Green Files

The Term "Green File" denotes a Student's Special Education Cumulative File. Prior to the establishment and enforcement of a Green File standard in the 2011/2012 school year (see Green File Contents below), the Green File can contain any and all documentation deemed relevant by the Special Education Teacher and/or Building Administrator.

The purpose of this document is to establish the Kuna School District standards for Green File contents, processes for scanning green files, and the record retention and destruction policies.

Green File Contents
After the creation of the Green File standard in 2011/2012, an exited Special Education student's Green File may consist of the following documents; group like documents with the most recent date first;
 * 1) Written Notice (if applicable)
 * 2) IEP - including progress reports and meeting notes
 * 3) Eligibility Report
 * 4) Consent for Assessment
 * 5) Supplemental documentation
 * 6) Medicaid (if applicable)
 * 7) Contact Logs (including Access Log on front of Green File or stapled on the inside front flap of Green File)
 * CUM file contents found in green file should be scanned separately as a CUM file
 * All post-it/sticky notes should be removed and shredded
 * Other paperwork, ie; handwritten notes, emails or work samples should be placed in the shred bin.

Scanning Standards

 * Green File should be scanned as one document
 * All documents within the green file are to be grouped with like documents beginning with the most recent date first
 * Scanning order should be consistent with the listing of Green File Contents (see above)
 * Student work/projects should be shredded and not scanned
 * Green Files that have been properly scanned should then be placed in the shred bin

Destruction of Records

 * Records will be destroyed after the student age of majority (21) plus seven (7) years
 * Notice to destroy records will be posted in the city paper two weeks prior to destruction

Federal Resources
There are three federal laws that deal in some way with records retention requirements.


 * The Family Educational Rights and Privacy Law (FERPA) 20 U.S.C. - This law protects the rights of students and their parents regarding confidentiality, access to information and entitlement to a due process hearing if a disagreement arises. Parents and eligible students must be notified annually of their rights under FERPA.
 * In the area of student records retention, this law requires that a school must maintain: (1) a log of requests for access to information from education records as long as the records themselves are maintained; (2) parental statements commenting on student records as long as the records are maintained; and (3) educational records for which there is an outstanding request by a parent to inspect or review.
 * Individuals with Disabilities Education Act (IDEIA) 20 U.S.C. 1400 - IDEA provides parents with the right to request that school officials destroy records which are no longer needed.
 * The General Education Provisions Act (GEPA) 20 U.S.C. 1232f. - Section 427 of GEPA requires public school entities to include in their applications for Federal funds an explanation of how its program will ensure equitable access for students, teachers, and other program beneficiaries with specials needs. The statute identifies six types of barriers that can hinder equitable access or participation in a program: gender, race, national origin, color, disability, or age.
 * This law states that recipients of federal funds must retain records for three years after the completion of the activity for which funds are used. Special education records such as IEPs and evaluations reports are examples of records covered by GEPA's records retention requirements.

Idaho Specific Resources

 * Idaho Special Education Manual, Chapter 11, Section 5. Confidentiality and Access to Records