Record Retention for Schools

Please see Disposition Schedule A for payrolls, invoices and other records common to more than one office of local government.

Please note: This disposition schedule applies to all school records, not to the records of exceptional students only. Chapter 101: Maine Special Education Regulations sets additional requirements. The passage relating specifically to retention and destruction of records of exceptional students is quoted below for convenience purposes.

Destruction of Information

The School Administrative Unit shall inform parents when the S.A.U. has determined that education records are no longer needed to provide educational services to the student or to demonstrate that the S.A.U. has provided the student with a free appropriate public education as required by these rules. Such records must be destroyed at the request of the parents or may be turned over to parents upon their request. However, a permanent record of a student's name, address, phone number, grades, attendance record, classes attended, grade level completed, and year completed shall be maintained without time limitations.

Note: Education records pertaining to students with disabilities may be useful in the future to the student or their parents if application is made for federal benefits.

The "retention" column indicates either a limited period after which the records may be destroyed, or the word "Permanent," indicating the records may not be destroyed and must be retained permanently.

Confidentiality Restrictions

Unless otherwise noted, please refer to the following citations for confidentiality restrictions:

(1)?Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579 in Historical Note), 5 U. S. C., ? 552a;

(2) Social Security Act, 42 U. S. C. ?? 408(a)(8) and 405(c)(2)(C)(viii)(I);

(3) Family Educational Rights and Privacy Act, 20 U. S. C. ? 1232g;

(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.

Record Retention Guide

Series & Series Title / Description and Confidentiality Status

Retention

L.01.a Accident Reports ? Faculty and Other Employees of School System

Treat as transitory personnel records (see Disposition Schedule A)

??????????? Accident reports completed when faculty members or other employees are injured on school property.

Confidential
(4)

L.01.b Accident Reports ? Students

Treat as part of Health Record

??????????? Accident reports completed when students are injured on school property.

Confidential
(4)

L.01.c Accident Reports ? Others Injured on School Property

6 years

??????????? Accident reports completed when anyone not a faculty member, other employee, or student is injured on school property.

Confidential
(4)

L.02.a Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) ? Nonrecord

Retain current information only

??????????? Informational copies of records.

Not Confidential

L.02.b Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) ? Transitory

Current year

??????????? Faculty committees, extracurricular activities, phone logs, duty rosters, etc.

Not Confidential
except as may be provided by 20-A MRSA 6101(2)


L.02.c Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) ? Substantive

Minimum of 6 years

??????????? Accreditation Committee, Teacher Support Team, etc.; files which document policy-making and policy-implementing activities.

Not Confidential
except as may be provided by 20-A MRSA 6101(2)

L.02.d Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) ? Policy (Primarily Principals and Superintendents)

Permanent

??????????? Policies such as the following: governing student behavior; governing student safety and well-being; curriculum content, emphasis, or themes; extracurricular activities; other policies documenting school or district educational development.

Not Confidential

L.02.e Administrative Files (Including Files Kept by Teachers, Principals, and Superintendents) ? Historical

Permanent

??????????? Materials documenting unique aspects or special traditions of the school or district.

Not Confidential

L.03.?? Adult Education Grants

Until closed plus 6 years

??????????? Grants received for use in adult education programs.

Not Confidential

L.04.?? Adult Education Student Records (Active and Inactive)

Permanent

??????????? Records of grades, courses taken, attendance, etc. for students participating in adult education programs.

Confidential
(3)

L.05.?? Annual Registration/Emergency Cards

Current year

??????????? Cards completed each year to register students for school and to serve as a source of emergency contact information (i.e., who should be called if student becomes ill or is injured, or for any other reasons needs to be picked up during the course of the school day).

Confidential
(3)

L.06.a Athletic Program Records ? Athletic Trainer/Sports Medicine

File with student insurance forms

??????????? Sports program records related to use of trainers, and to sports medicine.

Confidential
(3)


L.06.b Athletic Program Records ? Budget Detail

2 years

??????????? Fiscal records for athletic/sports programs.

Not Confidential

L.06.c Athletic Program Records ? Coaches Reports/Summary of Season

Permanent

??????????? Reports of all games played and their outcomes.

