cumulative folder manual - fwisd.org

D i s t r i c t R e c o r d s M a n a g e m e n t C u m u l a t i v e F o l d e r M a n u a l

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Cumulative Folder Manual


Intently Left Blank


Coordinator – District Records Management

Michelle Hernandez-Shutter

[email protected]

Assistant – District Records Management

Sylvia Medina

[email protected]

1324 Rockwood Ln. Building 4

Fort Worth, Texas 76107

Telephone: 817-814-2115

Office Email: [email protected]

mailto:[email protected]




Table of Contents Policy ...................................................................................................................................................... 2

Policy ...................................................................................................................................................... 2

Security .................................................................................................................................................. 2

Completing a Cumulative Folder ................................................................................................... 2




Ordering Cumulative Folders ......................................................................................................... 2

Maintaining Cumulative Folders .................................................................................................... 2

Content in Cumulative Folders ...................................................................................................... 2

Folder Maintenance/Purging ........................................................................................................... 2

Missing Cumulative Folder .............................................................................................................. 2

Duplicate Folder Label ...................................................................................................................... 2

Records Transfer ................................................................................................................................ 2

Records Transfer ................................................................................................................................ 2

No Shows ............................................................................................................................................... 2

Alternative School Folders ............................................................................................................... 2

Special Programs ................................................................................................................................ 2




Writing Folders .................................................................................................................................... 2

Best Practices ....................................................................................................................................... 2

Destruction of Records ..................................................................................................................... 2


__________________________________________________________________________________

Cumulative folders are legal and confidential student academic

records. Cumulative folders and all information contained therein are only

allowed by law to be viewed by school officials for whom the viewing of the

record is required to fulfill his/her professional responsibility.

The student's Cumulative Record is the compilation of information

maintained in the school for the student. It contains factual, objective and

professional information regarding a student's academic progress, mid-term

and final marks, adaptations and attendance.

The Fort Worth Independent School District (FWISD) maintains general education records and they are available to the parent, guardian, or person standing in lawful control of the student under a court order. A cumulative record folder is maintained for each student from the time the student enters the FWISD until the student withdraws or graduates. These records move with the student from school to school. By law, both parents, whether married, separated, or divorced, have access to the records of a student who is a minor or a dependent for tax purposes. A parent whose rights have been legally terminated will be denied access to the records if the school is given a copy of the court order terminating these rights. Section 26.004 of the Texas Education Code states that a parent is entitled to access to all written records of a school district concerning the parent’s child, including: (1) Attendance records (2) Test scores (3) Grades (4) Disciplinary records (5) Counseling records (6) Psychological records (7) Applications for admission (8) Health and immunization information (9) Teacher and counselor evaluations (10) Reports of behavioral patterns.

Policy


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Federal law provides that student “education records” are confidential. The U. S. Department of Education defines education records as follows: (1) Directly related to a student; and (2) Maintained by an educational agency or institution or by a party for the

agency or institution. (3) The term does not include:

a) Records of instructional, supervisory, and administrative personnel and educational personnel ancillary to those persons that are kept in the sole possession of the maker of the record, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record;

b) Personal notes made by teachers and other school officials that are not

shared with others are not considered education records. Additionally, law enforcement records created and maintained by a school or district’s law enforcement unit are not education records.

Students 18 and older and parents of minor students may review and inspect the student’s records and request a correction if the records are improperly recorded, inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights. If the FWISD refuses the request to amend the records, the requestor has the right to request a hearing. If the records are not amended as a result of the hearing, the requestor has 10 school days to exercise the right to place a statement commenting on the information in the student’s record. Parents or students have the right to file a complaint with the U. S. Department of Education if they believe the FWISD is not in compliance with the law regarding student records.

Policy


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All student academic records/cumulative folders must be kept in restricted

access areas and in locked filling cabinets to protect against loss of

information and damage.

