Student Records

All cumulative folders are to be stored in the office so that they are only accessible to legitimate educational personnel. They may be removed from that area to be updated or reviewed by approved school personnel only. They are not to be taken out of the building except for reasons approved by the principal. All teachers should thoroughly review the cumulative or IEP record of all students they teach. Some things to review are:

• Attendance Habits
• Standardized Test Scores
• Retention History
• RTI / EIP / Special Education Records

Please note to keep the following:

• Legal Documents: Birth certificates; immunization records; eye, ear, dental records; transcripts from other school systems; end of the year report cards; consent and release of information forms; custody or other legal guardianship papers.
• Placement Tests: Current Year Only
• Standardized Test Score Reports: ITBS, CogAT, CRCT, GKAP-R, Writing Test. Make sure the sticker is attached also.
• Promotion/Retention Letters: (None if child passes; all letters sent home if child fails) Rationale for placement signed by all teachers and principal if placement is determined necessary. Promotion/Retention information should only be kept for one year

Evidence of Learning Folders (E.L.F.):

Teachers will be allowed to keep their E.L.F.’s in a file cabinet in their classrooms during the school year. These folders will be stored in the assistant principal’s office over the summer. UNDER NO CIRCUMSTANCES MAY THESE RECORDS OR CONFIDENTIAL INFORMATION LEAVE THE BUILDING AT ANY TIME. Each teacher should maintain their Class at a Glance Sheet during the year and a Student Assessment Summary Record for each student at the end of the year. This form should remain in the student’s E.L.F.