Georgia Archives
University System of Georgia
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CATEGORY: EDUCATION (06) [ Total entries: 82 ]
Description: Reports and investigations of injuries occurring on the school campus
Retention: 5 years
Legal Citation: O.C.G.A. 34-9-1; 34-9-12; 9-3-33
Description: Lists of courses offered for each term
Retention: Permanent. Retain 1 copy.
Legal Citation: O.C.G.A. 20-4-42
Description: Non-financial school records documenting daily attendance and activities of the after-school program, such as attendance, late pick up, etc.
Retention: Retain for useful life
Description: Annual reports to the state on the number of students and teachers participating in driver's ed programs
Retention: 3 years
Description: Records documenting required hours of study for home schooled students
Retention: Retain until student reaches age 18
Legal Citation: O.C.G.A. 20-2-690; 20-2-690.1; 20-2-692
Description: Records documenting requests to transfer schools within a school district through permissive transfers or school choice transfer programs
Retention: 3 years
Legal Citation: 34 CFR 80.42 (b) and 200.44
Description: Copies of written school policy of student behavior, signed annually for each student by parent or guardian
Retention: 1 year or until superseded
Legal Citation: O.C.G.A. 20-2-736; 20-2-737; 20-2-738
Description: Information provided by the local school system to the Department of Drivers' Services as notification that the individual is not qualified to hold a driver's license based on dropping out of school or lack of attendance
Retention: 3 years
Description: documents relate to the eligibility of migrant families to participant in the migrant education program
Retention: 6 years
Legal Citation: O.C.G.A. 20-2-189; 20-2-160
Description: Statistical reports analyzing racial and gender breakdowns of student bodies
Retention: Final Report: Permanent; All other records: 6 years
Description: Lists of students in each class
Retention: 3 years
Description: Documents the disbursing of mediation and clinic visits by students
Retention: 3 years
Legal Citation: O.C.G.A. 9-3-33
Description: Tests and other school assignments not returned to the student
Retention: Return until end of school year
Description: Documents school contracts for teaching services
Retention: 7 years after expiration
Legal Citation: O.C.G.A. 9-3-24
Description: Overall plans designating which neighborhoods are served by each school in the system and indicating bus routes, that were created originally in response to a court order
Retention: Permanent
Description: Handbook documenting the content, objectives, and evaluation criteria for all school courses
Retention: Permanent. Retain 1 copy
Legal Citation: O.C.G.A. 20-2-140; 20-2-141
Description: Notices by parent or guardian that a child will participate in a home study program
Retention: 5 years
Description: Documentation of day-to-day operations of a department or program, including correspondence and reports
Retention: 5 years
Description: Documents the acquisition of vehicles for the driver's ed program
Retention: 7 years
Legal Citation: O.C.G.A. 9-3-24
Description: Reports generated to document students who cease attending school
Retention: 5 years
Legal Citation: O.C.G.A. 20-14-33; 20-14-34
Description: Record of individuals to be notified in event of student accident or illness
Retention: Retain for useful life.
Description: Documentation of all fire drills held in each school
Retention: 3 years
Description: Records relating to students accepted for enrollment who did not attend school
Retention: 1 year
Description: Reports of numbers of students whose parents reside or are employed on federal property
Retention: 5 years
Description: Authorization of parent for student to participate in an off-campus school activity
Retention: Retain until end of school year
Description: Documents school participation in the state high school association
Retention: 5 years
Description: Core documentation about the admission criteria and program requirements
Retention: Permanent. Retain 1 copy
Description: Statistical analysis of student grades and attendance
Retention: 3 years
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
Description: Listings of graduates and ranking in class
Retention: Permanent
Description: Listing of students placed on various honor rolls for academic achievement
Retention: Grades K-8: 2 years. Grades 9-12: 5 years.
Description: Records documenting investigations involving teachers, parents, and/or students
Retention: 7 years
Legal Citation: O.C.G.A. 17-3-1 (c)
Description: Records documenting programs for the handicapped through the Georgia Learning Resources Services
Retention: 5 years
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
Description: Reports submitted to the state about enrollments in private schools
Retention: Permanent
Legal Citation: O.C.G.A. 20-2-690
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
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)
Description: Report of statistical information to the state
Retention: Annual reports: 10 years; Periodic reports: 5 years
Description: Records documenting requests from former students for copies of their records
Retention: 1 year
Description: Requests by individual schools to use a school system bus and driver for a special trip
Retention: 3 years
Description: Records documenting the activities and initiatives sponsored by this federally-funded program
Retention: 3 years
Description: Documents the selection of outstanding students to receive scholarships
Retention: Retain for useful life.
Legal Citation: O.C.G.A. 20-2-306
Description: Certification of bus drivers for satisfactory physical condition
Retention: 2 years or until replaced with new certificate
Description: Information about schedules, timing, and distance for individual buses
Retention: 1 year or until superseded
Description: Compilation of numbers of school aged children
Retention: 2008 and Prior: Permanent; Post-2008: Retain for useful life.
