Maintaining Student Records Documentation of each student’s progress, attendance, and test scores for each school year is kept in a cumulative record for that student. This information may be kept electronically or it may be stored in a cumulative folder. These records are permanent.
- Be aware that the cumulative record for a student contains information about the academic experiences, challenges, and accomplishments of that particular student.
- Check the cumulative record first if you have questions regarding a student.
- Remember that the kind of information included in the cumulative record will vary somewhat by school district.
- Check with your school on policy and procedures with regard to student records.
- Open cumulative records and update them at the beginning of the year.
- Student records include a lot of information, including the following:
- Student information
- Curricular information
- Yearly standardized test scores
- Individualized Education Plan (IEP) records
- English Language Development (ELD) levels
- Academic background
- Most recent report cards
- Conference information
- Teacher comments
- Other relevant information
Timetable for Maintenance of Student Records
Beginning of the year—Open the cumulative records to update the information.
Throughout the year—Update the cumulative records with conference information, Individualized Education Plans (IEPs), and English Language Development (ELD) level changes.
End of the year—Close the cumulative records for the year with final report cards, attendance, curriculum studied, and comments.
- Each student’s cumulative record is a legal and confidential student education record.
- By law, cumulative records may be viewed only by school officials for whom the viewing of the record is required to fulfill their professional responsibilities. Parents may request access to their child’s record in writing, and students over the age of 18 may request access to their own record in writing.
- Check with your school on policies related to cumulative records.
- Keep all information intact, confidential, and safe.
- Electronic cumulative records must be protected on a secure computer. Always log out when you are finished working with cumulative records so that they are left in a secured state.
- Paper versions of cumulative records should be stored in the school’s fireproof cabinet at all times, except when school staff is working directly with one or more of the folders.
- A student’s cumulative record that is checked out of the cabinet by a staff member should be replaced each night to avoid the possibility of loss.
- Never take students’ cumulative records home or leave them in your classroom.
- Use black ink when entering information for paper versions of cumulative records.
- Keep comments professional and positive. Instead of “Wilson hits other children on the playground,” note that “Wilson is experiencing difficulty keeping his hands to himself.”