GENERAL RETENTION SCHEDULE #2

MICHIGAN PUBLIC SCHOOLS

APPROVED APRIL 11, 2023

This General Retention and Disposal Schedule covers records commonly maintained by public

and charter schools, school districts, and intermediate school districts. This schedule

supersedes the schedule that was approved on December 7, 2010. The records that are

described on the attached pages are deemed necessary (1) for the continued effective

operation of Michigan government, (2) to constitute an adequate and proper recording of its

General Administrative Pages 2 - 3 100 - 109

Superintendent/Board of Education Pages 4 - 6 200 - 220

Business Office Pages 7 - 11 300 - 331

Personnel Pages 12 - 16 400 - 424

Payroll Pages 17 - 18 500 - 511

Pupil Accounting Pages 19 - 20 600 - 608

Instruction Page 21 700 - 703

Information Technology Pages 22 - 23 800 - 808

Security/Public Safety Page 24 900 - 908

Facility Operations Pages 25 - 26 1000 - 1011

Schools - Special Education Page 39 1700 - 1702

Schools - Early Childhood Education Page 40 1800 - 1802

Schools - Library Page 41 1900

Schools - Athletics Page 42 2000 - 2006

Professional Development Page 43 2100 - 2104

Community Education Page 44 2200 – 2204

Record Retention Guide Pages 45 - 49

State of Michigan

Title Series Description

These records document various topics, issues,

projects, or activities that an agency or employee

is involved in. They may include, but may not be

limited to, topical reference files about issues,

strategic planning files for the agency or specific

initiatives, special project files (including final

reports), budget documents, audit documents,

and development files for policies, press releases,

Topical file is no

longer of interest

for ongoing

administration

PLUS: 1 year

THEN: Destroy

4/11/2023

General

Administrative

General

Files - These records document correspondence

received or sent that is not pertinent to an active

project, matter, or case being handled by the

agency. They may include, but may not be limited

RETAIN UNTIL:

created

PLUS: 1 year

THEN: Destroy

Date 4/11/2023

Administrative

have temporary value and do not need to be

retained once their intended purpose has been

fulfilled. They may include, but may not be

limited to, routine requests for information that

require no: administrative action, policy decision,

special compilation of research; requests or

matters that are addressed by creating other

records; and reminders.

Activity is

completed

THEN: Destroy

General

Administrative

Agency Staff and

These records document meetings that are

internal to a school district, between district

RETAIN UNTIL:

created

Date 4/11/2023

General

Administrative

work-related meetings, assignments, and tasks.

They may include, but may not be limited to,

RETAIN UNTIL:

Event date

PLUS: 2 years

4/11/2023

correspondence, a copy of the information

released, and billing documentation. [MCL

PLUS: 1 year

THEN: Destroy

State of Michigan

General 0106- Budget Planning Records These records document each department's RETAIN UNTIL: No 4/11/2023

Administrative

longer needed to

supplies, staff, programs, etc. They may include, administer the

but may not be limited to, budget requests, and budget for the

General 0107- Grant Files These records document the administration of RETAIN UNTIL: 4/11/2023

Administrative grants that are applied for by the school district Grant is closed out,

from state, federal and private agencies. plus any additional

Examples of grants include the Consolidated time that is

Application for Federal Funding (Title I, II, III, V), required by the

Section 31A grants from the Michigan granting agency for

Department of Education, Safe and Drug Free auditing purposes

Schools grants from the ISD, Homeland Security, THEN: Destroy

Michigan School Readiness, and Gates

Foundation grants. They may include, but may

General 0108- Publications These records may include press releases, RETAIN UNTIL: 4/11/2023

Administrative brochures, newsletters, and other items that are School district is

published by the school district to distribute dissolved

information about upcoming events, THEN: Transfer to

accomplishments, services offered, etc. the Archives of

General 0109- Policies, Procedures, and These records document school district policies, RETAIN UNTIL: 4/11/2023

Administrative Directives procedures, etc. (including those approved by the Replaced by a new

school board). version

State of Michigan

Superintendent and 0200- Board of Education Meeting These records document the proceedings of the RETAIN UNTIL: 4/11/2023

