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General Records Schedules

General Records Schedule GS7
for
Public Schools Pre-K-12, Adult & Vocational/Technical

New/Revised Items

Effective December 1, 2005, the following item has been added to this schedule:

SECURITY SCREENING RECORDS

Item# 142

This record series consists of records documenting security screenings conducted on school district personnel or contractual personnel. Records may include, but are not limited to, requests for and results of background and driver's license checks, fingerprints, copies of driver's licenses, and any other supporting documentation. Provisions of Florida's Education Code (s. 1012.465, F.S.) require: "(1) Noninstructional school district employees or contractual personnel who are permitted access on school grounds when students are present, who have direct contact with students or who have access to or control of school funds must meet level 2 screening requirements as described in s. 1012.32. Contractual personnel shall include any vendor, individual, or entity under contract with the school board. (2) Every 5 years following employment or entry into a contract in a capacity described in subsection (1), each person who is so employed or under contract with the school district must meet level 2 screening requirements as described in s. 1012.32, at which time the school district shall request the Department of Law Enforcement to forward the fingerprints to the Federal Bureau of Investigation for the level 2 screening." RETENTION: a) Record copy. 6 years after receiving results of screening. b) Duplicates. Retain until obsolete, superseded or administrative value is lost.

Effective October 20, 2004, Item# 111 has been changed from:

ACCESS LOG: STUDENT EDUCATIONAL RECORDS	Item# 111
This record series consists of an access log maintained on those individuals outside of district staff who access a student's cumulative folder. The log notes the name of individual who has gained access and under what authority. Furthermore the log may record the individual's employer, a law enforcement officer's badge number, or other elements of identification. Please refer to 34 CFR 99.32. RETENTION: a) Record copy. 3 school years b) Duplicate. Retain until obsolete, superseded or administrative value is lost.
to:
ACCESS LOG: STUDENT EDUCATION RECORDS	Item# 111
This record series consists of an access log maintained on those individuals outside of district staff who access a student's cumulative folder. The log notes the name of individual who has gained access and under what authority. Furthermore the log may record the individual's employer, a law enforcement officer's badge number, or other elements of identification. The retention is based on 34 CFR 99.32, which requires that: "(a)(1) An educational agency or institution shall maintain a record of each request for access to and each disclosure of personally identifiable information from the education records of each student. (2) The agency or institution shall maintain the record with the education records of the student as long as the records are maintained." See also "STUDENT EDUCATION RECORDS: CATEGORY A." RETENTION: a) Record copy. Permanent. b) Duplicate. Retain until obsolete, superseded or administrative value is lost.