Introduction
Access to School Division/District Records
School Board
Administration – Division/District
Financial Management
Human Resources
Buildings and Properties
Transportation
School Administration
Student Records

Introduction

This Directory summarizes the types of records and information commonly held by school divisions and districts in Manitoba. It reflects the range of services, facilities and responsibilities that school divisions and districts provide within their jurisdictions. The main legislative authorities for school boards are The Education Administration Act (C.C.S.M. c. E10) and The Public Schools Act (C.C.S.M. c. P250). School districts are found primarily in remote areas of the province and are smaller in geographic area than school divisions; both have the same powers, duties and responsibilities under the Acts.

The framework of the Directory is based on Education and Training’s Guidelines on the Retention and Disposition of School Division/District Records, updated in 2000. The Guidelines make recommendations regarding the storage, retention and disposition of school division/district records. Each school board, in turn, must establish records retention and disposition policies and procedures that will meet their organizational and record-keeping needs and comply with legislative or regulatory requirements.

It is important to remember that just as the size and organizational structure of school divisions/districts in Manitoba may vary, so will the organization and structure of their record-keeping practices and their retention and disposition policies and procedures. School boards must however, ensure that the retention and disposition policies and procedures that they establish comply with their obligations under the law.

The order of the entries in the Directory reflects their order in the Guidelines. Each section starts with a brief responsibility summary and is followed by a listing of records that may commonly be kept.

Minimum retention periods are based on administrative, legal and financial requirements. The recommendations made for systematic and controlled destruction of records that are no longer required and the preservation of records with permanent value (archival) are outlined in the Guidelines. To reflect the fact that adoption of the Guidelines is not mandatory, the retention periods are described below as "recommended retention" periods.

Access to School Division/District Records

The Public Schools Act (PSA) governs access to certain records in the custody or control of school divisions and districts. Under sections 41(1) and 55 (2), subject to limited exceptions, the secretary-treasurer of a school division or district is to provide public access, upon request, to selected records. The following records may be accessed in this manner:

• Final budgets (PSA, s. 41(1) (e));
• Audited financial statements (PSA, s. 41 (1) (d));
• Minutes of the school board meetings, except the minutes of any meetings held in camera (PSA, s. 55 (2). These minutes may also include the by-laws and resolutions of the board. Normally, the agenda/notice of meetings will also be publicly available upon request.

Access to these records does not require an application for access under FIPPA. The entries for these records in the Directory include the following statement: "Under The Public Schools Act, these records are available without application."

School Board

School boards are comprised of elected officials known as trustees. School boards are responsible for carrying out the powers, duties and functions expressly given to them under The Public Schools Act, The Education Administration Act and accompanying regulations. School board elections are held every four years, on the same day as elections for municipal councils.

Agenda/Notice of Meetings
Notices and agendas of school board meetings.
Destroyed after a recommended retention period of 1 year.

By-laws
Passed by the school board to establish procedures and policies for the administration of the school division/district. By-laws are sometimes contained in the minutes of the board, not kept separately.

Transfer to Archives after a recommended retention period of 20 years.

Under The Public Schools Act, these records are available without application.

Legal Opinions
Opinions and precedents provided by legal counsel regarding school division or district matters.

Transfer to Archives after a recommended retention period of 7 years.

Minutes
Minutes of school board meetings are open to the public, except when parts of or entire meetings are held in camera. May include supplementary documentation accepted as part of minutes including minutes of committees, submissions, reports, resolutions, by-laws, etc.

Transfer to Archives after a recommended retention period of 10 years.

Under The Public Schools Act, these records are available without application.

Resolutions
If not recorded in the minutes of the board.

Transfer to Archives after a recommended retention period of 20 years.

Under The Public Schools Act, these records are available without application.

List of Electors
Authority: The Public Schools Act; The Local Authorities Election Act.
Purpose for Collection: To collect information for the administration of the voting process.
Information: Personal information includes name and home address.
Retention and Disposition: Transfer to Archives after a recommended retention period of 4 years.
Access conditions: An application under FIPPA is not required. Access is subject to The Local Authorities Election Act (C.C.S.M. c. L180). Section 36.1(1) and (2) provides for personal security protection on lists and records and under section 36.2, the list may not be used for a purpose other than a political purpose.

