Cumulative Folder Manual

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


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Coordinator – District Records Management

Michelle Hernandez-Shutter

[email protected]

Technician – District Records Management

Sylvia Medina

[email protected]

Chief | Risk, Ethics, & Compliance Management

Cynthia Rincón

1324 Rockwood Ln. Building 4

Fort Worth, Texas 76107

Telephone: 817-814-2115

Office Email: [email protected]

mailto:[email protected]



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 Page 4

Table of Contents Policy ...................................................................................................................................................... 5

Policy ...................................................................................................................................................... 6

Security .................................................................................................................................................. 7

Completing a Cumulative Folder ................................................................................................... 9




Ordering Cumulative Folders ......................................................................................................... 14

Maintaining Cumulative Folders .................................................................................................... 15

Content in Cumulative Folders ...................................................................................................... 17

Folder Maintenance/Purging ........................................................................................................... 19

Missing Cumulative Folder .............................................................................................................. 20

Duplicate Folder Label ...................................................................................................................... 22

Records Transfer ................................................................................................................................ 23

Records Transfer ................................................................................................................................ 25

No Shows ............................................................................................................................................... 29

Alternative School Folders ............................................................................................................... 30

Document Request ............................................................................................................................. 31

Special Programs ................................................................................................................................ 32




Writing Folders .................................................................................................................................... 36

Best Practices ....................................................................................................................................... 38

Destruction of Records ..................................................................................................................... 39


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__________________________________________________________________________________

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.

Security


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A sign must be displayed indicating the records are confidential and the area is restricted access. Refer to sign RM19.

RM19-Cumulative Folder Sign-out Log

Access to cumulative folders are restricted – each time a folder is accessed by someone other the COR of cumulative folders the sign-out log must be completed. Cumulative folders must not be removed from the restricted area.


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The cumulative folder CAN NOT BE CUT OR ALTERED IN ANYWAY

Every cumulative folder must be filled 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 7. Parent or Guardian

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


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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

Days

Pre

sent

Days

Ab

sent

Date

W

ithdr

awn

Prom

oted

Reta

ined

Alte

rnat

ive

Plac

emen

t

Lang

uage

Art

s

Mat

hem

atic

s

Phys

ical

Ski

lls

Soci

al

Emot

iona

l

Expr

essiv

e A

rts

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



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__________________________________________________________________________________

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

Days

Pr

esen

t

Days

Ab

sent

Date

W

ithdr

awn

Prom

oted

Reta

ined

Alte

rnat

ive

Plac

emen

t

Lang

uage

Art

s

Visu

al M

otor

Read

ing

Read

ines

s

Read

ing

Mat

hem

atic

s

PE

Fine

Art

s

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



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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 grading labels to the cumulative folder. (if applicable)

Sample of Elementary Grade Label:



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Sample of Testing Labels:


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The cumulative folder CAN NOT BE CUT OR ALTERED IN ANYWAY

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 39

Maintaining Cumulative Folders


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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 must be in each student’s folder: Birth Certificate Social Security Card (if applicable) Home Language Survey Immunization Records Parent/Guardian ID Proof of Residency

If applicable: Entry/Withdrawal Forms Standardized Test Data Student Ethnicity and Race Data

PowerSchool If records are “uploaded” into PowerSchool, it is the clerk’s responsibility to insure records are legible. If the records are not legible the clerk must contact the parent/guardian to receive clear copies of the records. Refer to RM10 -Cumulative Folder At-A-Glance for a list of items that can be found in a student’s cumulative folder 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

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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Below is a list of items for each student’s folder if the student is in Special Programs (if applicable). Refer to page 31 for more information on the Special Programs folders: Blue English Language Learner (ELL) Yellow 504 Folder Pink G&T folder Orange Dyslexia folder


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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. A new folder must be created by adding information stored in your

inactive files from the time the student was enrolled. Copies of report cards (1 for each year the student was enrolled) Test scores Enrollment documents TREx Any records in PowerSchool

3. Place a DUPLICATE FOLDER label on the folder. 4. Send the duplicated folder 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 missing 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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The pictures below are examples of a folder sent to a school. This folder is incomplete, lacking information and is unexpectable. It is the sending school’s responsibility to send a completed “duplicate” folder.

If you receive a cumulative folder with no documentation, notify Records Management.


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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 HOLD 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: Folders must be sent through inter-office mail in an envelope 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 (ten) 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.

