2018 Timely Destruction of Obsolete RPS Records

INFORMATION COMMUNICATION & TECHNOLOGY SERVICES 301 North 9th Street, 13th Floor Richmond, VA 23219 Telephone: (804) 780-5601 Fax: (804) 649-3801

WHY: State law requires all public records to be destroyed within six months or one year after state retention period expires.

WHO: All RPS Schools and Departments.

WHAT: Obsolete records and copies of originals as listed on Page 4 & the attached destruction forms.

Contact Division Records Manager (Anthony Johnson, 780-5601, [email protected]) if you have records not listed.

HOW: ▪ Pull the listed records from your files and pack each group of records in their own box(es).

▪ Label each box with your School or Department Name, type of records (Group A-F or Copies) and date range, depending on contents.

▪ For empty boxes: from Facility Services through SchoolDude Work Request System.

▪ Instructions for completing destruction forms are attached.

▪ Return the completed destruction forms as indicated on the forms.

▪ ONLY THE BOXES INDICATED ON THE RETURNED FORMS WILL BE PICKED UP FOR SHREDDING.

WHERE: From all schools and departments.

Questions may be addressed to: Division Records Manager, Anthony Johnson, 780-5601, [email protected]

Procedures for 2018 Timely Destruction of Obsolete RPS Records

1. Put: 2016-2017: in a box labeled: GROUP A Acknowledgements of Receipt Anecdotal Notes on Students Approval/Permission Records Grade Records: Interim Marks Reports

2. Put: 2015-2016: in a box labeled: GROUP B Exam Records: Nongraduation-Associated Assessments Exam Records: Non-Standardized Grade Records: Report Cards Grade Records: Teacher’s Grade Books & Rpts – Nongraduation-Associated Homeroom Counts - Attendance Records Leave Early Forms - Attendance Records Parent Conference Roster (Sign-In Sheet) Re-employment Forms (Departed Employee) Security: Access ID Records Student Attendance Cards Subpoenas and Responses Tardy Forms - Attendance Records Testing Schedules/Plans/Directions/Reports Truancy Records (Except for Truancy Meeting Minutes & documentation)

3. Put: 2014-2015: in a box labeled: GROUP C Correspondence - All Officials Except School Board, Superintendent, Dept Heads Student Emergency Cards - Clinic Records Telephone Long Distance Reporting

4. Put: 2013-2014: in a box labeled: GROUP D Bank Statements Building Maintenance/Mgmt: Parking Records Building Permits Cancelled Checks Civil Rights Compliance Report Correspondence - Dept Heads/Board Members - Except Chairpersons Correspondence - Superintendent - Non-Policy and Non-Program Development Educational Assistance Records Financial Accounting Reports Fire Drill (Safety) Records Individual Assessments and Protocols Invoices (Accounts Payable Records) P.T.A. Data (Volunteer Assistance Records) Permission to Attend (Not for Certification) Remittance Statements Recruitment (Job Applications) & Selection Records (Not Hired) Repair Requests - Building Maintenance Safety and Security Response Drill Sales and Use Tax Certificate of Exemption School Nutrition Program Records Staff Development (Not for Certification) Student Activity Funds (Cash Receipts) Student Insurance Student Placement and Transfer Records Verification of Employment Records

Procedures for 2018 Timely Destruction of Obsolete RPS Records

5. Put: 2011-2012: in a box labeled: GROUP E Accident Reports - Staff Bid and Bid Proposal Records Contracts (after expiration) Exam Records: Graduation-Associated Assessments Federal Grant Program Files Grade Records: Teacher’s Grade Books & Rpts – Graduation-Associated Impact Aid Survey Forms (Gov't Surveys) Payroll Records (including Time and Attendance Records) Pictures (student listing)/Company agreement Purchase Orders and Requisitions School Building Capacity Report School Improvement Plan School System Studies & Reports (Non-Historical) Student Discipline: Incident/Suspension Records Student Membership Report to VDOE Teacher Registers of Student Attendance Workman’s Compensation Records

6. Put: 2006-2007: in a box labeled: GROUP F Accreditation Report Ledger Records Outcome Accountability Project Report Performance (School) Appraisal Agreement

7. Put: COPIES in a box labeled: COPIES Of the original or of the copy of record when the copies are no longer administratively necessary

8. If you have other types of records not listed, contact the Division Records Manager, Anthony Johnson, at 780-5601 or [email protected].