Because the cumulative folder contains confidential and legal documents, the

principal must ensure that only the campus custodian of records clerk have

access to the locked filling cabinets.

Principals are ultimately responsible for ensuring that the student academic

records are stored, accessed, and maintained safe according to state and

federal legal requirements.

All district employees must protect and safeguard confidential information

and it filing cabinets containing student academic records will be placed in a

location where they are secure from general scrutiny.

Principal or designee will protect and ensure that:

1. Records will be stored in a location where they cannot be inappropriately

read, removed, or changed;

2. Records are secure and access is limited to authorized personnel only;

3. File cabinets and the student records room have restricted access; and

are limited to:

4. One key assigned to the Custodian of Records for Cumulative Folders

5. And one to the Principal or designee

6. Access is limited to authorized personnel.

7. At NO time should a cumulative folder be taken out of the building.

8. Cumulative folders may not be taken or stored in the teacher’s

classroom.

9. Students or volunteers may NOT have access to the cumulative folders.

Example: Student assistants filing information into the folders.

10. Access to any cumulative folder must be recorded on form RM19.

A sign must be displayed indicating the records are confidential and the area

is restricted access. Refer to form RM11.

Security


__________________________________________________________________________________

Every cumulative folder must be filed out completely. Hand

written in black permanent marker or affix label.

Top Tab of folder:

_________________________________________________________________________________ Last Name First Name Middle Name

1. Enter last name:

2. Enter first name:

3. Enter middle name:

1. Enter date of birth

2. Enter student ID

Front of the Cumulative folder:

On folder:

1. Enter last name:

2. Enter first name:

3. Enter middle name: 4. ID 5. DOB - Date of Birth 6. Gender

Completing a Cumulative Folder

Date of Birth: ____________________

Student ID: ______________________

PRINT ONLY or AFFIX LABEL

Last First Middle

ID: ______________________ DOB: ___________________ Gender: ___________

Parent/Guardian

DOCUMENTS IN FILE: Birth Certificate Social Security Card

Immunizations Guardianship/Legal Documents Proof of Address


7. Name of Parent or Guardian

__________________________________________________________________________________

Documents in file:

Mark the appropriate boxes to indicate which documents have been placed in

the folder.

Special Services at a Glance:

SPECIAL SERVICES AT A GLANCE

X SERVICES Date X SERVICES Date X SERVICES X Date

ESL SPED Program McKinney Homeless Act

Bilingual 504 Program American Indian Eligible

ELL Designated Dyslexia Military Connected

Migrant Program Student Success Initiative

PRS G&T Program

Mark the appropriate boxes to indicate which services the student qualifies to

receive.

PREKINDERGARTEN:

Each column must be complete for students in grade level Prekindergarten.

1. Enter the school student is enrolled

2. Enter the prekindergarten teacher last name

3. Enter the date the student enter school

4. Enter the number of days present for the year

5. Enter the number of days absent for the year

6. Enter date of withdrawal

7. Mark a X if the student was promoted

PREKINDERGARTEN School Teacher Date

Entered

Day

s P

rese

nt

Day

s

Ab

sen

t

Dat

e

Wit

hd

raw

n

Pro

mo

ted

Ret

ain

ed

Alt

ern

ativ

e

Pla

cem

ent

Lan

guag

e A

rts

Mat

hem

atic

s

Ph

ysic

al S

kills

Soci

al

Emo

tio

nal

Exp

ress

ive

Art

s

EXPLANATION OF MARKS: M-Mastery I-Introduced S-Satisfactory N-Needs Improvement



__________________________________________________________________________________

8. Mark a X if the student was retained

9. Mark a X if the student was Alternative placement

10. Mark Explanation for Language Arts

11. Mark Explanation for Mathematics

12. Mark Explanation for Physical Skills

13. Mark Explanation for Social Emotional

14. Mark Explanation for Expressive Arts

KINDERGARTEN:

Each column must be complete for students in grade level Prekindergarten.

