Or. Admin. Code § 166-400-0040 - School Administration Records
(1)
Communication Logs Logs document communications made or received
through a variety of electronic devices, including but not limited to
telephone, smart phone, facsimile (fax), radio, computer-aided dispatch, pager,
and teletype, AND are not otherwise specified in this general records retention
schedule (OAR 166 division 400). Logged information may include time, date and
disposition of communication, name of caller, number called or received, and
action taken. SEE ALSO Correspondence in the Administrative Records section.
Minimum retention: 1 year
(2)
District Boundary Records Records document the formation,
consolidation, and reorganization of school districts and their boundaries.
Records may include but are not limited to boundary board meeting minutes;
boundary board hearing records; board decisions; maps and plats; land records;
boundary descriptions; and related documentation. Minimum retention: Permanent.
(3)
District Clerk's Records
Records document the administration of the school district and the
reporting of this general and financial information to the county school
superintendent. The district clerk's record books may contain but are not
limited to reports of annual school meetings, special school meetings, and
district board meetings; financial reports, receipts, and accounts; teacher
contracts; annual census of school-aged children; payroll information; summary
of subjects taught; records of school boundaries; and related documentation.
The school register and record books may contain but are not limited to records
of visitors; records of students registration, attendance, and deportment;
general school statistics; teacher salary records; program and class records;
evaluations of student progress; data on parents and guardians; and related
documentation. These records are no longer being created. Minimum retention:
Permanent.
(4)
Interscholastic Athletic Activity Program Records Records document
student eligibility and participation in interscholastic competitive sports and
athletic activities, athletic event and team publicity, and athletic events
scheduling. Records may include but are not limited to team standings; win/loss
records; All-Star selections; team member information; statistics; event and
practice schedules; and related documentation and correspondence. Minimum
retention: 5 years after school year in which records were created.
(5)
Key and Keycard Records
Records document the issuance of keys and keycards to staff to enable access to
buildings and sites. Records may include but are not limited to key
inventories, key issue forms, key replacement records, and key disposal
records. Minimum retention: (a) Retain access and entry logs 3 years (b) Retain
other records 2 years after key is turned in
(6)
Mailing Lists Records
document the compilation of names and addresses of persons and organizations by
a school, district, or ESD for mailing purposes. Lists are used to facilitate
billing, outreach activities, and other functions of the school, district, or
ESD. Minimum retention: Until superseded or obsolete.
(7)
Parking Records Records
document parking provided for the public or school, district, or ESD staff or
students. Records include parking permits and applications, special permits,
permit receipts, parking citations, appeal petitions, and related
correspondence and documentation. Minimum retention: (a) Retain citation
records: 3 years after resolved (b) Retain all other records: 3 years.
(8)
Postal Records
Records document transactions with the U.S. Postal Service and private
carriers. Records may include but are not limited to postage meter records,
receipts for express deliveries, registered and certified mail; insured mail,
special delivery receipts and forms, loss reports, and related correspondence.
Minimum retention: 3 years after school year in which records were created.
(9)
Press Releases
Records document school, district, or ESD information that is officially
released to the media for dissemination to the public. Records may include
press or news releases, public service announcements, and related
documentation. Minimum retention: (a) Policy and Historic press/news releases:
Permanent (b) Routine news/press releases: 2 years
(10)
Publications Records
document publications produced by a school, district, or ESD for educational or
informational purposes, or to communicate information about programs, policies,
services, and events. Records include publications produced by individual
school staff, offices, and students. Types of publications may include but are
not limited to catalogs, books, magazines, newsletters, rosters, directories,
brochures, pamphlets, media guides, guidebooks, proceedings, programs,
schedules, yearbooks, manuals, newspapers, calendars, and flyers. Records may
include but are not limited to working papers, mock-ups, drafts, photographs,
final publications, and publications on the school, district, or ESD's Internet
home page. SEE ALSO Press Releases in this section. Minimum retention: (a)
Retain significant publications, official copy: Permanent (b) Retain
preparation records: Until published (c) Retain all other publications and
records: 2 years
(11)
Scheduling Records Records document the scheduling and
reservations related to in-house participation in and use of various school,
district, or ESD activities, events, classes, facilities, and meeting rooms.
Records may include but are not limited to schedules, logs, lists, classroom
assignments, requests, and related correspondence and documentation. Minimum
retention: 2 years after school year in which records were created
(12)
Security Records Records
document security provided for school, district, or ESD building and grounds.
Security may be provided by an on-site public safety office and public safety
officers. Records may include but are not limited to security logs, sign-in
sheets, visitor logs, security activity reports, incident reports, statistical
information, and related correspondence and documentation. SEE ALSO Key
Issuance Records in this section. Minimum retention: 3 years after school year
in which records were created
(13)
Student Handbooks Records document school rules and regulations
and student rights and responsibilities. Information may include but is not
limited to general school information, academic requirements, dress codes,
rules of student conduct, freedoms, and student grievance procedures. Minimum
retention: (a) Retain official copy: Permanent (b) Retain all other copies:
Until superseded or obsolete.
(14)
Visitor Logs Records document visitors to agency buildings.
Records name include visitors' names, visitor badges issued, and entrance and
exit times. Minimum retention: 1 year
Notes
Stat. Auth.: ORS 192 & 357, Other Auth. Code of Federal Regulations Title 34
Stats. Implemented: ORS 192 & 357
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