Nomination Papers
Authority: The Public Schools Act; The Local Authorities Election Act.
Purpose for Collection: To nominate candidates to run for school board elections.
Information: Personal information may include: name and home address of candidate (on form of declaration); name and home address of electors nominating the candidate.
Retention and Disposition: Destroyed after expiration of term.

Election Records
Official copy of election notice; proof of publication or posting certification and listing of notice posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election.

Destroyed after a recommended retention period of 1 year after election.

Election Appeals
Records pertaining to the appeal of election results.

Destroyed after a recommended retention period of 1 year after appeal order.

Disclosure of Assets and Interests
Authority: The Public Schools Act.
Purpose for Collection: To make an affidavit of qualification recording the assets and interests of each elected trustee.
Information: Personal information may include: name; financial information pertaining to trustee and his/her dependants; listing of property holdings, shares in corporations, bonds and debentures, investments, gifts received, or other financial information.
Retention and Disposition: Destroyed after a recommended retention period of 6 years.

Oath of Office for Trustees
Authority: The Public Schools Act; The Local Authorities Election Act.
Purpose for Collection: Elected trustees are required to make an affidavit of qualification and take the oath of office before assuming the duties of the office.
Information: Personal information may include: name; home address; occupation of trustee.
Retention and Disposition: Destroyed after expiration of term.

Trustee Working Files
Records of Trustees’ including working papers, notes, correspondence and other documents related to school board matters.

Destroyed after a recommended retention period of expiration of term.

Verbatim Recordings of Board Proceedings
Verbatim records of school board meetings in the format of audiotapes, videotapes or stenographer’s notebooks.

Destroyed after a recommended retention period of 4 months after transcription and/or approval of minutes of proceedings.

Administration - Division/District

A central administration section may provide certain management and administrative support services for the school division/district.

Administrative Policies, Procedures and Guidelines
Guidelines, including manuals, pertaining to the administration of the school division/district.
Destroyed after superseded.

Archives/Records Management

• Records disposition documentation – Destroyed after a recommended retention period of 10 years.
• Inventory of non-current or inactive records in storage – Destroyed after superseded.
• Records transfer list for archival records – Maintained indefinitely at division/district level.
• Records on use of archival materials (log or register of researchers) – Destroyed after a recommended retention period of 5 years.

Board of Reference – Awards
The Board of Reference is appointed by the Lieutenant Governor-in-Council under The Public Schools Act. The Board can make regulations and grant awards regarding the continuation of a school division or district; the boundaries of a school division or district; confirmation of the name, number, boundaries, wards and number of trustees in each ward of a school division unless a by-law by a school board has been passed.

Destroyed after a recommended retention period of 7 years. Copies are stored permanently in the Education and Training’s school division/district formation files.

Office Files
Correspondence, memos, reports, and other documents created or received by the school division/district except for records which are listed elsewhere in this directory.

• General administrative and operational records of no continuing fiscal, legal or administrative value – Destroyed after a recommended retention period of 1 year.
• Significant policy or decision-making records of legal, fiscal, administrative or historical value – Transfer to Archives after a recommended retention period of 7 years.

Division/District Administrative Reports
Reports on the planning and implementation of various school division/district initiated programs and Manitoba Education and Training requirements.
Destroyed after a recommended retention period of 5 years.

School Administrative Reports
Destroyed after a recommended retention period of 5 years.

Curriculum Documents
Records of curriculum requirements, revisions and programs.
Destroyed after superseded.

Grant Records

• Supporting documentation and reports for grants awarded – Destroyed after a recommended retention period of 7 years.
• Supporting documentation for applications that have been rejected – Destroyed after a recommended retention period of 1 year.

Insurance Records
Authority: The Public Schools Act.
Purpose for Collection: Procurement and management of insurance protection for the school division/district’s assets, employees and legal liabilities.
Information: Personal information may include: name, home address; home telephone number, employee number, PHIN, SIN, personal health information relating to injuries sustained.

Retention and Disposition:

• Policies – Destroyed after a recommended retention period of 1 year after term.
• Claims including Workers Compensation Board claims – Destroyed after a recommended retention period of 3 years after resolution.
• Reports of theft, arson, vandalism, and property damage – Destroyed after a recommended retention period of 7 years.

Accident Reports
Authority: Program Policy.
Purpose for Collection: To maintain originals or copies of reports of accidents involving students, staff, vehicles (not including buses) for the school division/district.
Information: Personal information may include: name, address, phone number, employee number, personal health information of school staff; name, address, phone number, personal health information, names of parents or guardians of students.
Retention and Disposition: Destroyed after a recommended retention period of 7 years. For originals kept with division/district schools see School Administration – Accident Reports.

