D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 1 vvvvv
Cumulative Folder Manual
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 2
Intently Left Blank
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 3
Coordinator – District Records Management
Michelle Hernandez-Shutter
Assistant – District Records Management
Sylvia Medina
1324 Rockwood Ln. Building 4
Fort Worth, Texas 76107
Telephone: 817-814-2115
Office Email: [email protected]
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 4
Table of Contents Policy ...................................................................................................................................................... 2
Policy ...................................................................................................................................................... 2
Security .................................................................................................................................................. 2
Completing a Cumulative Folder ................................................................................................... 2
Completing a Cumulative Folder ................................................................................................... 2
Completing a Cumulative Folder ................................................................................................... 2
Completing a Cumulative Folder ................................................................................................... 2
Ordering Cumulative Folders ......................................................................................................... 2
Maintaining Cumulative Folders .................................................................................................... 2
Content in Cumulative Folders ...................................................................................................... 2
Folder Maintenance/Purging ........................................................................................................... 2
Missing Cumulative Folder .............................................................................................................. 2
Duplicate Folder Label ...................................................................................................................... 2
Records Transfer ................................................................................................................................ 2
Records Transfer ................................................................................................................................ 2
No Shows ............................................................................................................................................... 2
Alternative School Folders ............................................................................................................... 2
Special Programs ................................................................................................................................ 2
Special Programs ................................................................................................................................ 2
Special Programs ................................................................................................................................ 2
Special Programs ................................................................................................................................ 2
Writing Folders .................................................................................................................................... 2
Best Practices ....................................................................................................................................... 2
Destruction of Records ..................................................................................................................... 2
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 5
__________________________________________________________________________________
Cumulative folders are legal and confidential student academic
records. Cumulative folders and all information contained therein are only
allowed by law to be viewed by school officials for whom the viewing of the
record is required to fulfill his/her professional responsibility.
The student's Cumulative Record is the compilation of information
maintained in the school for the student. It contains factual, objective and
professional information regarding a student's academic progress, mid-term
and final marks, adaptations and attendance.
The Fort Worth Independent School District (FWISD) maintains general education records and they are available to the parent, guardian, or person standing in lawful control of the student under a court order. A cumulative record folder is maintained for each student from the time the student enters the FWISD until the student withdraws or graduates. These records move with the student from school to school. By law, both parents, whether married, separated, or divorced, have access to the records of a student who is a minor or a dependent for tax purposes. A parent whose rights have been legally terminated will be denied access to the records if the school is given a copy of the court order terminating these rights. Section 26.004 of the Texas Education Code states that a parent is entitled to access to all written records of a school district concerning the parent’s child, including: (1) Attendance records (2) Test scores (3) Grades (4) Disciplinary records (5) Counseling records (6) Psychological records (7) Applications for admission (8) Health and immunization information (9) Teacher and counselor evaluations (10) Reports of behavioral patterns.
Policy
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 6
__________________________________________________________________________________
Federal law provides that student “education records” are confidential. The U. S. Department of Education defines education records as follows: (1) Directly related to a student; and (2) Maintained by an educational agency or institution or by a party for the
agency or institution. (3) The term does not include:
a) Records of instructional, supervisory, and administrative personnel and educational personnel ancillary to those persons that are kept in the sole possession of the maker of the record, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record;
b) Personal notes made by teachers and other school officials that are not
shared with others are not considered education records. Additionally, law enforcement records created and maintained by a school or district’s law enforcement unit are not education records.
Students 18 and older and parents of minor students may review and inspect the student’s records and request a correction if the records are improperly recorded, inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights. If the FWISD refuses the request to amend the records, the requestor has the right to request a hearing. If the records are not amended as a result of the hearing, the requestor has 10 school days to exercise the right to place a statement commenting on the information in the student’s record. Parents or students have the right to file a complaint with the U. S. Department of Education if they believe the FWISD is not in compliance with the law regarding student records.
Policy
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 7
_________________________________________________________________________________
All student academic records/cumulative folders must be kept in restricted
access areas and in locked filling cabinets to protect against loss of
information and damage.
