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Record Series Code
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Record Series Title
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Minimum Retention
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Disposition
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DESCRIPTION
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Agency Specific Schedules: Education, State Department of: Entire Agency
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SDE-01-001
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Term of office + 5 Year(s)
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Disposition is 5 years from date term ends. Destroy after receipt of signed Form RC-108
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This series documents non-voting Grade 12 student members selected to serve on the State Board of Education. Including but not limited to: applications; letters of reference; and lists submitted to the Governor.
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SDE-01-002
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Position filled or closed + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents non-voting Grade 12 student members not selected to serve on the State Board of Education. Including but not limited to: applications; letters of reference; and lists submitted to the Governor.
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SDE-01-003
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Permanent
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Retain in agency or transfer to State Archives
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This series documents State Board of Education positions regarding educational interests of the State, such as but not limited to, equal student opportunity; school district funding; and diversity. Including but not limited to: position statements and related documentation.
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SDE-01-004
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Award date + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents the State Board of Education selection process for the Teacher of the Year Award. Including but not limited to: nominations; applications; references; and related correspondence.
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SDE-01-005
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Final payment date + 3 Year(s)
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Disposition is 3 years after final payment; or until audited; whichever is later. Destroy after receipt of signed Form RC-108
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This series documents school construction grants administered by SDE. Including but not limited to: applications; project proposals; narratives; preliminary plans and specifications; grants contracts; related correspondence, evaluations, award letters; and reports.
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SDE-01-006
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Decision date + 5 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents State Board of Education investigations and administrative hearings for non-special education complaints against local or regional boards of education. Including but not limited to: investigative material; transcripts; complaints; and related correspondence.
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SDE-01-007
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Decision date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents State Board of Education investigations and administrative hearings for special education complaints against local or regional boards of education. Including but not limited to: transcripts; complaints; exhibits; and related correspondence.
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SDE-01-008
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Resolution date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents investigations and the complaint resolution process regarding allegations a school district is not providing services consistent with the Individuals with Disabilities Education Act (IDEA). Including but not limited to: letters of complaint; investigative materials; and final letter of finding.
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SDE-01-009
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Case closed date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents complaints against local or regional boards of education that were withdrawn by the complainant. Including but not limited to: investigative material; exhibits; transcripts; complaints; and related correspondence.
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SDE-01-010
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Contract end date + 1 Year(s)
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Disposition is duration of contract plus 1 year. Destroy after receipt of signed Form RC-108
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This series documents independent contractors hired as special education due process hearing officers. Including but not limited to: contracts; resumes; writing samples; references; reviews; and related correspondence.
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SDE-01-011
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Position filled or closed + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents independent contractors not hired as special education due process hearing officers. Including but not limited to: resumes; writing samples; references; and related correspondence.
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SDE-01-012
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Permanent
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Retain in agency
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This series documenting dates of service of hired hearing officers. Including but not limited to: lists.
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SDE-01-013
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Publication date + 5 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents the administration and development of curriculum materials and guides to assist local and regional boards of education in developing instructional programs. Including but not limited to: curriculum guides; surveys; and related documentation.
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SDE-01-014
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Permanent
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Retain in agency or transfer to State Archives
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This series documents SDE compliance with IDEA monitoring by the U.S. Department of Education’s Office of Special Education Programs (OSEP). Including but not limited to: State Performance Plans (SPP); Annual Performance Reports (APR); Continuous Improvement Plans (CIP); and OSEP determination letters.
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SDE-01-015
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Receipt date
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Discard upon receipt of OSEP response. Destroy after receipt of signed Form RC-108
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This series consists of all other documentation not mentioned in #14 above. Including but not limited to: individual district and student files; staff and parent surveys; and district specific data collected on each IDEA indicator.
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SDE-01-016
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Permanent
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Retain in agency
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This series documents SDE monitoring of school districts IDEA compliance. Including but not limited to: district reports and District Improvement Plan (DIP) letters.
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SDE-01-017
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Issue date
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Discard upon issuance of DIP letter. Destroy after receipt of signed Form RC-108
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This series consists of all supporting documentation and data not mentioned in #16 above. Including but not limited to: district developed plans to correct areas of noncompliance and district data to show improvement in the areas of noncompliance.
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SDE-01-018
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Report date + 5 Year(s)
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Destroy after receipt of signed Form RC-108
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This series consists of District Annual Performance Reports (DARP) documenting school district performance on IDEA indicators of success over a 1 to 5 year cycle.
