Permanent Individual Record: The Permanent Individual Record (PIR) is the only school record which contains identification data for every student who is enrolled or who has been enrolled in Lincoln Public Schools together with a continuing record of academics, school attendance, immunization, demographics and certain data regarding family relationships. This data is used in legal matters, documenting personal histories, social security and employment. The record is archived after the student’s graduation or upon the student reaching age 21 if the student did not complete high school.
A PIR is begun for each student at the time of enrollment. This record must show a verification of birth date. Enrollment includes Lincoln Public Schools Preschool and Headstart programs.
High School Cumulative Scholastic Record: The cumulative scholastic record is a permanent record of the student’s academic achievement, grades 9-12. This is the record which is shared upon request of the student with employers, colleges or agencies.
Cumulative Record Folder: In order to systematically maintain student records, all records are kept in an electronic student information system.
Retention: Category B records which are subsidiary student records are destroyed after the student’s three-year continuous absence from school.
Documentation Log: A documentation log should be used for the following purposes and will be included in the student information system as needed:
Discipline records are destroyed after a student’s continuous absence from school for a period of three years.
The Lincoln Public Schools retains special education records for five (5) years after the completion of the activities for which special education funds were used. A permanent record of PIR date may be maintained without time limitation.
The Lincoln Public Schools retains early intervention records for six (6) years after the completion of the activities for which early intervention funds were used. A permanent record of a child’s name, date of birth, parent contact information, names of services coordinator(s) and early intervention service provider(s) and exit data (including year and age upon exit and programs entered into upon exiting) may be maintained without time limitation.