Board of Education Records - Open Sessions school district’s Board of Education and any School district is

subcommittees or advisory committees to the dissolved

board. They may include, but may not be limited THEN: Transfer to

to, approved minutes and agenda packets the Archives of

containing any materials that are distributed to Michigan

board members for review (such as budgets,

district calendars, policies, contracts, election

Superintendent and 0200A- Board of Education Meeting These records document the proceedings of the RETAIN UNTIL: 4/11/2023

Board of Education

State of Michigan

Superintendent and

Board of Education

during a school district election. They may

include, but may not be limited to, ballots, seals,

4/11/2023

ballot tags, ballot labels from voting machines,

and ballot pages from punch card devices.

published by each school district in accordance dissolved

with the provisions of Public Act 25 of THEN: Transfer to

the Archives of

Superintendent and 0214- Security Access Records These records document school district personnel RETAIN UNTIL: 4/11/2023

Board of Education who are authorized to access the Michigan Authorization is

Education Information System (MEIS) and other revoked

computer systems operated by the State of THEN: Destroy

for documenting

significant events

THEN: Destroy

Superintendent and 0216- Superintendent’s Building These records document issues, activities and RETAIN UNTIL: No 4/11/2023

Board of Education Reference Files events taking place at each building in the school longer of use for

district. They may include staff information, reference to the

project records, and correspondence. Superintendent

Superintendent and 0217- Graphic Design Records These records document the production of RETAIN UNTIL: No 4/11/2023

State of Michigan

Superintendent and 0218- Special Event and Activity These records document events and activities of RETAIN UNTIL: 4/11/2023

Board of Education Records the school district. They may include, but may not School district is

be limited to, photographs, news clippings, dissolved

certificates, awards. THEN: Transfer to

the Archives of

Board of Education

Requested records

not a party to the litigation but is required to are produced

produce records. They may include, but may not PLUS: 1 year

be limited to, subpoenas, orders, THEN: Destroy

correspondence, copies of the produced records,

State of Michigan

Business Office 0300- Insurance Policy Files These records document insurance policies that

provide coverage for property and casualty,

workers compensation, errors and omission,

fleet, general liability, umbrella, etc.

RETAIN UNTIL:

Expiration date

PLUS: 30 years

THEN: Destroy

4/11/2023

Business Office 0301- Insurance Claim Files

These records document claims that are

submitted to an insurance provider. They may

include, but may not be limited to, claim forms,

correspondence, and supporting documents for

RETAIN UNTIL:

Fiscal year ends

PLUS: 7 years

THEN: Destroy

4/11/2023

Business Office 0302A- Accident Reports

accident, description of the accident, first aid

administration, witnesses, person injured, type of

injury or property damage, actions taken,

recommendations to prevent reoccurrence, etc.

They may include, but may not be limited to,

legal counsel, and subsequent claims.

Business Office 0302B- Accident Reports

Files - Minors

These records document accident reports for

injury or property damage, actions taken,

recommendations to prevent reoccurrence, etc.

They may include, but may not be limited to,

legal counsel, and subsequent claims.

RETAIN UNTIL:

4/11/2023

Business Office 0303- Bid and Quote Files These records document bids that are received

from vendors for products and services that the

school district needs for construction, furnishings,

grounds maintenance, trash and snow removal,

cleaning services, food, transportation, etc. They

RETAIN UNTIL:

is awarded

PLUS: 7 years

THEN: Destroy

Bid 4/11/2023

rental, Internet providers, maintenance, wiring,

telephone services, employment, land, etc. They

may include, but may not be limited to, contracts,

correspondence with the vendor, warranties, and

copies of purchase orders.

THEN: Destroy

State of Michigan

Business Office 0305- Litigation Files These records document any litigation to which RETAIN UNTIL: Case 4/11/2023

the school district is a party. They may include, is closed

but may not be limited to, depositions, PLUS: 5 years

transcripts, decisions, correspondence, data, THEN: Destroy

exhibits, research materials, reports, press

releases, and media clippings.

