECORDS Record Number Record Title Record Description Retention Period Remarks *SD3400-01 STUDENT RECORDS Individual records of students enrolled in driver’s education. 5 See retention note (b) on page 6. *SD3400-02 STUDENT ROSTERS 5 years, if used in lieu of individual student records; otherwise AV. SD3400-03 INSTRUCTIONAL CHECKLISTS Documents, including grading sheet, completed by certified instructor during driving instruction. 1 year after entry of scores and other data in student individual record or rosters. SD3400-04 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. AV.
SD3400-05 REQUESTS FOR RECOGNITION OF COMPLETION DOCUMENTS AV. PART 10: ACCREDITATION RECORDS Record Number Record Title Record Description Retention Period Remarks SD3425-01 ACCREDITATION REPORTS SD3425-01a ACCREDITATION REPORTS Reports to the Texas Education Agency on accreditation planning or the of progress toward the achievement of goals. AV after subsequent accreditation. SD3425-01b ACCREDITATION REPORTS Accreditation investigative reports from the Texas Education Agency to the board of trustees of a school district. PERMANENT. *SD3425-02 [WITHDRAWN – SEE GR1000-41] *SD3425-03 DISTRICT IMPROVEMENT PLAN Plan 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 and supporting documentation developed, reviewed, and revised each school year by the principal of each school campus for the purpose of improving student performance for all student populations. US + 2 PART 11: FOOD SERVICE RECORDS Record Number Record Title Record Description Retention Period Remarks monitoring
SD3450-01 CERTIFICATES OF AUTHORITY Authorizations for persons to act on behalf of a school district in school lunch matters. Date rescinded or terminated + 5 SD3450-02 DAILY FOOD SERVICE RECORDS Daily record of full-price, reduced-price, and free breakfasts and lunches served. End of program year + 5 years. SD3450-03 FOOD AND FOOD EQUIPMENT INVENTORY RECORDS Inventory records of food and food equipment. End of program year + 5 years. SD3450-04 FREE OR REDUCED-PRICE MEAL RECORDS SD3450-04a FREE OR REDUCED-PRICE MEAL RECORDS Applications from parents for free or reduced-price breakfasts or lunches, and rosters or lists of eligible students. End of program year + 5 years. SD3450-04b FREE OR REDUCED-PRICE MEAL RECORDS Policy statements on free and reduced-price meals. US + 5 SD3450-05 HEALTH INSPECTION REPORTS End of program year + 5 years. SD3450-06 MENU RECORDS Daily menus and related planning records. End of program year + 5 years. PART 12: TEXTBOOK RECORDS Record Number Record Record Description Retention Period Remarks SD3475-01 ANNUAL MEMBERSHIP REPORT AV. Obsolete record. SD3475-02 LOCAL TEXTBOOK 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 or records comparable in function documenting what books were distributed to each student and similar records documenting their return or End of school year or date of withdrawal, + 3 years. SD3475-04c TEXTBOOK INVENTORY AND DISTRIBUTION CONTROL RECORDS Records documenting the distribution, transfer, and return of textbooks on a campus by campus basis. End of school year. SD3475-04d TEXTBOOK INVENTORY AND DISTRIBUTION CONTROL RECORDS Notification or reports of state-owned textbooks that have been destroyed. 2 years. SD3475-05 TEXTBOOK PROCUREMENT RECORDS SD3475-05a TEXTBOOK PROCUREMENT RECORDS Requisitions and supplemental requisitions for textbooks, learning systems, and related materials, including for use by visually disabled students, placed with the Texas Education Agency (TEA), the Texas Instructional Materials Center for the Visually Impaired, 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. FE + 2 years. SD3475-05b TEXTBOOK PROCUREMENT RECORDS Order notifications from the Texas Education Agency (TEA) concerning processing of textbook orders. AV. Obsolete record. SD3475-05c TEXTBOOK PROCUREMENT RECORDS Documentation relating to the procurement of sample textbooks, learning systems, and related materials. AV after receipt and reconciliation of shipment. SD3475-06 TEXTBOOK SALES AND DISPOSITION RECORDS SD3475-06a TEXTBOOK SALES AND DISPOSITION RECORDS 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. FE + 2 years.
