Records For Counselors 9/22/2017

Essential Concepts Bottom Line Records Management for Academic Records

Essentials Governing Authority Retention Annual Destruction What needs to be saved Annual Destruction End of Year Considerations Best Practices Legal Issues FERPA A Few Reminders Resources

Texas State Library Archives Commission (TSLAC) TSLAC is the governing body for records for political institutions in the State of Texas including but not limited to school districts. TSLAC guidelines are adopted by state, local governmental institutions as well as school districts. Two sources of information for school districts to review: GR: Records Common to All Local Governments https://www.tsl.texas.gov/sites/default/files/public/tslac/slrm/recordspubs/Sc hedule%20GR%20-%20Effective%202012-07-04.pdf SD: Records of Public School Districts https://www.tsl.texas.gov/sites/default/files/public/tslac/slrm/recordspubs/Sc hedule%20SD%20-%20Effective%202011-08-14.pdf

Retention Retention Schedule Example:

Common Documents and Retentions Notes Academic Record Permanent Transcript Cumulative Folder Date of Withdrawl + 5 Years Custody Documents Until student is 18 Enrollment Home Language Surveys Parental Permission Records Cessation +2 Years Test and Academic Measurement Reports +1 year after recording the data on transcript TAAS, TEAMS,TAB,TAKS,STAR etc. Reports of results of other tests or measurements (e.g., reading/mathematics profiles).

Annual Destruction Destruction refers to the destroying of records whose retention has passed Records are destroyed to fulfill compliance obligations Destroying records protects districts from liability Districts will have to produce subpoenaed records if they are outside retention guidance but still within the district possession. Destroying records creates space in records warehouse WFISD practice is to send records due for destruction out to a 3rd party shred vendor. They provide a certificate of destruction which we attach to a list of the records being destroyed.

End of Year Considerations Student records rollover Prune and Segregate withdrawals Students who have left the district Graduates Transcripts Student Perm Folder Pull and Ship Student Records for student moves Elementary Middle School Middle School  High School Organize remaining student records to prepare for next school year

End of Year Considerations Moving Student Records Should be a systematic methodology for moving student records with chain of custody established WFISD recommended best practices Records never travel with unauthorized employees Records are always well marked Records always travel with paperwork Signatures from sending campus Delivery personnel Receiving Campus

End of Year Considerations Retention Considerations How many years do you allow campuses to keep before moving to central storage? Two Years When deciding how to meet retention requirements some considerations and recommendations: Only retain originals Be cognizant of who actually owns the records for instance: Purchasing owns Purchase Order records so there is no need for campuses to save PO copies to meet retention requirements. Being aware of who actually owns a records can cut down on the number of records actually being retained while still remaining compliant with legal obligations Systematic retention and destruction program should be established

End of Year Considerations Shred vs. Trash Material to be shredded should be limited to materials containing: Confidential Information such as financial information, discipline records, etc Personally identifiable information such as DoB, SSN#, Medical Records, and the like. Material to be shredded at the end of the year should not include records governed by retention guidelines. Any records governed by retention should be DESTROYED as we discussed previously. Any material not covered above should be thrown in the trash in order to save resources.

Best Practices Be Organized! Use file boxes not paper boxes Don’t overfill boxes Alphabetize each box List the box contents Clearly mark boxes

Legal Issues Risk Management requests records: We have a subpoena Hard deadlines- rapid responses required. Respond immediately I can come get records if necessary

FERPA Only release student information to authorized people Both parents have a right to records UNLESS the courts have intervened and stripped a parent of those rights. Custody isn’t the issue. Once a student turns 18 only they have the right to their records Signed release and permission form needed to release Document all information releases whether to parents, student, or 3rd party. Applies to all student records - not just transcripts.

Releasing Student Records Under 18 Student/Former Student Form must be completed Photo ID of parent required Retention 2 years Over 18 Form completed by student Release of information completed and signed Photo ID required Retention 2 years No records can be released without an appropriate information release and Photo ID. Regardless of organization.

A Few Reminders Student Records do not travel in mail bags. They must go in clearly marked boxes or the poly envelopes. All records transfers require appropriate paperwork. Notify warehouse supervision when you have records that need to be moved. (Jason Reeder, Lynn Edwards)

Resources and Contacts Shannon Troester stroester@wfisd.net 940.235.1017 ext. 13010 Steven Hinshaw shinshaw@wfisd.net 940.235.1017 ext. 13009 District Records Website http://www.wfisd.net/Page/561 Records Forms http://www.wfisd.net/Page/564