Business Office 0306- Tax Levy Certification and

RETAIN UNTIL: 4/11/2023

Reconciliation Files will be collected, based upon the millage rate and Fiscal year ends

easements, surveys, abstracts, appraisals, scope the district

documents projecting work to be done, and as THEN: Destroy

Business Office 0308- Budget Files These records document the annual budget RETAIN UNTIL: 4/11/2023

development process. They may include, but may Fiscal year ends

not be limited to, adopted appropriations for PLUS: 1 year

each account or line item, amendments, funding THEN: Destroy

requests, and “truth in taxation” documents.

Business Office 0309- Accounting Transaction Detail These records document all revenue, RETAIN UNTIL: 4/11/2023

Data expenditures and balance sheets that are Fiscal year ends

Business Office 0311- Receivable Files These records document funds that are received, RETAIN UNTIL: 4/11/2023

including the billing for services (such as Fiscal year ends

enrollment payments, facility use, printing, PLUS: 7 years

recreation activities, before and after school THEN: Destroy

but may not be limited to, invoices that are sent

to departments or groups, supporting

documentation, agreements, gift and donation

check number, date, receipt number, description,

amount deposited, batch number, account

number, etc.

Business Office 0313- Gate Receipt Records These records document the amount of money RETAIN UNTIL: 4/11/2023

that is collected at each athletic event for Fiscal year ends

admission. They may include, but may not be PLUS: 7 years

limited to, date, time, event, competition level, THEN: Destroy

number of adult tickets sold, number of child

tickets sold, and event expenses (ticket takers,

State of Michigan

Business Office 0314- Journal Entry Records These records document transfers between RETAIN UNTIL: 4/11/2023

accounts, such as expenses not included in Fiscal year ends

accounts payable, and revenues not in cash PLUS: 7 years

State of Michigan

Personnel 0424- Selection Files These records document the appointment and RETAIN UNTIL: 4/11/2023

selection of individuals for employment. They Position is filled

may include, but may not be limited to, job PLUS: 4 years

results, rating forms, background checks, driving

record checks, and appointment

State of Michigan

Payroll 0500A- Employee Files and Data - These records document payroll activities for RETAIN UNTIL: 4/11/2023

Employees Enrolled in a each employee who is enrolled in a pension plan Individual is no

Pension Plan (supersedes (such as the MPSERS or a locally operated plan).

disability, retirement purchases, current MPSERS retirement

enrollment for benefits (including health, life, PLUS: 6 years

Payroll 0502- Payroll Register Records These records document payroll activities for RETAIN UNTIL: 4/11/2023

employees enrolled in a pension plan. They may Fiscal year ends

include, but may not be limited to, employee PLUS: 50 years

name, social security number, employee THEN: Destroy

State of Michigan

Payroll 0504- Retirement Report Records These records document reports that track RETAIN UNTIL: 4/11/2023

employee and school district contributions into Fiscal year ends

retirement plans. They may include, but may not PLUS: 7 years

be limited to, payroll dates, employee names, THEN: Destroy

social security numbers, employee identification

numbers, retirement hours, wage codes,

for each employee for the purpose of reporting PLUS: 7 years

Records unemployment benefits from the school district Fiscal year ends

via the Unemployment Insurance Agency. They PLUS: 1 year

are used to verify that the people are entitled to THEN: Destroy

these benefits, and to resolve discrepancies.

Payroll 0510- Wage Differential Report These records document wage differentials RETAIN UNTIL: Date 4/11/2023

Records

created

limited to, reports, and supporting PLUS: 2 years

name and last known address. PLUS: 10 years

THEN: Destroy

State of Michigan

Pupil Accounting 0600- Membership Reporting These records document counts of students that RETAIN UNTIL: Date 4/11/2023

Records are conducted twice each year and are submitted created

to the Center for Educational Performance and PLUS: 3 years

Information (CEPI) and/or the Michigan THEN: Destroy

Department of Education. They may include, but

may not be limited to, school district and ISD

reports documenting their submission, validation

records, and audits of the pupil FTE count.

