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Local Records Disposition_2014.pdf


This records disposition authority (RDA) is issued by the Local Government Records Commission under authority granted by the Code of Alabama 1975, Sections 41-13-5 and 41-13-22 through -24.


Alabama law requires public officials to create and maintain records that document the business of their offices. These records must be protected from “mutilation, loss, or destruction,” so that they may be transferred to an official’s successor in office and made available to members of the public. Records must also be kept in accordance with auditing standards approved by the Examiners of Public Accounts (Code of Alabama 1975, Sections 36-12-2, 36-12-4, and 41-5-23). For assistance in implementing this RDA, or for advice on records disposition or other records management concerns, contact the ADAH Government Records Services Division at (334)242-4452, or records@archives.alabama.gov.


LEAs should refer to the entire attached document; however, the sections below focus on student cumulative records:


4.06 Student Transfer Records. These records document student transfers to another school district or within the system. They may also document transfers of students from a public school to a private/church school. Retain 2 years after transfer.

7.01 Student Records. These are the official records of individual students for their period of enrollment at a school. Information in student records may include identifying information, immunization data, standardized test scores, writing assessment results, cumulative card, health information, legal records, English as a Second Language (ESL) records, final report card, and graduation/termination data. Access to these records is governed by the Federal Educational Rights and Privacy Act (FERPA) (34 CFR, 99.3)  PERMANENT

7.01 Note: It is not the legal mandate of the Local Government Records Commission to set policy concerning the contents of student records. This is a matter for the local school board to decide, in consultation with the state Department of Education.

7.06 Standardized Examination Records. These are materials related to the administering of standardized examinations (Stanford Achievement Test, Alabama High School Graduation Examination, etc.). They include examination results. Retain 3 years after posting of examination scores to student records.


7.08 Requests for Transcripts. These records document requests from current and former students for copies of their records to be sent to other educational institutions or employers and the response to such requests. Requests go to the school, if it is still in existence, or to the school board if the school has closed.  Retain 1 year.
 


Student Records2/2/2016 8:31 PMWhich documents should be included in a student's cumulative record?

​Access the Application Portal:


https://aim.alsde.edu/aim/index.aspx


1.  Navigate to Course Lookup
2.  Search for specific valid course
3.  Choose appropriate School Year
4.  Click the Course Requirements tab
5.  Drag Subject Area into the task bar
6.  Collapse results to display certification requirements for selected course.

Course Requirements/Certification2/2/2016 8:18 PMWhere can I find certification requirements for specific courses.

Four-year plans must be completed and approved before a student enters Grade 9.


Source:  PLAN 2020

Four-Year Plans and ACPS/KUDER2/6/2016 4:00 PMWhen must four-year plans be completed, submitted, and approved?

​School counselors are certified/licensed educators with a minimum of a master’s degree in school counseling, making them uniquely qualified to address all students’ academic, career and social/emotional development needs by designing, implementing, evaluating and enhancing a comprehensive school counseling program that promotesand enhances student success. School counselors are employed in elementary, middle/junior high and high schools; in district supervisory positions; and counselor education positions.

The Role of the Professional School Counselor8/4/2016 6:29 PMWhat is the role of the school counselor?

InformationNOW - Standardized Tests.pdf


The document above guides LEAs with instructions for uploading standardized test data into INOW

Student Records2/2/2016 6:08 PMHow can standardized test data be displayed in INOW?

​While each LEA should develop a process collaboratively with school counselors, Career Preparedness teachers, and CTE Career Coaches--school counselors should lead the process of approving four-year education plans.

Four-Year Plans and ACPS/KUDER6/19/2016 12:22 PMWho is responsible for approving four-year education plans?

School counselors encourage and support the academic, career and social/emotional development of all students through comprehensive school counseling programs. School counselors are committed to helping all students realize their potential and meet or exceed academic standards with consideration for both the strengths and challenges resulting from disabilities and other special needs.  School counselors strive to assist all students in achieving their full potential, including students with disabilities, within the scope of the comprehensive school counseling program. School counselors provide direct and indirect services to students in the least restrictive environment (as determined by each student’s individualized education plan [IEP]) and in inclusive settings when possible.  School counselor responsibilities may include, but are not limited to:

• providing school counseling curriculum lessons, individual and/or group counseling to students with special needs within the scope of the comprehensive school counseling program
• providing short-term, goal-focused counseling in instances where it is appropriate to include these strategies as a part of the IEP or 504 plan
• encouraging family involvement in the educational process
• consulting and collaborating with staff and families to understand the special needs of a student and understanding the adaptations and modifications needed to assist the student
• advocating for students with special needs in the school and in the community


The Role of the Professional School Counselor8/21/2016 7:38 AMWhat role should the school counselor play in working with students with disabilitiles

LEAs should make every attempt to secure parental approval of the four-year plan during the process; however, the four-year plan should be approved or denied by the​ school counselor once the student has submitted it for approval.


If LEAs are unable to secure parental approval of the four-year plan, attempts to reach the parent or guardian should be documented. 

Four-Year Plans and ACPS/KUDER2/19/2016 4:04 PMMust the parent/guardian approve the four-year plan before it is approved by the school counselor?