POLICY MANUAL

Student Records: Content, Collection, Maintenance and Disposition - Regulation R7-29.2

A. Category I (Cumulative) File

REQUIRED

Data Collection Maintenance/Disposition
1. Record Data Disclosure Form All students Retain permanently.
2. Name and address All students Retain permanently. of student
3. Birth Date All students Retain permanently.
4. Name and address All students Retain permanently. of parent
5. Program of All students Retain permanently. studies plan
6. Scholastic work All students Retain permanently. completed
7. Level of achievement All students Retain permanently. 
a. Grades All students Retain permanently.
b. Grade point average Secondary students, as appropriate Retain permanently.
8. Type of diploma Secondary students, Retain permanently. as appropriate
9. Attendance All students Retain permanently.
10. Test data    
a. Results of Normative Tests, as achievement batteries and inventories All students, as required by the State and/school division Retain State required test scores permanently; destroy test profiles and results of inventories such five years after student graduates from a secondary school, completes a program adopted by the Board of Education, or leaves school.
b. Results of Literacy Testing Program prescribed and provided by the Board of Education Required students as appropriate Retain permanently.
11. Cumulative Health record, including pre-school physical examination report, and school entrance All students Destroy when no lon educationally useful or five years after student graduates or leaves school
12. Certificate of Immunization All students Retain permanently.
13. Record of employment counseling and placement All secondary students Destroy when no longer educationally useful or five years after student graduates from a secondary school, completes a program adopted by the Board of Education, or leaves school.
14. Social Security Number (unless waiver is granted) All students Retain permanently.
15. Identification Number (ID) All students Retain permanently.

OPTIONAL

Data Collection Maintenance/Disposition
1. Results of other standardized group tests and inventories Students tested or inventoried Destroy when no longer educationally useful or five years after student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school.
2. School, community activities; work experience Students who engage in such activities Destroy when no longer educationally useful or five years after a student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school
3. Employment evaluations All students in cooperative vocational programs Destroy when no longer educationally useful or five years after student graduates from a second ary school, completes a program adopted by the Board of Education or leaves school.
4. Record of counseling interviews (date, reason, etc., not content) All students interviewed Destroyed when no longer educationally useful or five years after student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school
5. Citizenship status if other than U. S. Student with such status Retain permanently.

B. Category II (Confidential) File

REQUIRED
(These directives for all students as appropriate.)

Data Collection Maintenance/Disposition
1. Records of referral All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
2. Reports of assessment -- both initial and periodic -- as follows: All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school.
a. Educational assessment All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
b. Physiological assessment, to include medical examination and assessment of speech, hearing, and vision All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school
c. Psychological assessment (including results of individual tests) All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school
d. Sociological assessment, including the adaptive behavior checklist All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second ary school, completes a program adopted by the Board of Education or leaves school.
e. Other All students, as appropriate Destroy when no longer assessments, educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school.
3. Other pertinent reports as follows    
a. Permission for initial testing All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second ary school, completes a program adopted by the Board of Education or leaves school.
b. Permission for initial placement All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school.
c. Record of parent conference to discuss special education placement All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school.
d. Summary of minutes of eligi bility committee findings for special education students All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
e. Permission for release of information, if appropriate All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
f. Report of annual review of placement All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
g. Reports of appeals, if ap- All students, as appropriate Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
4. Individualized Education Program (IEP) All students, as appropriate Review annually. Expired IEPs must be retained for five years after student graduates from a secondary school, completes a program adopted by the Board of Education or leaves school.

OPTIONAL
(Recommended for students requiring differentiated programs or special needs students.)

Data Collection Maintenance/Disposition
1. Social histories Students with such reports Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
2. Legal, psycholo - gical and medical Students with such reports Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
3. Record of sensitive physical problems Students with such problems Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
4. Verified reports of serious or re-current atypical behavior patterns Students with such problems Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
5. Reports from institutions and agencies such as juvenile court, social welfare, etc. Students with such problems Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
6. Counselor or teacher case studies Students with such studies Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
7. Confidential interviews and/or recommendations Students with such studies Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school
8. Vocational assessment data Students with such studies Destroy when no longer educationally useful or five years after student graduates from a second- ary school, completes a program adopted by the Board of Education or leaves school

 

Legal Reference:

Editor's Note: For access to and disclosure from student records see division regulation # R 7 -29.3.

For destruction of student records see division regulation # R 7-29.4.See also school board policy # 7-29.

Regulatory Authority:

Commonwealth of Virginia, Department of Education Regulations, "Management of the Student's Scholastic Record in the Public Schools of Virginia" (effective October 1, 1989).

Approved by Superintendent: February 6, 1990

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