Requirement

The Student Records Department will no longer accept perm folders with documents that have reached their retention period or documents that are considered to be "miscellaneous" as they are not required to be preserved in accordance with Federal and State records laws. It is now required that perm folders be purged at the campus level by removing all unnecessary contents when they reach the date of destruction before transferring to the Student Records Department.  See links below for retention periods:

• Retention info (Common documents in Perm Folders)

• Local Retention Schedule

Before submitting a perm folder transfer request from the Campus to the Student Records Department, the following guidelines must be observed:

• Expired or miscellaneous documents have been removed. ► Retention docs

• Records must be older than 5 years; we are currently accepting records for 04-05 school year and older.

• Perm Folder Student List form has been completed; no missing fields.

• Submit separate list for each school year; pack folders in the order as they were listed.

• Pack folders in approved labeled storage boxes.  Click here for ► Storage Box Label

• A “perm folder” must be included for each student.

• Health records must be placed at the end of each perm folder (if still within retention period) 

• Immunization records retained date of withdrawal + 2 years

• Incomplete folders will be rejected.

Submit the Perm Folder Student list to: nora.tijerina@mcallenisd.net or fax to 632-8848

(It is necessary that both Campus Staff and Textbook Staff examine each perm folder to verify that all essential records have been included and that all folders listed on form have been packed in box.  The average time to complete such task is about 30 minutes – 1 hour for elementary & middle schools and 2 hours + for high schools, please plan accordingly)