Pupil Accounting 0601- Planned and Actual Days and These records document two annual reports that RETAIN UNTIL: Date 4/11/2023

Clock Hours Reporting submitted electronically to the Michigan created

Records Department of Education to monitor compliance PLUS: 3 years

with MCL 388.1701, dealing with the THEN: Destroy

required number of days and clock hours of

instruction. They may include, but may not be

limited to, Planned Days and Clock Hours reports,

Pupil Accounting 0602- Student Count Support These records document preparation of the pupil RETAIN UNTIL: Date 4/11/2023

Records counts that are submitted to the Michigan created

Department of Education. They may include, but PLUS: 3 years

may not be limited to, records required by the THEN: Destroy

Pupil Accounting Manual (see section

and non-traditional students is accurate. They THEN: Destroy

may include, but may not be limited to, checklists

of paperwork and counts, and alphabetical

Pupil Accounting 0604- External Audit Records - These records document audits of local school RETAIN UNTIL: Date 4/11/2023

districts that are conducted randomly by the ISD created

to verify student counts (FTE) and that PLUS: 3 years

procedures are in place and followed. They may THEN: Destroy

include, but may not be limited to, worksheets,

and checklists of errors and problems.

Pupil Accounting 0605- Pupil Audit Records - These records document the submission by local RETAIN UNTIL: 4/11/2023

school districts of pupil accounting data to the Fiscal year ends

ISD. The ISD conducts desk audits of the PLUS: 7 years

notes and checklists of errors and problems, and

narrative reports that summarize audit findings

for each school district and each count that is

conducted.

State of Michigan

Pupil Accounting 0606- Unique Identification Code

RETAIN UNTIL: 4/11/2023

(UIC) Data Center for Educational Performance and

education FTE, alternative education FTE, dates

Pupil Accounting 0607- Graduation and Dropout These records document audits conducted by RETAIN UNTIL: Date 4/11/2023

Audit Records ISDs of data submitted by school districts about created

graduation and dropout activity. PLUS: 7 years

Pupil Accounting 0608- Teacher Certification Audit These records document audits conducted by RETAIN UNTIL: Date 4/11/2023

State of Michigan

Instruction 0700- Standardized Testing Data These records document summary scores for RETAIN UNTIL: 4/11/2023

statewide and locally administered standardized Fiscal year ends

tests taken by students. They may include, but PLUS: 5 years

may not be limited to, SAT, PSAT, ACT, MSTEP, THEN: Destroy

NWEA, AIMSweb, iReady, and Dibels.

Instruction 0702- Curriculum Development These records document annual plans that map RETAIN UNTIL: No 4/11/2023

Records out curriculum goals, subject area benchmarks, longer of use for

grade level goals or expectations, etc. They may reference when

include, but may not be limited to, council notes, updating the

parent guides, report card templates, annual curriculum

THEN: Destroy

records.

Instruction 0703- School Improvement Plan These records document plans that are submitted RETAIN UNTIL: 4/11/2023

test scores, and surveys.

State of Michigan

Information 0800- Technology Inventory These records document the school district’s RETAIN UNTIL: 4/11/2023

Technology Records inventory of equipment, software, telephones, Annual report for

etc. They may include, but may not be limited to, the fiscal year in

tag numbers, locations, serial numbers, price, and which the item was

account sources. disposed is audited

THEN: Destroy

Information 0801- Software License Agreement These records document agreements that define RETAIN UNTIL: 4/11/2023

user and a parent if the user is under the age of THEN: Destroy

Information 0803- Technology Service Request These records document problems with RETAIN UNTIL: 4/11/2023

Technology Records equipment, and they are used to generate repair Fiscal year ends

tickets. They may include, but may not be limited THEN: Destroy

to, user names, descriptions of the problem,

locations of the equipment, and date and time

the request was received and resolved.

Information 0804- Technology Network Maps These records document the mapping and RETAIN UNTIL: 4/11/2023

and layout of the website, and social media Refer to other

postings. items on the

schedule that cover

the posted content.

