Georgia Archives

University System of Georgia

Local Government Record Retention Schedules

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CATEGORY:  EDUCATION (06)   [ Total entries: 82 (showing 20 per page) ]

215 | Emergency Contact Cards

Description:  Record of individuals to be notified in event of student accident or illness

Retention:  Retain for useful life.

141 | Emergency/Fire Drill Reports

Description:  Documentation of all fire drills held in each school

Retention:  3 years

163 | Enrollment Records - Student did not Attend

Description:  Records relating to students accepted for enrollment who did not attend school

Retention:  1 year

151 | Federally-Affected Areas Membership Counts

Description:  Reports of numbers of students whose parents reside or are employed on federal property

Retention:  5 years

173 | Field Trip Authorizations/Parental Permissions

Description:  Authorization of parent for student to participate in an off-campus school activity

Retention:  Retain until end of school year

115 | Georgia High School Association Files

Description:  Documents school participation in the state high school association

Retention:  5 years

Gifted and Talented Program Selection and Placement Requirements Documentation

Description:  Core documentation about the admission criteria and program requirements

Retention:  Permanent. Retain 1 copy

164 | Grade Distribution and Failure Reports

Description:  Statistical analysis of student grades and attendance

Retention:  3 years

142 | Grade Reports

Description:  Reports by student of individual test scores and average course grade

Retention:  1 year after date distributed

Legal Citation:  O.C.G.A. 2-2-86

155 | Graduate and Class Ranking Lists

Description:  Listings of graduates and ranking in class

Retention:  Permanent

240 | Honor Rolls

Description:  Listing of students placed on various honor rolls for academic achievement

Retention:  Grades K-8: 2 years. Grades 9-12: 5 years.

Investigation Files

Description:  Records documenting investigations involving teachers, parents, and/or students

Retention:  7 years

Legal Citation:  O.C.G.A. 17-3-1 (c)

Learning Resources Services (GLRS) Files

Description:  Records documenting programs for the handicapped through the Georgia Learning Resources Services

Retention:  5 years

Limited English Proficient (LEP) Student Records

Description:  Records documenting efforts to increase the English language proficiency of students. Program is also known as English for Speakers of Other Languages (ESOL)

Retention:  5 years

85 | Private School Enrollments

Description:  Reports submitted to the state about enrollments in private schools

Retention:  Permanent

Legal Citation:  O.C.G.A. 20-2-690

254 | Private Tutor Records

Description:  Teaching certificates and other required documentation for individuals who "home school" students

Retention:  5 years after instruction ends

Legal Citation:  O.C.G.A. 20-2-200

Race and Ethnicity Forms

Description:  Records documenting the race/ethnicity of individual students within the school system

Retention:  3 years

Legal Citation:  34 CFR 74.53 and 80.42; chapter 5 of Managing an Identity Crisis: Forum Guide to Implementing new Federal Race and Ethnicity Categories (NFES 2008-802)

Reports to State Department of Education

Description:  Report of statistical information to the state

Retention:  Annual reports: 10 years; Periodic reports: 5 years

167 | Requests for Transcripts

Description:  Records documenting requests from former students for copies of their records

Retention:  1 year

174 | Requests to Use School Bus

Description:  Requests by individual schools to use a school system bus and driver for a special trip

Retention:  3 years

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