KINDERGARTEN School Teacher Date

Entered

Day

s

Pre

sen

t

Day

s

Ab

sen

t

Dat

e W

ith

dra

wn

Pro

mo

ted

Ret

ain

ed

Alt

ern

ativ

e

Pla

cem

ent

Lan

guag

e A

rts

Vis

ual

Mo

tor

Rea

din

g

Rea

din

ess

Rea

din

g

Mat

hem

atic

s

PE

Fin

e A

rts

EXPLANATION OF MARKS: M-Mastery I-Introduced S-Satisfactory N-Needs Improvement

1. Enter the school student is enrolled

2. Enter the kindergarten teacher last name

3. Enter the date the student entered school

4. Enter the number of Days Present for the year

5. Enter the number of Days Absent for the year

6. Enter Date of Withdrawal

7. Mark a X if the student was Promoted

8. Mark a X if the student was Retained

9. Mark a X if the student was Alternative Placement

10. Mark Explanation for Language Arts



__________________________________________________________________________________

11. Mark Explanation for Visual Motor

12. Mark Explanation for Reading Readiness

13. Mark Explanation for Reading

14. Mark Explanation for Mathematics

15. Mark Explanation for PE

16. Mark Explanation for Fine Arts

NOTES:

Enter any notes that are applicable for the student.

AFFIX LABELS BELOW:

Affix all testing labels to the cumulative folder.

Sample of Elementary CUM Label



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CUMULATIVE FOLDER REQUIREMENTS:

Legal size Pupil Cumulative folder specifications are as follows:

1. Each school will order their own cumulative folders through the

warehouse in Munis.

2. The order form number - 14-0072

3. Unit - 100 folders

4. Description – Student Cumulative Folders

5. Quantity – 1 box of 100 – Each school may NOT order more than 2

boxes

6. Cost – $0.00

7. Ordered in a 25-unit bundle

Ordering Cumulative Folders


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Permanent records for each student are stored in a Confidential Cumulative

Records Folder, the maintenance of which is critical to the student. Many

authorized personnel have contact with this folder and its contents through a

student’s school career, these guidelines and procedures must be followed

accurately. Other permanent confidential records which are stored elsewhere

include the records in the Special Education folder of a student with special

needs.

Notices must be posted that depicts the restricted area. Refer to Folder Access

Sign.

There should be one (1) cumulative folder per student. If multiple folders exist,

merge the information into one (1) folder.

Filing Active Folder:

Elementary:

➢ Current year cumulative folders should be filed alphabetically, by

teacher, by grade level. Or;

➢ Current year cumulative folders should be filed alphabetically, by grade

level.

Secondary:

➢ Current year cumulative folders should be filed alphabetically, by grade

level.

Filing Inactive Folder:

All schools:

➢ Inactive cumulative folders must be stored alphabetically, by year the

student became inactive.

➢ Once a student becomes inactive, the COR for cumulative folders should

continuous check to see of the student has enrolled into another FWISD.

If the student has enrolled into FWISD, send the inactive folder to the

school the student is currently enrolled.

Inactive Folder:

➢ Inactive folders are kept for 5 years from the time the student becomes

inactive and not been enrolled in any other FWISD school.

*Refer to Destruction of Records on page 28

Maintaining Cumulative Folders


Each file drawer cabinet must be clearly labeled of the contents

for each file drawer.

Active Folders Example:

Elementary

File Drawer 1 – PRK and Kindergarten

File Drawer 2 – 1st and 2nd grade

File Drawer 3 – 3rd and 4th grade

File Drawer 4 – 5th grade

Secondary






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Content

Below is a list of items that for be in each student’s folder:

➢ Birth Certificate ➢ Social Security Card (if applicable) ➢ Immunization Records ➢ Parent/Guardian ID ➢ Proof of Residency ➢ Entry/Withdrawal Forms ➢ Standardized Test Data ➢ Student Ethnicity and Race Data

Refer to RM14 – Cumulative Folder checklist for a complete list of items that can be found in a student’s cumulative folder. Below is a list of items that could be in each student’s folder (if applicable).

