Cumulative (Permanent) Records Requirements
Eagle Pass ISD Student Cumulative (Permanent) Record Procedures
Cumulative/Permanent Record
A cumulative/permanent record shall be maintained for each student from the entrance into District schools until the withdrawal or graduation from the District. This record shall move with the student from school to school and be maintained at the school where currently enrolled until graduation or withdrawal. Records for nonenrolled students shall be retained for the period of time required by law. No permanent records may be destroyed without explicit permission from the Superintendent.
Custodian of Cumulative/Permanent Records
The principal is custodian of all Cumulative/Permanent Records for currently enrolled and inactive students.
Permanent records shall be created, monitored, revised, and updated as necessary by the following staff:
PK – 6th: Instructional Officer
7th – 8th: Head Counselor and Counselors
9th – 12th: Head Counselor, Counselors, and Registrar
All campuses must adhere to the following sections and contents for student permanent records. No extra information (awards, letters, forms, etc.) may be added.
Previous content (only pertinent information) will remain in the student's permanent record filed in the appropriate section as specified in the procedures found below. Campuses must rearrange documentation/forms as applicable and as outlined by new procedures.
All forms and information must meet all the requirements established by each department, such as all applicable signatures, original forms, etc.
In the event any forms, signatures, or other required information is missing for any of the sections specified below, the respective program or section Director must be contacted immediately for corrective action procedures.
Admissions - Green folder
The folder contents must be in the following order with all applicable signatures and dates:
Ascender SRG0800 - Student Registration Forms. All forms are stapled with the most recent at the top.
Race/Ethnicity Form
EPISD PK Application
Before online registration, copies of the Birth Certificate, Social Security Card, & Parent Identification. Registration documents submitted and approved online are not required to be placed in this section.
Court decisions, CPS Temporary Placement Orders, Legal Guardianship Agreement/Power of Attorney, or Shared Power of Attorney.
Request(s) to Retake a Grade or Course - Eduphoria Form(s) (SB 1697)
Proof of Residence - Electric Bill, water bill, rental agreement or Affidavit of Residence, Student Transfer Requests. Proof of Residence submitted and approved online is not required to be placed in this section. All forms are stapled with the most recent at the top.
Out-of-District Student Record(s) (TREX for within Texas and any pertinent documentation for out-of-state)
Withdrawal Form(s)/Out-of-District Report Cards - Original forms must be filed with the most recent at the end.
Bilingual - Red, Orange, or no folder
Campuses must use the following folder color depending on the case:
RED FOLDER – LPAC and Bilingual/ESL Information for current EB students (EB Code 1).
ORANGE FOLDER – LPAC and Bilingual/ESL Information for current Monitored Students (EB Code F, S, 3, 4, and 5).
Folder contents must be in the following order (with the exception of #5):
LPAC and Bilingual/ESL Information - All of the following forms must be completed and stapled in the following order:
i. Bilingual/ESL Student LPAC Cover Sheet (Ellevation generated)
ii. Bilingual/ESL Student LPAC Report - Identification LPAC (Ellevation generated)
iii. Home Language Survey (HLS) (PreKindergarten Application (PK only) or Ascender HLS Form (K-12 Grade))
iV. Parent Permission(s) and/or Parent Waiver Form including Parent Conference (Ellevation generated) Original Pre-LAS or LAS Link assessment documentation (No copies can be used. Copies are allowed for students tested out of district)
Annual Reviews - All of the following forms must be completed and stapled in the following order:
Annual Reviews. Most recent on top (Ellevation generated).
LPAC Decisions - All of the following forms (if applicable) must be stapled together with the most recent on top. Copies only; originals must be kept on the campus LPAC binder:
i. Designated Supports
ii. Special Provisions
On-Going Monitoring Forms - All forms stapled with the most recent on top (Ellevation generated).
Exit Information - For students that met exit criteria only (Ellevation generated). Staple Exit Information bundle (#5) on top of the LPAC and Bilingual/ESL Information bundle (#1) once the EB student is exited/reclassified. Transition the RED FOLDER into the ORANGE FOLDER.
i. Exit Letter Notification Form (Ellevation generated)
ii. Emergent Bilingual/English Learner Reclassification Rubric Teacher Documentation (Ellevation generated)
iii. All students coded as 5th-year monitored will retain the EB Code 5 for the remainder of their academic career. The ORANGE FOLDER WILL NOT be removed from the permanent record.
Students that did not qualify for services
No red/orange folder is needed.
Students with an English/English Home Language Survey will only need the HLS on file.
