An Administrator's Guide to California Private School Law Compendium

C HAPTER 14 – P UPIL R ECORDS D OCUMENT 14.A

P UPIL R ECORDS C HECKLIST

Designate individual to oversee storage of pupil records Determine location for storage of pupil records

  

Identify and categorize all records  Application materials

 Mandatory permanent records  Mandatory interim records  Permitted records

Create retention policy  Application materials: keep for at least three (3) years from date of final admission decision  Mandatory permanent records: keep indefinitely. This includes:  Legal name of student  Date and place of birth, and method of verifying birth date  Sex of student



 Name and address of parent/guardian of minor student  Address of minor student if different from the above  Annual verification of parent/guardian’s name and address and student’s residence  Entrance and departure date of each school year and for any summer session or other extra session  Subjects taken during each year, half-year, summer session or quarter, and marks or credit given  Verification of or exemption from required immunizations  Date of high school graduation or equivalent  Mandatory interim records: keep until third July1st after student leaves. This includes:

An Administrator’s Guide to California Private School Law - Compendium ©2019 Liebert Cassidy Whitmore 217