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SDE-01-019
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Permanent
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Retain in agency or transfer to State Archives
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This series consists of District Annual Performance Reports (DARP) documenting school district performance on IDEA indicators of success over a 6 year cycle.
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SDE-01-020
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Issue date
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Discard upon issuance of DARP. Destroy after receipt of signed Form RC-108
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This series consists of all supporting documentation and data not mentioned in #18-19 above. Including but not limited to: district correspondence and self-assessments; parent surveys; staff and parent interviews; individual student and district files reviews; and onsite reviews.
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SDE-01-021
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Contract end date + 1 Year(s)
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Disposition is duration of contract plus 1 year. Destroy after receipt of signed Form RC-108
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This series documents individuals appointed to serve as a child’s advocate in the educational decision-making process in place of the child’s parents or guardians. Including but not limited to: applications; resumes; letters of reference; contracts; and correspondence.
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SDE-01-022
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Denial or revocation date + 4 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents the denial or revocation of individual surrogate parent appointments. Including but not limited to: applications; resumes; letters of reference; and related correspondence.
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SDE-01-023
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Activity end date + 4 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents compensation of surrogate parents for routine duty obligations, such as meeting attendance and observation of student in an educational setting. Including but not limited to: notes; correspondence; and Individualized Education Programs (IEP).
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SDE-01-024
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Case closed date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents student education records submitted to surrogate parents. Including but not limited to: transcripts; report cards; and health, disciplinary, cumulative education, and special education records.
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SDE-01-025
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Superseded date
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Disposition is upon completion of next approval cycle. Destroy after receipt of signed Form RC-108
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This series documents State Board of Education accreditation of private facility special education programs. Including but not limited to: applications; evaluation reports; program and facilities’ policies; and related correspondence.
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SDE-01-026
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Decision date + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents private facility special education programs denied accreditation by the State Board of Education. Including but not limited to: applications; evaluation reports; program and facilities’ policies; and related correspondence.
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SDE-01-027
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Superseded date
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Disposition is upon completion of next approval cycle. Destroy after receipt of signed Form RC-108
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This series documents State Board of Education accreditation of nonpublic schools. Including but not limited to: applications; visiting committee reports; fire and health inspections; accrediting agency reviews; and related correspondence.
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SDE-01-028
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Decision date + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents nonpublic schools denied accreditation by the State Board of Education. Including but not limited to: applications; visiting committee reports; fire and health inspections; accrediting agency reviews; and related correspondence.
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SDE-01-029
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Superseded date
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Disposition is upon completion of next approval cycle. Destroy after receipt of signed Form RC-108
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This series documents nonpublic school accreditation agencies approved by SDE. Including but not limited to: applications; accreditation standards; agency policies and procedures; and related correspondence.
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SDE-01-030
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Decision date + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents nonpublic school accreditation agencies denied recognition by SDE. Including but not limited to: applications; accreditation standards; agency policies and procedures; and related correspondence.
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SDE-01-031
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Issued, denied or revoked date + 2 Year(s)
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Disposition is 2 years from date charter issued, denied, or revoked. Destroy after receipt of signed Form RC-108
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This series documents the issuance of charters for local and state schools. Including but not limited to: applications and related correspondence.
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SDE-01-032
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Permanent
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Retain in agency or transfer to State Archives
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This series documents the development and administration of statewide student mastery examinations, such as, but not limited to, Connecticut Mastery Test (CMT) and Connecticut Academic Performance Test (CAPT). Including but not limited to: test blueprints; field test forms; manuals; practice tests; and test booklets.
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SDE-01-033
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Test date + 5 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents the results of statewide student mastery examinations, such as, but not limited to, Connecticut Mastery Test (CMT) and Connecticut Academic Performance Test (CAPT). Including but not limited to: test answer documents; sample student test booklets; test results; and accompanying manuals.
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SDE-01-034
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Test date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series consists of exam attendance rosters and administered GED exams.
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SDE-01-035
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Test date + 3 Month(s)
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Destroy after receipt of signed Form RC-108
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This series consists of completed GED exams and test forms.
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SDE-01-036
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Permanent
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Retain in agency
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This series consists of GED examination transcripts.
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SDE-01-037
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Request date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents requests for GED transcripts. Including but not limited to: requests, authorizations, and related correspondence.
