Archived Records
- Archived Record Request
- Record Storage
- Archived Records Returns
- Student Permanent Records
- Records Control Schedule
- Yellow Folder
Archived Record Request
- Login to Eduphoria.
- Click Formspace.
- Click on “submit new form” on bottom left.
- Click on School Services icon (yellow book with tabs)
- Select School Services Request for Archived Department Record or School Services Request for Archived Student Record.
- Fill in required information.
- Click submit.
Record Storage
- All records must be stored in a banker's box measuring size 12x10x15. Contact Purchasing for vendor information.
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Boxes must contain six inches of free space. See diagram below for how to pack your box.
- Each box must contain the student names being packed using the required Records Storage Student Name spreadsheet.
- 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.
- When labeling the box (MUST use Black Sharpie), be sure to put it on the end of the box.
- 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)
- 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.
Archived Records Returns
To return archived records and have records/boxes picked up and delivered to Distribution/Warehouse:
- Login to Eduphoria.
- Click on Formspace.
- Select "submit new form" on bottom left.
- Click on the "School Services" icon.
- Select School Services Request to Return Archived Student/Department Records. NOTE: For end of year multiple box pickup, schedule a pick up with Distribution.
- 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.
Student Permanent 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)
- Student Permanent Record Cumulative Folder (all criteria)
- Withdrawal form from Skyward
- Current grading period grades
- Last/most recent report card
Grades 9-12 (High School)
- Student Permanent Record Cumulative Folder (all criteria)
- Withdrawal form from Skyward
- Current grading period grades
- 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
Records Control Schedule
- 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)