Things that DON'T go in the cumulative folder or the students documents tab in Infinite Campus

We have put together a list of items thmay have been put in a cumulative folder in the past for no other reason than not knowing WHERE to put it. These things are important for day-to-day happenings within the school, but they are not listed on the records retention policy so they should not be filed in the cumulative record or uploaded to the students documents tab. This list contains some of the most common things we come across and what to do with them.

Things we recommend you keep in a binder/folder in the main office:

1. Cumulative Records Tracking Form

   1. Any records that are received or sent out that were not processed via Scribbles K12 or ScribOrder should be tracked on this form and kept in a binder that is secured in your records room. You must update in the PLP and place a copy of the request in the back of the binder until the end of the current school year. At the end of the school year, as long as the request has been fulfilled, you may destroy them (shred).

   2. Student records must be requested and recorded on the Cumulative Records Tracking Form within 24 hours of the student being enrolled in your building and every 7 days until the records are received. Once recieved, items that are on the records retention policy can be uploaded to the students documents tab.

2. Requests for records/visitation

   1. These are usually from agencies that may visit the student during school hours and have a signed release from the parent granting consent for the release of records and/or visitation. These should be kept in a binder near the front desk. You will need to maintain a copy of the request along with photo ID of the person requesting information/visitation.

      1. The release MUST include a parent signature in order to be vailid.

      2. Please review the length of time the release is good for. Some may be 3 months, some may be 1 year. If it does not indicate an expiration date, we can assume it is good for 1 year after the date the parent signed the form.

      3. These types of requests DO NOT tyically allow the student to be released to the person.

      4. If you have questions regarding release of student, please review the administrative guideline for release of students or contact our legal department at 614-365-5673

Other items that need to be maintained in the building: (location and where it is kept (binder, file, folder, etc) may vary by building)

1. Emergency Medical Card/Emergency Contact cards- file with other Emergency cards in the building until current one is received

   1. Keep in mind that this information is now being collected with the Annual Update. Use of the these cards is obsolete and no longer available to order from the warehouse as more and more parents are using the Parent Portal

2. Writing Portfolios- these are no longer being used in the district. If you have writing portfolios for active students, please send them home with the portfolio. If you have portfolios for students that are no longer active in your building, please follow the instructions for bulk shredding (click HERE)

3. Pre-Kindergarten screening profiles- Upload to the students documents tab using the upload type “Other” with a note in the comments “Pre-Kindergarten Screening Profile”

4. Lavender Health Folder - should be given to the school nurse