Policies and Procedures Handbook


Last Updated: 4/19/2005
Garrett County Public Schools
40 South Second Street
Oakland, MD 21550
(301)334-8900

SCHEDULE FOR RETENTION AND DISPOSITION OF STUDENT FILES

Administrative Procedure

        A schedule for the retention and disposition of student files will be implemented for: (1) student cumulative files, (2) discipline (suspensions and expulsion) files, and
        (3) special education files as follows:

  1. Graduated Students

        A. Upon graduation with a diploma or Certificate of Completion, each high school will send a list of the graduated students to the Department of Pupil Services. This
           
list will contain their names, their dates of birth, and indicate if a discipline (suspensions and expulsions) file and/or special education file is held in addition to the
            student cumulative file.

        B. Student cumulative files, discipline files and special education files of those students who graduate with a diploma or Certificate of Completion will be held at the
            respective high school for a period of six years from the date of graduation. Following the six-year anniversary of the date of graduation, these files, along with a

            list containing the student names, dates of birth and the files held, will be forwarded to the Department of Pupil Services.

        C. Upon receipt of these files by the Department of Pupil Services, the list of files formerly held by the school will be matched to the files received to verify that all
            files were received from the respective high school.

        D. Upon receipt of the files of the post six-year graduates, all student cumulative files will be reviewed and those records designated as "'permanent" by the Maryland
            Student Records System Manual will be identified and retained. All other records, including Central Office records, will be disposed of through shredding
            or by other means, unless there is an outstanding request to inspect and review those records. The disposal of records will be verified and dated on the
            records list maintained for this purpose by the Department of Pupil Services.

        E. Permanent records will be scanned and retained in computer format, with disposal of the original paper records.

  1. Withdrawal - Termination

        A. At the end of each school year, schools will send the Department of Pupil Services a list containing the names of the withdrawn students, their dates of birth, and
            if a discipline (suspensions and expulsions) and/or special education file is held in addition the student cumulative file.

        B. Should the student re-enroll, the school will notify the Department of Pupil Services that these files are now current and active.

        C. Student cumulative files, discipline files and/or special education files of students who withdraw at or past age sixteen and do not transfer to another educational
            institution will have their files held at their respective high schools for a period of six years from the date of withdraw. Following a June 30 six-year anniversary of
            the date of withdraw, these files, along with a list containing the student names, dates of birth, and the files held, will be forwarded to the Department of Pupil
            Services.

        D. Upon receipt of the files by the Department of Pupil Services, the list of files formerly held by the school will be matched to the files received to verify that all files
            were received from the respective high school.

        E. Upon receipt of the files of the post six-year withdraw, all student cumulative files will be reviewed and those records designated as "permanent" by the Maryland
            Student Records System Manual will be identified and retained. All other records, including Central Office records, will be disposed of through shredding
            or by other means, unless there is an outstanding request to inspect and review those records. The disposal of records will be verified and dated on the
            records list maintained for this purpose by the Department of Pupil Services.

        F. Permanent records will be scanned and retained in computer format, with the disposal of the original paper records.

  1. Withdrawal - Transfer to Another School

        A. Transfer of student records as mandated by the Maryland Student Records System Manual indicates that student records transferred to an out-of-state
            educational institution will be copies of the original records, with the originals retained by the student's Maryland Public School System. Records of students who
            transfer to public schools within the State of Maryland will be copied, with the original records being transferred.

        B. Copies of records (student cumulative file, special education and/or discipline file) of elementary and middle school students who transfer to another public
            educational institution in Maryland will be held for three years at the Department of Pupil Services. Copies of records (student cumulative file, special education
            and/or discipline file) of high school students who transfer to another educational institution in Maryland will be maintained at the respective student's high school
            for three years at which time those files will be sent to the Department of Pupil Services. At the end of the school year of the post three-year period, all
            copies will be disposed of through shredding or by other means, unless there is an outstanding request to inspect and review those records. The
            disposal of records will be verified and dated on a records list maintained for this purpose by the Department of Pupil Services. Each year a list of students by
            name, date of birth, and files received from the school will be updated.

        C. Original records (student cumulative file, special education and/or discipline file) of elementary and middle school students who transfer to an educational
            institution in another state, or to a non-public school within the state, or to home schooling, will be maintained by the Department of Pupil Services for six years
            and/or until the student has attained age twenty-one. Original records (student cumulative file, special education and discipline file) of high school students who
            transfer to an educational institution in another state, or to a non-public school within the state, or to home schooling, will be maintained at the student's
            respective high school for six years and/or until the student has attained age twenty-one, at which time those files will be sent to the Department of Pupil
            Services.  At the end of that time period those records designated as "permanent" by the Maryland State Minimum Standards for Retention of Student Records

            will be identified and retained. All other records, including Central Office records will be disposed of through shredding or by other means unless there
            is an outstanding request to inspect and review those records. The disposal of records will be verified and dated on the records list maintained for this
            purpose by the Department of Pupil Services. Permanent records will be scanned and retained in computer format, with the disposal of the original paper records.
            Each year a list of students by name, date of birth and files received from the student's school will be updated.

 


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Pupil Services 474.212 PEL
Adopted 6/12/01