Quick Links
1018-R.a RECORD RETENTION POLICY – Special Education Dept. (App. 4/04) |
Stewartville School District #534 SPECIAL EDUCATION RECORDS RETENTION POLICY I. Any regulation regarding record retention applying to all students apply to special education students and in addition: II. A school district will retain special education records until three years after the student has turned 21 years of age. Records may not be destroyed if there is an outstanding request to inspect the records by the parent or eligible student. Records must be destroyed at the request of the parents or student if they are no longer needed for educational purposes. III. Results of achievement and other standardized tests will be retained permanently. A record of all test achievement and standardized test results administered, as an evaluation for eligibility while in special education services will be kept permanently. A copy of the last Individual Education Plan (IEP) will be kept permanently. In addition, the district may retain the student’s name, address, and telephone number, grades, attendance, and grade level completed without time limitations. IV. Prior to destroying special education files, in accordance with retention schedules, individual notice must be given to the student. Notice in the newspaper or through a cable station does not satisfy individual notice due to the nature of information being classified as private. For example, if the individual could not be located following a “good faith” effort on an individual basis no identifying information could be used beyond the year and the district in a notice placed in the local paper announcing the pending destruction of the files. V. Following approval of the policy, students will be advised of the retention policy at the last IEP meeting prior to graduation or aging out of the program. This will constitute notice and no further notice will be given at the end of the three years. Students reaching majority, or parents if not, will be asked to sign an acknowledgement of the district’s policy to destroy the records after three years and that notice has been given. A copy of the signed notice will be retained for the district’s records. VI. Students leaving school and special education programming outside of the usual procedure will be notified individually and advised of the file retention policy. |