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SDE-01-038
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Age of majority
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Disposition is when applicant reaches the age of majority. Destroy after receipt of signed Form RC-108
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[OBSOLETE] This series documents petitions from guardians/custodians for persons 16 years of age for permission to take the GED prior to standard age of 17 years old. Including but not limited to: approval waivers.
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SDE-01-039
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Permanent
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Retain in agency or transfer to State Archives
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[OBSOLETE] This series documents the administration and development of SDE teacher certification exams, such as, but not limited to, the Connecticut Competency Examination for Prospective Teachers (CONNCEPT) and Connecticut Elementary Certification Test (CONNECT). Including but not limited to: test blueprints; field test forms; manuals; practice tests; and completed test booklets.
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SDE-01-040
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Permanent
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Retain in agency
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This series documents approved and revoked teacher certifications. Including but not limited to: correspondence; applications; transcripts; verification requests; test results; certificates and licenses.
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SDE-01-041
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Last contact + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents denied teacher certifications. Including but not limited to: correspondence; applications; transcripts; verification requests; and test results.
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SDE-01-042
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Permanent
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Retain in agency or transfer to State Archives
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This series documents approved teacher preparation programs at regionally accredited colleges and universities. Including but not limited to: reports; rejoinder documents; and review committee decisions.
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SDE-01-043
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Approved date + 7 Year(s)
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Disposition is 7 years from date of submission or program approval, whichever is later. Destroy after receipt of signed Form RC-108
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This series consists of supporting documentation for the approval of teacher preparation programs not included in #42 above. Including but not limited to: program curriculum; resumes; notification of candidates; and program candidate outcomes/data.
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SDE-01-044
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Permanent
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Retain in agency
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This series documents individual participation and successful / unsuccessful completion of beginning educator programs, such as but not limited to, Beginning Educator Support and Training (BEST) and Teacher Education and Mentoring (TEAM) Program. Including, but not limited to: scoring documentation; registration forms; and unsuccessful teacher portfolios.
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SDE-01-045
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Permanent
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Retain in agency
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This series consist of lists of assessors approved to score beginning teacher assessments. Lists include name of assessor; employing district; assessor’s content area; location that scoring occurred; and scorer’s number assigned by the SDE.
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SDE-01-046
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5 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents training materials created to assist teachers in successful completion of the beginning educator portfolios. Including but not limited to: program guides; handbooks; applications; manuals; and exemplar portfolios.
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SDE-01-047
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Superseded date
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Destroy after receipt of signed Form RC-108
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This series documents negotiated, mediated, or arbitrated contracts between local boards of education and teacher/administrator collective bargaining units. Including but not limited to: contracts and related correspondence.
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SDE-01-048
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Permanent
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Retain in agency or transfer to State Archives
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This series documents arbitration awards. Including but not limited to: arbitration awards and supporting documentation.
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SDE-01-049
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Termination date
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Disposition is upon appointment of new agent. Destroy after receipt of signed Form RC-108
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This series documents the designation of administrators’ and teachers’ unit statutory agents for service of process. Including but not limited to: forms and supporting documentation.
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SDE-01-050
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Filing date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents the selection and designation of representative organizations for administrator and teacher units contract negotiations. Including but not limited to: petitions; signature pages for certified employees; notice of requests for recognition; formal recognition of such organization; and related correspondence.
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SDE-01-051
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Decision date + 2 Year(s)
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Disposition is 2 years from date selected or rejected. Destroy after receipt of signed Form RC-108
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This series documents the selection of mediators and arbitrators. Including but not limited to: resumes; interview questions; acceptance and rejection letters; and related correspondence.
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SDE-01-052
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3 Year(s)
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Disposition is 3 years or until audited, whichever is first. Destroy after receipt of signed Form RC-108
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This series documents federally funded child nutrition programs, such as but not limited to, Child and Adult Care Food Program (CACFP), National School Lunch Program (NSLP), and Summer Food Service Program (SFSP). Including but not limited to: claims; transmittals; Food and Nutrition Service (FNS) reports; audits; agreements; and related correspondence.
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SDE-01-053
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Receipt date + 5 Year(s)
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Disposition is 5 years from receipt of report. Destroy after receipt of signed Form RC-108
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This series documents annual audits of local or regional boards of education, state charter school, and regional education service center programs submitted to SDE. Including but not limited to: audit reports and related correspondence.
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