FILE:  CG

Cf:  DIE, GAK, JR

 

ADMINISTRATIVE RECORDS

 

 

School district records are public records and are available for inspection by any person at reasonable times during working hours.  However, certain school documents, such as pupil school health records, pupil report cards, supervisory reports on teachers, budget worksheets, and personnel folders are in the category of privileged information and are not public records.  Access to or release of privileged information such as pupil or personnel records, shall be governed by appropriate regulations and procedures.

 

Notwithstanding any other provisions of law or rules or regulations to the contrary, the St. Martin Parish School Board, upon majority vote of the total Board membership, shall have the right to examine any or all records of the school system.

 

EMPLOYEES' SOCIAL SECURITY NUMBERS

 

Except as required by applicable law, regulation, or policy of the Louisiana Board of Elementary and Secondary Education (BESE), the School Board shall not use the social security number of a teacher or school employee as a means of identification for such teacher or employee.  The teacher or employee shall not be required to include or provide his/her social security number on any form or other written document unless:

 

  1. A social security number is required by any applicable law, regulation or policy of BESE; or
     

  2. The form or written document is required for employment, retirement, application for leave or an individualized education plan.

 

The School Board or any school official or employee shall not provide access to any form or document on which the social security number of a teacher or school employee appears to any person other than the following:

 

  1. Any official or employee of the school at which the teacher or school employee works, the School Board, or the Louisiana Department of Education, when such access is necessary for the performance of the duties and responsibilities of the official or employee.
     

  2. Any person authorized to have such access by the teacher or school employee.

 

COPIES OF RECORDS

 

Official records of the school district shall not leave the school or district premises except for official school business.  Copies of school district records may be requested at any time.  The School Board shall require any person making the request to reimburse the School Board for the actual fees and costs incurred prior to providing any document, record, or item, unless the person is exempted from providing reimbursement.  Duplication of records classified as privileged information shall not be permitted.

 

List of Personnel

 

The list of names and addresses of St. Martin Parish School Board employees shall be made available upon request submitted to the Central Office.

 

Requests for copies of documents covered by the School Employee Personnel File Policy must be in writing.

 

List of Students

 

The list of names and addresses of St. Martin Parish students will be made available upon request submitted to the Central Office.

 

Requests for copies of documents shall be submitted in writing to the Child Welfare and Attendance Supervisor.

 

ACCESS TO RECORDS

 

Any person may request in writing, a time to see such public records at a mutual, agreeable time with the office of the Superintendent and such time and place will be mutually stipulated during normal working hours.  Any request to view records shall clearly state the specific records desired.

 

PRESERVATION OF RECORDS

 

All persons and public bodies having custody or control of any public record, other than permanent records required by existing law to be kept for all time, shall exercise diligence and care in preserving the public record for the period or periods of time specified for such public records in formal records retention schedules developed and approved by the state archivist and director of the division of archives, records management, and history of the Department of State.  However, in all instances in which a formal retention schedule has not been executed, such public records shall be preserved and maintained for a period of at least three (3) years from the date on which the public record was made.  However, when copies of an original record exist, the original alone shall be kept; when only duplicate copies of a record exist, only one copy of the duplicate copies shall be required to be kept.  When an appropriate form of the microphotographic process has been utilized to record, file, and otherwise preserve such public records, with microforms produced in compliance with statutory provisions, the microforms shall be deemed originals in themselves, and disposition of original documents which have been microphotographically preserved and of duplicates and other copies thereof shall proceed in accordance with state law.

 

All existing records or records hereafter accumulated by the Board, which participates in federal programs or receive federal grants, may be destroyed after three (3) years from the date on which the records were made in those cases where this provision is not superseded by guidelines for the operative federal program or grant requiring longer retention periods for the records in question;  provided that these records shall not be destroyed in any case where litigation with reference thereto is pending, or  until the appropriate state or federal audits have been conducted.

 

SCHOOL RECORDS/REPORTS

 

At school, the principal shall be responsible for all records and reports; however, he/she shall have authority to delegate the task of keeping records or progress reports to members of the faculty.

