CMA
Records Retention
Schedule
This policy defines the
minimum time for retention of
public school records. Any and all
records may be retained for longer than specified in this policy if storage
space is available.
Business Records Local State Federal
Accident Reports
Employee 6
years 6 years
Student 6
years after the
Student
reaches
the
age of maturity
Annual Audit 6
years 6 years 6 years
Annual Report (District) Permanent
Application for Federal Grants 6
years
Bank Deposit Slips 6
years
BLS Labor - monthly 1
year
Bond Issue Materials Permanent Permanent
Budgets
District
Budget Proposal 6
years 6 years
Budget
Worksheets 1
year 1 year
Child Labor Permits 1
year
Class Observation Forms 1
year
Employee Contracts (keep a sample
permanently) 1 year
Teacher
Administrative
Paraprofessional
Custodial
Extra-Curricular
Rental
Agreements
Correspondence for Business 4
years 1 year
Credit Union Applications 1
year 4 years 4 years
Deeds Permanent
Dues Authorization 1
year
Enrollment Reports Permanent
Resident
Pupil Membership Forms
Fall
Reports A-12-A
Pupil
Registers
School
Opening Reports
Statistical
Report A-3
FICA Reports 6
years
Form C-2 Unemployment Wage Report
(JDES100) 6 years
Invoices 1
year
Form 2 Federal Funds 6
years
Job Orders 1
year
Ledger/Journals 6
years 6
years
MS-22 Budget Form 6
years 6 years
MS-23 Budget Form 6
years 6 years
MS-25 Financial Report Permanent Permanent
Medical Benefits Application 1
year
Monthly Reconciliation 1
year
Monthly Financial Status 1
year
Reports
by Building
Minutes of Board Meetings Permanent
Property Inventories and
Record Cards 6
years
Purchase Orders 1
year
Form
2 Federal Programs 6
years
Request for Payment Vouchers 1 year
Form
2 Federal Programs 6
years
Requisitions 1
year
Form
2 Federal Program 6
years
Retirement Applications 1
year 1 year
Retirement Reports 1
year 1 year
Special Trip Requests 1
year 1 year
Special Trip Confirmation 1
year 1 year
Supply Orders 1
year 1 year
Substitute Teachers Pay Slips 1
year 1 year
Student Activities Records 6
years 6 years
Telephone Log Sheets 1
year 1 year
Time Cards 6
years 6
years
Custodial
Secretarial
Other
Transportation Reports 1
year 1 year
Travel Reimbursements 1
year 1 year
Form
2 Federal Funds 6
years
Treasurer's Receipts 6
years
Canceled
Checks
Treasurer's Report 6
years 6 years
Voucher Manifests 1
year 1 year
Form
2 Federal Funds 6
years
Work Orders 1
year
W-2's Yearly 6
years
W-4 Withholding Exemption Certificate 6
years
941-E Quarterly Taxes 6
years
Federal Projects Papers*
Form
1 5
years after submission of final expenditure report and docu-
Form
1-A mentation for expenditures, unless there is an ongoing
audit
Form
2 taking
place in which case all records
will be maintained until
Form 3 final
resolution. [See 20 U.S.C. ¶1232; 34 CF$ 80.42 (b) (4)]
Form
3-A
Form
4 Quarterly
Personnel Records
Applications 3
years, or if employed, term of employment
Employment
Not
Employed
Interview
Documents
Letters
of Recommendation
Transcripts
Attendance Records 1
year
Leaves
Request
for Leaves
Civil Rights Forms 6
years
Evaluations Term
of Employment
Medical Examinations 1
year
Miscellaneous Correspondence for
Personnel 4 years
Record of Leave 1
year
Superintendent’s Re-employment Letter
of
Assurance to Employees 1
year
Staff Development Plan Term
of Plan
Substitute Lists 6
years
Teachers' Record Cards Term
of Employment
Teachers' Master Contract Length
of Contract (keep one copy permanently)
Termination Forms 6
years
Student Records
Early Release Forms 1
year
Emergency Procedure Form 1
year
Examples of Student's Work 1
year
Health and Physical Records Term
of Enrollment
Shot
Record
National Honor Society applications
and/or awards 1 year
Permanent Record Cards
Permanent
Progress
Attendance
Test
Scores (Standardized)
Academic
Miscellaneous Evaluation Material Term of
Enrollment
Co- and Extras Curricular Activities Term of
Enrollment
Anecdotal Records Term
of Enrollment
Disciplinary
Reports
Medical
Reports from doctor
Excuses
(Parental)
Insurance
Forms
Post High School Placement 6
years
Information
and Follow-up
Registration Form 1
year
Applications
for Free Lunch 6
years
Application
for Reduced Lunch 6
years
Special Needs Student Records
Index of Documents As
a minimum, these records for special
Log of people who have reviewed
material in each folder needs
students should be kept as long as
Notification to parent of meeting to
discuss the student’s program with the
student is in a program and there is
Placement team. district
liability for the education of the
Permission to test form student. Retention is recommended for
Student referral form at
least six years after termination of the
Diagnostic forms educational
program, or six years after
Accumulation
of Data the
student’s twenty-first birthday,
Psychological
Exams whichever
is later.
Learning
Disabilities Tests
Team Meeting Notes
Spedis Forms
IEP's
Teacher/Student Comments
Correspondence
Out-of-District Progress Reports
Vocational
Education
AVI Forms 1
year
Center
Regional Contracts 20
years
Equipment Inventories 5
years
Federal Forms 6
years
School
Board Review: August 14, 2008
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