South Carolina Department of Archives and History

12-905.10. Notice of Elections. A. Description: Forms filled out by school district employees stating insurance coverage prefer- ences. Information includes employee’s signature and election forms for health insurance. B. Retention: 3 years after expiration of policy or replaceme…

12-905.11. Time Sheets. A. Description: Record of number of hours worked by each employee. Information includes name, number of hours worked, and location of employee. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 18, Issue No. 6, eff June 24, 1994.

12-905.12. Worker’s Compensation Records. A. Description: Consists of case files containing records and reports generated as the result of employment related accidents involving school district employees. Information includes Reports of Accidents Involving Only Medical Attention;…

12-905.13. Hepatitis ‘‘B’’ Program/Blood Pathogens Training Files. A. Description: Record of training in handling blood borne pathogens as mandated by state and district regulations. Identified employees are administered the Hepatitis B vaccine and documentation is given to each …

12-905.2. Teacher Register/Certification. A. Description: Record of educational qualifications of all teachers in the district. Information includes name of teacher, certificate number, grade, date issued, date recorded, and date of expiration. B. Retention: Permanent. Microfilm …

12-905.3. Application File (Not Hired). A. Description: Application forms submitted by persons applying for jobs with the school district who were not hired. Information includes name, address, education and work experience. B. Retention: 2 years after rejection, then destroy. HI…

12-905.4. Personnel Files (Active and Inactive). A. Description: Forms and materials relating to employees of the school district. Files include applications, salary data, professional background, contracts, evaluations, and complete employment history. B. Retention: 5 years afte…

12-905.5. Bus Driver Employment File. A. Description: File documenting current and recently employed bus drivers in the district. Information includes application of classified employment, Department of Social Services request for wage information, narrative evaluation, copy of s…

12-905.6. Substitute Teacher File (Hired and Not Hired). A. Description: Applications and related information submitted by persons applying for jobs as substitute teachers for both persons who were hired and those not hired. Information includes application for classified employm…

12-905.7. Assessment of Performance in Teaching (APT). A. Description: Formal observation of first year teachers required by the South Carolina Depart- ment of Education and conducted by trained observers. Information includes APT Conference Sheet, APT Schedule Sheet, APT Observa…

12-905.8. Teacher Incentive Program. A. Description: Documents the teacher incentive program started as a result of the Education Improvement Act. Information includes agreements to meet certain criteria, signed understanding statements of money to be allotted, schedule of their …

12-905.9. Benefits Information. A. Description: Record of employee insurance coverage. Information includes notice of election, enrollment election form, correspondence, approval letters, authorization for payroll deduction, premium correspondence, and claim correspondence. B. Re…

12-906.1. Cumulative Pupil Record File (Student Records). A. Description: Cumulative record of student’s activities throughout their elementary and second- ary educational career. Also recorded are personal and physical data relevant to each individual student. Information on the…

12-906.10. Pupil Accounting and Support Documentation. A. Description: Record of pupil accounting data submitted on a regular basis and in compliance with district and state regulations. Information includes data for Educational Improvement Act; data for 45, 135, and 180 reports;…

12-906.11. Student Discipline, Suspension, and Expulsion Records. A. Description: Records documenting inappropriate student behavior and corrective actions taken. Information includes referral and action form, notes, letters to parents, suspension documentation, detention documen…

12-906.12. Teacher Lesson Plans. A. Description: Records relating to teacher’s daily instructional plans and activities for each class. Information includes a yearly planning book. B. Retention: Until no longer needed for reference, then destroy. HISTORY: Added by State Register …

12-906.13. Student Truancy Records. A. Description: Records created to document student’s excessive absences and action taken to correct the problem by school personnel. Information includes referral and action forms, letters to parents, attendance profile sheets, correspondence,…

12-906.14. Teacher’s Student Attendance Record. A. Description: Record of student’s daily attendance, absences and tardies. Information includes student name, school year, attendance, tardies, and absences. B. Retention: 1 year, then destroy. HISTORY: Added by State Register Volu…

12-906.15. Student Registration Materials. A. Description: Record of students registering at a school. Information includes registration form showing name, student identification number, parent’s name, physician, address, telephone numbers, proof of age, residence, letters to par…

12-906.16. Reserve Officer Training Corps (ROTC) Records. A. Description: Summarize military history/citizenship training and other items pertaining to the ROTC program. Information includes student name, history, promotion agreement, rank and testing for awards. B. Retention: 5 …

12-906.2. Special Education Records (Local School District Program Scholastic Records For Handicapped Students). A. Description: Documents a handicapped student’s participation and progress in a special education program. Information includes handicapped/psychological needs, plac…

12-906.3. Student Test Results. A. Description: Computer generated test data on student progress in basic skills. Information includes student name, date of birth, sex, test type, test percentile, battery scores, national percentile, raw scores, scale scores, and local school per…

12-906.4. Individual Record Sheets. A. Description: Cumulative record of each student’s achievements while attending school in the district. Information includes name of high school, county, pupil’s name, residence, name of superin- tendent, school term, subjects taken each year,…

12-906.5. Pupil Record Cards. A. Description: Contains scholastic and personal information on students who attended schools within the district. Information includes name of student, date of birth, name of parent or guardian, residence, school entered from, date entered, age at e…

12-906.6. Teacher’s Grade Books. A. Description: Contain student grades for each six or nine week grading period for the school year. These grades are used to compute semester averages as well as the yearly averages for each subject. Based on the results of these grades, students…

12-906.7. Adult Education Pupil Records File. A. Description: Cumulative record of student’s activities throughout their adult educational career. Information includes classes taken, test scores with accompanying information (date of examination; name and form of standardized tes…

12-906.8. Student Schedules File. A. Description: Forms completed by school personnel for student scheduling into class. Informa- tion includes printouts of student schedules, class lists, student class assignments and completed forms requesting change of schedule. B. Retention: …

12-906.9. Homebound Files. A. Description: Record of homebound instruction provided for students unable to attend school for medical reasons. Information includes reason for homebound, dates of service, teacher perform- ing service, application for homebound instruction, physicia…