RETENTION NOTES: Any records in this part (e.g., enrollment cards) 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 and are exempt from the destruction notice request.

RETENTION NOTES: GRANT RECORDS - The 7-year retention period frequently established for records of school districts derives from federal requirements in 34 CFR 75.734, 76.734, and 80.42(a)(1) and (c) governing the retention of financial and programmatic records, including supporting documents, statistical reports, and other records pertinent to program regulations or the grant agreement relating to projects or programs funded by the U.S. Department of Education through sub grants using federal funds from the Texas Education Agency. These requirements are reiterated in the Texas Education Agency's Bulletin 679: Financial Accounting Manual.

Federal regulations require that all records of the types mentioned must be available for audit for 5 years after the date of submission of the single or last expenditure report by the Texas Education Agency as sub grantor, not by the school district. Because final expenditure reports are submitted by the Texas Education Agency after all reports from districts are received, a 7-year retention period for many records of school districts is necessary to satisfy this requirement adequately.

If an audit is pending in which an expenditure or the eligibility of a student to participate in a federal program is questioned, then all records affecting the outcome of the audit must be retained until the audit is settled.

Copies of reports or records submitted to the Texas Education Agency must be retained by school districts in accordance with this schedule.

3200-01 ACADEMIC RECORDS.

a) The academic achievement record (TEA Form AR-001) or its former equivalent used to record academic achievement in grades 9 - 12. RETENTION:  Permanent

b) Cumulative record of achievement in grades Pre-K through 8. RETENTION: Date of withdrawal + 7 years

RETENTION NOTE: The term "date of withdrawal" means the date the student withdraws from the district or withdraws from the 8th grade because of promotion to the 9th grade, whichever sooner.

3200-02 BIRTH DATE DOCUMENTATION - Copies of birth certificates, church records, bible records, passport or immigration records, or other documents used to establish date of birth. RETENTION: 1 year (Exempt from destruction request requirement.)

3200-03 CUSTODY DOCUMENTS - Copies of court instruments relating to adoption, guardianship, or custody. RETENTION:  Until the student is 18

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 and is exempt from the destruction notice requirement.

3200-04 ENROLLMENT OR REGISTRATION FORMS. RETENTION: Date of withdrawal + 7 years

RETENTION NOTE: The term "date of withdrawal" means the date of withdrawal from the academic period or term for which the student was enrolled or registered.

3200-05 HOME LANGUAGE SURVEYS. RETENTION: Date of withdrawal + 7 years

3200-07 PARENTAL PERMISSION RECORDS - Parental consents for a student to engage in school activities or programs, except consents noted elsewhere in this schedule. RETENTION: 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 3300-01).

3200-08 STUDENT WITHDRAWAL/RECORD TRANSFER FORM (TEA Form PEIMS-100). RETENTION: 1 year (both sending and receiving district). (Exempt from destruction request requirement.)

3200-09 TEST AND ACADEMIC MEASUREMENT REPORTS.

a) Reports of results of TAAS, TEAMS, TABS, and other standardized state and national achievement, mental abilities, and aptitude tests reported by score, percentile rank, etc. RETENTION:  1 year after recording of data in the academic achievement or cumulative record. (Exempt from destruction request requirement.)

RETENTION NOTE: If testing results of the types described are not recorded on the academic achievement or cumulative record (see item number 3200-01) either manually or by affixing labels, the results must be retained PERMANENTLY for grades 9 - 12 and until the date of withdrawal + 7 years for all other grades.

b) Reports of results of other tests or measurements (e.g., reading/mathematics profiles). RETENTION: Date of withdrawal + 7 years

c) District summaries on a group basis of the results of standardized testing. RETENTION: 3 years