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Mansfield Independent School District

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Records

Record Request

To submit a record request:
  1. Log into Eduphoria.
  2. Click Formspace.
  3. Click on “submit new form” on bottom left.
  4. Click on School Services icon (yellow book with tabs)
  5. Select School Services Request for Department Record or School Services Request for Student Record.
  6. Fill in required information.
  7. Click submit.

Record Storage

For record storage, follow these steps:
  1. All records must be stored in an MISD record storage box. Boxes may be ordered through the warehouse.
    • Storage Box (Warehouse Item # 1GEN0426)

  2. Each box must be labeled with the official “MISD Records Storage Label”. Labels ((Warehouse Item # 1GEN0425) will be distributed through the warehouse with the MISD record storage boxes.

  3. When labeling the box, be sure to put it on the end of the box.

  4. The following fields must be completely filled out:
    • Campus/Department:
    • Box Contents: (what is in it?)
    • Date of Contents: (What year is stored in the box?)
    • Boxed By:
    • Destruction Date: (refer to records control schedule)

  5. Submit a Warehouse Pick Up & Delivery Form to have all boxed picked up and delivered to Distribution for storage.

Reminders:

  • Original adhesive labels and an MISD records storage box MUST be used at all times. All other labeling or boxes will be returned to the campus.

  • Refer to the records control schedule when deciding upon a storage and/or destruction date.

  • For Records to be stored please box one academic year per box, i.e. 2014-2015 one box, 2015-2016 one box. Do not worry if the box is not filled. Each academic year must be boxed individually.

Record Returns (Only Archived)

To return archived records, submit a Distribution Pickup and Delivery Request to have records/boxes picked up and delivered to Distribution/Warehouse.
  • Campuses - List the student's name and/or ID number on the request. All returns (except student records) should be placed in interoffice envelopes labeled to School Services. Please refrain from returning student records via interoffice mail as a signature must be obtained for such requests.
     
  • Departments – Under description, list all vendor/employee information, etc.

Student Permanent Records

View the list of criteria for student permanent records, inactives and YellowFolder archived records.

Active Student Permanent Record

1. Cumulative Record of Achievement

  • Report Card/Grade Report K-8
  • Official Transcript & Report Card 9-12*

2. State Test Scores

  • TAKS*
  • STAAR*
  • TAAS*
  • SAT*
  • ACT*
  • ASVAB*
  • PSAT*
  • ReadiStep*

3. Consent to Share Student Information*

4. Special Programs

  • Bilingual (Green)
  • Dyslexic (Red)
  • At Risk Form
  • GT (Yellow)
  • 504 (Blue)
  • Legal (Orange/Red)
  • Elementary Summer School (Purple)

5. Home Language Survey

6. Enrollment Forms

*Documents with an asterisk are required by the Texas State Library of Archived Commission as permanent records. All other documents are kept on a five-year retention period.

Do NOT include in Student Permanent Record (Cumulative Folder)

  • Cumulative Health Card or Record
  • Immunization Exclusion Affidavits
  • Verification of Mumps & Measles Illness
  • Verification of Prior Testing (Hearing/Sight/Spine)
  • Immunization Record
  • Migrant Form
  • Proof of Residence

Inactive (Graduate/Withdrawn/No Show)

Grades K-8 (Elementary - Middle School)

  1. Student Permanent Record Cumulative Folder (all criteria)
  2. Withdrawal form from Skyward
  3. Current grading period grades
  4. Last/most recent report card

Grades 9-12 (High School)

  1. Student Permanent Record Cumulative Folder (all criteria)
  2. Withdrawal form from Skyward
  3. Current grading period grades
  4. Last report card, transcript and Leaver Form

Withdrawal Form Rules

Do’s

  • Have teachers fill in grade for current grading period or write “See grades attached”
  • Have complete signatures on Withdrawal Form (including parent signatures)
  • Staple Withdrawal Form with Last/Recent Report Card together and place inside of Cumulative Folder

Don’ts

  • Include multiple copies of cumulative record of achievement (report card/grade report) only one
  • Include additional attendance sheets - only one
  • Include notes “will send grades w/TRex when requested”
  • Leave Withdrawal Form blank

YellowFolder Archived Record (Permanent Folder)

1. Official Transcript of Grades/Report Card/Grade Report*

2. Exit-Level Test Scores

  • TAKS*
  • STAAR*
  • TAAS*
  • SAT*
  • ACT*
  • ASVAB*
  • PSAT*
  • ReadiStep*

3. Withdrawal and Leaver Form*

*Documents with an asterisk are required by the Texas State Library of Archived Commission and TEA as permanent records.

Student Permanent Records (Powerpoint Presentation)

Records Control Schedule


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