➢ Subpoenas/Custody Orders/Guardianship Notarized Letter ➢ All Achievement Records ➢ Records of Student Cumulative Folder Request ➢ TREx

Below is a list of items for each student’s folder if the student is in Special Programs (if applicable).

➢ Blue English Language Learner (ELL) ➢ Yellow 504 Folder ➢ Pink G&T folder ➢ Orange Dyslexia folder

Content in Cumulative Folders

Keep the contents of

the cumulative

folders organized in

date order. The oldest

papers should be in

the back of the folder,

newest to the front.


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After completing the end of the following grade levels, file maintenance must be performed on the cumulative folder.

➢ 5th grade ➢ 6th grade ➢ 8th grade ➢ 12th grade

Look for multiple copies of:

➢ progress reports, ➢ report cards, ➢ drawings, ➢ pictures, ➢ workbooks, ➢ birth certificates, ➢ social security cards, ➢ old proof of residency

❖ This purge MUST be done prior to transferring records to the next high grade school.

*All sensitive material MUST be shredded.*

Folder Maintenance/Purging


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**Every Attempt Must be Made to Locate a

Student’s Cumulative Folder**

❖ Check active files and inactive files.

❖ Check your Cumulative transfer log (RM17) to ensure folder was not sent

to the wrong school.

❖ Check your Cumulative Folder sign-out log (RM19)

❖ Check with the student’s teacher, counselor, AP, etc.

If a folder is missing (lost) the school the student was last enrolled is

responsible to complete the following steps to create a “new” folder. This

MUST be completed within 5 (five) days from receipt of the folder request.

Last Enrolled School:

1. Contact the requesting school to inform them the folder is LOST.

2. Create a new folder must be created by adding information stored in

your inactive files from the last 5 (five) years the student was enrolled.

➢ Copies of report cards

➢ Test scores

➢ Enrollment documents

➢ TREx

3. Place a DUPLICATE FOLDER label on the folder.

4. Send to requesting school.

When or if the original folder is found send the folder to the current school of

enrollment.

Current Enrolled School:

1. Once you receive the “DUPLICATE FOLDER”.

2. Request all documents for the student as if the student was new to the

district.

If you receive the original folder, remove the contents from the duplicate folder

and place in the original folder and dispose of the duplicate folder.

Missing Cumulative Folder


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If a folder is missing (lost) the school the student was last enrolled is

responsible to complete the following steps to create a “new” folder. This

MUST be completed within 5 (five) days from receipt of the folder request.

Once the folder is complete, place a duplicate folder label on the folder.

RM13 – Duplicate Folder Label – Print on AVERY address labels 5160

RM13 - Labels template can be found under Resources on the District Records

Management website.

Duplicate Folder Label


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**Do NOT keep cumulative folders if the student has a fine. ** Records cannot be withheld for ANY reason.

School to School

When you receive a request for a cumulative folder from another FWISD school: Once your received form RM16:

➢ Look up the student in the Student Lookup System and find where the

student was last enrolled. ➢ If the student was at your school last, look in the inactive file for that

year. ➢ If the student is at another school, send the request to the appropriate

school.

➢ If the student was a “no show” look in the inactive files or no show file. ➢ You have 10 days to fill a request. If a school does not comply after

sending two request please contact District Records Management. ➢ The folder must be sent to the requesting school in a sealed envelope.

TREx

Follow instructions T10 – Requesting and Receiving TREx, the process for

submitting and receiving Request for records using TEA’s Texas Records

Exchange System (TREx) for public districts in the state of Texas. All requests

must be submitted electronically through the state mandated database.

Out of State or Private School

Complete form RM18 – when requesting records from an out of state of Texas

or Private school.