Because the cumulative folder contains confidential and legal documents, the
principal must ensure that only the campus custodian of records clerk have
access to the locked filling cabinets.
Principals are ultimately responsible for ensuring that the student academic
records are stored, accessed, and maintained safe according to state and
federal legal requirements.
All district employees must protect and safeguard confidential information
and it filing cabinets containing student academic records will be placed in a
location where they are secure from general scrutiny.
Principal or designee will protect and ensure that:
1. Records will be stored in a location where they cannot be inappropriately
read, removed, or changed;
2. Records are secure and access is limited to authorized personnel only;
3. File cabinets and the student records room have restricted access; and
are limited to:
4. One key assigned to the Custodian of Records for Cumulative Folders
5. And one to the Principal or designee
6. Access is limited to authorized personnel.
7. At NO time should a cumulative folder be taken out of the building.
8. Cumulative folders may not be taken or stored in the teacher’s
classroom.
9. Students or volunteers may NOT have access to the cumulative folders.
Example: Student assistants filing information into the folders.
10. Access to any cumulative folder must be recorded on form RM19.
A sign must be displayed indicating the records are confidential and the area
is restricted access. Refer to form RM11.
Security
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 8
__________________________________________________________________________________
Every cumulative folder must be filed out completely. Hand
written in black permanent marker or affix label.
Top Tab of folder:
_________________________________________________________________________________ Last Name First Name Middle Name
1. Enter last name:
2. Enter first name:
3. Enter middle name:
1. Enter date of birth
2. Enter student ID
Front of the Cumulative folder:
On folder:
1. Enter last name:
2. Enter first name:
3. Enter middle name: 4. ID 5. DOB - Date of Birth 6. Gender
Completing a Cumulative Folder
Date of Birth: ____________________
Student ID: ______________________
PRINT ONLY or AFFIX LABEL
Last First Middle
ID: ______________________ DOB: ___________________ Gender: ___________
Parent/Guardian
DOCUMENTS IN FILE: Birth Certificate Social Security Card
Immunizations Guardianship/Legal Documents Proof of Address
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 9
7. Name of Parent or Guardian
__________________________________________________________________________________
Documents in file:
Mark the appropriate boxes to indicate which documents have been placed in
the folder.
Special Services at a Glance:
SPECIAL SERVICES AT A GLANCE
X SERVICES Date X SERVICES Date X SERVICES X Date
ESL SPED Program McKinney Homeless Act
Bilingual 504 Program American Indian Eligible
ELL Designated Dyslexia Military Connected
Migrant Program Student Success Initiative
PRS G&T Program
Mark the appropriate boxes to indicate which services the student qualifies to
receive.
PREKINDERGARTEN:
Each column must be complete for students in grade level Prekindergarten.
1. Enter the school student is enrolled
2. Enter the prekindergarten teacher last name
3. Enter the date the student enter school
4. Enter the number of days present for the year
5. Enter the number of days absent for the year
6. Enter date of withdrawal
7. Mark a X if the student was promoted
PREKINDERGARTEN School Teacher Date
Entered
Day
s P
rese
nt
Day
s
Ab
sen
t
Dat
e
Wit
hd
raw
n
Pro
mo
ted
Ret
ain
ed
Alt
ern
ativ
e
Pla
cem
ent
Lan
guag
e A
rts
Mat
hem
atic
s
Ph
ysic
al S
kills
Soci
al
Emo
tio
nal
Exp
ress
ive
Art
s
EXPLANATION OF MARKS: M-Mastery I-Introduced S-Satisfactory N-Needs Improvement
Completing a Cumulative Folder
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 10
__________________________________________________________________________________
8. Mark a X if the student was retained
9. Mark a X if the student was Alternative placement
10. Mark Explanation for Language Arts
11. Mark Explanation for Mathematics
12. Mark Explanation for Physical Skills
13. Mark Explanation for Social Emotional
14. Mark Explanation for Expressive Arts
KINDERGARTEN:
Each column must be complete for students in grade level Prekindergarten.
