Cumulative (Permanent) Records Requirements 

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.

Campuses must use the following folder color depending on the case:

1. 1. RED FOLDER – LPAC and Bilingual/ESL Information for current EB students (EB Code 1).

   2. 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):

1. 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)

2. Annual Reviews - All of the following forms must be completed and stapled in the following order:

   1. Annual Reviews. Most recent on top (Ellevation generated).

3. 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

4. On-Going Monitoring Forms - All forms stapled with the most recent on top (Ellevation generated).

5. 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

1. No red/orange folder is needed.

2. Students with an English/English Home Language Survey will only need the HLS on file.

3. 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.)

Campuses must consider one of the following two cases when organizing the Gifted and Talented Section:

1. 1. BLUE FOLDER – GT Information for current GT Students (GT Code 1).

   2. 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:

1. A.5 Student Identification Form

2. A.1 Parent Nomination/Checklist & GT Testing Parent Permission

3. A.2 Teacher Nomination Checklist

4. A.3A K–2nd Grade Screening Matrix OR A.3B 3rd–8th Grade Screening Matrix OR A.3C  9th–12th Grade Screening Matrix

5. A.4B Parent Notification for Non-Qualifying Students (copy of the original notification that was sent to the parent/guardian)

All of the following reports must be completed and stapled in the following order:

1. 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

2. Copy of Industry-Based Certification(s) (IBC). Most recent at the top.

The contents of this section must be stapled in the following order: 

1. Yellow Cardstock - Eagle Pass School Health Record/Health Screening Record

2. Before online registration, copies of the Immunization to Record. Immunization Records submitted and approved online are not required to be placed in this section.

3. Medical Records, if needed.

* All paper Health Records must be placed in the permanent record when the student withdraws or graduates.