Cumulative Folder

 

https://schools.utah.gov/file/07e66fc7-37b4-42d7-a5ab-e5bb7dac21bc Links to an external site.

(6)(a) "Cumulative file" or "cumulative folder" means a physical or digital record maintained by an LEA for each student containing, at a minimum, the following information:

(i) evidence of the student’s legal name and date of birth;
(ii) student demographic data, including race, ethnicity, and gender;
(iii) name and contact information for the student’s parents;
(iv) a record of the student’s courses, teachers, and grades or progress;
(v) a record of the student’s performance on statewide assessments;
(vi) documentation concerning a student’s eligibility for IDEA or 504 services;
(vii) a record of suspensions and expulsions, in accordance with Subsection 53G-8-208(4)(a);
(viii) known allergies;
(ix) a record of vision and health screening results; and
(x) a record of required student immunizations; and
(xi) pertinent legal documents, including protective orders, custody orders, and parenting or education plans.

(b) "Cumulative file" may include additional student information in accordance with an LEA’s policies. 

Student Transfers

• If you know the new school
  • The new school should request the student records within 15 days. Once you receive the request for records, you have 30 days to send the student files.  We don’t recommend taking more than a week or so to gather and send records.  (53G-6-604) Links to an external site.
• If you don’t know the new school
  • If you do not know which school they are transferring to, we recommend contacting the parents (or emergency contacts if parents don’t respond) to find out which school they transferred to.
  • If you still aren’t able to find out which school they transferred to, State Law requires you notify the district of residence. 53G-6-503 (6) Links to an external site. Cum files for students in this category are called “dead files”.

Files should be cleaned out at the end of each school year.

• Transferring Students
  • If students are transferring out, we recommend sending the file before you leave for the summer.  You do not need to take a photocopy of anything in the student’s cum file prior to sending.  Special education files are an exception to this rule.
• Dead Files
  • If you have dead files, look up the student on the Data Gateway (DG).  Keep a file box for “dead files”.  Use a marker to write the date on the file that it can be shredded if not claimed before that date.
    • If you find them on the DG, contact the school the student transferred to and ask them if you can forward the student cum file to them.
    • If you do not find them on the DG this year, look for them again at the end of next year.
    • The General Retention Schedule recommends (GRS-1497) Links to an external site. “Non-transferred student files be retained for 3 years then destroyed.”
• Graduated Students
• Transfer to Homeschool
• Students who Died

Note:  A diploma, transcript, or report card may not be withheld from a transferring student due to non-payment of school fees (R277-705-8 Links to an external site.).

Education performance and testing (GRS-1503)

• Retain for 3 years after separation, and then destroy records.
• These records document student performance and educational history. They include test scores, grades, and any other progress or performance measures.

Student discipline (GRS-1504)

• The electronic records are maintained on Aspire.
• The General Retention Schedule recommends “Retain until resolution of issue, and then destroy records.” Depending on the issue and the type of records you may want to set your own retention schedule.

Section 504 student records (GRS-16548)

• Retain for 3 years after separation, and then destroy records.
• These records document the progress and participation of students under Section 504 of the Rehabilitation Act. Records may include 504 plans, manifestation review records, parental information and correspondence, financial assistance, assessments and related records.

Graduation programs (GRS-1529)

• Retain permanently because it’s considered a “historical record”. Records may be transferred to the archives.
• These are programs for graduations. The programs include high school or college, date, time and location of the commencement ceremonies, scheduled program, lists of honor graduates, and listing of all graduates.

 Non-transferred student files (GRS-1497)

• Retain for 3 years after separation, and then destroy records.
• These are student cumulative files for students whose records were not transferred but no longer attend this school. They were used to document the student's attendance. They include test scores, immunization record, eye testing, and all pertinent information on the student. These student files are commonly known as "dead files."

Student history (GRS-1499)

• Retain for 40 years after separation. Transfer records to the archives.
• This information includes each student's name, date of birth, parents or guardians; date student entered and exited the school and the number of days in attendance.

Graduation and transcripts (GRS-1506)

• Retain for 40 years after separation. Transfer records to the archives.
• Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule.

Student enrollment and registration (GRS-1501)

• Retain until superseded, and then destroy records. OR Retain for 4 years, and then destroy records.
• These records capture the necessary information to enroll a student in a particular school and document their attendance and course of study. The application process of those seeking to home school or participate in alternative programs is included in this schedule.

Student medical log records (GRS-1502)

• Retain for 3 years after separation, and then destroy records.
• These records are maintained to ensure that students meet mandated health requirements to attend school and to ensure that, as appropriate, medical needs are met during school hours.

Student fee waiver records (GRS-1522)

• Retain for 4 years after separation, and then destroy records.
• These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(2008). The application is sent to all students with a statement of fees owed as part of the registration process. They are completed annually. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.

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