Not Confidential

L.06.d Athletic Program Records ? Income From Games

4 years

??????????? Report of income earned from games.

Not Confidential

L.06.e Athletic Program Records ? Injury Reports

File with health record when athletic program use has ended

??????????? Reports completed whenever a student is injured during participation in program.

Confidential
(3, 4)

L.06.f Athletic Program Records ? Permission Slips

6 years

??????????? Slips signed by student?s parent or guardian giving permission for participation in any part of the program.

Confidential
(3)

L.06.g Athletic Program Records ? Sports Participation Records

File with permanent record when athletic program use has ended

??????????? All records not specified in L.06.a ? L.06.f that document participation by students in the program.

Confidential
(3)

L.07.?? Attendance Cards

Current year

??????????? Used to notify administration of student absences; information transferred to permanent record.

Confidential
(3)

L.08. ? Attendance Letters

Current year

??????????? Sent by school office to parents whose students have accumulated excessive absences.

Confidential
(3)


L.09. ? Buildings and Grounds Records

Life of facility (or as long as owned by School Dept.)

??????????? Records of maintenance and improvements made by staff employed for that purpose. Destroy records when facility no longer exists, or transfer records to new owner.

Not Confidential

L.10. ? Bus Transportation Forms

2 years

??????????? Record of bus taken by each student for the year.

Confidential
(3)

L.11.a Chapter One Records ? Analytical Information

2 years

??????????? Statistical (summary) information from Chapter One programs.

Not Confidential

L.11.b Chapter One Records ? Individual Student Records

Permanent

??????????? Records of each student enrolled in a Chapter One program.

Confidential
(3)

L.12.?? Child Abuse Reports

10 years

??????????? Reports of suspected abuse that are required by law; retention period is the same as at Dept. of Human Services, where these reports are received and investigated.

Confidential
(3)

L.13.?? Children?s Medications and Behavioral Plans

File with health record until 6 years after student reaches age 18

??????????? Medications and behavioral plans for students requiring such assistance.

Confidential
(3)

L.14. ? Class Standing Lists

Permanent

??????????? Lists of students in order of class standing.

Not Confidential

L.15.a Curriculum (Syllabi, Lesson Plans, etc.) ? Routine Materials Used by Teachers

Retain current information only

??????????? Routine curriculum materials used by teachers.

Not Confidential

L.15.b Curriculum (Syllabi, Lesson Plans, etc.) ? Innovative, New, Experimental Materials (Introductory Year Only)

Permanent

??????????? The introductory year only for innovative, new, or experimental curriculum materials.

Not Confidential

L.16.?? Discipline Records

See: notes on students

??????????? Records of disciplinary contact between administrators and students.

Confidential
(3)

L.17.?? District Registration Cards (Tuition Students)

Current year

??????????? Cards documenting enrollment in a school district by each student who comes into it on a tuition basis.

Confidential
(3)

L.18.?? Driver Education Records

2 years

??????????? Records generated by student participation in driver education programs.

Confidential
(3)

L.19.?? Excuse Notes (Late/Absent/Dismissed)

Current year

??????????? Notes from parents or guardians explaining student lateness, absence, or need for dismissal during the school day.

Confidential
(3)

L.20.?? Faculty Meetings/Department Head Meetings, Agendas and Minutes

Current year

??????????? Minutes, agendas, etc. for faculty meetings and department head meetings.

Not Confidential

L.21.?? Federal and State Grants

Until closed plus 6 years

??????????? Federal and state grant case files.

Not Confidential

L.22.?? Food Service Files

3 years

??????????? All records of school food service operations.

Not Confidential

L.23.?? GED Student Records

Permanent

??????????? Federal, state and privately funded grants sought and/or obtained by local government agencies: applications, reports, and supporting documentation.

Confidential
(3)


L.24.?? Health Records

6 years after student reaches age 18, or return to parent or student

??????????? Records of student illnesses, injuries, vaccinations, etc.

Confidential
(3), (4)

L.25.?? Home Instruction Records

Permanent

??????????? Records of those students being home schooled, whether temporarily or on-going.

Confidential
(3)

L.26.?? Honor Rolls

Permanent

??????????? Lists of students making the honor roll.

