MCCCD Records & Information Management (RIM)
Student Records for School Districts and Charter Schools
| NO. | RECORD SERIES | YR. |
REMARKS | MCCCD-Specific Keywords+ | |
Supersedes schedule dated November 15, 2007 |
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| 1 | Daily attendance records (attendance records for the school and not individual student attendance records; this series includes student sign-in/out logs) | 4 |
After fiscal year created or received | ||
| 2 | School registers | 4 |
After fiscal year created or received | ||
| 3 | Certificates of Educational Convenience (CEC) | 4 |
After fiscal year of last attendance | ||
| 4 | Disciplinary records | 4 |
After fiscal year of last attendance | ||
| 5 | Excused absence reports | 4 |
After fiscal year created or received | ||
| 6 | Child abuse reports | 2 |
After students 18th birthday | ||
| 7 | Counseling session records | 4 |
After fiscal year of last attendance | ||
| 8 | Professional and working records | 4 |
After fiscal year of last attendance | ||
| 9 | Federal survey records | 3 |
After fiscal year created or received | ||
| 10 | Access and release records | 4 |
After fiscal year of last attendance | ||
| 11 | Grade records (class grade books and not individual student's grades) | 2 |
After grades transferred to permanent student records | ||
| 12 | Standardized test score sheets (including AIIMS) | 3 |
After scores transferred to permanent student records | ||
| 13 | Student activities records (including extracurricular activities, awards, recommendations, and other related records) | 4 |
After fiscal year of last attendance | ||
| 14 | Pesticide notification records | 2 |
After posted | ||
| 15 | Health records (including basic identifying data, general medical history, medical reports, vision and hearing tests, student accident reports, and other related records but does not include immunization records) | 3 |
After fiscal year of last attendance | ||
| 16 | Immunization records (card specified by Department of Health Services) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 17 | Anecdotal records | 4 |
After fiscal year of last attendance | ||
| 18 | Non-medical professional reports (including reports from psychologists, social workers and other related records) | 4 |
After fiscal year of last attendance | ||
| 19 | Student withdrawal notices | 4 |
After fiscal year of withdrawal | ||
| 20 | Permanent student records (including personal identifying information--name, student identification number, etc.--transcript of final grades, summary of attendance and standardized test scores) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 21 | Special education records (including placement records, referrals, evaluations, testing data and other related records) | 4 |
After fiscal year of final enrollment in program (parents must be notified prior to destruction of special education records) | ||
| 22 | Special education census records | 5 |
After fiscal year created or received | ||
| 23 | Student insurance records | 4 |
After fiscal year of last attendance | ||
| 24 | Student population studies | 3 |
After fiscal year created or received | ||
| 25 | Tuition program records | 4 |
After fiscal year created or received | ||
| 26 | Affidavits of intent to home school (office copy--offical copy with County Superintendent of Schools) | 4 |
After fiscal year of last attendance | ||
| 27 | Juvenile probation records | 3 |
After students 18th birthday | ||
| 28 | Registration records for students who never attend school | 4 |
After fiscal yaer created or received | ||
| 29 | Pre-school records (students not continuing in school district) | 1 |
After fiscal year of last attendance | ||
| 30 | Composite test scores and growth models (not scores of individual students but general school and district scores) | - |
After administrative value has ended | ||
| 31 | Annually updated records (including computer use agreements and annual questionnaires including residency questionnaire) | - |
After superseded or obsolete | ||
| 32 | All other non-permanent student records | 4 |
After fiscal year of last attendance | ||
+The retention schedules are developed by the Arizona State Library, Archives and Public Records; the internal words used by MCCCD may differ than those shown on the schedule. Look for the "type" of item rather than a specific word, i.e., instead of "official function form" consider that it is a form MCCCD uses to support a purchase and review the Finance schedule for the retention period of similar items.
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