Permanent Cumulative Storage

1. Only include items that are listed on the cumulative folder check list below.
   
   Temporary Intra-District Transmittal Record (light purple folder)
   Pupil Identification Data Form (white copy) for the current academic year
   Birth Certificate (copy) or copy of other acceptable record of birth
   Social Security Card (copy)
   Withdrawal Form(s) (white copy) with current on top
   Health Record (green folder)
   Standardized Test Scores (most recent on top)
   A.I.P. - Academic Improvement Plan (most recent on top)
   504 Plan (red folder)
   Exceptional Education (ESE) Information (blue folder)
   Student Support Team (SST) Infomation including Student Services referrals, attendance letters, etc. (white envelope)
   Legal Documents (e.g. adoption, custody, In-loco Parentis, official name change, passports, visa, Internet Access Permission signed by both parent and student)
   Dropout Prevention Information
   Migrant and/or Title 1 Forms
   ESOL Envelope including Home Language Survey & LEP English Proficiency Test
   Transcripts including F.A.S.T.E.R. records from other school districts (most recent on top)
   Current Transcripts for withdrawals from district and graduates
   Suspension and/or Expulsion Letters (NO Discipline Referrals)
   Final Orders of Expulsion
   Grade Retention Letter
   
   

1. All items that are removed from the cumulative folder should be kept for the required retention period based on the GS7 & GS1-SL schedule from the Department of State Bureau of Archives Website. Instructions:
   Choose Records Management
   Records Managers
   General Record Sched(on left
   scroll to
   GS7, or GS1-SL
   scroll to the right and click on PDF
   scroll down to view complete schedule
   
   Note: Schedules may be printed. Schedules are usually changed every year in November.
   See: Record Retention link and complete form before destroying anything.
   
   
2. The following items MUST be on the front of the cumulative folder: students full legal name, date of birth, student identification number, sex.
   
   
3. Records management staff are not authorized to alter your records in any way, therefore ALL of these items need to be verified in TERMS for complete accuracy. It is critical that all records be reviewed and compared with the TERMS A03 screen to ensure demographic information is correct.
   
   
4. Make sure the records are legible and the print is dark enough to be read. If you send light copies of records, or if the writing is not legible, it will be impossible to read once the document is prepared for permanent retention. Remember, these records are the only proof that former students have ever attended school in St. Lucie County.
   
   
5. Be sure to complete a cumulative folder transmission entry on the next available line on the outside of the cumulative folder.

If you have any questions please feel free to contact the District Student Records Center at 772-429-5540.