Litigation Records
Authority: Program Policy.
Purpose for Collection: Records concerning legal proceedings involving the school division/district.
Information: Personal information may include: name, home address; home telephone number, employee number, PHIN, SIN.

Retention and Disposition:

• Routine litigation – Destroyed after a recommended retention period of 7 years after settlement, judgement, discontinuance or dismissal or 7 years after any minor involved attains age of majority.
• Precedent setting litigation – Transfer to Archives after a recommended retention period of 7 years.

Safety Records
Fire, health, boiler, etc. including inspection reports.
Destroyed after a recommended retention period of 3 years or until superseded.

Workplace Safety and Health Records
Authority: The Workplace Safety and Health Act; Workplace Hazardous Materials Information System Regulation.
Purpose for Collection: In accordance with the Workplace Hazardous Materials Information System (WHMIS), listings of hazardous materials stored at schools and records pertaining to WHMIS staff training are maintained.
Information: Personal information may include: names of staff attending training.

Retention and Disposition:

• WHMIS – Destroyed after a recommended retention period of 30 years.
• All other records including training materials – Destroyed after a recommended retention period as per legislative requirements.

Financial Management

Every school board must appoint a secretary-treasurer and define the duties of this position. Depending on the organizational structure of the school division/district, a financial management section, under authority of the secretary-treasurer, may carry out the day-to-day financial functions of the school division/district.

The Public Schools Act stipulates that an auditor must be retained by the school board to perform an annual school division/district audit. The auditor is required to examine the financial affairs, books, accounts, records, and transactions of the division/district according to generally accepted auditing standards and report accordingly.

Accounts Payable/Receivable
Destroyed after a recommended retention period of 7 years.

Agreements
Purchasing/leasing, service and maintenance.

Destroyed after a recommended retention period of 1 year after termination of agreement.

Bank Statements and Cancelled Cheques
Destroyed after a recommended retention period of 7 years.

Budgets

• Approved budgets – Destroyed after a recommended retention period of 7 years;
• Final working papers – Destroyed after a recommended retention period of 2 years.

Under The Public Schools Act, these records are available without application.

Debentures/Mortgages
Destroyed after a recommended retention period of 1 year after termination.

Deposit Books
Destroyed after a recommended retention period of 7 years.

Financial Statements

• Monthly – Destroyed after a recommended retention period of 1 year;
• Annual statement and report of the auditor – Transfer to Archives after a recommended retention period of 10 years.

Under The Public Schools Act, these records are available without application.

Investment Records
Destroyed after a recommended retention period of 1 year after termination.

Journals and Source Documents
Destroyed after a recommended retention period of 10 years with the exception of cashbooks or journals predating 1967, to be transferred to Archives.

Ledgers

• General – Destroyed after a recommended retention period of 10 years.
• Subledgers – Destroyed after a recommended retention period of 10 years.

Loans and Cancelled Notes
Destroyed after a recommended retention period of 1 year after termination.

Tenders and Quotes
Destroyed after a recommended retention period of 3 years.

Human Resources

The human resource function within a school division/district may be handled centrally. Typically, a human resource section would provide routine personnel services such as payroll, recruitment and other staff related functions. Personnel policies and procedures are set by the school board and must comply with all relevant legislation. Subject to The Public Schools Act, school boards are responsible for prescribing the duties that teachers and other personnel are to follow.

Payroll Deductions
Authority: Program Policy.
Purpose for Collection: To maintain a record of payroll deductions for all employees.
Information: Includes garnishments, assignments, and attachments of employee salaries. Personal information may include: name; home address; home telephone number; SIN; employee number; marital status; copies of orders served; amount of debt; banking information for direct deposits; record of payments made.
Retention and Disposition: Destroyed after a recommended retention period of 7 years after superseding form is filed, authorization expires or employment is terminated.

Leaves
Authority: Program Policy.
Purpose for Collection: To maintain a record of employee requests for and authorizations given to employees to use sick, vacation, personal or other leave.
Information: Personal information may include: name; home address; phone number; employee number; personal health information.
Retention and Disposition: Destroyed after a recommended retention period of 7 years.

Payroll Administration Records
Destroyed after a recommended retention period of 7 years.

