FAQ: ES Files

What hardcopy items should I keep for each student/family?

There are items that you must keep and items that you “should” keep in your student’s file for your currently active student and for those who have dropped with you as their last ES with this school. The items you must keep in your files are identified in bold italics and are underlined in the list below. The purpose for the “should” items is to assist you in supporting your ES duties as well as supporting student learning. When a student is transferred from your active “student list” to another ES in your school, these items in your student files are to be sent to the transferring ES, who is now responsible for keeping up these records.

o Current parent/student information*: address, phone, and email (For quicker access, especially if FRED is down)

o Student Agreements: copy or back-up original of (save at least until the audit for that school year is completed—2 years)

o Charter Summary: save copy and keep as long as any student in the family is enrolled in the school

o Graduation Requirements Agreement: High school student; keep original copy with parent signature; update periodically as needed. (keep all forms completed during their high school career with us, and up to 2 years after.)

o 1^st Meeting Information Sheet: yearly copy; keep original copy with parent signature (save until audit for that school year is completed—2 years)

o School Survey Addendum: Save until you enter the results into ES Webfiles, then can destroy hard copy if desired. (Recommended wait to destroy—1 year)

o Rollsheets: Back-up original and a copy of the form sent to the advisor/office (save until audit for that school year completed—2 years)

o School materials/curriculum loaned for students:

ü Keep list of items checked out to parents and items returned to you*

ü Important to keep originals of forms or packing slips signed by parents (from the past) and the Parent Receipt (beginning 11/2008), as long as any of the items listed are in the family’s home and if a missing materials form has been submitted (attach to the sheet and keep indefinitely in their file).

ü Computer Warranty: important for you to keep the original copy of the warranty for school owned computers; give the parent a copy of the warranty only. (Keep until computer is archived)

ü POs*: suggest you keep a copy of product POs, as that will assist you if you need to submit a Missing Materials form. Some ESs attach packing slip to PO once items loaned to parent (Keep according the packing slip/parent receipt info above)

ü Missing Materials: copy of what you mailed to the office (indefinitely)

o Transfer of funds: With parent signature or parent email approval (save at least until audit for that school year completed—2 years)

o Instructional Budget*: (save for 2 years minimum)

o Yearly Standards*: print at the end of the school year and place in student files; (save indefinitely while student is enrolled and for 4+ years after disenrollment)

o Student Yearly Writing sample: copy with prompt and student’s scoring/rubric information (save indefinitely while student is enrolled and for 4+ years after disenrollment)

o Student Samples: collect and keep additional student samples besides those which go into the student’s portfolio

ü HS student: suggest you collect at least one sample per course per learning period plus additional coursework for “creative courses”; keep any additional samples collected not placed in student’s portfolio (save for 4 years after student leaves school)

ü K-8 students: collect and keep samples each month—especially core subjects and Learning Choices courses (save for 2 years after student leaves school)

o Student Educational Activity Permission Slip and check stub: It is important to save permission slips for any GEA’s and/or EA’s your students have taken with school IF, or if students in a CP class will be having a group educational activity outside of the normal course location. These permission slips should be saved forever! (receipts should be sent to the office ASAP, not kept).

o Important parent communication: copies of requests for service or product--helpful for double-checking their requests and showing if a misunderstanding arises (suggest items are saved until after the end of the school year, for items for the same school year; or longer if you feel it is necessary.)

What digital copies should I keep?

Digital information can be kept in a variety ways or locations. You can choose where to store information. Information can be burned to a CD at the end of the school year, or kept in a folder on the computer’s hard drive.

A. Parent Information

B. Important parent communication: email message, requests for service or product (helpful for double checking their requests and showing if misunderstanding arises); it is suggested that items are saved until after the end of the school year, for items for the same school year.

C. LRs: Suggest you save LR information in a word processing document or print to pdf and save in a folder for either family or student, with monthly entries saved with dates of LRs for the school year.

D. Materials list: this can be kept in a variety of formats; spreadsheet or word processing documents, with the cost of the items and vendor name as well as PO number for a reference if items are lost or damaged

E. Yearly Standards: completed at end of school year can be kept in either format—hard copy or digital

F. Scantron assessment results

*Items can be kept in either hard copy or digital format. It should be stored in a format that you can easily access when needed.