Record Retention Policy

Chesapeake Public Schools will be destroying short-term retention documentation from official student records of students who graduated or left Chesapeake Public Schools in 2012-2013 or prior years. Documents (including special services, special education, health files) may be removed and shredded. If you would like copies of these records from your child’s file, please call the school from which your child left by July 1, 2018. If we do not hear from you by this date, the records will be destroyed. **Long-term documents will be retained as required by the Library of Virginia.

Chesapeake Public Schools intends to destroy certain state required assessment records. The current records retention and disposition schedule (General Schedule No. 21, Library of Virginia) requires that all non-graduation associated state required assessments be retained for one (1) year after test administration, and that all graduation-associated state required assessments be retained for five (5) years after test administration. These records include all non-graduation associated alternate/alternative state assessments- i.e., Virginia Alternate Assessment Program (VAAP) and Virginia Grade Level Alternative (VGLA)- completed prior to July 1, 2017, and all graduation-associated alternative state assessments- i.e., Virginia Grade level Alternative (VGLA) and Virginia Substitute Evaluation Program (VSEP)- completed prior to July 1, 2013. Destruction of these records will begin July 1, 2018. Any questions or concerns regarding these records should be directed to the Chesapeake Public Schools’ Department of Assessment and Accountability at (757)436-3316.

The Library of Virginia’s record retention and disposition schedule can be found at: http://www.lva.virginia.gov/agencies/records/sched_local/index.htm