Payroll Registers
Authority: Program Policy.
Purpose for Collection: To maintain a record of salaries for all employees.
Information: Staff payroll may include gross salary and deductions. Personal information may include: name; address; telephone number; SIN; employee number.
Retention and Disposition: Destroyed after a recommended retention period of 55 years.

Arbitration Awards and Documentation
Transfer to Archives after a recommended retention period of 10 years.

Collective Agreements
Transfer to Archives after a recommended retention period of 10 years.

Grievance Records
Authority: Program Policy.
Purpose for Collection: To record the processing of employee grievances and attempts to achieve settlement through negotiation, appeal or arbitration.
Information: Personal information may include: name; home address; telephone number; birth date; marital status; gender; SIN; employee number; declared employment equity information; employee type and status; employment history; employee/position classification; document number; benefit eligibility information; leave information. Other information may include: grievance forms; letters; memos; discussion papers; interview records; notes; investigation reports; evidence; legal advice; settlement strategies and recommendations; final decisions involving school division/district personnel directors; labour relations officers; legal counsel and unions.
Retention and Disposition: Destroyed after a recommended retention period of 7 years after final decision.

Applications for Employment, Competition and Hiring Records
Authority: Program Policy.
Purpose for Collection: To maintain a record of the screening, competition and hiring process.
Information: Personal information may include: name; home address; birth date; SIN; employment history; education history; personal interests; volunteer experience; martial status; family status.
Retention and Disposition: Solicited – Destroyed after a recommended retention period of 2 years; Unsolicited – Destroyed after a recommended retention period of 1 year.

Personnel Administration Records
Policy and procedure records and manuals.

Destroyed after a recommended retention period of 2 years or after superseded.

Personnel Files
Authority: Program Policy.
Purpose for Collection: To maintain a record of employment at the division or district level for all human resource activities.
Information: Personal information may include: name; birth date; marital status; SIN; home address; telephone and fax number; employee number; resume/application for employment; letters of reference; letters of offer; contractual documents; official oath; education history; employment history; performance appraisals; employee relations; pay and benefits information; staff development and training; criminal/security reference checks; interchange and loan documents; conflict of interest disclosures; personal health information (medical reports and assessments).
Retention and Disposition: Destroyed after a recommended retention period of 7 years after termination.

Buildings and Properties

Buildings and properties services of a school division or district provide maintenance, technical and support services relating to the operation of school division/district owned and leased facilities.

Capital Construction Files
Bids, construction agreements, tender documents, specifications, contracts, performance guarantees, inspection reports, and environmental impact statements.
Destroyed after a recommended retention period of 1 year after life of building.

Certificate of Title
Surrender as requested where applicable.

Engineering Reports
Destruction where applicable.

Maintenance, Repair, Equipment Installation Records
Requests for service, work orders, records of work done, summary or log of service performed.
Destroyed after a recommended retention period of 3 years.

Plans, Maps, Designs, and Surveys
Buildings or other facilities owned or leased by the school division/district.
Destroyed after a recommended retention period of 1 year after life of building or expiry of lease agreement.

Photographs
Buildings or other facilities owned by the school division/district.
Subject to archival selection after a recommended retention period of 1 year after life of building.

Property Inventory
Vehicles, machinery, equipment.
Destroyed after a recommended retention period of 6 years after replacement, sale or discontinuance of use of all property listed.

Transportation

School divisions/districts are generally required to provide, or make provision for, the transportation of all resident students eligible for such transportation. School divisions/districts, in accordance with provincial requirements and local school board policy, normally determine eligibility for school bus transportation.

School divisions/districts must comply with the requirements and regulations of The Public Schools Act and The Highway Traffic Act that pertain to the duties, performance and testing of drivers of school transportation vehicles, maintaining, inspecting and repairing of vehicles used for school transportation or for the contracting out of such services; educating students in school bus safety and emergency procedures and other pupil transportation matters.

School Bus Accident Reports
Authority: The Public Schools Act, M. R. 465/88R.
Purpose for Collection: To maintain a record of accidents occurring during the operation of vehicles used for school transportation.
Information: Information includes incident reports by drivers and eye witnesses; damages sustained to vehicles. Personal information may include: name, address, phone number, employee number, employment history, personal health information of drivers of school transportation vehicles; students’ names, addresses, personal health information and names of parents or guardians.
Retention and Disposition: Destroyed after a recommended retention period of 7 years.

