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.

3425-01 ACCREDITATION REPORTS.

a) Reports to the Texas Education Agency on accreditation planning or the self-monitoring of progress toward the achievement of goals. RETENTION: 1 year after subsequent accreditation . (Exempt from destruction request requirement.)

b) Accreditation investigative reports from the Texas Education Agency to the board of trustees of a school district. RETENTION: Permanent

3425-02 PLANNING RECORDS - Self studies; planning documents used to establish goals and indicators; achievement reports; documents evidencing parent, community, and staff involvement in the establishment of performance objectives; and similar records created in school districts to plan for and monitor progress during interims between accreditation visits. historical reasons. RETENTION: 1 year after subsequent accreditation. (Exempt from destruction request requirement.)

RETENTION NOTE: Review before disposal; some records of this type may merit permanent retention for historical reasons.