Section E – Record Classification and Destruction of Student Records All Charter LEA records are classified as continuing records until such time as their usefulness ceases. While they are continuing records, their destruction is governed by a rather complicated set of guidelines. Certain items are specifically excluded from destruction restrictions. Title 5 of the California Code of Regulations § 16025. All records not classified as Class 1 – Permanent or Class 2 – Optional shall be classified as Class 3 – Disposable, including but not limited to detail records relating to:
(a) Records Basic to Audit, including those relating to attendance, average daily attendance, or a business or financial transaction (purchase orders, invoices, warrants, ledger sheets, cancelled checks and stubs, student body and cafeteria fund records, etc.) and detail records used in the preparation of any other report. Teachers’ registers may be classified as Class 3 – Disposable only if all information required in Section 432 is retained in other records or if the General Record pages are removed from the register and are classified as Class 1 – Permanent.
(b) Periodic Reports, including daily, weekly, and monthly reports, bulletins and instructions.
Other student-related records are defined within three categories: 1) Mandatory Permanent Pupil Records, 2) Mandatory Interim Pupil Records, and 3) Permitted Records ( Title 5 of the California
Code of Regulations § 432 ). Classification and Retention
(1) Mandatory Permanent or Class 1 – Permanent Records are student records which schools have been directed to compile by statute. LEAs are required to maintain indefinitely all mandatory permanent student records or an exact copy thereof for every child who has enrolled in a school program within the LEA. The mandatory permanent student record or a copy thereof shall be forwarded by the sending LEA upon request of the public or private school in which the child has enrolled or intends to enroll ( Title 5 of the California Code of Regulations §§ 16023, 432, 437, and 438 ). (2) Mandatory Interim or Class 2 – Optional Records are student records which schools are required to compile and maintain for stipulated periods of time and are then destroyed when their usefulness ceases (Class 3 – Disposable Records). The Charter LEA is responsible for the classification subject to Charter LEA Governing Board approval. If Mandatory Interim records are classified as Class 3 – Disposable Records, they are to be destroyed in accordance with Title 5 of the California Code of Regulations § 437 ( Title 5 of the California Code of Regulations §§ 16027, 432, 437, and 438 ).
Chapter 5 – Confidentiality and Student Records, Charter SELPA As of 11/18/2016 CAHELP Governance Council Approved
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