Cumulative Folder Request/Transfer Log

Complete log RM17 each time you transfer or have a request for records. This

serves as a “at a glance” look to where you have sent your records and

confirmation the records were sent in a timely manner.

Records Transfer

Send a

RM16 and if

you have

not

received

records

with 5 days

send a

second

request and

CC District

Records.


__________________________________________________________________________________

End of the Year Folder Transfer

Use RM15 Roster

➢ Current School ➢ Last Name, ➢ First Name, ➢ ID Number, ➢ Birth Date, ➢ Grade, ➢ Receiving School, ➢ Date Sent ➢ Box #

Keep a signed copy of your transfer roster

Before sending folder(s):

➢ Purge and Update Make sure you file in cumulative folder:

➢ Last Report Card ➢ TAKS Labels & Reports ➢ Grade Labels

*It is the sending school’s responsibility to transfer records and confirm folders match the list. Box records in alphabetical order; ensure that each folder listed on the spreadsheet is the correct numbered box.

Records Transfer


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If a student is promoted to 6th, 7th or 9th grade, but does not show up at the next school, the folder is inactive for the previous school. The folder is returned to the school the student was last enrolled. Receiving school should:

Folders from 5th to 6th grade:

When student(s) completes the 5th

to 6th

grade, but does not show up at the next school (6th grade), the folder is inactive the folder is inactive for the previous school the student SHOULD have attended. The folder

should be sent back to the 5th school.

EXAMPLE: If a student(s) completes the 5th

grade in 19/20 and does not

enroll into the 6th

grade school in 20/21 the student is inactive for 20/21.

The folder is returned to the 5th grade school. Folders from 8th to 9th grade:

When student(s) is completes from 8th

to 9th

grade, but does not show up at the next school, for leaver purposes the folder is inactive for the previous school.

EXAMPLE: If a student finishes 8th

grade in 19/20 and does not enroll into

the 9th

grade school in 20/21, the student is inactive for 20/21. The

folder should be sent back to the 8th school.

No Shows


__________________________________________________________________________________

Alternative Schools do not keep cumulative folders:

• 018- Middle Level • 019-Metro

Cumulative folders are to be retained at the HOME SCHOOL

➢ If the student is sent to an alternative school and moves, the folder should go to the new home school.

➢ It is the school’s responsibility to maintain and send the inactive folders.

➢ Exception: Send folders of the students attending Success High School

Schools of Choice:

Each school will be notified of the students attending a school of choice.

These students’ folders must be sent to the new school.

Alternative School Folders


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504 Program

Yellow Folder

Section 504

➢ “Section 504 is a part of the Rehabilitation Act of 1973, and the reauthorization in 2009, that prohibits discrimination based upon disability. Section 504 is an anti-discrimination, civil rights statue that requires the needs of students with disabilities to be met adequately as needs of the non-disabled are met.”

➢ The Family Educational Rights and Privacy Act (FERPA) (20. U.S.C. § 1232g; 34 CFR Part 99) is a Federal Law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

The information contained in the 504 folder is confidential and is only

available to the student, educators/school personnel directly working with the

student with the student and/or student’s parent/guardian. Information may

be shareable with the express written permission, given by the

parent/guardian or the adult student.

This folder must be place in the students Cumulative Folder.

Special Programs 504 office provides the yellow folder.

For more information Contact:

Special Education, Special Programs

817-814-2875

Special Programs


__________________________________________________________________________________

Gifted and Talented Program

Pink Folder

For Gifted and Talented information in the cumulative folder, should contain the following:

Inside the pink identification folder:

➢ profile sheet ➢ teacher inventory (SRBCSS) ➢ parent inventory (Things my child likes to do)

For all nominated students, identified or not.

For all identified G&T student, a green identification label fixed to the front of the cumulative folder.


Advanced Accelerated and Innovative Learning department provides the pink folders and labels.