SD3500-04 ELIGIBLE RIDER DOCUMENTATION Documentation, maintained in the form of 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 SD3500-05). 3 years. SD3500-05 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. 3 years. Retention Note: This record group includes requests for approval of bus routes, now part of the Regular Pupil Transportation Report, but submitted separately in prior years. SD3500-06 ROUTE DESCRIPTIONS A turn-by-turn accounting for each approved route, specifying road designations and corresponding mileages. US + 3 years. SD3500-07 SCHOOL TRANSPORTATION COST AND MAINTENANCE RECORDS SD3500-07a SCHOOL TRANSPORTATION COST AND MAINTENANCE RECORDS Vehicle master record containing the following: complete description including identification and license numbers; title 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 form showing date and nature of inspection, service, and repair). 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 life of the vehicle. For example, if work orders in SD3500-07b are the only record maintained of repairs to school buses, they must be retained for the life of the vehicle. b) 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 + 1 year.
SD3575-06 SERVICE RECORD AFFIDAVITS Affidavits attached to teacher service record claiming months served prior to the 1949-50 school year. PERMANENT. SD3575-07 [WITHDRAWN – SEE SD3575-04] SD3575-09 TEACHER CERTIFICATE REGISTERS Abstracts or record copies of teacher certificates of teachers working in the district. This was a standard record of county superintendents of schools. PERMANENT. Retention Note: For current Teacher Service Record, see GR1050-12. *SD3575-11 CRIMINAL HISTORY CHECKS Must be destroyed 1 year after received or date information used for the authorized purpose, whichever sooner. By law – Government Code §411.097(d)(3) and Texas Education Code 22.08391(a)(3). Retention Note: This record series is only for public school employees; for all government employees, see item number GR1050-36 in Local Schedule GR. *SD3575-12 ALTERNATIVE CERTIFICATION PROGRAMS (ACPs) Certification to become a teacher documents include applications to the program, transcripts, observation notes for student teachers. Date of completion, withdrawal, discharge, or release from program + 5 years. By regulation – 19 TAC 228.40(f). SECTION 16-2: STAFFING RECORDS Record Number Record Title Record Description Retention Period Remarks SD3575-16 PERSONNEL ROSTERS Including detailing assignments to grades, courses, etc. 3 years. *SD3575-17 PERSONNEL UNIT REQUIREMENT CALCULATION WORKSHEETS AV. SD3575-18 SUBSTITUTE TEACHING ROSTERS 3 PART 17: MISCELLANEOUS REPORTS AND SURVEYS
SD3625-02 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. SD3625-02a REQUESTS FOR WAIVER OF EDUCATION AGENCY POLICIES AND RULES Requests granted. 5 years. SD3625-02b REQUESTS FOR WAIVER OF TEXAS EDUCATION AGENCY POLICIES AND RULES Requests not granted. AV. SD3625-03 SCHOOL CALENDAR US + 2 years. SD3625-04 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. 2 *SD3625-05 EXTRACURRICULAR ACTIVITY RECORDS Application, selection, and evaluation records for participation in extracurricular activities (cheerleading, National Honor Society, student council, etc.) 2 years. *SD3625-06 STUDENT DRUG/ALCOHOL TEST RESULTS Retention Note: TSLAC recommends districts maintain these records separate from student cumulative folder. Follow all applicable state and federal laws controlling access and sharing of this information. *SD3625-06a STUDENT DRUG/ALCOHOL TEST RESULTS (negative results) Negative Results. 1 year. *SD3625-06b STUDENT DRUG/ALCOHOL TEST RESULTS (positive results) Positive Results or Refusal Form. Date of withdrawal, or 5 years, whichever sooner.