RETENTION NOTES: a) These records supplement Schedule GR, Part 3, Section 3-1.b

b) If a retention period for a record in this part is given as US or as US + a specific number of years and the person to whom the record relates ceases employment before supersession occurs, the date of separation shall also be considered the date of supersession for records retention purposes.

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.

SECTION 16-1: INDIVIDUAL EMPLOYEE RECORDS

3575-01 ABSENCE FROM DUTY REPORTS. RETENTION: 4 years

3575-02 COPIES OF APPLICATIONS AND RECOMMENDATIONS FOR PROFESSIONAL OR PARAPROFESSIONAL CERTIFICATES OR PERMITS - Copies of applications/recommendations endorsed by the superintendent or other authorized school official and forwarded by the district or the applicant to the Texas Education Agency for the purposes of certification or review of qualifications.

a) Application for Nonrenewable Permit (TEA Form DOTR-030). RETENTION: 1 year (Exempt from destruction request requirement.)

b) All others. RETENTION: 1 year (Exempt from destruction request requirement.)

3575-04 DEFICIENCY PLAN. RETENTION: US by a teaching certificate, or separation of employee + 5 years, as applicable. (Exempt from destruction request requirement. US plans only.)

3575-05 PERFORMANCE APPRAISAL RECORDS (CAREER LADDER SYSTEM)

RETENTION NOTES: a) The records listed in this group are those currently used in the Texas Teacher Appraisal System (TTAS), implemented on a statewide basis in the fall of 1986 for the career ladder appraisal process. The retention periods also apply to the functional equivalents of the records used in districts for teacher performance appraisals for the 1983-1984, 1984-1985 and 1985-1986 school years. For teacher appraisal records prior to the 1983-1984 school year and appraisal records for school district personnel outside the career ladder system see item number 1050-21.

b) Documents of the type described in (a), (b), (e), and (f) maintained by the teacher's supervisor, if they are copies of records maintained in a teacher's personnel file, need be retained only as long as administratively valuable and are exempt from the destruction notice requirement.

a) Appraisal record (including documentation submitted by the teacher). RETENTION: Permanent

b) Observation/evaluation forms (including documentation submitted by the teacher). RETENTION: 4 years after teacher signs for receipt of appraisal record

c) Notes taken by appraisers during observations or similar written documentation created by the teacher's supervisor that, in combination with the formal observation, is used to determine credit for the criteria and indicators on the observation/evaluation forms. RETENTION: AV after teacher signs for receipt of observation/evaluation form. (Exempt from destruction request requirement.)

d) Teacher assessments of instructional goals and outcomes. RETENTION: Destroy at option. (Obsolete record. Exempt from destruction request requirement.)

e) Professional growth plans. RETENTION: 4 years

f) Grievance and response documents. RETENTION: For the same period as the appraisal record to which they relate.

RETENTION NOTE: For employee grievance records other than those relating to performance appraisals see item number 1050-20.

3575-06 SERVICE RECORD AFFIDAVITS - Affidavits attached to the teacher service record claiming months served prior to the 1949-50 school year. RETENTION: Permanent

3575-07 STATEMENTS OF COMMITMENT (OUT-OF-STATE CERTIFICATES). RETENTION: Until receipt by district of Texas certificate or date of separation + 5 years, as applicable

3575-09 TEACHER CERTIFICATE REGISTERS. RETENTION: Permanent

RETENTION NOTE: This was a standard record of county superintendents of schools, but it was also maintained in some independent school districts in years prior to the emergence of a formal Teacher Service Record (see item number 1050-12). SECTION 16-2: STAFFING RECORDS

3575-16 PERSONNEL ROSTERS (including those detailing assignments to grades, courses, etc.). RETENTION: 3 years

3575-18 SUBSTITUTE TEACHING ROSTERS. RETENTION: 3 years