Districts Requesting Records
Please request records through the TREX records system.
If the student became inactive or withdrew during the current school year or prior school year, contact the campus last attended.
Destruction of Student Records
Special education records collected by BRAINATION related to the identification, evaluation, educational placement, or the provision of special education in the district must be maintained under state and federal laws for a period of five years after special education services have ended for the student. Special education services end when the student is no longer eligible for services, graduates, completes his/her educational program at age 22, or moves from the district.
Retention Notes: a) It is an exception to the retention period given for this record group, that the following information must be retained permanently in some form on each student in grades 9–12 participating in a special education program: name, last known address, student ID or Social Security number, grades, classes attended, and grade level and year completed. If an academic achievement record [see item number SD3200-01(a)] is created for the student and maintained among those for students in the regular population, it is not necessary for special education records custodians to maintain the prescribed information beyond five years after the cessation of services, provided that it is contained in the academic achievement record.
** Student-specific records that are required for SHARS become part of the student’s educational records and must be maintained for seven years. All records that are pertinent to SHARS billings must be maintained by the school district until all audit questions, appeal hearings, investigations, or court cases are resolved. Records must be stored in a readily accessible location and format and must be available for state or federal audits.
TEXAS MEDICAID PROVIDER PROCEDURES MANUAL: VOL. 2, MAY 2020 Sec. 3.4.1
Special Education Department
10325 Bandera Road
San Antonio, TX 78250
Phone: (210) 638-5000
Hours: 8:00 a.m.–4:30 p.m.