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COLORADO STATE ARCHIVES  -  SCHOOL DISTRICT RECORDS
SCHEDULE 3
STUDENT SERVICES RECORDS

General Description:  Records generally relating to academic records of children within the school district.  The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

NOTE:  RECORDS OF THE STUDENT FROM ELEMENTARY, MIDDLE AND JUNIOR HIGH SCHOOL SHOULD BE MERGED INTO THE STUDENT PERMANENT RECORD WHEN HE OR SHE REACHES HIGH SCHOOL.

1. STUDENT PERMANENT RECORD:

These records are divided into three categories: personal information, enrollment history and academic performance. Each Colorado school district keeps information about students in different ways and on different forms. Therefore, the retention schedule presents the kinds of information or data elements that are maintained in files, rather than the names of the forms on which information may be found.

A.  Personal Information --This information, except for the immunization record, is usually found with the student's permanent record.

• Student's identification number
  A number used for recordkeeping purposes. It might be one assigned by the district or a Social Security number
• Legal name of student
• Legal name of parent or guardian
• Date of birth
• Sex
• Address
• Telephone number
• Immunization record for withdrawals
  

B.  Enrollment History -- This information may be with the transcript or it may be on a different form, depending upon the district. It consists of the following:

• Exact date the student enrolled in the district
• Name, city and state of the previous school(s) attended outside the district
• The schools attended within the district
• The dates and grade levels of the student
• Date the student withdrew or graduated from the district
• Name, city and state of the school to which the student is withdrawing

C. Academic Performance -- usually found on the transcript or on report cards.

• Classes and/or grade level taken
• Semester grades
• Postsecondary courses/semester grades
• Standardized test scores
• Advanced placement (AP) test scores
• Grade point average (GPA)
• Class rank
• College placement test scores (i.e., ACT/SAT)

Retention:

Permanent

2. Student Fall Enrollment Report (October Count) (Report to the Colorado Department of Education of the number of students enrolled.)

3. Student End of School Year Enrollment Report to the Colorado Department of Education that reports the number of students in school at the close of the academic year.

4. Student Cumulative Records that contain optional information on students attending school in the district.  The record may contain but is not limited to:

• Other such information as shall enable school officials to counsel with students and plan appropriate activities.
• Immunization record for graduates/withdrawals
  The certificate of immunization shall be returned to the parent(s) or guardian or the emancipated student or student eighteen years of age or older when a student graduates,  withdraws, transfers, is promoted, or otherwise leaves the school, or the school shall transfer the certificate with the student's school record to the new school. Upon a college or university student's request, the official certificate of immunization shall be forwarded as specified by the student. 
• Ethnic code
  This code is of use only to the district in which the student is enrolled.
• Withdrawal Grades (sometimes called grades in progress)
  Withdrawal grades are not official grades, i.e., no credits are earned. Their purpose is to facilitate enrollment at the student's next school.
• Supplementary programs
  Examples of such programs are gifted and talented, bi-lingual, English as a Second Language (ESL), Chapter 1, etc.
• Health records
  Hearing and vision screenings, visits to the school clinics, or similar records are not required information.
• Signed releases of records
  The purpose of this record is to document whether or not student record information was released, as requested by the parent or student.
• Progress reports
  Mid-semester grades which inform parents and students of how the student is doing. These are not official grades and do not have long-term value.
• Out-of-district records
• School fines
• Emergency information
• Marriage licenses
  Students may obtain a copy from the state or country in which they were married. It is not the responsibility of the school district to maintain these records permanently.
• Birth certificates
  Students may obtain a copy from the state or country in which they were born. It is not the responsibility of the school district to maintain these records permanently.
• Court orders denying access to records
• Adoptions
  The child's legal name should be changed on the transcript, although the previous name should also remain part of the transcript. It is not the responsibility of the school district to maintain permanent adoption records.
• Guardianships
  It is not the responsibility of the school district to maintain guardianship records.
• GED records
  This information is retained permanently at the Colorado State Department of Education.

Retention:

(1) For graduates: purge immediately after graduation. (2) For withdrawals: destroy after the student leaves the district unless there is a compelling need to keep it longer.

5. Student Drop Out Records are distinct from the student cumulative record and are maintained as a separate file.

6. Student Transfer In-Transfer Out Records  are distinct from the student cumulative record and are maintained as a separate file.

7. New Student Orientation Schedules.

8. Report Cards that document the periodic report by a school about a student's academic, social, emotional, and physical progress.  Information includes but is not limited to full legal name of student; teacher's name; name and address of school; indication of attendance during reporting period; grades; and other related information.)

9. Student Schedules File of forms completed by school personnel for student scheduling into class.  Information includes printouts of student schedules, class lists, student class assignments and requests for change of schedule.

10. Student Discipline, Suspension, and Expulsion Records documenting inappropriate student behavior and corrective actions taken.  Information includes referral and action form, notes, letters to parents, suspension documentation, detention documents, hearing notices, bus driver referrals, statements and conference notes.

11. Student Truancy Records  Records created to document student's excessive absences and action taken to correct the problem by school personnel.  Information includes referral and action forms, letters to parents, attendance profile sheets, correspondence, release forms, copies of initial court petitions, copies of court orders, hearing notes, affidavits and visitation documentation.

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