RECORDS MANAGEMENT ADMINISTRATIVE GUIDELINES AND PROCEDURES MANUAL 2016-2017 ECTOR COUNTY INDEPENDENT SCHOOL DISTRICT 1
Table of Contents ECISD Board Policy as it relates to records management 3 Texas State Law and Archives 3 Records Management Responsibilities 4 Records Management Department Personnel 5 General Responsibilities 6 Board of Trustees 6 Superintendent 6 District Instructional Materials Coordinator/Records Management Officer and Records Management Liaison 6 Principal 6 Campus Records Designee 6 Access of student records by school officials, parents, or students 8 Notice of Parent and Student Rights 8 Required Minimum Storage Conditions for Permanent Records 8 2
RECORDS MANAGEMENT RESPONSIBILITIES Texas Law Library & Archives Sets state policies and retention schedule Local Board of Trustees Sets local student records policies Superintendent Appoints District Records M Offi District Records Management Officer District Records Management Liaison Campus enforces st Administrator- Principal Sets local procedures and enforces state and local policies. Is the custodian of records for students who have withdrawn or graduated Works with the District Records Management Officer to enforce state and local policies. Is the custodian of all records for currently enrolled students Campus Records Designee Responsible for maintaining and securing student records 3
RECORDS MANAGEMENT DEPARTMENT PERSONNEL The following is a listing of the department personnel, which will assist you in determining, which staff member can best answer your specific questions: Amy Miller, Instructional Materials Coordinator/Records Management Officer Amy.Miller@ectorcountyisd.org Naomi Garcia, Records Management Liaison Naomi.Garcia@ectorcountyisd.org Christina Pollard, Records Clerk Christina.Pollard@ectorcountyisd.org Most information needed is covered in the Records Management Guidelines and Procedures Manual. This enables campuses to have answers whenever questions might arise. However, we are at your service to assist you with records matters. We highly recommend that campus questions regarding student records be directed through the campus records designee or the principal. Your cooperation in this matter will expedite communication. Student records are also called cumulative records. These records shall be maintained for each student from entrance into the district schools until withdrawal or graduation of the district. The record shall move with the student from school to school and be maintained at the school where currently enrolled until graduation or withdrawal. Records of nonenrolled/inactive student shall be retained for the period of time required by the district records retention schedule, which is five years from the date of graduation or the end of the school year of withdrawal. ONLY THE RECORDS MANAGEMENT DEPARTMENT SHALL DESTROY A STUDENT S CUMULATIVE RECORD. [See CPC Regulation] 4
A. GENERAL RESPONSIBILITIES 1. Board of Trustees: a. Shall designate policies in regards to student records b. Delegates to the Superintendent as the Records Management Officer of the District 2. Superintendent: a. Is ultimately responsible for all student records within the district. b. Designates a District Instructional Materials Coordinator/Records Management Officer. 3. District Instructional Materials Coordinator/Records Management Officer and Records Management Liaison: a. Is the custodian of records for students who have been withdrawn or graduated b. Must prepare records control schedules on a department by department basis, listing all records created or received by the department and the retention period for each record c. Must keep records of disposition d. Must keep all transcripts permanently and record into a database in order to have multiple locations for the record e. Must keep academic achievement record for all 9-12 grade inactive students as a permanent record. These must be recorded into a database in order to have multiple locations for the record f. Must follow the Texas state law on retention schedules g. Must spot check and audit campus student records to maintain awareness throughout the district on cumulative folder policies 4. Principal: a. Is the custodian of all records for currently enrolled students b. May designate a campus records designee at the campus level to maintain all student records The principal has the primary responsibility for the care of student records at each campus. An assistant principal or clerk may be assigned the duty of campus records designee. The campus records designee will be responsible to the principal for the proper responsibilities of his/her duties. The principal, however, remains the primary custodian at the campus. 5. Campus Records Designee: a. Must keep an accurate record of all student records on campus b. NEVER make a new folder for a student that has previously been in the district. Make sure to request the folder from the last campus. You will need to pick up the file within 7 days of your request 5