KINDERGARTEN School Teacher Date
Entered
Day
s
Pre
sen
t
Day
s
Ab
sen
t
Dat
e W
ith
dra
wn
Pro
mo
ted
Ret
ain
ed
Alt
ern
ativ
e
Pla
cem
ent
Lan
guag
e A
rts
Vis
ual
Mo
tor
Rea
din
g
Rea
din
ess
Rea
din
g
Mat
hem
atic
s
PE
Fin
e A
rts
EXPLANATION OF MARKS: M-Mastery I-Introduced S-Satisfactory N-Needs Improvement
1. Enter the school student is enrolled
2. Enter the kindergarten teacher last name
3. Enter the date the student entered school
4. Enter the number of Days Present for the year
5. Enter the number of Days Absent for the year
6. Enter Date of Withdrawal
7. Mark a X if the student was Promoted
8. Mark a X if the student was Retained
9. Mark a X if the student was Alternative Placement
10. Mark Explanation for Language Arts
Completing a Cumulative Folder
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 11
__________________________________________________________________________________
11. Mark Explanation for Visual Motor
12. Mark Explanation for Reading Readiness
13. Mark Explanation for Reading
14. Mark Explanation for Mathematics
15. Mark Explanation for PE
16. Mark Explanation for Fine Arts
NOTES:
Enter any notes that are applicable for the student.
AFFIX LABELS BELOW:
Affix all testing labels to the cumulative folder.
Sample of Elementary CUM Label
Completing a Cumulative Folder
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 12
__________________________________________________________________________________
CUMULATIVE FOLDER REQUIREMENTS:
Legal size Pupil Cumulative folder specifications are as follows:
1. Each school will order their own cumulative folders through the
warehouse in Munis.
2. The order form number - 14-0072
3. Unit - 100 folders
4. Description – Student Cumulative Folders
5. Quantity – 1 box of 100 – Each school may NOT order more than 2
boxes
6. Cost – $0.00
7. Ordered in a 25-unit bundle
Ordering Cumulative Folders
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 13
__________________________________________________________________________________
Permanent records for each student are stored in a Confidential Cumulative
Records Folder, the maintenance of which is critical to the student. Many
authorized personnel have contact with this folder and its contents through a
student’s school career, these guidelines and procedures must be followed
accurately. Other permanent confidential records which are stored elsewhere
include the records in the Special Education folder of a student with special
needs.
Notices must be posted that depicts the restricted area. Refer to Folder Access
Sign.
There should be one (1) cumulative folder per student. If multiple folders exist,
merge the information into one (1) folder.
Filing Active Folder:
Elementary:
➢ Current year cumulative folders should be filed alphabetically, by
teacher, by grade level. Or;
➢ Current year cumulative folders should be filed alphabetically, by grade
level.
Secondary:
➢ Current year cumulative folders should be filed alphabetically, by grade
level.
Filing Inactive Folder:
All schools:
➢ Inactive cumulative folders must be stored alphabetically, by year the
student became inactive.
➢ Once a student becomes inactive, the COR for cumulative folders should
continuous check to see of the student has enrolled into another FWISD.
If the student has enrolled into FWISD, send the inactive folder to the
school the student is currently enrolled.
Inactive Folder:
➢ Inactive folders are kept for 5 years from the time the student becomes
inactive and not been enrolled in any other FWISD school.
*Refer to Destruction of Records on page 28
Maintaining Cumulative Folders
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 14
Each file drawer cabinet must be clearly labeled of the contents
for each file drawer.
Active Folders Example:
Elementary
File Drawer 1 – PRK and Kindergarten
File Drawer 2 – 1st and 2nd grade
File Drawer 3 – 3rd and 4th grade
File Drawer 4 – 5th grade
Secondary
File Drawer 1 – 9th grade
File Drawer 2 – 10th grade
File Drawer 3 – 11th grade
File Drawer 4 – 12th grade
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 15
_________________________________________________________________________________
Content
Below is a list of items that for be in each student’s folder:
➢ Birth Certificate ➢ Social Security Card (if applicable) ➢ Immunization Records ➢ Parent/Guardian ID ➢ Proof of Residency ➢ Entry/Withdrawal Forms ➢ Standardized Test Data ➢ Student Ethnicity and Race Data
Refer to RM14 – Cumulative Folder checklist for a complete list of items that can be found in a student’s cumulative folder. Below is a list of items that could be in each student’s folder (if applicable).
