Archived Records

1. Login to 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 Archived Department Record or School Services Request for Archived Student Record.
6. Fill in required information.
7. Click submit.

1. All records must be stored in a banker's box measuring size 12x10x15. Contact Purchasing for vendor information.
    

2. Boxes must contain six inches of free space. See diagram below for how to pack your box.

   

3. Each box must contain the student names being packed using the required Records Storage Student Name spreadsheet.
    
4. Each box must be labeled with the official MISD Records Storage label. Labels (Warehouse Item #1GEN0425) may be ordered through Skyward and the warehouse will send out.
    
5. When labeling the box (MUST use Black Sharpie), be sure to put it on the end of the box.
    
6. 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)
      
7. Submit a Pickup Delivery Request to have all boxes picked up and delivered to Distribution for storage.

Reminders:

• An MISD Records Storage label and a bankers box (size 12x10x15) MUST be used at all times. Labeling MUST be written in Black Sharpie. All other labeling or boxes will be returned to the campus/department.
   
• 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. Boxes must contain six inches of free space. Each academic year must be boxed individually.

To return archived records and have records/boxes picked up and delivered to Distribution/Warehouse:

1. Login to Eduphoria.
2. Click on Formspace.
3. Select "submit new form" on bottom left.
4. Click on the "School Services" icon.
5. Select School Services Request to Return Archived Student/Department Records. NOTE: For end of year multiple box pickup, schedule a pick up with Distribution.
6. Fill out the form.
   • Campuses - List the student's name and/or ID number on the request. Do not return student records via interoffice mail as a signature must be obtained for such requests.
   • Departments – Under description, list all vendor/employee information, etc.

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 Record (Cumulative Folder) presentation

• Retention Schedule for Records of Public School Districts (i.e. student/academic records)
• Retention Schedule for Records Common to all Local Governments (i.e. business, financial, purchasing records)