Public Records Requests
Public Records Requests
Public Records Index
All public records held by the Chehalis School District are retained in accordance with the Washington Secretary of State retention schedule for public schools, which can be read at THIS LINK. The list below includes some of the public records held by the Chehalis School District. If a record you are looking for is not available online, please submit a public records request to Public Information Officer Carrina Stanton at THIS LINK. All public records will be provided in accordance with RCW 42.56 at THIS LINK.
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Absence (Student) – Grades K-8 – Retained for 4 years
Absence (Student) – Grades 9-12 – Retained for 1 year
Attendance – Retained for 4 years
Attendance – School-Sponsored Activities, Events and Programs – Retained for 6 years
Alternative Learning Experience (ALE) documentation – Retained for 5 years
CLICK HERE for the Chehalis Middle School Course Guide
CLICK HERE for the Chehalis School District Health Curriculum
Course Additions, Deletions, and Changes – Retained for 4 years
CLICK HERE for the Course Description Catalog for W.F. West High School
CLICK HERE for the Course Description Catalog for Chehalis Middle School
Curriculum Requests/Waivers/Substitutions – Retained for 5 years
Curriculum Summaries and Guides
Essential Academic Learning Requirements (EALR) – Program Files
Essential Academic Learning Requirements (EALR) – Program Results
Essential Academic Learning Requirements (EALR) – Individual Reports
General Educational Development (GED) Test – Eligibility
Grade Documentation – Elementary – Retained for 1 year
Grade Documentation – Secondary – Retained for 5 years
Graduation Requirements
Home/Hospital Tutoring – Retained for 6 years
CLICK HERE for the Instructional Framework
Instructional Materials Subject File – Retained for 4 years
Lesson Plans and Other Teaching Materials – Retained for 1 year
Parent/Legal Guardian Permission Slips for Internet Access and Film Viewing – current school year
Papers, Projects, and Other Assignments Submitted by Students – Not Retrieved – Available until end of current school year
School Master Schedule – Retained for 6 years
Standardized Achievement Testing (Mandatory) – Current School Year
Standardized Achievement Tests – Communications and Requests – Retained for 5 years
Standardized Achievement Test Results – Group Reports – Retained for 5 years
Standardized Achievement Test Results – Individual Student – Retained for 3 years
Statement of Requirements and Expectations Signed and Returned by Parent/Legal Guardian – Current school year
Student Assessments (School/District Optional) – Test Selection – Retained for 3 years
Student Assessments (School/District Optional) – Testing and Results – Retained for 1 year
Student Assignment – General – Retained for 6 years
Student Assignment – Special Service Programs (Student Not Placed) – Retained for 1 year
Student Assignment – Special Service Programs (Student Placed) – Retained for 3 years
Student Assignment – Special Service Programs (Transitional Bilingual Instruction) – Retained for 3 years
Student Assignment – Transfer Requests (Granted) – Retained for 6 years
Student Assignment – Transfer Requests (Not Granted) – Retained for 3 years
Student Registration – Retained for 3 years
Teacher Evaluation Forms of Learning Resource Center (LRC) Collections – Retained for 3 years
Truancy Case Files – Retained for 6 years
Truancy Petition/Disposition Log – Retained for 6 years
CLICK HERE for W.F. West Advanced English Summer Reading
CLICK HERE for W.F. West Course Guide
CLICK HERE for W.F. West CTE Certificates of Proficiency
CLICK HERE for W.F. West Honors Program
CLICK HERE for W.F. West Running Start & College in the High School Guide in English & Spanish
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Student Transcripts – Retained for 100 years
- To obtain a W.F. West High School transcript, contact the W.F. West High School counseling office at this link
- To obtain a Chehalis Middle School transcript, contact the Chehalis Middle School counseling office at this link
Other Student Records
Attendance records – Retained for 4 years after end of fiscal year
Authorization For/Release of Student Records – Prior Consent Not Required – Retained for 3 years after request is received
Authorization For/Release of Student Records – Prior Consent or Documentation Required – Retained until the educational record of the student is no longer retained
Confidential Reports (Guidance Reports or Supplementary Reports) – Retained for 3 years after student graduates or withdraws
General Educational Devlopment (GED) Test Eligibility – Retained until no longer needed for agency business
Graduate List – Retained for 6 years after current school year then transferred to Washington State Archives for permanent retention
Homeless Child and Youth Identification/Eligibility Determination – Retained for 6 years after school year
Immunization Status – Retained until student graduates or withdraws
Immunization/Exemption Reporting Compliance – Retained until compliance is complete or student graduates/withdraws
Isolation/Restraint (18 and older) – Retained for 3 years after date of incident
Isolation/restraint (Under 18) – Retained for 3 years after student attains the age of 18
Official Student Record – Retained for 100 years after student graduates or withdraws
Sexual Harassment/Sex Discrimination Complaints (Title IX) Students – Retained for 7 years after issuance of determination AND completition of disciplinary action (if any) AND expiration of appeal period (if any)
Student Assignment – General – Retained for 6 years after end of school year
Student Assignment – Special Service Programs (student denied)– Retained for 3 years after student graduates or withdraws
Student Assignment – Special Service Programs (student places)– Retained for 1 year after placement declined/denied or expiration of appeal period
Student Behavior Support – Retained until end of school year
Student Cumulative Folder – Retained for 3 years after student graduates or withdraws