➢ Subpoenas/Custody Orders/Guardianship Notarized Letter ➢ All Achievement Records ➢ Records of Student Cumulative Folder Request ➢ TREx
Below is a list of items for each student’s folder if the student is in Special Programs (if applicable).
➢ Blue English Language Learner (ELL) ➢ Yellow 504 Folder ➢ Pink G&T folder ➢ Orange Dyslexia folder
Content in Cumulative Folders
Keep the contents of
the cumulative
folders organized in
date order. The oldest
papers should be in
the back of the folder,
newest to the front.
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 16
__________________________________________________________________________________
After completing the end of the following grade levels, file maintenance must be performed on the cumulative folder.
➢ 5th grade ➢ 6th grade ➢ 8th grade ➢ 12th grade
Look for multiple copies of:
➢ progress reports, ➢ report cards, ➢ drawings, ➢ pictures, ➢ workbooks, ➢ birth certificates, ➢ social security cards, ➢ old proof of residency
❖ This purge MUST be done prior to transferring records to the next high grade school.
*All sensitive material MUST be shredded.*
Folder Maintenance/Purging
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 17
__________________________________________________________________________________
**Every Attempt Must be Made to Locate a
Student’s Cumulative Folder**
❖ Check active files and inactive files.
❖ Check your Cumulative transfer log (RM17) to ensure folder was not sent
to the wrong school.
❖ Check your Cumulative Folder sign-out log (RM19)
❖ Check with the student’s teacher, counselor, AP, etc.
If a folder is missing (lost) the school the student was last enrolled is
responsible to complete the following steps to create a “new” folder. This
MUST be completed within 5 (five) days from receipt of the folder request.
Last Enrolled School:
1. Contact the requesting school to inform them the folder is LOST.
2. Create a new folder must be created by adding information stored in
your inactive files from the last 5 (five) years the student was enrolled.
➢ Copies of report cards
➢ Test scores
➢ Enrollment documents
➢ TREx
3. Place a DUPLICATE FOLDER label on the folder.
4. Send to requesting school.
When or if the original folder is found send the folder to the current school of
enrollment.
Current Enrolled School:
1. Once you receive the “DUPLICATE FOLDER”.
2. Request all documents for the student as if the student was new to the
district.
If you receive the original folder, remove the contents from the duplicate folder
and place in the original folder and dispose of the duplicate folder.
Missing Cumulative Folder
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 18
__________________________________________________________________________________
If a folder is missing (lost) the school the student was last enrolled is
responsible to complete the following steps to create a “new” folder. This
MUST be completed within 5 (five) days from receipt of the folder request.
Once the folder is complete, place a duplicate folder label on the folder.
RM13 – Duplicate Folder Label – Print on AVERY address labels 5160
RM13 - Labels template can be found under Resources on the District Records
Management website.
Duplicate Folder Label
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 19
__________________________________________________________________________________
**Do NOT keep cumulative folders if the student has a fine. ** Records cannot be withheld for ANY reason.
School to School
When you receive a request for a cumulative folder from another FWISD school: Once your received form RM16:
➢ Look up the student in the Student Lookup System and find where the
student was last enrolled. ➢ If the student was at your school last, look in the inactive file for that
year. ➢ If the student is at another school, send the request to the appropriate
school.
➢ If the student was a “no show” look in the inactive files or no show file. ➢ You have 10 days to fill a request. If a school does not comply after
sending two request please contact District Records Management. ➢ The folder must be sent to the requesting school in a sealed envelope.
TREx
Follow instructions T10 – Requesting and Receiving TREx, the process for
submitting and receiving Request for records using TEA’s Texas Records
Exchange System (TREx) for public districts in the state of Texas. All requests
must be submitted electronically through the state mandated database.
Out of State or Private School
Complete form RM18 – when requesting records from an out of state of Texas
or Private school.