c. Must keep the following items in the students cumulative file: 1. Record of Access to Student s record 2. Permanent Record Card, Elementary 3. Student Information Card (original with parent signature) 4. Cumulative Grades Records (CGR) for elementary and middle school 5. Academic Achievement Record (AAR). Print this record as needed from itccs (grades 9-12) 6. Health/Immunization record 7. Pre-Kindergarten and Kindergarten and grades 1-12 report cards (most current report card for each school year) 8. Copy of student s birth documentation, social security card, and photo I.D. of parent/guardian; these items are required for PEIMS purposes 9. Home Language Survey card (HLS) 10. Most recent ECISD Notification of Zero Tolerance, Cell Phone Use, Acceptable Use, and Other Policies (These documents can be filed outside of the student folder) 11. Ethnicity and Race Data Questionnaire 12. Profile of Students Educational Assessment folder (K-6 test scores) 13. Testing Card (7-12 test scores may include STAAR/TAKS, EOC, ACT, SAT, etc.) 14. Legal documents of name change, custody, power of attorney, etc. 15. Leaver Documentation from middle school or high school, includes: Student Permanent Record Leaver Documentation (includes final AAR), most recent student information card, student withdrawal/transfer form, withdrawal card 16. Compensatory Education/Federal Program (504) 17. At-Risk Student Profile 18. Personal Graduation Plan (PGP) form for At-Risk 6-12 grade students 19. Personal Graduation Plan (PGP) form for 9 th grade students 20. Statement of Protest 21. ECISD Director Information Release Form 22. Yellow Teen Parent Related Services (TPRS) folder 23. Parent Permission and Waiver Form 24. Gifted/Talented Identification Letter (Your campus will receive a letter from Advanced Academics with instructions requiring the letter to be placed in the student file by a specific date each year.) d. If the student is served by the Bilingual/ESL program, the LPAC orange folder within the cumulative folder should contain the list of required documents that can be located on SharePoint under the Bilingual/ESL department and Forms. e. Must keep a file sign out and in sheet. f. When requesting a file, a campus must request from the previous campus before requesting from the records warehouse. g. Must verify all files that are sent out or that or incoming. This must be signed and dated and a copy must be kept in your records to protect against losing files h. Must place all loose material that was not previously filed (test scores, etc.) in the file prior to the file leaving your campus. It is your responsibility to make sure that materials are in the file and not left lying at a desk or other places. i. Must never send a student file through the inter-office mail, as it has a student ID number, name and other identifying factors on it. 6
j. Must be responsible to pick up files from other locations where you have requested within 7 days or less k. Must have requested files ready when other campus personnel come to pick them up l. The file must remain in order as shown above by the cumulative file list m. Must send out of district requests within the 7 day mandated period. All Texas districts should be requesting information through T-Rex; please upload the requested documents to T-Rex. If for some reason the folder has been centralized then you need to email Naomi Garcia or Ashley Leake and let them know to complete it. Do not reject it! If the information is requested via fax from another state then send it back via fax. Keep all fax confirmation forms with your records n. High school campus registrars must notify the records department of late graduates that have been updated with a graduation date after state testing o. Elementary files will stay on their campus until requested by the middle school campus or a new elementary campus. They will not be centralized. p. Middle school files will stay on their campus until requested by the high school campus. They will not be centralized. q. High school graduate files will be sent to the records warehouse two weeks after the summer graduates are added. All files must have all information prior to centralization r. All campuses will centralize their inactive files to the records warehouse the first week of October of each school year s. You may keep the student file at the home campus if the student is placed at the Alternative Center for less than 40 days. The Alternative Center may request information or copies out of the file for these short term placements. If the student receives a 40, 80 or a 180 day placement the file must be sent to the Alternative Center. 6. Access of student records by school officials, parents, or students: a. Please review board policy [FL Local] for the guidelines of access (attached) 7. Notice of Parent and Student Rights: a. Please review board policy [FL Exhibit] (attached) 8. Required Minimum Storage Conditions for Permanent Records: a. Permanent records shall be stored under conditions that meet the requirements of this section. [TSLA Bulletin F-Section 7.164] b. Records shall be stored in a manner that complies with the following: 1. Offers protection from fire, water, steam, structural collapse, unauthorized access, theft, and other similar hazards; and 2. Does not expose records to direct sunlight 3. Records or storage boxes shall not be stored in contact with the floor 7