Section 10: Documentation and record retention requirements

Rule Text

(10) Documentation and record retention requirements: School districts claiming state funding for alternative learning experiences must retain all documentation required in this section in accordance with established records retention schedules and must make such documentation available upon request for purposes of state monitoring and audit. School districts must maintain the following written documentation:

(a) School board policy for alternative learning experiences pursuant to this section;

(b) Annual reports to the school district board of directors as required by subsection (5) of this section;

(c) Monthly and annual reports to the superintendent of public instruction as required by subsection (9) of this section;

(d) The written student learning plans required by subsection (4) of this section;

(e) Evidence of weekly contact required by subsection (4) of this section.

(i) For students participating in regularly scheduled classes, including in-person instructional contact and synchronous digital instructional contact, evidence may include classroom attendance records.

(ii) For students who are not participating in regularly scheduled classes, evidence of the contact must include the date of the contact, the method of communication by which the contact was accomplished, and documentation to support the subject of the communication.

(f) Student progress evaluations and intervention plans required by subsection (4) of this section;

(g) The results of any assessments required by subsection (8) of this section;

(h) Student enrollment detail substantiating full-time equivalent enrollment reported to the state; and

(i) Signed parent enrollment disclosure documents required by subsection (6)(j) of this section.

Comments

This subsection establishes documentation requirements for ALE.

Common Questions



Q. How long does the documentation of contact need to be held?

A. Districts should retain documentation in accordance with their established records retention schedules. The Washington Secretary of State’s office has a number of resources that districts can use when developing records retention schedules.

Last updated: 9/16/2011

Q. In the evidence of weekly contact what is meant by “documentation to support the subject of the communication”?

A. The documentation required will depend on the method of contact used. The documentation should include a brief summary of the topics discussed during the direct personal contact. The summary should be unique to this conversation, and not generic. For example, “discussed ALE coursework” would not be an adequate level of specificity, whereas “assisted student in understanding fractions in unit 5” would provide enough detail to determine whether the content of the discussion was related to their WSLP. Summaries need not be longer than one or two sentences.

In the case of email, chat, or other electronic methods, the actual email or chat transcript could be retained as documentation in lieu of a summary.

Last updated: 8/16/2012

Q. For purposes of taking attendance in in-person or synchronous digital instructional contact time, should passing time be included?

A. Passing time may be included as per the definition in WAC 392-121-122 that states “each hour counted shall contain at least 50 minutes of instruction or supervised study provided by appropriate instructional staff.”

Last updated: 8/16/2012

Relevant Forms or Samples

Note: These sample forms were developed by a working group that included representation from WALA, the State Auditor's Office, OSPI, and several ALE programs. They are intended to be used as samples, and use of the sample forms provided is not required.

Weekly Direct personal contact

Intervention plans

Written student learning plans

None.

Substantially similar experiences and services

None.

Home-based instruction