Information 0806- Communications Device These records document which staff are issued 2- RETAIN UNTIL: 4/11/2023

Technology Records way radios, cell phones, etc. to facilitate Equipment is

communication. They may include, but may not returned by the

be limited to, service contracts, employee staff or destroyed

contracts, FCC licenses, and distribution lists, THEN: Destroy

phone numbers, and passwords.

from the training

curriculum

State of Michigan

Information 0808- Universal Service Fund (USF) These records document the amount of the USF RETAIN UNTIL: Last 4/11/2023

Technology Records

service date

how the allocation was computed. They may PLUS: 5 years

include, but may not be limited to, receipt and THEN: Destroy

the FCC's 5th Report and Order (FCC 04-190)]

State of Michigan

Security/Public Safety 0900- Incident Case Files These records document criminal and non- RETAIN UNTIL: Case 4/11/2023

criminal incidents taking place on school property is closed, and any

and at school events, including theft and potential litigation

vandalism. They may include, but may not be ends

limited to, police reports, petitions, warrants, PLUS: 7 years

witness lists, evidence envelopes, statements, THEN: Destroy

audio or video recordings, and photographs.

Security/Public Safety 0901- Complaint Number Log Data These records document the complaint number RETAIN UNTIL: Date 4/11/2023

that is assigned to each incident file, and created

summary information about each incident. Data PLUS: 7 years

may include, but may not be limited to, incident THEN: Destroy

numbers, dates, times, buildings, locations,

Security/Public Safety 0903- Security Video Recordings These records document recordings created by RETAIN UNTIL: Date 4/11/2023

any type of device for routine surveillance or created

security, training, patrols, incidents, activities, PLUS: 30 days

school bus trips, public space, or crowd THEN: Destroy

Security/Public Safety 0904- Building Sign In and Sign Out These records document when students arrive or RETAIN UNTIL: 4/11/2023

Records depart the building at unscheduled times, and School year ends

when visitors (tutors, parents, presenters) arrive THEN: Destroy

or leave the building. They may include, but may

not be limited to, logs, and sheets.

Security/Public Safety 0905- Emergency Planning Records These records document the command structure RETAIN UNTIL: 4/11/2023

and crisis management response plan for Replaced by a new

emergencies and disasters to ensure the version

continuity of operations. They may include, but THEN: Destroy

may not be limited to, plans, contact lists,

29.19. They may include, but may not be limited PLUS: 3 years

to, drill type, drill date and time, evacuation THEN: Destroy

information, areas in need of improvement.

Security/Public Safety 0907- Security Planning Records These records document security planning for RETAIN UNTIL: 4/11/2023

each building. They may include, but may not be Replaced by a new

limited to, surveys of buildings, improvement version

Security/Public Safety 0908- Building Security Data These records document monitoring of card RETAIN UNTIL: 4/11/2023

access to buildings by tracking each time a card is School year ends

swiped or scanned. Data may include, but may PLUS: 1 year

State of Michigan

Facility Operations 1000- Building Plan Records

RETAIN UNTIL: 4/11/2023

construction of school facilities. They may Facility is no longer

include, but may not be limited to, schematics for owned by the

plumbing, electrical, architectural, structural, and school district

mechanical features, specifications for products, THEN: Destroy

and materials and equipment that were used

during construction. The files may also contain

operational and maintenance manuals and

State of Michigan

Television Services 1300- Television Recordings - These records document television recordings RETAIN UNTIL: No 4/11/2023

Finished Products that are produced of school board meetings, longer of use for

sporting events, theatrical productions, concerts, reference

award ceremonies, etc. The finished product may THEN: Destroy

be the edited version of raw footage, or it may be

a recording of a live event that is unedited.

Finished products are aired by the television

station.

