NYS Education Department Subject Matter List

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NYS Education Department Subject Matter ListAdult Career and Continuing Education Services (ACCES)Deputy Commissioner’s Office General Administrative FilesManagement Information reportsGeneral CorrespondenceMaterial Submitted to Regents – Monthly MeetingsACCES FOIL’sGeneral CorrespondenceMaterial Submitted to Regents – Monthly MeetingsAssistant Commissioner’s Office General Administrative FilesModel Transition ProgramsVR Quality Assurance and Monitoring ReportsDistrict Office Administration Marketing filesService Delivery filesVR policy and partnershipsFiscal and Administrative Services Team Fiscal filesContract filesVendor filesCase Procurement filesSocial security/Ticket to Work filesSocial Security Unit – General AdministrativeAdministrative Support filesIndependent Living Administrative CorrespondenceEvaluations of Independent Living CentersCenter Fiscal FilesIndependent Living Center Contract FilesState Independent Living Council Fiscal RecordsFederal & State Notices, Issuances, Directives, CircularsState Independent Living Council Meeting Records9/24/14

NYS Education Department Subject Matter ListChief Financial OfficerBureau of Budget Coordination Department-wide Budget InformationFederal Programs Budget InformationRegents Budget ProposalsFiles – Special Legislative ProjectsBudget MaterialsBureau of Fiscal Management Processing of all non-state aid and non-Grant payments.Payment of Preschool 4410 claimsACCES Case Service payments including M&TBad Check AdviceRefundsContract PaymentsRevenue DocumentsConsolidated Advance RecordsWilliam Vorce AccountPayments to VendorsTravel DocumentsCommissioner of Education CorrespondencesCommunications and External Affairs Editorial Reference FilesNews ReleasesCounsel, Office of Allocation of financial Aid to School District Files (1998 to 2006)Indian Lease FilesState Historic Sites FilesProposed Changes in Rules & RegulationsEducation Law §312 -- Files of Appeals before the Commissioner of Education (i.eappeals pursuant to Education Law §310 and §306)General Correspondence & Subject FilesCourt Case Files9/24/14

NYS Education Department Subject Matter List Waivers & Consents to Incorporations Under Ed. LawLegislative Proposals, Bills, ReportsCounsel NotesRegents Charters & Incorporation FilesFOIL, PPPL & SAPA AppealsAdministrative General legislative RecordsPublic Officers Ethics Forms (2013 to present )Cultural EducationAnthropology Unit Site Reports & Publication ManuscriptsPhotographs of Archeological Sites & ArtifactsResearch & Reference PublicationsState Archeologist & Curators of Anthropology Prof.Archeological Excavation CatalogsCultural Resources Survey Program #2Cultural Resources Survey Program Data #1State Archeological Site FileMaps, Plans, ChartsSite Excavation & Survey RecordsArchives State Archives Subject & Correspondence Files Administration Files Budget FilesArchives Partnership Trust CEO’s Office Files Budget/Financial Files Development Files Public Program Files Hackman Research Residency Files Membership FilesGrant Unit Local Government Records Management Improvement Fund Grant FilesRegional Advisory Officers FilesRegional Advisory Committee FilesTravel FilesWorkshop & Public Development FilesRecords Storage, Retrieval, Destruction Files9/24/14

NYS Education Department Subject Matter List Team Activities filesDocumentary Heritage Program Grant FilesArchival Services Accessioning Records FilesTechnical Assistance FilesCollections – HistoricalMotion Picture Division Backup FilesCollections Management Services Treatment & Preservation FilesDisaster & Response FilesReformatting & Processing FilesAccess Services Development of Archival Standards & Training FilesElectronic Records & Digitization FilesNYS Historical Records Advisory Board (SHRAB) Program FilesMeeting MinutesLocal Government Records Advisory Council (LGRAC) Program FilesMeeting MinutesPublic & Educational Program Newsletter & Publication FilesPress ReleasesSubject & Correspondence FilesStudent Research AwardsGovernment Records UnitAppraisal Report Case FilesRecords Disposition Request FilesOGS Record Series Inventory Forms (RM-14)Records Transfer Lists9/24/14

NYS Education Department Subject Matter ListBiological Survey Collections (Biological Survey)Biological Survey Correspondence Research Aquatic SciencesResearch - BotanyResearch – EntomologyResearch – Environmental BiologyResearch – ZoologyDeputy Commissioner’s Office Subject and Correspondence FilesGeological Survey Geological Survey Correspondence FilesGeological Survey ResearchGeological Survey CollectionsGeological Survey Open FileHistory, Office of State History Subject and Correspondence FilesCollections FilesLibrary Development, Division of General Correspondence of Division DirectorAnnual Reports/Budgets of Public Library SystemsAnnual Reports/Budgets of School Library SystemsAnnual Reports/Budgets of 3R’s Library SystemsAnnual Reports of Public LibrariesCertification of Public LibrariansChartering of Public LibrariesConservation/Preservation ProgramsConstruction for Public LibrariesCoordinated Collection Development AidCorrectional Library ServicesEqual Access ProjectE-rate (Universal Service Telecommunications Discount Program for Schools &Libraries)Adult Literacy Library Services ProgramsFamily Literacy Library Services ProgramsFederal & State Cooperative Public Library Statistics (FSCS) ProgramsFree Direct Access9/24/14