 

Any and all reports shall be processed through the principal, who shall be responsible for submitting the report to the proper authority or agency.  The following is a list of records and reports which must be maintained and/or submitted:

 

  1. Cumulative Folder

 

This folder provides a complete record of each student during his/her twelve (12) years in school.  There should be no delay in entering information on the cards.  Generally, the responsibility for maintaining this folder is that of the teacher.

 

    1. Whenever possible, cumulative folders should be kept in a central location, preferably in the principal's office.  At the high schools and the junior high schools, the records could be kept in the guidance department provided the area is deemed safe and inaccessible to students or outside interests.  If records must be kept in classrooms, they should be stored in accordance with the guidelines established for all cumulative records.
       

    2. The following information appropriately serves the student and the school and therefore, should be kept in the folder:  attendance records, cumulative grade sheets, test records sheets, excuses from parents or doctor limiting a student's activity (for the period that the excuse is in effect), formal letters of suspension or expulsion, health record card, I.E.P's, and special commendations.
       

    3. Cumulative records should be purged of any and all unnecessary and improper information now and at periodic times during a student's education, as follows:

 

      1. Upon completion of third grade

      2. Upon completion of sixth grade

      3. Upon completion of eighth grade

      4. Upon completion of twelfth grade

      5. Upon arrival in grades 4, 7, and 9, verification that proper documentation included shall occur

 

    1. Either the principal, counselor, curriculum coordinator or assistant principal, or other designee should be assigned the responsibility of purging the cumulative record folders.  It should not be left to the individual teachers.
       

    2. Subjective and unsubstantiated comments should be stricken from cumulative record sheets.
       

    3. Graduate folders should contain same information as enumerated in section b.

 

Definition of Student Records - The records kept in student files may be classified as confidential or directory information.

 

Confidential information includes standardized test scores, aptitude and psychological tests, interests inventory results, health data, family background information, teacher or counselor ratings and observations, and disciplinary records.

 

Directory information includes student's name, address, and telephone number, date and place of birth, grade level, area of study, school activities, weight and height (for athletes), dates of attendance, honors, awards, previous school attended, and photograph or video.

 

PARENTAL PERMISSION IS NOT REQUIRED TO RELEASE DIRECTORY INFORMATION

 

  1. Attendance Record

    This is a record of pupil attendance during each 30 school-day period.  The record is compiled in duplicate; one copy is turned in to the School Board Office within three (3) days after every 30th school day; the second copy is retained by the principal.  
     

  2. Bus Report

    This is a record of pupil membership, average membership, and average attendance of students riding buses.  The report is prepared at the same time as the attendance record, and is turned in at the same time.  A report is made of each individual bus route.
     

  3. Employee Absentee Report

    This report shows the date(s) of absence and the reason(s) for the absence, and is turned in to the School Board office at the end of every calendar month.  Teachers, bus operators, and custodians are reported on the same form.  Lunchroom workers are reported on a separate form. Employees are required to sign an absence form (available in the principal's office) immediately upon their return.  The principal should keep the latter form in his/her records for a period of at least three (3) years.
     

  4. Financial Report

    Since all of the financial records for the school are maintained by the business office under the direct supervision of the Chief Financial Officer or designee, the principals are required to submit at least once a month, but not more than once a week, all pertinent data involving school income and expenditures that pertain to the various accounts maintained through the school financial records.
     

  5. School Food Services Report

 

    1. School Food Service and Special Milk Program Daily Report

      This report is due in the School Board office within three (3) days after the end of the calendar month.  The report is to be completed daily in its entirety on the prescribed form.  The same completed form of the number of lunches served to students, food service workers, school adults, along with money collected, signed copies of invoices of merchandise received during the month, completes the report.
       

    2. School Food Service Payroll or Labor Report

      The report is due in the School Board Office within three (3) days after the end of the calendar month.  The report must be signed by the principal.  Any doctor's discharge papers which may have accumulated since the previous report should accompany this report.
       

    3. Menus and Market Orders

      Completed copies of the menus and market orders are due in the School Board Office on the 20th of each month.
       

    4. Inventory of Equipment
       

      1. An inventory of equipment should be made at the beginning of each school year, and any discrepancies reported to the School Board office.  All additions to equipment made during the school year should be recorded on this inventory as soon as received.