Cumulative Folder Request/Transfer Log
Complete log RM17 each time you transfer or have a request for records. This
serves as a “at a glance” look to where you have sent your records and
confirmation the records were sent in a timely manner.
Records Transfer
Send a
RM16 and if
you have
not
received
records
with 5 days
send a
second
request and
CC District
Records.
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 20
__________________________________________________________________________________
End of the Year Folder Transfer
Use RM15 Roster
➢ Current School ➢ Last Name, ➢ First Name, ➢ ID Number, ➢ Birth Date, ➢ Grade, ➢ Receiving School, ➢ Date Sent ➢ Box #
Keep a signed copy of your transfer roster
Before sending folder(s):
➢ Purge and Update Make sure you file in cumulative folder:
➢ Last Report Card ➢ TAKS Labels & Reports ➢ Grade Labels
*It is the sending school’s responsibility to transfer records and confirm folders match the list. Box records in alphabetical order; ensure that each folder listed on the spreadsheet is the correct numbered box.
Records Transfer
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 21
__________________________________________________________________________________
If a student is promoted to 6th, 7th or 9th grade, but does not show up at the next school, the folder is inactive for the previous school. The folder is returned to the school the student was last enrolled. Receiving school should:
Folders from 5th to 6th grade:
When student(s) completes the 5th
to 6th
grade, but does not show up at the next school (6th grade), the folder is inactive the folder is inactive for the previous school the student SHOULD have attended. The folder
should be sent back to the 5th school.
EXAMPLE: If a student(s) completes the 5th
grade in 19/20 and does not
enroll into the 6th
grade school in 20/21 the student is inactive for 20/21.
The folder is returned to the 5th grade school. Folders from 8th to 9th grade:
When student(s) is completes from 8th
to 9th
grade, but does not show up at the next school, for leaver purposes the folder is inactive for the previous school.
EXAMPLE: If a student finishes 8th
grade in 19/20 and does not enroll into
the 9th
grade school in 20/21, the student is inactive for 20/21. The
folder should be sent back to the 8th school.
No Shows
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 22
__________________________________________________________________________________
Alternative Schools do not keep cumulative folders:
• 018- Middle Level • 019-Metro
Cumulative folders are to be retained at the HOME SCHOOL
➢ If the student is sent to an alternative school and moves, the folder should go to the new home school.
➢ It is the school’s responsibility to maintain and send the inactive folders.
➢ Exception: Send folders of the students attending Success High School
Schools of Choice:
Each school will be notified of the students attending a school of choice.
These students’ folders must be sent to the new school.
Alternative School Folders
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 23
__________________________________________________________________________________
504 Program
Yellow Folder
Section 504
➢ “Section 504 is a part of the Rehabilitation Act of 1973, and the reauthorization in 2009, that prohibits discrimination based upon disability. Section 504 is an anti-discrimination, civil rights statue that requires the needs of students with disabilities to be met adequately as needs of the non-disabled are met.”
➢ The Family Educational Rights and Privacy Act (FERPA) (20. U.S.C. § 1232g; 34 CFR Part 99) is a Federal Law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
The information contained in the 504 folder is confidential and is only
available to the student, educators/school personnel directly working with the
student with the student and/or student’s parent/guardian. Information may
be shareable with the express written permission, given by the
parent/guardian or the adult student.
This folder must be place in the students Cumulative Folder.
Special Programs 504 office provides the yellow folder.
For more information Contact:
Special Education, Special Programs
817-814-2875
Special Programs
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 24
__________________________________________________________________________________
Gifted and Talented Program
Pink Folder
For Gifted and Talented information in the cumulative folder, should contain the following:
Inside the pink identification folder:
➢ profile sheet ➢ teacher inventory (SRBCSS) ➢ parent inventory (Things my child likes to do)
For all nominated students, identified or not.
For all identified G&T student, a green identification label fixed to the front of the cumulative folder.
This folder must be place in the students Cumulative Folder.
Advanced Accelerated and Innovative Learning department provides the pink folders and labels.