Television Services 1301- Television Recordings - Raw These records document raw footage of events RETAIN UNTIL: 4/11/2023

Footage that may be edited prior to airing on the Finished product is

television station. completed

Television Services 1302- Production Scheduling These records document the schedule of events RETAIN UNTIL: No 4/11/2023

staff assignments, recording lengths, and camera THEN: Destroy

Television Services 1303- Program Scheduling Records These records document the schedule of RETAIN UNTIL: No 4/11/2023

programs that will be aired by the television longer of use for

station. They may include, but may not be limited reference

to, dates, times, program lengths, and program THEN: Destroy

Television Services 1304- Recording Inventory Records These records document the inventory of RETAIN UNTIL: 4/11/2023

State of Michigan

Schools -

Records

Student 1400A- Student Files and Data -

Academic Records (formerly

CA-60) (supersedes item

#1407, 1408, 1409)

These records document each student enrolled in

classes at the school district (including adult

education, cooperative education such as career

and technical education, shared time pupils, and

dual enrollment pupils), and follow the student

from enrollment through graduation, transfer, or

withdrawal. The academic records include

personal information about the student that may

disclosure documents, amendment documents,

and destruction documents that are applicable to

the academic records.

RETAIN UNTIL:

Student graduates

or student’s

expected

graduation date

PLUS: 60 years

THEN: Destroy

4/11/2023

Schools -

Records

Student 1400B-

Records (supersedes item

#1407, 1408, 1409)

records, emergency contact information, photos

from each school year, early childhood education

etc.), age of majority release forms, social

developmental evaluations, non-special

education service notes and assessments and

evaluations, language assessments, and

correspondence, as well as disclosure documents,

amendment documents, and destruction

documents that are applicable to the non-

academic records.

Schools -

Records

Student 1401- Student Health Records

(supersedes item #1402,

These records document a student’s health, and

health services provided by a school nurse, or

RETAIN UNTIL:

Student graduates

4/11/2023

State of Michigan

Schools - Student 1404- Enrollment Eligibility Records These records document that a student is eligible RETAIN UNTIL: 4/11/2023

Records to enroll in schools (including adult education) Replaced by a new

within the school district without paying tuition version, or until

fees. They may include, but may not be limited student graduates,

to, proof of identity, age, and residency. whichever occurs

first

THEN: Destroy

Schools - Student 1405- Student Standardized Testing These records document test scores and analysis RETAIN UNTIL: 4/11/2023

Records Data for standardized tests that were taken by Student graduates

individual students. They may be used to grant PLUS: 5 years

Michigan Merit Awards to students. THEN: Destroy

offers, approved deviations, correspondence,

Schools - Student 1410- Student Census Records These records document all students who RETAIN UNTIL: 4/11/2023

State of Michigan

Schools - Building

Administration

Papers

Records - Work These records document the accreditation

process that school buildings may choose to

participate in. They may include, but may not be

limited to, school improvement plans, reports,

goals and objectives, school profiles, evidence of

performance, and field inspection

RETAIN UNTIL:

Replaced by a new

version or expired

THEN: Destroy

4/11/2023

Schools - Building 1501- Accreditation Records - These records document the accreditation that is RETAIN UNTIL: 4/11/2023

State of Michigan

Schools - Building 1511- Student Directory Records These records document students attending the RETAIN UNTIL: No 4/11/2023

Administration school. They may include, but may not be limited longer of use for

Schools - Building 1512- Curriculum Guide Records These records document the curriculum that is RETAIN UNTIL: No 4/11/2023

Administration approved annually by the school district’s board longer of use for

of education. They may describe the courses that reference

Schools - Building 1514- Teacher Directory Records These records document which teachers are RETAIN UNTIL: No 4/11/2023

Administration employed by the school district each year. They longer of use for

may include, but may not be limited to, teacher reference

names, schools, grades, phone numbers, and THEN: Destroy

Administration

School district is

etc. They may include, but may not be limited to, dissolved

rosters, programs, flyers, schedules, and financial THEN: Transfer to

information. the Archives of

Schools - Building 1519- Schools of Choice Application These records document students who submitted RETAIN UNTIL: End 4/11/2023

Administration Records - Denied and Not schools of choice applications that were either of the school year

Enrolled denied or did not enroll. They may include, but for which the

may not be limited to, applications, and student applied

Schools - Building 1520- Volunteer Background Check These records document security screenings and RETAIN UNTIL: 4/11/2023

Administration Records background checks that are conducted for school Current school year

volunteers and people transporting students. ends

They may include, but may not be limited to, PLUS: 1 year

applications, driving record checks, THEN: Destroy

correspondence, and the results of name-based

background checks through the Internet Criminal

State of Michigan

Schools - Building 1521- Child Protective Services and These records document when the school district RETAIN UNTIL: 4/11/2023

Administration Education Neglect Referral notifies authorities about potential abuse or

Records (see item #1400A-B).

