[Counselors] School cumulative files

[OSRHEStudent Prep PK-12 Counselor Discussion Board]

A question was asked about school records.  The following is from OSSBA (Oklahoma State School Board Association):

Student records are to be maintained as follows:

The transcript of a student shall be maintained by the school district for not less than eighty (80) years following the graduation, transfer, or date the student is withdrawn from the school district.  "Transcript" will include the following:

1.  The permanent academic record of a student which shall include the name, address, telephone listing;

2.  The date and place of birth of the student;

3.  An inventory of courses taken;

4.  All grades received; and

5.  Grade-point averages or class rank.



OPTIONAL TO INCLUDE THESE THREE:

6.  All academic and extracurricular honors and awards received;

7.  All degrees conferenced;

8.  Extracurricular or afterschool activities.



All non-transcript information in a student's record shall be disposed of by the school district at a time selected by the administration that is between five (5) years and seven (7) years after the student has graduated, transferred, or withdrawn from the school district.  The school district shall comply with the notification of destruction of records requirements set forth by the State Board of Education.

Everything else would be up to the board to address records inventory and destruction cycle via policy.

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