Elementary schools – Reminder: transfer writing folders with the

cumulative folders

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.

Records Transfer

Send a RM16 and if you have not received records with 5 days send a second request and CC District

Records.

Send the RM16 through email. Do no send through Red Bag


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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.

Sample of RM17 and RM18:


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**NO FOLDERS WILL BE TRANSFERRED TO ANOTHER SCHOOL OVER THE SUMMER**

End of the Year Process

Timeline:

May-August: (prior to opening of the school year)

Preparing to transfer of BULK Cumulative Folders

Identify high grade bulk cumulative folders Purge folders

Purge duplicate copies of the same records – only keep the most recent copy But not limited to: Parent ID Birth certificate Social Security card Proof of residency Legal Documentation

Grading: Remove multiple copies report cards Remove cycle report cards Only place End of Year report card in the cumulative folder Each folder should have 1 report card for each grade level the student

attended/completed FWISD. Progress reports

Special Programs: Ensure all special program information is in the correct color folder within

the cumulative folder Blue: English Language Leaner (ELL) Yellow: 504 Pink: G & T Orange: Dyslexia

Records Transfer

5th grade – 6th grade 6th grade – 7th grade 7th grade – 8th grade 8th grade – 9th grade


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Start preparing the boxes for Transfer:

Sort the folders by school Sort the folders in alphabetical order Start preparing the RM12 spreadsheet

Box records in alphabetical order; ensure that each folder listed on the spreadsheet is the correct numbered box.

Reminder: Elementary “Writing Folders go home with the 5th graders at the end of the school year


Send the writing folders home with the 5th grade students during the awards ceremony.


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End of the Year Folder Transfer The transfer process will take place during the 3rd week of school. The dates of transfer process will be posted. NO transfers will be conducted until this time. By the time of the transfer process is to begin and each school should have completed the following:

RM11-Year End Transfer Form RM12-Cumulative Folder End of Year Transfer Roster

BOTH sending and receiving schools must sign RM11 and RM12 Each sending school will make an appointment with receiving school to meet to review folders, this meeting is mandatory.

** DO NOT drop folders off at the campus ** Sending school will print and complete the RM11 form

a. Example: Elementary school with 5th graders going to 6th grade

Receiving and Sending schools will review folders – ensure each student enrolled has a cumulative folder. It is the sending school’s responsibility to transfer records and confirm folders match the RM12 roster. Make sure the following has been completed:

Purge and Update Last Report Card TAKS Labels & Reports Grade Labels (if applicable)

DO NOT accept the folders the following tasks have not been completed: • Folders have not been purged • Testing labels on folders • End of Year Report cards in folders • End of Year Transfer log completed


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Complete RM12 – Cumulative Folder End of Year Transfer Roster Current School Last Name, First Name, ID Number, Birth Date, Grade, Receiving School, Date Sent Box #

Verify folders and RM12 roster match Box records in alphabetical order; ensure that each folder listed on the

spreadsheet is the correct numbered box. NO Show student folders are be returned to sending school

Receiving school make 2 copies of RM11 and RM12

Give 1 copy to send sending school

Send 1 copy to District Records Management by deadline

Receiving school keeps the original

Contact District Records Management if any school is not in compliance


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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 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 5thgrade 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


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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.

The following schools will send an email with a list of students that has been accepted to their school. Treat this email as a RM16 for these campuses.

082 – Academy of Biomedical

084 – World Language

085 – Marine Creek

086 – TCC Collegiate

087 – IM Terrell STEM

Alternative School Folders


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**MUST HAVE PRINCIPAL APPROVAL PRIOR

TO IMPLEMENTING THIS PROCESS**

RM15 Documentation Request Form: This form is to be completed by the parent or guardian when requesting records from their child's documentation(s)/cumulative folder. An ID must be provided when requesting any information. The staff member has up to 3 days to fulfill the requested information.

Post the flier stating the has a schools 3-day fulfillment process

The flier and forms are written in both English and Spanish.

Examples: • Birth Certificates • Social Security Card • Parent/Guardian ID’s

Document Request


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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


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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


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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


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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


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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.


Literacy Department

817-814-2500


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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


Page 40

Creation Date: August, 2018 Updated November, 2021

This training material was developed by the

Fort Worth Independent School District, District Records Management Department

for use by the District

Date post:	16-Feb-2022
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