Student Records
Elementary and Middle School Records
Under the Texas Library and Archives Commission (TSLC) Local Schedule SD guidelines, the retention period for cumulative records of achievement in grades PreK – 8th is (5) years after the date of withdrawal. To ensure that McAllen ISD aligns with TSLC guidelines, records that have reached their retention period are permanently destroyed.
3200-01 Academic Records:
b) A cumulative record of achievement in grades PreK through 8
RETENTION: DATE OF WITHDRAWAL + 5 YEARS
All student records are stored at the home campus for five (5) years after the student withdrawals or graduates.
Elementary and Middle School Records are sent for destruction after five (5)inactive years.
High School Transcripts are sent to Central Warehouse for PERMANENT storage after the five (5) years of storage at the campus.
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It is not within District Policy or the McAllen ISD Records Retention Schedule to keep copies of birth certificates and/or social security cards and make them available to replace lost or misplaced cards. These documents are for district admission use and are only retained until Administratively Valuable. Certified copies of such records may be obtained through the originating agency:
Inactive Student Records
All Student Perm Folders are stored at home campus for 5 years. Elementary and Middle School Records sent for disposal after 5 years. High School Transcripts sent for permanent storage after 5 years
Student Academic Records
SD 3200-01
The academic achievement record (TEA form AAR-001) or its former equivalent used to record academic achievement in grades 9-12 RETENTION: PERMANENT
Cumulative record of achievement in grades PreK through 8 RETENTION: DATE OF WITHDRAWAL + 5 YEARS
Special Education
SD 3250-02 Records of each student referred to or receiving special education services, including referral, assessment, and reevaluation reports; enrollment and eligibility forms; admission, review, and dismissal (ARD) and transitional planning committee documentation; individual educational plans (IEP) and individual transitional plans (ITP); parental consent forms for testing and placement; and other records of services required under federal and state regulation. RETENTION: Cessation of Services + 5 YEARS
Retention Notes: a) It is an exception to the retention period given for this record group, that the following information must be retained PERMANENTLY in some form on each student in grades 9-12 participating in a special education program: name, last known address, student ID or Social Security number, grades, classes attended, and grade level and year completed. If an academic achievement record [see item number SD3200-01(a)] is created for the student and maintained among those for students in the regular population, it is not necessary for special education records custodians to maintain the prescribed information beyond 5 years after the cessation of services, provided that it is contained in the Academic Achievement Record.
b) Prior to the destruction of any records in this record group, the eligible student or the parents of the student, as applicable, must be notified in accordance with federal regulation.
Bilingual
SD 3250-08 Records of each student referred to or receiving bilingual or special language services (Home language surveys, LPAC., etc.) RETENTION: Cessation of Services + 5 YEARS
Gifted/Talented
SD 3250-16 Records of each student referred to or receiving services in a gifted/talented program. RETENTION: Cessation of Services + 5 YEARS
Section 504
SD 3250-20 Records of each student referred to or receiving services under Section 504. RETENTION: Cessation of Services + 5 YEARS
Student Health/Immunization Records
SD 3300-04 Cumulative health card or record. RETENTION: DATE OF WITHDRAWAL + 2 YEARS
SD 3300-08a Immunization record (either separate or in combination with a cumulative health card as in item 3300-04. RETENTION: DATE OF WITHDRAWAL + 2 YEARS
Storage Requirements for Student Perm Folders
Approved boxes (10 x 12 x 15)
Storage Efficiency
Easy Access
Reduce Risk of Injury
Protects Records
To ensure that McAllen ISD aligns with TSLC guidelines, records that have reached their retention period are permanently destroyed.
Before sending folders for disposal be sure to remove binders, heavy-duty folders, fasteners, etc.
Secure in approved storage boxes (Standard size: 10x12x15) Approved Boxes & Storage Requirements
Complete the Destruction of Student Perm Folders
Submit a work order on KACE Log-in for the pick-up of Expired Student Perm Folders
ATTACH the Destruction of Student Perm Folder form
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