CUM FOLDERS & RECORDS RETENTION

1. CUMFOLDERS & RECORDS RETENTION

2. CUM Folder Status • Active CUM Folders • Inactive CUM Folders • Graduate & COHORT Folders

3. Active • Any student who is currently enrolled and attending a Gilbert Public School.

4. Contents of Active CUM Folder • Enrollment Form- audit requirement • Home Language Survey (PHLOTE)- - audit requirement • Birth Certificate or other qualifying documentation- audit requirement • AZ Residency Form (proof of residency) –or- AZ Shared Residency Form- audit requirement • supporting documentation- audit requirement • Documentation of Court Order Form • Supporting documentation if applicable • Withdrawal Form- if Enrolling from other AZ school district- audit requirement • Permanent Record Card for elementary completed with grades • Transcripts for secondary • AIMS • 45 day screening

5. Where to Find Standardized Forms

6. Inactive The CUM folder of a withdrawn student is considered an ‘inactive file’. • If student moves to another GPS campus: Forward the CUM folder within (5) working days to the new GPS campus. • If the student withdraws from the district: • These files should be kept separate from the active CUM folders of and placed in the inactive section for the students current grade. • On the top right hand corner: ( In pencil) indicate –DOW, expected Jr. High Campus & High School Campus.

7. Records Request • If a school entity other than GPS requests records The copies following should be sent: • Immunization record • Withdrawal Grades & Withdrawal Form (SAIS number included) • Any Standardized Test Results • IEP/Psychological Records

8. Advancing Inactive CUM Folders • When the grade promotes, the inactive files for that grade also promote. This will ensure that the student's CUM folder stays with the students expected grade level or COHORT class. • For example, When a second grader withdraws, the CUM folder is added to the inactive file area for second grade. When the entire grade advances to third grade, the file would then advance to the inactive file area for 3rd grade. • The withdrawn files will continue to advance with the grade.

9. Inactive -Elementary to Junior High • When the 6th grade inactive files advance, the inactive files are boxed separately from the active files and sent to the Junior High the student would have attended. • Before the inactive file is sent to the Junior High, any file inactive for 4 years must be cleaned out. • (If the file is inactive for less than 4 years, the file and all of its contents are sent to the Junior High) • The only permanent records that remain in the inactive CUM folder after 4 years inactive are: • Permanent Record Card (PRC) • 3rd Grade AIMS test results ONLY • Notice Of Student Withdrawal (copy of most recent)- If student withdrawn as a W4, a print out of the 10 consecutive, unexcused absences • Immunization records

10. Inactive- Junior High to High School • When the 8th grade inactive file advances, the inactive files are boxed separately from the active files and sent to the High School the student school would have attended. • Before the inactive file is sent to the High School, any file inactive for 4 years must be cleaned out. If the file is inactive for less than 4 years, the file and all of its contents are sent to High School the student would have attended.. • (If the file is inactive for less than 4 years, the file and all of its contents are sent to the High School) • The only permanent records that remain in the inactive CUM folder after 4years inactive are: • Permanent Record Card (PRC) • 3rd & *8th Grade AIMS Test Results ONLY • Notice Of Student Withdrawal (copy) • If student withdrawn as a W4, a print out of the 10 consecutive, unexcused absences • Immunization records • Junior High School Transcript

11. Inactive- High School • The inactive CUM folders received from the Junior High Schools will be assigned a withdraw section for that grade. • The inactive file will continue to advance with the COHORT class until that class has graduated.

12. Permanent Records Remaining in CUM for Warehouse • Before files go to the warehouse the CUM folders must only contain the following permanent Records • High School Transcript (AIMS information is printed on transcript) • Junior High School Transcript • Elementary Transcript (PRC) • Blue Permanent record with test scores, (ACT, SAT, AP) with student photo on card • Immunization record • 3rd grade AIMS • 8th grade AIMS • Inactive files will also need a copy of the recent withdrawal form- If student is withdrawn as a W4, a print out of the 10 consecutive, unexcused absences.

13. CUM Folder Procedure for Warehouse ONLYHigh Schools will send CUM folder documentation to the warehouse as Elementary and Junior High Schools will continue to advance the CUM folders as previously explained. • Two years after Graduation, please contact District Records to retrieve the Graduate & Inactive COHORT files. Example: Gilbert High School class of 2012 will be picked up in 2014 marked ‘ GHS Graduates 2012' and ‘GHS Inactive COHORT 2012 ‘. • Specify the alphabetical contents of each box Example: “GHS Inactive COHORT 2012 A-F” • Graduates and inactive files should be boxed separately.

14. Remainder Documentation for Warehouse • For files that are inactive for less than 4 years: The remainder documentation should be kept together in alphabetical order (paper clipped) in a separate box. • These documents are to be kept for 4years after the fiscal year of last attendance. • A storage slip must be completed for each box including the destroy date and the date sent to warehouse. ☺Label Boxes ‘ GHS 2012 Non Permanent Records A-G’ Contact your building manager as these boxes are not to go with CUM folders.

15. Record Retention • The State of Arizona requires school districts to keep a variety of documents for a specified period of time. Record retention is required for audits as well as future student reference. • The record retention guidelines are issued by the Arizona Department of Archives and Public Records. Pursuant to A.RS. 41-1381, the published retention periods represent the maximum time that the records can be kept.

16. Arizona State Library, Archives & Public Records

17. Let’s Talk • Questions • Updating Student Procedural Manual

18. Contacts: District Records: Dianna Fernandez - 480-5452185 dianna.fernandez@gilbertschools.net State Reporting: Joanna Catanzaro - 480-545-2112 joanna.catanzaro@gilbertschools.net