DISPOSITION SCHEDULE L: SCHOOL RECORDS
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.
15.10 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 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.
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.
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. 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 Current year
Notes kept by faculty members or administration concerning contact with students that is not disciplinary in nature. Confidential (3)
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. 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)
Updated November 14, 2005