Not Confidential

L.27.?? Individual Student (“Permanent”) Records

Retain at school last attended

??????????? When a student transfers to a new school, the permanent record folder may be transferred or copies provided in lieu of transfer. These files normally include a student’s health record, attendance, classes taken, grades received.

Confidential
(3)

L.28.?? Insurance Correspondence

6 years

??????????? Correspondence with the school’s insurers.

Not Confidential

L.29. ? Insurance Policies

See A.39a. and A.39.b

??????????? Policies issued to the school department for coverage of various hazards.

Not Confidential

L.30.?? Inventories

Current year

??????????? Books, furniture, etc.

Not Confidential

L.31. ? Kindergarten Screening

5 years

??????????? Records created as children are evaluated against set standards to determine their readiness for enrollment in kindergarten.

Confidential
(3)


L.32.?? Legal Files

Until issue is resolved plus 6 years

??????????? Records of all legal actions in which the school department has been involved.

Not Confidential

L.33.?? Legislative Information

4 years

??????????? Records of all legislation, pending or passed, that may affect the school department.

Not Confidential

L.34.a Library Records ? Audio Tape Circulation

Until item is returned

??????????? Circulation records for audio tapes (and other audio format library materials).

Not confidential

L.34.b Library Records ? Book Circulation

Until item is returned

??????????? Circulation records for library books.

Not confidential

L.34.c Library Records ? Scrapbooks

Permanent

??????????? Scrapbooks created by school library.

Not Confidential

L.34.d Library Records ? Videotape Circulation

Until item is returned

??????????? Circulation records for videotapes (and other audiovisual format library materials, such as movies on CD or DVD).

Not confidential

L.34.e Library Records ? Yearbooks

Permanent

??????????? Noncirculating record copy maintained by school (whether or not as part of its library collection).

Not Confidential

L.35.?? Local Copies of Reports Filed With the Maine Dept. of Education

6 years

??????????? DOE reports filed ? local copy.

Not Confidential

L.36.?? Maintenance Records

3 years plus current

??????????? Records of the school’s maintenance department.

Not Confidential

L.37.?? Migrant Records

File in permanent record folder

??????????? Records documenting the part of the student population classified as “migrant” (i.e., children of migrant workers), including services provided to them.

Confidential
(3)


L.38.a Notes on Students ? Disciplinary ? Infrequent Contact

Current year

??????????? Notes kept by faculty members or administration concerning disciplinary contact with students who require this only occasionally during the course of the school year. Exceptions may be made when the disciplinary contact concerns a serious infraction or issue, in which case the notes shall be retained as described in L.38.b.

Confidential
(3)

L.38.b Notes on Students ? Disciplinary ? Frequent Contact

Retain until student graduates or leaves school

??????????? Notes kept by faculty members or administration concerning disciplinary contact with students who require this repeatedly during the course of the school year.

Confidential
(3)

L.38.c Notes on Students ? Nondisciplinary

No retention

Notes kept by faculty members or administration concerning contact with students that is not disciplinary in nature.

Nonrecord per FERPA

L.39.?? Parents Night Files

Current year

??????????? Records of attendance at parents’ night events, and of programs offered on those occasions.

Not Confidential

L.40.?? Permission Slips

6 years

??????????? Permission slips signed by parents allowing their students to participate in school activities such as field trips, viewing of films, etc.

Confidential
(3)

L.41.?? Permanent Record Cards

Permanent

??????????? Cards created for each student showing essential information such as name, gender, home address, etc.

Confidential
(3)

L.42.?? Permanent Record Folders

Permanent

??????????? See: Individual student records.

Confidential
(3)


L.43.?? Program Files

3 years plus current

??????????? Subject files maintained by school officials on various programs, such ??????????? as Adult Education, Industrial Arts; Business Education, etc.

Not Confidential

L.44.?? Record of Records Released

Permanent

??????????? Record (including date and recipient) of all records released by the school or school department.

Confidential
(3)

L.45.?? Registrations for Recreational Activities

6 years

??????????? Registrations for students also enrolled in recreational activities.

Confidential
(3)

L.46.?? Retention Lists

Permanent

??????????? List of students retained instead of being promoted.