For Students that Did Not Qualify (DNQ) due to Pre-LAS/LAS Links testing, all of the following forms must be stapled together and in the order listed below:
i. Bilingual/ESL Student LPAC Cover Sheet (Ellevation generated)
ii. Bilingual/ESL Student LPAC Report - Identification LPAC (Ellevation generated)
iii. Home Language Survey (HLS) - PreKindergarten Application (PK only) or Ascender HLS Form (K-12th Grade)
iv. Original Pre-LAS or LAS Link assessment documentation (Original testing documents must be filed for students tested within the district. You may use copies for students tested out-of-district.)
At-Risk - Yellow folder
The Instructional Officer or Counselor (secondary schools) must print, sign and date the At-Risk tab from Ascender (Ascender>Registration>Maintenance>Student Enrollment>AT RISK) for all students. (DO NOT USE: SRG1600 - Student At Risk Profile or HRG0300 - At Risk Student Profile Report). All forms are stapled with the most recent at the top. 2020-2021 and prior EPISD At-Risk Profile sheet(s) will remain filed in the section.
Gifted and Talented - Blue or no folder
Campuses must consider one of the following two cases when organizing the Gifted and Talented Section:
BLUE FOLDER – GT Information for current GT Students (GT Code 1).
NO FOLDER – GT Information for Students that were Exited from the GT Program or did not qualify for services.
Folder contents must be in the following order:
a. Student Information and Placement - All of the following forms must be completed and stapled together:
i. A.5 Student Identification Form
ii. A.1 Parent Nomination/Checklist & GT Testing Parent Permission
iii. A.2 Teacher Nomination Checklist
iv. A.3A K–2nd Grade Screening Matrix OR A.3B 3rd–8th Grade Screening Matrix or A.3C 9th–12th Grade Screening Matrix
v. A.4A Parent Permission for GT Placement
b. Student Monitoring - All of the following forms must be completed and stapled together:
i. B.1A Elementary Performance Report (most current school year placed at the end). Only applies to elementary students.
ii. B.1B Secondary PAP/AP Enrollment Verification (most current school year placed at the end). Only applies to secondary students.
c. Student Furlough and Exit - (only for students that were placed on furlough). All of the following forms must be completed and stapled together:
i. C.1 Furlough Placement
ii. C.2 End of Furlough Placement
*Folder must be removed for students who exited during the End of Furlough Placement, and all (subsections a, b, and c) must be stapled together.
Documentation for students that did not qualify for services must be in the following order and stapled together:
A.5 Student Identification Form
A.1 Parent Nomination/Checklist & GT Testing Parent Permission
A.2 Teacher Nomination Checklist
A.3A K–2nd Grade Screening Matrix OR A.3B 3rd–8th Grade Screening Matrix OR A.3C 9th–12th Grade Screening Matrix
A.4B Parent Notification for Non-Qualifying Students (copy of the original notification that was sent to the parent/guardian)
Grade Reporting - Grey folder
All of the following reports must be completed and stapled in the following order:
Campus End of Year Report Card Copy (PreK - 8th Grade) or Academic Achievement Record (AAR) (9th - 12th Grade) as applicable. Most recent at the top.
2020-2021 and prior Cumulative Grade Record(s) will remain stapled together with the most recent on top and filed in the section.
CTE & PGP - Purple folder
All of the following reports must be completed and stapled in the following order:
Personal Graduation Plan (Ascender SGP1000 - Student Personal Graduation Plan) - Report must be updated according to guidelines on a yearly basis and/or as needed. Most recent at the top.
a. Junior High PGP
b. High School PGP
Copy of Industry-Based Certification(s) (IBC). Most recent at the top.
Assessment - White Cardstock (previously yellow)
Section contents must be in the following order:
White Cardstock (previously yellow)
a. STAAR/EOC Confidential Student Labels placed on cardstock
b. TELPAS Confidential Student Labels (if applicable) placed on cardstock
c. Previous ITBS/Logramos Confidential Student Labels placed on cardstock
Two most current TELPAS writing collections (Must be originals). Most recent at the top.
ITBS/Logramos Student Profile Narrative - All reports must be stapled together, with the most recent at the top.
Health Record - Yellow Cardstock *
The contents of this section must be stapled in the following order:
Yellow Cardstock - Eagle Pass School Health Record/Health Screening Record
Before online registration, copies of the Immunization to Record. Immunization Records submitted and approved online are not required to be placed in this section.
Medical Records, if needed.
* All paper Health Records must be placed in the permanent record when the student withdraws or graduates.
Revised October 11, 2022