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.

3625-01 PROGRAM APPROVAL APPLICATIONS - Applications and supporting documentation for local programs that must be approved by the Texas Education Agency before implementation but which do not involve the allocation of state or federal funds controlled by the agency.

a) Applications approved. RETENTION: US + 5 years; or life of program + 5 years, whichever applicable

b) Applications not approved. RETENTION: 1 year (Exempt from destruction request requirement.)

3625-02 REQUESTS FOR WAIVER OF TEXAS EDUCATION AGENCY POLICIES AND RULES - Requests and renewals of requests for waivers of Texas Education Agency policies and rules, including any attached documentation.

a) Requests granted. RETENTION: 5 years

b) Requests not granted. RETENTION: 1 year (Exempt from destruction request requirement.)

3625-03 SCHOOL CALENDAR (TEA Form FIN-093). RETENTION: US + 2 years

3625-04 UNIVERSITY INTERSCHOLASTIC LEAGUE RECORDS - Correspondence, schedules, rosters, reports, records of participation, and similar documentation except financial records, concerning the participation of a district in academic, music, and athletic contests and programs governed by the University Interscholastic League. RETENTION: 2 years