FILE:  CH

Cf:  CG, JR

 

SCHOOL RECORDS/REPORTS

 

 

The Iberia Parish School Board recognizes that the keeping of records and the making of reports are necessary for the efficient and well-ordered administration of schools.  At the school level, the principal shall be responsible for all records and reports; however, he/she shall have authority to delegate the task of keeping records and preparing reports to members of the school’s faculty.

 

Any and all reports shall be processed through the principal, who shall be responsible for submitting the report to the proper authority or agency.  The following is a list of records and reports which must be maintained and/or submitted and instructions pertaining to them:

 

  1. Cumulative Folder and Special Education Records

    This folder provides a complete record of each student during his/her years in school.  There should be no delay in entering information on the cards.  Generally, the responsibility for maintaining these folders at the elementary level is that of teacher and at the middle school level is the responsibility of the counselor.

  2. Attendance Record

    This is a record of student attendance during each thirty (30) school-day period.  The record shall be compiled in duplicate; one copy shall be turned in to the School Board office within three (3) days after each 30th school day; the second copy shall be retained by the principal.

  3. Bus Report

    This report includes student membership, average membership, and average attendance of students riding buses.  The report shall be prepared at the same time the attendance record is, and shall be turned in at the same time.  A report is made of each individual bus route.

  4. Employee Absentee Report

    This report shows the date(s) of absence of employees and the reason(s) for the absence, and shall be turned in to the School Board office at the end of every calendar month.  All absences shall be reported on all personnel in the school regardless of the circumstances and/or reasons.  Monthly Personnel Attendance reports shall be forwarded to the Director of Personnel to determine accuracy before personnel absences are recorded.

  5. Financial Report

    This is a report of all school income, expenditures, and balances credited to organizations or school departments.  The report shall be due in the School Board Office by the 25th of each month.  Failure to submit on due date may require the Superintendent to have an Administrative review and the recommendation of the review filed in the personnel records of those employees involved.

  6. School Food Services Reports

    The reports shall be completed monthly on the prescribed forms from the School Board Office.

 

    1. School Food Service Daily Food Lunch Report

      This report shall be due in the School Board Office no later than three (3) days after the end of the calendar month.  The report shall be completed weekly and/or monthly on the prescribed form from the Louisiana Department of Education.  This report includes data concerning number of lunches served to students (paid and otherwise), Food Service employees, school adults, along with money collected for all paid lunches.

    2. School Food Service Daily Substitute, Accident & Telephone Report

      These reports shall be due in the School Board Office no later than three (3) days after the end of the calendar month.  The reports shall be completed daily on the prescribed forms from the School Board Office.

    3. Market Order Request

      Completed copies of menu requests shall be due in the School Board Office two (2) weeks prior to expected delivery.

    4. Inventory of Equipment

 

      1. Complete records of all equipment in all schools shall be kept at the School Board Office; all additions to equipment made during the school year shall be recorded as soon as received.  Signed invoices shall be due each month to complete this report.

      2. A complete inventory review shall be made to the School Board Office at the end of the school year and maintained on file in the School Board Office.

 

    1. Inventory of Food:  Purchased and Donated USDA

      Complete records of all food and food products in the schools shall be due in the School Board Office three (3) days after the end of the calendar month.

 

  1. Fire Drill Report

    At least one fire drill per month shall be conducted at each school.  A record of these drills shall be kept on file at each school.  This record shall include the date and time of the drill, the number of students participating in the drill, and the time it took to evacuate the buildings.  These reports shall be available for review upon request.

  2. Visiting Teacher Reports

 

    1. Principal’s Gain or Loss Report.  This report should be completed for each student gain or loss and turned in with each thirty (30) day report.

    2. Report of Student’s Absence or Adjustment Problems and all Suspensions.  This report shall be completed and submitted to the Visiting Teacher’s Office as soon as possible after being completed.

    3. Dropout Report.  A dropout report must be submitted by each school (where appropriate) at the end of each marking period.  The report shall be submitted on Louisiana Department of Education Dropout Forms provided by the Student Services Office.

 

  1. Vocational Reports

    These reports shall be required of Agriculture and Home Economics teachers.  The report must be prepared and channeled according to instructions. 

  2. Athletic Association Report

    This report is required by the Louisiana High School Athletic Association.  The report contains information on athletic activities and athletes.

  3. State Annual Report

    Each school shall be required to submit an annual report to the Louisiana Department of Education.  The report is submitted at the end of the first month following the opening of school.  The report includes the following:  Names of teachers, years of experience, number of teaching certificate and date issued, where the certificate was obtained, daily schedules with student load, and a brief statement about the faculty study for the school year.

 

  1. Southern Association Report

    Member schools of the Southern Association are required to submit an annual report.  The report is submitted to the chairman of the respective state accrediting committee.

  2. End of the Year Reports

    The reports listed below shall be submitted to the School Board Office at the close of the year:

 

    1. Attendance and Bus Report

    2. Session Report

    3. Record of Promotions and Failures

    4. Annual Report of Textbooks and Libraries

    5. Home Economics Reports

    6. Vocational Agriculture Report

    7. School Food Service Daily and Equipment Inventory

    8. All data pertaining to the Extended School Year Program for Special Education, Elementary, and Secondary Summer School students.

    9. IEP analysis forms

    10. Record of promotions, failures, and natural progression of Special Education students (including gifted students).

 

 

Ref:    La. Rev. Stat. Ann. §17:81

Board minutes, 6-95

 

Iberia Parish School Board