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Record Keeping

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Exceptional Children's Educational Act (ECEA) defines Record Keeping as:

  • Financial Records
  • Inventory
  • Student Education Records
  • Confidentiality of Education Records
  • Maintenance and Destruction of Student Education Records


Fiscal Record Keeping

Fiscal records of expended gifted education state categorical and grant funds are maintained in accordance with the accepted principles of accounting and CDE's Financial Policies and Procedures. 

Inventory of Equipment

An AU shall keep an inventory record of all equipment purchased with state funds.  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 Gifted Education Monitoring process. 

Student Records

AUs are responsible for the management, maintenance, and destruction of gifted education student records.  AUs develop, maintain, store, and destroy student educational records in accordance with the AU's/district's established procedures.  AUs follow state and federal guidelines to ensure data privacy.

ECEA Rules for Record Keeping

Record Keeping 12.05(1)

Financial records shall be kept in accordance with generally accepted principles of governmental accounting. Recommended accounting principles are listed in the Financial Policies and Procedures Handbook.

12.05(2) Inventory

An inventory shall be maintained of all equipment for which funding was received. These records shall be maintained throughout the useful life of the equipment.

12.05(3) Student Education Records

The ALP documents shall be part of the student’s cumulative education record.

12.05(4) 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(5) 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.

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 Program Administrator.