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Gifted Education Record Keeping

Record Keeping Overview

Definition

The Exceptional Children's Educational Act (ECEA) defines record keeping as:

Administrative Units (AUs) shall have the following record keeping and reporting responsibilities:

  • Financial Records
  • Inventory
  • Student Education Records 12.05(1-3)

Confidentiality of Student Education Records

Individually identifiable records of students referred, assessed, evaluated, and/or served through programming for gifted and talented students in any AU shall be held to be confidential and protected in accordance with applicable federal and state laws and regulations. Student records that are collected and/or stored electronically shall be held to current state law and FERPA regulations governing the protection of personally identifiable information and the privacy interests of students. 12.05(4)

Maintenance and Destruction of Student Education Records

Gifted student education records and ALPs shall be maintained, retained and destroyed consistent with the ongoing system of student record keeping established in the AU, including its member districts or the Charter School Institute for student records, preschool (if applicable) through grade 12. 12.05(5)


Description

AUs are responsible for the management of gifted education records and reports.  Fiscal records of expended gifted education state categorical funds are maintained in accordance of the CDE's Financial Policies and Procedures.  An AU shall keep an inventory record of all equipment purchased with state funds [12.08(2)]. The record must be maintained for the useful life of the equipment. The AU’s capital asset policy establishes criteria for when an equipment item must be capitalized and when it is included on the AU’s inventory records.  A review of an AU’s inventory list is a component of the CGER Desk Audit.  AUs develop, maintain, store and destroy student educational records in accordance with the AUs/district's procedures.  AUs follow state and federal guidelines to ensure data privacy.

Key Indicators of Implementation

  • Financial records are kept in accordance with principles of governmental accounting.
  • An inventory is maintained of all equipment for which funds were received.
  • Advanced Learning Plan (ALP) documents are part of the student’s cumulative record.
  • Individually identifiable records of students referred, assessed, evaluated, and/or served through programming for gifted and talented students in any AU shall be held to be confidential and protected in accordance with applicable federal and state laws and regulations.
  • Gifted student education records and ALPs shall be maintained, retained and destroyed consistent with the ongoing system of student record keeping established in the AU.

Resources for Record Keeping

Note: If you are not able to access the resources or need additional support, please contact the Office of Gifted Education Gifted Program Administrator.

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Colorado Dept. of Education
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