P.O.BOX 2120

MAY 11, 2001

TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Virginia Alternate Assessment Program Collections of Evidence -- Records Retention and Disposition

The purpose of this memorandum is to provide guidance on the retention and disposition of the Virginia Alternate Assessment Program Collections of Evidence. The Collections of Evidence submitted on March 22, 2001, will be scored and returned to the school divisions in the fall of 2001.

The Library of Virginia governs records retention and disposition schedules required by the Virginia Public Records Act, §§42.1-76 et seq., Code of Virginia. The Department of Education is working with the Records Management Division to revise the Records Retention and Disposition Schedule, General Schedule No. 21, to include provisions for the retention and disposition of the alternate assessment data. In the meantime, the Department of Education advises schools to maintain each studentís Collections of Evidence until the next Collections of Evidence are scored and returned. For example, the Collections of Evidence compiled for a student at age 8 should be retained until the Collection compiled for the student at age 10 is scored and returned to the school division. Further guidance will be provided after the Library of Virginia publishes a revised records retention and disposition schedule.

Education records shall be maintained in accordance with the Management of the Studentís Scholastic Record in the Public Schools of Virginia, 8 VAC 20-150-20. Schools shall maintain the results of the Virginia Alternate Assessment Program in the studentís education record. The Collections of Evidence can be

maintained as separate education records. Those records should be accessible to the childrenís teachers and must be made available to parents and eligible students upon request.

If those records are maintained in a separate file, notation of their existence should be made in the education record.

Questions about the management of student scholastic records may be referred to Ms. Sandra E. Ruffin (mailto: director of federal program monitoring, at (804) 225-2768. Questions about the Virginia Alternate Assessment Program may be referred to Dr. Patricia D. Burgess (mailto: educational programs practitioner, at (804) 225-3026.