Student Discipline – Founded (State Reportable Misconduct) – Retained for 6 years after matter is resolved
Student Discipline – Unfounded – Retained until no longer needed for agency business
Student Registration – Retained for 3 years after superseded or 3 years after student graduates/withdraws
Student Safety Records – Retained for 3 years after matter is resolved or after the student has graduated or withdrawn
Student Threat Assessments – Retained for 6 years after assessment
Student Tracking (sign-in sheets and temporary bus or pick up orders) – Retained until end of fiscal year
Truancy Case Files – Retained for 6 years after case is closed
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CLICK HERE for the ARP-ESSER Spending Plan 20%
CLICK HERE for the ARP- ESSER Spending Plan 80%
CLICK HERE for the Capital Facilities Needs Advisory Committee Agendas 2023
CLICK HERE for the Chehalis Middle School ASB Fund Reports
CLICK HERE for the Chehalis School Board Agendas & Minutes
CLICK HERE for the James Lintott Elementary ASB Fund Reports
Learning Resource Center (LRC) Selection Advisory Committee Purchase Recommendations (Voting Tabulation) – Retained for 3 years
CLICK HERE for the Orin Smith Elementary ASB Fund Reports
School Board meeting session recordings from June 2024 to present
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CLICK HERE for the Current Approved Budget
Administration of Federal and State Categorical Grant Programs
Apportionment Report from OSPI – Retained for 4 years
CLICK HERE for ASB Fund Reports for the last 5 years
Budget Revision Requests – Retained for 6 years
CLICK HERE for Interlocal Purchasing Agreement for PPEs 2020-2021
CLICK HERE for W.F. West High School ASB Card and Athletic Report
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CLICK HERE for the Annual Report
CLICK HERE for Cornerstone Program Newsletters
Public Research Access Requests – Maintained for 3 years
Video Consent Form for Teacher Candidate Exam Video Submission – Retained for 6 years
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Certificated Years of Experience – Retained for 60 years
CLICK HERE for Civil Rights Complaint Contacts
Employee Signature of Receipt Record – Retained for 1 year
List of HIV/AIDS and Hepatitis B Virus (HBV) Trained Employees – Retained for 30 years
Professional Education Permits – Temporary – Retained for 6 years
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Accreditation (Applications/Maintenance) – Retained for 6 years
Accreditation (Outcome) – Retained for 6 years
CLICK HERE for BERC Group Reports for Student Achievement Initiative
CLICK HERE for Communications Audit Report 2024-2025
CLICK HERE for the current CTE Plan Report
Demographic and Enrollment Projections – Retained for 3 years after end of fiscal year
CLICK HERE for the 2024-2025 District Annual Report
CLICK HERE for the Facilities Master Plan 2023
Official District Negotiated School Calendars – Retained for 6 years
CLICK HERE for current School Improvement Plans
School Safety Plans – Retained for 6 years
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Authorization For/Release of Student Records – Prior Consent Not Required – Retained for 3 years
CLICK HERE for the Chehalis Middle School Student Handbook
CLICK HERE for the Chehalis School District Organizational Chart
CLICK HERE for the Chehalis School District Policies & Procedures
Free or Reduced-Price Meal Applications – Retained for 6 years
Free or Reduced-Price Meal Application Verifications – Retained for 3 years
Graduate List – Retained for 6 years
HACCP (Hazard Analysis & Critical Control Points) Food Safety Plan – Retained for 6 years
Health Care/Services Provided to Students – Retained for 8 years
Health/Nurse Room Registry – Retained for 8 years
Homeless Child and Youth Identification/Eligibility Determination – Retained for 6 years
Immunization/Exemption Reporting Compliance – Held until compliance is reached or student graduates/withdraws
Immunization-Related Exclusions – Held for 3 years
Immunization Status – Held until student graduates or withdraws
CLICK HERE for the James Lintott Elementary School Student Handbook
List of Students Participating in Home-Based Instruction – Retained for 6 years
CLICK HERE for information for families about the McKinney-Vento Homeless Act
CLICK HERE for Nondiscrimination and Sexual Harassment Complaint Procedures
Official Student Record – Retained for 100 years
CLICK HERE for our Orin Smith Elementary School Student Handbook
CLICK HERE for OSPI Model HIB Language
Parent/Legal Guardian Declaration of Intent (Home-Based Instruction) – Retained for 4 years
Skills Center Patient Case Files – Retained for 8 years
Skills Center Student Time Log/Sheet – Retained for 5 years
Special Education Program – Student History File – Retained for 6 years after separation from program
Special Education Program – Student History File Retention/Disposition Notification – Retained for 6 years
Special Education Program – Student Not Eligible – Retained for 5 years
CLICK HERE for our Student Cell Phone Use Policy Advisory Committee Documents
Student Cumulative Folder (Student File Folder) – Retained for 3 years
Student Discipline – Founded (Code of Conduct Violations) – Retained for 3 years
Student Discipline – Founded (State Reportable Misconduct) – Retained for 6 years
Student Transportation Report Records – Retained for 4 years
Superintendent’s Official Duties & Actions – Retained for 6 years
CLICK HERE for Title 1 Notification
Transfer of Home-Based Student to School/District – Retained for 3 years
CLICK HERE for Turning Point/Lewis County Alternative Student Handbook
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Basic Education Act Compliance – Retained for 6 years
Healthy Youth Survey Results – Retained for 6 years
CLICK HERE for the Notice of Finding W.F. West High School Drinking Water 2022
Reporting – Office of Superintendent of Public Instruction (OSPI) – General – Retained for 4 years
Reporting – Student Health and Safety – Retained for 4 Years
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Agency-Provided Training – In-Service Education Programs – Retained for 7 years