Advanced Accelerated and Innovative Learning

817-814-2580

Special Programs


__________________________________________________________________________________

Dyslexia Program

Orange Folder

Directions for placement of Dyslexia Services documents in student

cumulative folders.

A copy of the Dyslexia Committee Report from Dyslexia Services is to be placed

in the student cum folders. The copy contained in the orange file folder is to

be placed in its entirety in the student’s cumulative folder.

The following documents are contained within the report:

• Dyslexia Assessment Cover Page

• Dyslexia Assessment Summary

• Dyslexia Report Narrative

• Summary of Dyslexia Assessment Data

An additional copy of the Dyslexia Committee Report is also sent and marked

for distribution to the school counselor or campus evaluation specialist.

Dyslexia department provides the orange folder.


Dyslexia Services

817-814-2490

Special Programs


__________________________________________________________________________________

English Language Learner

Blue Folder

The Student Placement Center assists students new to Fort Worth ISD who

customarily speak or hear a language other than English in their home to

register for school.

Once assessed the Student Placement Center will provide the parent with a

yellow envelope to take back to the school. If applicable, the yellow envelope

will contain a blue English Learner Student Documentation folder.



Student Placement Center

817-815-7700

Special Programs


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Inter-District Transfer

The student-writing folder is to be transferred from one FWISD elementary

school to another.

Out-of-District transfer – send copies of the RTI and/or LLI teacher worksheets

and samples to the requesting school.

Disposal of Student Writing Folders

Elementary:

Active Students:

Writing folders are created and maintained in elementary school. Once a

student completes 5th grade the writing folder will be sent home with the

student at the end of the academic school year.

Inactive Students:

Writing folders will be kept for one (1) inactive school year and then will be

destroyed.

School Year Destroy Year 2016-2017 2018 2017-2018 2019 2018-2019 2020 2019-2020 2021 2020-2021 2022 2021-2022 2023 2022-2023 2024 2023-2024 2025 2024-2025 2026 2025-2026 2027

Writing Folders


Starting at the end 2018-2019 school year, NO student-writing folders will be

transferred to middle or high schools.

Middle:

All student-writing folders will be destroyed during the summer shred process.

High:

All student-writing folders will be destroyed during the summer shred process.


__________________________________________________________________________________

Filing of Report Cards and Progress Reports:

Report cards and progress reports should be filed in a binder for each six, six

weeks.

1. In the binder after each six weeks, replace the report card with the

current six weeks report card.

2. At the end of the school year, file the final report card in the student’s

cumulative folder.

3. If a student withdraws, the most current report card must be filed in

the cumulative folder prior to sending the folder.

Withdrawal Form:

A printed withdrawal form with grades must be placed in the cumulative folder

prior to sending to another school or placing in the inactive file cabinet.

Place TREx records in the cumulative folder.

New forms and instructions:

Review the DRM website at the beginning of the year for new information.

Best Practices


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Student’s cumulative folder must be destroyed after 5 years of NON-

enrollment within FWISD, not just inactive at your school.

The custodian of record for Cumulative folders must review the inactive

folders on a regular basis to ensure the student had not enrolled at another

FWISD.

Inactive cumulative folders must be stored alphabetical by year the student

became in active.

A destruction of records form must be completed, and approved by District

Records Management prior to destroying and records.

Cumulative folders that should be in the inactive file:

Year the student became inactive Year folder to be destroyed 2013-2014 2019

2014-2015 2020 2015-2016 2021

2016-2017 2022 2017-2018 2023

2018-2019 2024 2019-2020 2025

2020-2021 2026 2021-2022 2027 2022-2023 2028

2023-2024 2029 2024-2025 2030

2025-2026 2031 2026-2027 2032

2027-2028 2033

2028-2029 2034

2029-3030 2035

Destruction of Records


Creation Date: August, 2018 Updated July, 2021

This training material was developed by the

Fort Worth Independent School District, District Records Management Department

for use by the District