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.

3375-01 CLASS ORGANIZATION REPORTS AND ROSTERS. RETENTION: 7 years

3375-02 CURRICULUM PLANNING DOCUMENTATION - Project and study plans developed by instructors in vocational education, including those for vocational summer work. RETENTION: 7 years

3375-03 FOLLOW-UP REPORTS - Reports on post-instructional experience of leavers and completers of vocational education programs. RETENTION: 7 years

3375-04 STUDENT RECORDS - Cooperative training plans; applications for participation in work study programs; student rating forms, progress reports, and record cards; individual follow-up records; and similar records of assignments to and the completion by a student of vocational education projects and tasks. RETENTION: End of enrollment + 7 years