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COLORADO STATE ARCHIVES  -  SCHOOL DISTRICT RECORDS
SCHEDULE 6
STUDENT ACTIVITIES RECORDS

General Description:  Records generally relating to the operation of student activities programs, athletic events, clubs and organizations 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.).

Duplicate Copies:  Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first.  Duplicate copies should not be retained longer than the record copy.
  1. SCHOOL YEARBOOKS    that are printed each year to record the highlights of the school year and document those students who attended each grade level.

Retention:                   Permanent

 

  1. STUDENT SCHOOL POLICY HANDBOOK that inform and advise the student of the Board of Education rules and regulations and any specific school building requirements.

Retention:                   Until superceded

 

  1. STUDENT ORGANIZATION RECORDS that serve the as the by-laws, election documentation and minutes of the organization. Some of these organizations are:

Retention:                   Until no longer needed by the organization

 

  1. ALUMNI LISTS that identify the names of students who have graduated.

Retention:                   Until updated

 

  1. SCHOLARSHIP AWARDS that document the students and scholarships that were awarded to them.

Retention:                   5 years

 

  1. SCOREBOOKS (ATHLETICS) that have recorded the game scores and statistics for various athletic events.

Retention:                   5 years

 

  1. ATHLETIC EQUIPMENT INVENTORY a summary of authorized uniforms, equipment and other athletic support items necessary for class instruction or interscholastic sports.

Retention:                   Until audited plus 2 years

 

  1. ATHLETIC AGREEMENTS BETWEEN SCHOOLS provide for the specifics of when and where an athletic event will be played and who will provide for officiating and other contest requirements.

Retention:                   2 years after expiration of the agreement

 

  1. ATHLETIC OFFICIALS CONTRACTS these are independent game contracts that an official agrees to officiate on a specific day and time for a set fee. Most, if not all, are coordinated with the Colorado High School Activities Association.

Retention:                   2 years

 

  1. ATHLETIC CONFERENCE REPORTS may document the reporting required by the athletic conference, proposed game schedules and other procedural information.      

Retention:                   2 years or until no longer needed

 

  1. ATHLETIC ELIGIBILITY CERTIFICATES AND REPORTS that verify the eligibility of students to participate in interscholastic events.

Retention:                   1 year

 

  1. ATHLETIC EVENT SCHEDULES, which identify the date, time, location and team being played.

Retention:                   2 years

 

  1. PHYSICAL EDUCATION EXCUSES that exempt a student from physical education classes or contests.

Retention:                   Until no longer needed

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