For more information Contact:
Advanced Accelerated and Innovative Learning
817-814-2580
Special Programs
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 25
__________________________________________________________________________________
Dyslexia Program
Orange Folder
Directions for placement of Dyslexia Services documents in student
cumulative folders.
A copy of the Dyslexia Committee Report from Dyslexia Services is to be placed
in the student cum folders. The copy contained in the orange file folder is to
be placed in its entirety in the student’s cumulative folder.
The following documents are contained within the report:
• Dyslexia Assessment Cover Page
• Dyslexia Assessment Summary
• Dyslexia Report Narrative
• Summary of Dyslexia Assessment Data
An additional copy of the Dyslexia Committee Report is also sent and marked
for distribution to the school counselor or campus evaluation specialist.
Dyslexia department provides the orange folder.
For more information Contact:
Dyslexia Services
817-814-2490
Special Programs
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 26
__________________________________________________________________________________
English Language Learner
Blue Folder
The Student Placement Center assists students new to Fort Worth ISD who
customarily speak or hear a language other than English in their home to
register for school.
Once assessed the Student Placement Center will provide the parent with a
yellow envelope to take back to the school. If applicable, the yellow envelope
will contain a blue English Learner Student Documentation folder.
This folder must be place in the students Cumulative Folder.
For more information Contact:
Student Placement Center
817-815-7700
Special Programs
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 27
__________________________________________________________________________________
Inter-District Transfer
The student-writing folder is to be transferred from one FWISD elementary
school to another.
Out-of-District transfer – send copies of the RTI and/or LLI teacher worksheets
and samples to the requesting school.
Disposal of Student Writing Folders
Elementary:
Active Students:
Writing folders are created and maintained in elementary school. Once a
student completes 5th grade the writing folder will be sent home with the
student at the end of the academic school year.
Inactive Students:
Writing folders will be kept for one (1) inactive school year and then will be
destroyed.
School Year Destroy Year 2016-2017 2018 2017-2018 2019 2018-2019 2020 2019-2020 2021 2020-2021 2022 2021-2022 2023 2022-2023 2024 2023-2024 2025 2024-2025 2026 2025-2026 2027
Writing Folders
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 28
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 29
Starting at the end 2018-2019 school year, NO student-writing folders will be
transferred to middle or high schools.
Middle:
All student-writing folders will be destroyed during the summer shred process.
High:
All student-writing folders will be destroyed during the summer shred process.
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 30
__________________________________________________________________________________
Filing of Report Cards and Progress Reports:
Report cards and progress reports should be filed in a binder for each six, six
weeks.
1. In the binder after each six weeks, replace the report card with the
current six weeks report card.
2. At the end of the school year, file the final report card in the student’s
cumulative folder.
3. If a student withdraws, the most current report card must be filed in
the cumulative folder prior to sending the folder.
Withdrawal Form:
A printed withdrawal form with grades must be placed in the cumulative folder
prior to sending to another school or placing in the inactive file cabinet.
Place TREx records in the cumulative folder.
New forms and instructions:
Review the DRM website at the beginning of the year for new information.
Best Practices
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 31
__________________________________________________________________________________
Student’s cumulative folder must be destroyed after 5 years of NON-
enrollment within FWISD, not just inactive at your school.
The custodian of record for Cumulative folders must review the inactive
folders on a regular basis to ensure the student had not enrolled at another
FWISD.
Inactive cumulative folders must be stored alphabetical by year the student
became in active.
A destruction of records form must be completed, and approved by District
Records Management prior to destroying and records.
Cumulative folders that should be in the inactive file:
Year the student became inactive Year folder to be destroyed 2013-2014 2019
2014-2015 2020 2015-2016 2021
2016-2017 2022 2017-2018 2023
2018-2019 2024 2019-2020 2025
2020-2021 2026 2021-2022 2027 2022-2023 2028
2023-2024 2029 2024-2025 2030
2025-2026 2031 2026-2027 2032
2027-2028 2033
2028-2029 2034
2029-3030 2035
Destruction of Records
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 32
D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l
Page 33
Creation Date: August, 2018 Updated July, 2021
This training material was developed by the
Fort Worth Independent School District, District Records Management Department
for use by the District
Top Related