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Checklist of Types of Records a Parent Needs to Keep
It is a good idea to keep an organized file folder or divided notebook of your child’s school records. This checklist is a guide to assist you with keeping these records. You will periodically need some or all of these records for meetings with school personnel. It is a good idea to keep the records in chronological order. Mark or label the notebook or file folder for the current school year. Most records (i.e. IEPs, meeting notices) can be kept for two years. Evaluation reports (i.e. physical/occupational/speech) should be kept for three years. All psychological evaluations are necessary to keep until your child leaves the school system. They may be needed to determine your child’s eligibility for services/programs after leaving the school system.
Items to keep on file:
- Report Cards and progress reports (you should receive progress reports regarding the goals on your child’s IEP as often as report cards)
- Notes from the school staff regarding your child’s behavior or difficulties with learning
- Attendance Records and copies of doctor’s excuses
- Evaluation reports (i.e. Speech/Language, Occupational, Physical therapies and Assistive Technology/Any State standardized testing results that are given to all students)
- Medical records related to disability or ability to learn that you have shared with the school (such as prescriptions requesting OT, PT or Speech/Language evaluations)
- The current IEP (Individual Education Program), health care plan, behavior plan or 504 plan
- Letters or notes from school staff, special educators, evaluators, administrators
- All meeting notices, notices of disciplinary action or suspension
- Student handbook of school and county policies
- Samples of schoolwork
- The current copy of WV Policy 2419 for the education of students with disabilities (for IEPs) OR Section 504 of the Rehabilitation Act of 1973 (for 504 plans)
- Copies of letters you sent the school staff, special educators, evaluators, administrators
- Private evaluations you may have obtained and shared with the school
- Other (i.e. samples of schoolwork)
You may also want to keep notes regarding meetings and their outcomes, dates you sent or received important documents, dates of suspension, disciplinary action or times your child was sent home with no formal written explanation (i.e. he’s having a bad day, behavior).
Lastly, keep notes of telephone or personal conversations you have with school staff. Be sure to include the date, who you spoke with and what the conversation was about.
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