Confidential
(3)

L.47.?? Retention Review Committee Files

Permanent

??????????? Files of review committee that determines whether or not a student should be retained instead of promoted.

Confidential
(3)

L.48.?? Schedule Cards

1 year plus current

??????????? Cards or computer files containing each student’s class schedule for the year.

Confidential
(3)

L.49.?? Scholarship Awards

Current year

??????????? Record of scholarships awarded to students.

Not Confidential

L.50.a School Board Minutes

Permanent

??????????? All official school board meetings.

Not Confidential

L.50.b School Board ? Committee Minutes

Permanent

??????????? Minutes of committees appointed by school board.

Not Confidential

L.50.c School Board ? Reports and Special Studies Commissioned by the Board, That Relate to Policy, Curriculum, Or Have a Major Impact on the Community

Permanent

??????????? Reports and special studies commission by the school board if they relate to policy, curriculum, or have a major impact on the community of which the school is part.

Not Confidential

L.50.d School Board ? Accreditation Reports

Permanent

??????????? Accreditation reports.

Not Confidential


L.50.e School Board ? Crisis Response Plans

5 years after each revision

??????????? Title 20-A ?1001requires that each school board annually approve a plan developed by the school unit administration working with local public safety, mental health and law enforcement officials to deal with crises and potential crisis situations involving violent acts by or against students in each school in the school administrative unit.

Not Confidential

L.51.?? School Construction Records

Life of building (or until no longer owned by school dept.)

??????????? Plans and related documents that provide history of school construction projects. Destroy records when building no longer exists, or transfer records to new owner.

Not Confidential

L.52.?? School Lunch Records

 

??????????? See Food Service Files.

 

L.53.?? School Registers (Attendance)

Permanent

??????????? Attendance registers.

Confidential
(3)

L.54.?? School Trust Fund Records

Permanent

??????????? Records of all trust funds supporting school.

Not Confidential

L.55.?? Special Education Students Records

Permanent

??????????? Records of students enrolled in or eligible for special education programs and services that would otherwise be retained permanently shall not be included in the destruction authority provided by Dept. of Education Chapter 101, as noted at the beginning of Disposition Schedule L.

Confidential
(3)

L.56.?? Student Activity Accounts

3 years

??????????? Accounting records for funds collected to support student activities.

Not Confidential


L.57.?? Student Assistance Team Records

6 years after student reaches age 18

??????????? Student Assistance Teams perform the same function for students that an Employee Assistance Program performs for adults; the teams work to locate the right help for public school students whose performance is being affected by nonacademic problems such as family alcoholism, etc. These records should not be made part of the Individual Student (“permanent”) Record, because in most cases the problem will have been dealt with and a record should not remain in the person’s permanent file.

Confidential
(3)

L.58.?? Student Contracts

 

??????????? Contracts between students and teachers or administrators for improvement of problem behaviors.

See Notes on Students.

L.59. ? Student Insurance Records

6 years

??????????? Records generated by purchase of school-sponsored student insurance.

Confidential
(3)

L.60.?? Substitute Folders

Current year

Folders containing lesson plans and resource materials for use by substitute teachers.

Not Confidential

L.61.?? Substitute Reports

1 year

??????????? Reports of school department’s employment of substitute teachers to cover teacher absences.

Not Confidential

L.62.?? Teacher Registers

Until State reports filed

??????????? List of faculty members and their assignments.

Not Confidential

L.63.?? Transcripts, Graduate and Nongraduate

Permanent

??????????? For each student who has attended the school, a summary of classes taken and grades received.

Confidential
(3)

L.64.?? Truancies

6 years

??????????? Record of students truant from school.

Confidential
(3)

L.65.?? Vocational Education Records

Permanent

??????????? Records generated by vocational programs.

Confidential
(3)


L.66.?? Work Permits

Retain until student is 18

??????????? Work permits on file for students less than 16 years old.

Confidential
(3)

L.67.?? Complaints from Parents

Until resolved plus 6 years

??????????? Complaints received from parents of students.

Confidential
(3)

 

Title 22 MRSA section 4008 covers child abuse records maintained by DHS, but does not mention copies at the local school level