Requested Information
What regulations, if any, are there regarding how long employees must keep records of their emails?
What policy, if any, is there for maintaining any records, emails, or other documents of former employees?
What reports does HCPSS generate in relation to its special-ed, 504, and IEP students, either internal or external, formal or informal?
What internal training is there in regards to IEP regulations on both the county and individual school level, and when was it last updated?
If there is internal training materials, please provide them.
Please provide a copy of any regulations provided to IT at county and school levels that they must follow.
What policy, if any, is there for maintaining any records, emails, or other documents of former employees?
What reports does HCPSS generate in relation to its special-ed, 504, and IEP students, either internal or external, formal or informal?
What internal training is there in regards to IEP regulations on both the county and individual school level, and when was it last updated?
If there is internal training materials, please provide them.
Please provide a copy of any regulations provided to IT at county and school levels that they must follow.
Status
Complete
Response Notes
Due to the fact reports HCPSS generates in relation to IEPs, 504s, and special education could be created for any number of reasons our Special Education Office has been unable to locate a comprehensive list of reports typically created in the course of business. For reference, the Special Education Office annually submits a report to the Maryland State Department of Education – which can be accessed as part of their annual report on Maryland Special Education/Early Intervention Services Census Data & Related Tables, the latest from the 2016-2017 school year, found here: http://archives.marylandpublicschools.org/MSDE/divisions/planningresultstest/doc/20162017Student/2016SPED.pdf.
Responsive Documents
Addresses the retention of HCPSS records. Please note, the policy doesn’t dictate how long an employee must keep certain formats of the record, but rather the content of records dictates how long they are required to be kept. If it’s a record that contains content that must be kept per a retention schedule it would be kept whether a current or former employee created, or whether it was an email or hard copy document for instance. This policy also addresses legal holds and other reasons why a record would be required to be kept past it’s retention schedule.
Which addresses the retention of our current email system (per the note above regarding Policy 3050, this document does not dictate what emails employees are required to maintain, but rather informs employees of the storage retention of the system where emails are created).
A training given to all new special education teachers by the Special Education Office, which was last updated for an August 2017 presentation.
A training given by the Special Education Office on legislative changes effective July 1, 2017, regarding parental consent and alternative assessments.