State of Michigan

Schools - Guidance 1600- Student Counseling Files These records document the assistance that RETAIN UNTIL: 4/11/2023

Counseling students receive from guidance counselors. They Counselor is

may include, but may not be limited to, assigned to provide

correspondence and notes about student issues services to the

and concerns. student

Counseling parents, students, and guidance counselors to Counselor is

Schools - Guidance 1602- Accommodation Plan Records These records document plans to accommodate RETAIN UNTIL: 4/11/2023

Counseling - Section 504 the needs of non-special education students with School district is no

disabilities, including ADHD, depression, dyslexia, longer providing

etc. They may include, but may not be limited to, services in

plans, notes, correspondence, progress reports, accordance with

grades, and testing. the plan

PLUS: 3 years

Schools - Guidance 1603- Educational Development These records document assistance provided to RETAIN UNTIL: 4/11/2023

Counseling Plan Records students with preparing for their future. They Replaced by a new

about career pathways and high school course THEN: Destroy

work. They may include, but may not be limited

to, test results, and plans.

State of Michigan

Schools - Special

Education

Files

Education Student These records document the services that are

provided to special education students including

speech therapy, occupational therapy, physical

therapy, social workers, etc. They may include,

but may not be limited to, evaluations, referrals,

multidisciplinary evaluation team (MET)

summaries, achievement tests, progress reports,

permission forms, nursing notes, height and

correspondence, and Section 53 qualification

documents. [34 CFR 300.573]

RETAIN UNTIL:

Student graduates,

was expected to

graduate, or

completes the

program

PLUS: 3 years

THEN: Destroy

4/11/2023

Schools - Special

Education

(IEP) Records

Plan

These records document plans that are

developed primarily for special education

RETAIN UNTIL:

meeting date

IEP 4/11/2023

conducted annually and is reported to the

Michigan Department of Education using MiCIS.

The EETRK database is used to report early on

students for federal funding. The report includes

the student’s name, building, grade level, UIC

code, eligibility code, etc. Supplementary records

may include student rosters, resident district

log, homebound summaries, transition and work

study summaries, clock hours of instruction, audit

created

PLUS: 5 years

THEN: Destroy

State of Michigan

Schools - Early 1800- At-Risk Student Files These records document At-Risk programs that RETAIN UNTIL: 4/11/2023

Childhood Education are offered to children ages birth to 5. They may Student leaves the

include, but may not be limited to applications, program, and does

individual education plans, evaluations, CA-60 not enroll in

forms, risk factor analyses, and progress reports. kindergarten with

the school district

PLUS: 7 years

Schools - Early 1801- Great Start Readiness These records document GSRP programs that are RETAIN UNTIL: 4/11/2023

Childhood Education Program (GSRP) Participant offered to children aged 4. They may include, but Student leaves the

Files may not be limited to, applications, individual program, and does

parent reports. the school district

PLUS: 7 years

Childhood Education are provided to eligible children ages 0-3 who Student leaves the

have disabilities, developmental delays, or other Early On program,

special needs. They may include, but may not be and does not enroll

limited to, evaluations, referrals, multidisciplinary in another early

evaluation team (MET) summaries, Individualized childhood program

Family Service Plans (IFSP), Individualized PLUS: 7 years

Education Program Team (IEPT) reports, progress THEN: Destroy

State of Michigan

Schools - Library 1900- Library Catalog and These records document the district-wide use of RETAIN UNTIL: Item 4/11/2023

Circulation Records library materials and media equipment, and they

ends

THEN: Destroy