Pupil Transportation System Reports

• Education and Training System Reviews – Destroyed after superseded.
• School Division/District Self-Evaluation Reviews – Destroyed after a recommended retention period of 10 years.

School Bus Fleet Records
School bus purchase and disposal records, bus lease agreements, contract bus service agreements.
Destroyed after a recommended retention period of 1 year after disposition of bus or expiry of agreement.

Ridership Training and School Bus Evacuation Records
Authority: The Public Schools Act, M.R. 465/88R.
Purpose for Collection: To maintain a record of instruction given to pupils in safe school bus riding practices and emergency school bus evacuation drills.
Information: Personal information may include: names and grades of students who have received training.
Retention and Disposition: Destroyed after a recommended retention period of 2 years.

School Bus Ridership List/Pupil Transportation Eligibility Record for Common Carriers and Contract Buses
Authority: The Public Schools Act.
Purpose for Collection: To maintain a record of students who are transported to and from school by the school board, as well as a record of all students eligible for such transportation.
Information: Includes names, grades and home addresses of students for each route.
Retention and Disposition: Destroyed after a recommended retention period of 2 years.

School Bus Route Schedule/Diagram
Includes the locations and times of all stops for each route.
Destroyed after a recommended retention period of 2 years.

Transportation Report
Report filed by driver for each trip.
Destroyed after a recommended retention period of 2 years.

Vehicle Inspection, Repair and Maintenance Records
Records pertaining to the inspection, repair and maintenance of school transportation vehicles, including gasoline and oil consumption and vehicle log books.
Destroyed after a recommended retention period of 1 year after disposition of bus.

School Administration

School boards are required to designate a principal for every school. Subject to The Public Schools Act and the instructions of the school board, the principal is in charge of the school in respect of all matters of organization, management, instruction and discipline.

Accident Reports
Authority: Program Policy.
Purpose for Collection: To maintain a record of reports of accidents involving students, staff, vehicles (not including buses) at the school level.
Information: Personal information may include: name, address, phone number, employee number, personal health information of employee; name, address, phone number, personal health information, names of parents or guardians of students.
Retention and Disposition: Destroyed after a recommended retention period of 3 years. For copies sent to division/district office see Administration – Accident Reports.

Budget
Destroyed after a recommended retention period of 3 years.

Office Files
Correspondence, memos, reports, and other documents created or received by the school division/district except for records which are listed elsewhere in this directory.

• General administrative and operational records of no continuing fiscal, legal or administrative value – Destroyed after a recommended retention period of 1 year.
• Significant policy or decision-making records of legal, fiscal, administrative or historical value – Destroyed after a recommended retention period of 3 years.

Crisis Response/Emergency Plans
Destroyed after a recommended retention period of 3 years after superseded.

Inventory
Supplies, equipment, textbooks, etc.
Destruction after superseded.

Minutes
Staff, department, administrative, workplace safety and health and student council meetings. May also include copies of advisory/parent council and student council meetings.
Destroyed after a recommended retention period of 3 years.

School Based Personnel Files
Authority: Program Policy.
Purpose for Collection: To maintain a record of employment for personnel at the school level.
Information: Personal information may include: name; age; marital status; employee number; SIN; home address; telephone and fax numbers.
Retention and Disposition: Transferred to Human Resources, all duplicate records destroyed after a recommended retention period of term of employment.

School Accounts and Records
Destroyed after a recommended retention period of 7 years.

School Administrative Reports
Annual administrative reports of the principal on enrolments, staffing, curriculum, facilities, school plan, etc.
Destroyed after a recommended retention period of 5 years.

School Policies/Regulations
Destruction after superseded.

Master Timetable
Courses offered, teacher course allocations, enrolments.
Destroyed after a recommended retention period of 5 years.

School Curriculum

• School initiated courses – Destroyed after a recommended retention period of 3 years.
• Student initiated projects – Destroyed after a recommended retention period of 3 years.
• Course catalogues – Destroyed after a recommended retention period of 5 years.

Course Records
Authority: Program Policy.
Purpose for Collection: To ensure fair examination practices through the collection of information pertaining to the preparation and grading of examination papers by teachers and the academic performance of students in their coursework.
Information: Personal information may include names and test scores of students; name of teachers.

Retention and Disposition:

• Teacher’s grade records, test scores and marking sheets – Destroyed after a recommended retention period of 2 years.
• Examination paper (master copy) – Destroyed after a recommended retention period of 2 years.
• Examination answer papers – Destroyed after a recommended retention period of six months after course completion.

