Part IV D. Record Keeping

What to Keep

As with any successful program, records must be maintained. Individual records help students continue after interuptions and maintain continuity. Statistical information is necessary for program certification and funding endeavors.

• Applications – basic applications for students and for volunteers provide contact information, background about the individuals, and additional information which may be used to match the tutors with students.

• Attendance and instructional hours – records of attendance should be maintained. This includes time spent tutoring as well as instructional time in training or skill development.

• Pre and Post Tests – Copies of all tests given should be kept in the students file. Individual tests demonstrate improvement to the student. The combined results demonstrate improvement to the other stakeholders.

Confidentiality

Confidentiality is a critical factor of this program. Records should be maintained in a secure location and handled carefully. Although a lawyer's opinion is advisable about whether a particular literacy programs student records are included in state or federal student confidentiality laws, literacy programs as a library service do appear to be included in the library confidentiality laws for Texas. Under Texas law, any record maintained for the operation of the library is confidential and must be handled accordingly.

Retention

A Schedule of Retention needs to be included in the policy manual. Each type of record is listed in the schedule, along with how long that record is kept. These records must be kept for the specified duration and then destroyed, not just thrown away but physically destroyed. The details of the schedule vary depending on the needs of the program and applicable legal requirements.