Description: Records documenting all activities pertaining to planning and construction of educational facilities
Retention: Retain for life of facility
Description: Scrapbooks, newspaper articles, photographs, and artifacts that document the development of the school system
Retention: Permanent
Description: Records, such as evaluations, created by the school system psychologist or psychometrist
Retention: 5 years
Legal Citation: O.C.G.A. 20-2-152
Description: Statistical reports of caseload to the state
Retention: Annual: 15 years; Periodic: 3 years
Description: Documents relating to the revision of student attendance zones to maximize the use of school facilities
Retention: Approved Plan: Permanent All other records: 3 years
Legal Citation: O.C.G.A. 21-2-261.1
Description: Studies of the conditions and funding levels in the school system
Retention: Refer to retention for periodic reports in the Administrative Category.
Legal Citation: O.C.G.A. 20-2-182
Description: Applications for and certificates of accreditation by SACS
Retention: Accreditation Certificate: Permanent. Applications: 5 years
Legal Citation: Southern Association of Colleges and Schools Accreditation Guidelines; O.C.G.A. 20-2-20; 20-3-411
Description: Accreditation review and maintenance records
Retention: Final Report: Permanent; All other records: Retain until completion of report
Legal Citation: Southern Association of Colleges and Schools Accreditation Guidelines; O.C.G.A. 20-2-20; 20-3-411
Description: Core documentation of admission criteria and program requirements
Retention: Permanent. Retain 1 copy.
Legal Citation: O.C.G.A. 20-2-152
Description: Records documenting the administration and results of state required standardized student testing programs.
Retention: 4 years
Description: Records documenting state required standardized student test summaries showing overall school or system results.
Retention: 10 years.
Description: Records documenting the expenditure of funds awarded to certified personnel, paraprofessionals, and aides for the successful completion of education opportunities
Retention: 7 years
Legal Citation: O.C.G.A. 9-3-24; Administrative Code 160-3-3-.04
Description: Documentation of student clubs and organizations, events, publications, contests, and competitions.
Retention: Refer to retention for Scrapbooks in the Administrative Support Category
Description: Teacher counseling records for individual students
Retention: Retain for useful life
Description: Records of disciplinary action of problem students
Retention: 7 years or until age 22, whichever is shorter.
Legal Citation: O.C.G.A. 20-2-751.6; 20-2-752; 20-2-753; 20-2-754; 20-2-755; 20-2-756; 20-2-757; 20-2-758
Description: Documentation of evidence, transcripts, and decisions based on due process hearings
Retention: 15 years or until age 22, whichever is shorter
Description: Documents relating to the educational progress and health status of migrant students
Retention: Retain until records received from local school system
Description: Communications from a student's parent or guardian indicating the reason for the student's absence
Retention: Retain until end of school year
Description: Information documenting prescribed medicines and medical conditions of individual students
Retention: 2 years after graduation or date of last attendance
Description: Official record of the individual student for his/her period of enrollment at a school; includes attendance reports, transcripts, standardized test scores (CRCT, GHST, etc.)
Retention: Permanent
Description: Records only required or presented to the school district while the student is enrolled and those not created by the school district; including birth certification, immunizations, medical, legal, and optional testing (ACT, SAT, etc.) records
Retention: Give to student/parent at graduation or at time of withdrawal or retain after 1 year of leaving school district
Archival Instructions: Vital Record - duplicate and store offsite
Description: Individual student records for the special ed program
Retention: Retain until age 22 and notification of parents.
Legal Citation: 34 CFR 300.624
Description: Records documenting assistance, instruction, and remediation provided to students who fail to pass the high school graduation exam
Retention: 4 years after graduation or last attempt to complete
Description: Requests for early release from school for work or travel purposes
Retention: Retain until end of school year
Description: Record documenting students leaving campus for work, lunch or other purposes
Retention: Retain until end of school year
Description: Records supporting the identification and recommended modifications in student behavior
Retention: 2 years after student leaves the school district
Description: Records documenting the operation of summer vocational education programs
Retention: 5 years
Legal Citation: O.C.G.A. 20-2-168
Description: Records used to investigate complaints against teachers
Retention: Founded: 20 years after settlement of case; Unfounded: 1 year after investigation completed
Description: Documentation of teaching plans including subject, class period, activity, and/or project
Retention: 2 years
Legal Citation: O.C.G.A. 20-2-200
Description: Documentation of all planning activities and schedules for contract teachers
Retention: 1 year
Description: Handbooks explaining school operating procedures
Retention: Permanent. Retain 1 copy
Legal Citation: O.C.G.A. 20-2-736
Description: Attendance register documenting daily attendance in each class
Retention: Pre-1940: Permanent Post-1940: 2 years
Legal Citation: O.C.G.A. 20-2-697
Description: Teacher's working file on each student
Retention: Retain for useful life
Description: Recommendations for the selection and purchase of textbooks
Retention: 10 years
Legal Citation: O.C.G.A. 20-2-1014; 20-2-1012; 20-2-1011
Description: Contracts and orders of approved course texts
Retention: 1 year after new adoption implemented
Legal Citation: O.C.G.A. 20-2-1014
Description: Records documenting application, receipt, and expenditure of Title I education funds for such programs as Even Start, Migratory Children, and Comprehensive School Reform
Retention: 3 years after the financial report for the grant year
Description: Records of guidance provided to problem students by the school social worker
Retention: 2 years
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
Georgia Archives
5800 Jonesboro Road
Morrow, GA 30260
U.S.A.
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