Locally Marked Provincial Standards Tests
Authority: The Education Administration Act, M.R. 468/88.
Purpose for Collection: For the administration and marking of those provincial standards tests marked locally by school divisions/districts rather than provincially by Manitoba Education and Training.
Information: Personal information may include names and test scores of students; name of teachers and markers.

Retention and Disposition:

• Exam Administration Records – Destroyed after a recommended retention period of 5 years.
• Student Answer Sheets and Exam Booklets – Destroyed after a recommended retention period of 5 years.
• Scoring Documentation – Destroyed after a recommended retention period of 5 years.
• Education and Training Reports – including Needs Assessment Survey and Audit Report, destroyed after recommended retention period of 5 years.

Student Records

School boards are responsible for all matters respecting the collection, storage, retrieval and use of information respecting pupils. A pupil file is a record or a collection of records respecting a pupil’s attendance, academic achievement and other related matters in the possession or control of a school board.

Access to pupil files and the protection of pupil file information is governed by The Public Schools Act, Manitoba Regulation 468/88 under The Education Administration Act, The Freedom of Information and Protection of Privacy Act, The Personal Health Information Act, and The Young Offenders Act (Canada).

Academic Records – Senior 1 to Senior 4
Authority: The Education Administration Act, M.R. 468/88.
Purpose for Collection: To maintain records of final marks for senior high school students enrolled in the school division or district.
Information: Academic records for Senior 1, 2, 3 and 4 levels. Personal information may include: name; birth date; gender; Manitoba Education and Training number; courses taken; marks awarded; credits awarded.
Retention and Disposition: Destroyed after a recommended retention period of 30 years.

Enrolment Files
Authority: The Public Schools Act.
Purpose for Collection: To maintain records and statistics on student attendance.
Information: Personal information may include name; gender; Manitoba Education and Training number; grade; record of attendance.

Retention and Disposition:

• Daily attendance – Destroyed after a recommended retention period of 20 years, with the exception of Registers prior to 1968, to be transferred to Archives;
• Annual enrolment (September) – Destroyed after a recommended retention period of 7 years;
• Monthly enrolment reports – Destroyed after a recommended retention period of 7 years.

Pupil Files
Authority: The Public Schools Act.
Purpose for Collection: To establish an ongoing official record of a student’s educational progress through the Kindergarten to Senior 4 public school system in Manitoba.
Information: The pupil file is comprised of the following components: the cumulative file (for all students), the pupil support file (for some students) and the young offender file (for a few students) as necessary. It may be organized and separated into individual sub-files by components.

Cumulative File: Personal information may include: name, birth date, gender, Manitoba Education and Training number, name of parent(s) and/or legal guardian(s); addresses and telephone numbers of student and parent(s)/legal guardian(s); educational history; citizenship; progress reports, report cards/transcripts, marks or credits awarded, awards or prizes; enrolment and attendance records, photographs; personal health information; disciplinary actions; child custody or guardianship records; test results; any other assessment or evaluation requested to be placed on file; Individualized Education Plan (IEP) and/or Health Care Plan; external agency or caregiver referrals or contacts; admission advisement for service or counselling resources; special funding information.

Pupil Support File: Personal information may include: school clinician, special education, resource staff and inter-agency contact reports, strategies, contact logs, consultation notes and related correspondence; referrals to other agencies and individuals; personal health information; results of specialized diagnostic tests; reports from service providers such as agencies, hospitals and clinics; referrals to other agencies and individuals; personal health information; results of specialized diagnostic tests.

Young Offender Files: Personal information may include: youth court order; offence for which the order has been made; particular terms of the order which relate to school attendance or any other educational matter; prior record of offences if safety of staff or students is at risk; recommendations for reducing the risk of violence and behaviour patterns that might affect safety of staff and students and any individual or group of persons who could be at risk from the young offender. Young Offender Files are always separated from the rest of the Pupil File and access is strictly enforced according to the provisions of The Young Offender Act (Canada).

Retention and Disposition: The Cumulative File and Pupil Support File retained for 10 years after student ceases to attend a school operated by the board and then destroyed or until the file is transferred to another school jurisdiction. The Young Offender File must be destroyed as soon as it is no longer required for the purpose for which it was established. If the student transfers to another school division/district, the Young Offender File must be destroyed immediately.