      2. A complete inventory of all equipment must be turned in to the School Board office at the end of the school year and a copy placed in the school food service files.

 

  1. Fire Drill Report

    This report is made monthly to the School Board and shows the number of pupils participating and the time it took to vacate the building during the fire drill.
     

  2. Visiting Teacher Reports

 

    1. Code for Census and Attendance Forms

      Enrollment Forms (grades K 12)        --

      Gains or Losses Form                       C-6

      Family Census Sheet Form               C-3

      Attendance Report Form                   C-8
         

    2. Record of Enrollment

      A complete record of enrollment is to be submitted at the end of the first month of school.  This list will be considered as an assignment for students who were not previously assigned.  Thereafter, all new registrants will be assigned to schools according to zones.
       

    3. Census Report

      The teacher should prepare Gain or Loss Forms within 24 hours from time of a gain or knowledge of a loss and turn it in to the principal.  (Gain or Loss Forms are available in the principal's office.)  The principal shall forward the Gain or Loss Forms to the census and attendance office weekly during the period from the opening of school to the end of December and monthly during the period from the first of the year to the end of the school session.
       

    4. Pupil absences

      Every classroom teacher shall keep accurate daily attendance records of all students assigned.  Whenever there is reason to believe that a pupil is absent from school for an invalid reason, a Form C-8 should be filled out by the teacher and turned in to the principal who in turn will channel it to the truancy officer, Child Welfare and Attendance Supervisor, and/or designee.

      All teachers' attendance records shall be subject to examination by the aforementioned staff.
       

    5. Drop-out Reports

      The card must be filled out on every drop-out regardless of age.  When a student drops out, the reason cited is entered electronically in the student data base and is kept current and electronically filed with the state on an annual basis.  The final drop-out list for any given year is generated by the Louisiana Department of Education’s Student Information System.
       

  1. Vocational Reports

    These reports are generated electronically from all vocational education teacher records.  The reports must be prepared and channeled according to instructions; they are submitted to the Louisiana Department of Education via the Student Information System.

 

  1. Athletic Association Report

    This report is required by the Louisiana High School Athletic Association. The report contains information on athletic activities and athletes.

 

  1. State Annual Report

    Each school is required to turn in an annual report to the state Department of Education.  The report is submitted at the end of the first month following the opening of school.  The report includes the following:  names of teachers, years of experience, number of teaching certificate and date issued, where the certificate was obtained, daily schedules with pupil load.

 

  1. Southern Association Report

    Member schools of the Southern Association are required to submit an annual report.  The report is submitted to the chairman of the respective state accrediting committee.

 

  1. End-of-the-Year Reports

    The reports listed below are to be turned in to the School Board office at the close of the year:

 

    1. Ninth month Principal's Report

    2. Principal's Session Report

    3. Textbook Inventory

    4. Ninth Principal's Monthly School Bus Report

    5. Principal's School Bus Session Report

    6. Inventories:  Fixed Assets Accountant
       

      1. Agriculture

      2. Athletic Equipment

      3. Cafeteria Equipment

      4. Cafeteria USDA Commodities

      5. Commerce Department

      6. Furniture

      7. Home Economics

      8. Industrial Arts

      9. Laboratory

      10. Library - Parish form 18

      11. Music Department

      12. Science Equipment (non-consumable)

 

    1. Career Options

    2. Time Sheets (janitors, janitresses and secretaries)

    3. Items to be submitted to the Chief Financial Officer and/or designee

 

      1. Outstanding Bills

      2. Bank Statements

        1. General Fund

        2. Lunch Fund

      1. Summary of fundraiser activities

      2. Petty Cash Fund court

      3. School Financials

        1. Quicken Reports (annually)

 

  1. Supervisory Reports

    All supervisory report forms are to be kept on file at the central office.
     

  2. Other Reports as Required by the Federal and/or State Governments
     

  3. Periodical Site Safety Committee Report

 

Revised:  September, 2004

 

 

Ref:    La. Rev. Stat. Ann. §§13:5112.1, 17:81, 17:92, 17:93, 17:196, 17:230, 17:232, 17:415, 44:1, 44:4, 44:31, 44:32, 44:36

Board minutes, 9-4-91

 

St. Martin Parish School Board