9. For empty boxes: Request from Facility Services through SchoolDude Work Request System.

10. Complete the attached destruction forms for each group of records you have (Group A-F or Copies):

 Your school or department (Item 2)  The person completing the form (Item 3)  Your address, phone number, and e-mail address (Items 4 & 5)  Check () the records that are boxed (Item 6a)  For copies, list the type of records copied (Item 6b)  The room where your obsolete records may be picked up (Item 6d)  The total number of boxes for that group of records (Group A, B, C, D, E, F, or Copies) (Item 6e)  Principal/Department Head printed name, signature, and date signed (Item 7)

11. Email, fax, or send all completed destruction forms to the Division Records Manager, Anthony Johnson ([email protected]; Fax: 649-3801; 13th Fl, City Hall).

12. If not emailed, send email notification that the forms have been sent: [email protected]

13. Pickup of obsolete records for destruction will be scheduled upon receipt of the completed disposal forms.

14. Questions to: Division Records Manager, Anthony Johnson, 780-5601, [email protected]

Destroyable RPS Records (Alpha)

Title Group Yrs Old No. **Copies of the original or of the official copy of record N/A Not Needed N/A Accident Reports - Staff E 5 GS-3 #010220 Accreditation Report F 10 GS-21 #008095 Acknowledgements of Receipt A EndAcadYr GS-21 #009536 Anecdotal Notes on Students A EndAcadYr GS-21 #008126 Approval/Permission Records A EndAcadYr GS-21 #008128 Bank Statements D 3 GS-2 #200104 Bid and Bid Proposal Records E 5 GS-2 #200106 Building Maintenance/Mgmt: Parking Records D 3 GS-16 #005188 Building Permits D 3 GS-6 #000293 Cancelled Checks D 3 GS-2 #010143 Civil Rights Compliance Report D 3 GS-21 #008201 Contracts (after expiration) E 5 GS-2 #010159 Correspondence - Department Heads D 3 GS-19 #010037 Correspondence - Other Officials - Except School Board, Superintendent, and Dept Heads C 2 GS-19 #010038 Correspondence - School Board - Except Chairpersons D 3 GS-19 #100893 Correspondence - Superintendent - Non-Policy and Non-Program Development D 3 GS-19 #010037 Educational Assistance Records D 3 GS-3 #010229 Exam Records: Non-Standardized B 1 GS-21 #200506 Exam Records: Graduation-Associated Assessments E 5 GS-21 #000239 Exam Records: Nongraduation-Associated Assessments B 1 GS-21 #000240 Federal Grant Program Files E 5 GS-21 #008099 Financial Accounting Reports D 3 GS-2 #010162 Fire Drill (Safety) Records D 3 GS-16 #005250 Grade Records: Interim Marks Reports A EndAcadYr GS-21 #200316 Grade Records: Report Cards B 1 GS-21 #008150 Grade Records: Teacher’s Grade Books & Reports - Graduation-Associated E 5 GS-21 #008151 Grade Records: Teacher’s Grade Books & Reports - Nongraduation-Associated B 1 GS-21 #200317 Homeroom Counts - Attendance Records B 1 GS-21 #008130 Impact Aid Survey Forms (Gov't Surveys) E 5 GS-21 #008101 Individual Assessments and Protocols D 3 GS-21 #007109 Invoices (Accounts Payable Records) D 3 GS-2 #010143 Leave Early Forms - Attendance Records B 1 GS-21 #008130 Ledger Records F 10 GS-2 #010169 Outcome Accountability Project Report F 10 GS-21 #008095 P.T.A. Data (Volunteer Assistance Records) D 3 GS-3 #001763 Parent Conference Roster (Sign-In Sheet) B 1 GS-21 #008126 Payroll Records (including Time and Attendance Records) E 5 GS-2 #200105 Performance (School) Appraisal Agreement F 10 GS-21 #008095 Permission to Attend (Not for Certification) D 3 GS-3 #010251 Pictures (student listing)/Company agreement E 5 GS-2 #010159 Purchase Orders and Requisitions E 5 GS-2 #200106 Recruitment (Job Applications) & Selection Records (Not Hired) D 3 GS-3 #010249 Remittance Statements D 3 GS-2 #010162 Repair Requests - Building Maintenance D 3 GS-16 #005189 Safety and Security Response Drill D 3 GS-16 #005250 Sales and Use Tax Certificate of Exemption D 3 GS-2 #010143 School Building Capacity Report E 5 GS-21 #008112 School Improvement Plan E 5 GS-21 #008115 School Nutrition Program Records D 3 GS-21 #001013 School System Studies & Reports (Non-Historical) E 5 GS-21 #008112 Security: Access ID Records B 1 GS-16 #005249 Staff Development (Not for Certification) D 3 GS-3 #010251 Student Activity Funds (Cash Receipts) D 3 GS-2 #200104 Student Attendance Cards B 1 GS-21 #008130 Student Discipline: Incident/Suspension Records E 5 GS-21 #008227 Student Emergency Cards - Clinic Records C 2 GS-21 #008195 Student Insurance D 3 GS-2 #010165 Student Membership Report to VDOE E 5 GS-21 #008105 Student Placement and Transfer Records D 3 GS-21 #008166 Subpoenas and Responses B 1 GS-21 #009537 Tardy Forms - Attendance Records B 1 GS-21 #008130 Teacher Registers of Student Attendance E 5 GS-21 #008160 Telephone Long Distance Reporting C 2 GS-16 #005266 Testing Schedules/Plans/Directions/Reports B 1 GS-21 #000233 Truancy Records (Except for Truancy Meeting Minutes & documentation) B 1 GS-21 #008130 Verification of Employment Records D 3 GS-3 #011152 Workman’s Compensation Records E 5 GS-2 #010218

A = End of Academic Yr; B = 1 Yr; C = 2 Yrs; D = 3 Yrs; E = 5 Yrs; F = 10 YRs Destroyable RPS Records (by Group)

Title Group Yrs Old Schedule & No. **Copies of the original or of the official copy of record N/A Not Needed N/A Acknowledgements of Receipt A EndAcadYr GS-21 #009536 Anecdotal Notes on Students A EndAcadYr GS-21 #008126 Approval/Permission Records A EndAcadYr GS-21 #008128

Group A Group Grade Records: Interim Marks Reports A EndAcadYr GS-21 #200316 Exam Records: Nongraduation-Associated Assessments B 1 GS-21 #000240 Exam Records: Non-Standardized B 1 GS-21 #200506 Grade Records: Report Cards B 1 GS-21 #008150 Grade Records: Teacher’s Grade Books & Reports - Nongraduation-Associated B 1 GS-21 #200317 Homeroom Counts - Attendance Records B 1 GS-21 #008130 Leave Early Forms - Attendance Records B 1 GS-21 #008130 Parent Conference Roster (Sign-In Sheet) B 1 GS-21 #008126 Security: Access ID Records B 1 GS-16 #005249 Group B Group Student Attendance Cards B 1 GS-21 #008130 Subpoenas and Responses B 1 GS-21 #009537 Tardy Forms - Attendance Records B 1 GS-21 #008130 Testing Schedules/Plans/Directions/Reports B 1 GS-21 #000233 Truancy Records (Except for Truancy Meeting Minutes & documentation) B 1 GS-21 #008130 Correspondence - Other Officials - Except School Board, Superintendent, and Dept Heads C 2 GS-19 #010038

C Student Emergency Cards - Clinic Records C 2 GS-21 #008195 Telephone Long Distance Reporting C 2 GS-16 #005266 Bank Statements D 3 GS-2 #200104 Building Maintenance/Mgmt: Parking Records D 3 GS-16 #005188 Building Permits D 3 GS-6 #000293 Cancelled Checks D 3 GS-2 #010143 Civil Rights Compliance Report D 3 GS-21 #008201 Correspondence - Department Heads D 3 GS-19 #010037 Correspondence - School Board - Except Chairpersons D 3 GS-19 #100893 Correspondence - Superintendent - Non-Policy and Non-Program Development D 3 GS-19 #010037 Educational Assistance Records D 3 GS-3 #010229 Financial Accounting Reports D 3 GS-2 #010162 Fire Drill (Safety) Records D 3 GS-16 #005250 Individual Assessments and Protocols D 3 GS-21 #007109 Invoices (Accounts Payable Records) D 3 GS-2 #010143 P.T.A. Data (Volunteer Assistance Records) D 3 GS-3 #001763

Group D Group Permission to Attend (Not for Certification) D 3 GS-3 #010251 Recruitment (Job Applications) & Selection Records (Not Hired) D 3 GS-3 #010249 Remittance Statements D 3 GS-2 #010162 Repair Requests - Building Maintenance D 3 GS-16 #005189 Safety and Security Response Drill D 3 GS-16 #005250 Sales and Use Tax Certificate of Exemption D 3 GS-2 #010143 School Nutrition Program Records D 3 GS-21 #001013 Staff Development (Not for Certification) D 3 GS-3 #010251 Student Activity Funds (Cash Receipts) D 3 GS-2 #200104 Student Insurance D 3 GS-2 #010165 Student Placement and Transfer Records D 3 GS-21 #008166 Verification of Employment Records D 3 GS-3 #011152 Accident Reports - Staff E 5 GS-3 #010220 Bid and Bid Proposal Records E 5 GS-2 #200106 Contracts (after expiration) E 5 GS-2 #010159 Exam Records: Graduation-Associated Assessments E 5 GS-21 #000239 Federal Grant Program Files E 5 GS-21 #008099 Grade Records: Teacher’s Grade Books & Reports - Graduation-Associated E 5 GS-21 #008151 Impact Aid Survey Forms (Gov't Surveys) E 5 GS-21 #008101 Payroll Records (including Time and Attendance Records) E 5 GS-2 #200105 Pictures (student listing)/Company agreement E 5 GS-2 #010159 Purchase Orders and Requisitions E 5 GS-2 #200106

Group E Group School Building Capacity Report E 5 GS-21 #008112 School Improvement Plan E 5 GS-21 #008115 School System Studies & Reports (Non-Historical) E 5 GS-21 #008112 Student Discipline: Incident/Suspension Records E 5 GS-21 #008227 Student Membership Report to VDOE E 5 GS-21 #008105 Teacher Registers of Student Attendance E 5 GS-21 #008160 Workman’s Compensation Records E 5 GS-2 #010218 Accreditation Report F 10 GS-21 #008095 Ledger Records F 10 GS-2 #010169 Outcome Accountability Project Report F 10 GS-21 #008095

Group F Group Performance (School) Appraisal Agreement F 10 GS-21 #008095

A = End of Academic Yr; B = 1 Yr; C = 2 Yrs; D = 3 Yrs; E = 5 Yrs; F = 10 YRs Return to: Division Records Manager, Anthony Johnson, 13th Fl, City Hall; Email: [email protected]; Phone: 780-5601

GROUP A - END-OF-ACADEMIC-YEAR Records