NYS Education Department Subject Matter List Gates/WebJunction Library InitiativeIndian Library ServicesInstitution Library ServicesLegislative Bill CommentsLegislative Planning & RegulationsLibrary Development Travel RecordsLSTA (Library Services & Technology Act) ProgramLove Your Library License Plate ProgramMaking It REAL! – NYSL/IMLS Recruitment Grant ProjectMinimum Public Library StandardsNOVELNY (New York Online Virtual Electronic Library) Pilot ProjectNYLINE Electronic Mailing ListsOutcome-Based Evaluation TrainingPlans of Service for Library SystemsPublic Library Districts InitiativesPublic Library System, School Library System, Reference & Research Library Resources(3Rs) System ServicesRegional Bibliographic Data Bases & Interlibrary Resource Sharing ProgramsSpanish Language Outreach Project (WebJunction)Special Legislative ProjectsState Aid for Libraries & SystemsStatewide Summer Reading ProgramsTrustees – NYS Association of Library Boards (NYSALB)Youth ServicesState Library, Manuscripts & Special Collections Correspondence Manuscripts & HistoryMuseum Chartering Copies of Chartering & Incorporation Files for Regents Education CorporationsCopies of Consent Files for Not-For-Profit CorporationsDatabases and Address Lists of Chartered InstitutionsMuseum Education Office Public Programs – Special EventsMuseum Education School ProgramsVisitor Services Group Registration Files9/24/14

NYS Education Department Subject Matter ListMuseum Research & Collections Director’s Office FilesLoan RecordsOffice/Operational FilesCultural Education, Preservation Preservation Unit Surveys, Logs, Treatment RecordsPublic Broadcasting Program Station Finance FilesStation General FilesAdministrative Office FilesGeneral Subject FilesState Library, Research Library General Correspondence of Division DirectorInternal StatisticsAnnual ReportsState Library, Office of Assistant Commissioner Requisitions & ContractsAdministrative FilesCorrespondence & Informational FilesState Museum. Director Official Correspondence FilesMuseum Exhibit Design DrawingsSummer School of the Arts Files relating to the administration of the New York State Summer School of the ArtsHigher EducationOffice of College and University Evaluation Institution files: Registration documents General correspondence9/24/14

NYS Education Department Subject Matter List Complaints Site visits Program proposals Extension center and branch campus applications Master plan amendments Applications for degree-granting authorityInventory of Registered ProgramsRegents institutional accreditation institution files Site visit reports and responses Annual reports Regents Advisory Council records Operational records of the accrediting function Correspondence to USDERegents accreditation of teacher education filesInformation on closed collegesTranscripts for certain closed /closedInstDirectory.htmPolicies, forms, rules, and regulationsMiscellaneous policy development records (field memos, task forces, processimprovement teams, research, etc.)Certifications of compliance with Article 129-APreregistration databaseTravel and consultant recordsPermission to operate institution filesAutism training provider applicationsCommissioner’s consentsDoctoral program statewide review project (historical)Office administration files (personnel, budget/financial, purchase orders, printingrequisitions)Director/coordinator general correspondenceOffice of K-16 Initiatives and Access Programs Higher Education Opportunity Program (HEOP) Interim Reports Final Reports Budgets Site Visit reportsScience and Technology Entry Program (STEP) Interim Reports Final Reports Budgets Site Visit reportsCollegiate Science and Technology Entry Program (CSTEP) Interim Reports9/24/14

NYS Education Department Subject Matter List Final ReportsBudgetsSite Visit reportsLiberty Partnerships Program (LPP) Interim Reports Final Reports Budgets Site Visit reportsSmart Scholars Early College High School (SS ECHS) Interim Reports Final Reports Budgets Site Visit reportsNYS Pathways in Technology Early College High School (NYS P-TECH) Interim Reports Final Reports Budgets Six Year Scope Site Visit reportsPerkins Career and Technical Education Act program (CTEA) Interim Reports Final Reports Budgets Site Visit reportsPerkins Comprehensive Annual Report (CAR)Office of Civil Rights Review (OCR) Ranking and Selection Procedures Site Visit Letters Letter of Findings Voluntary Compliance Plans Monitoring Reports Bi-Annual ReportsGeneral CorrespondenceRequests for ProposalsProposals Reviewer Comments Proposal Scores Award Letters Debriefing LettersMeeting Agendas/MinutesProgram RostersScholarships for Academic Excellence Applications AwardsRegents Physician Loan Forgiveness Program Applications9/24/14

NYS Education Department Subject Matter List AwardsMedical Contract AwardsCook/Batcheller Scholarship AwardsRegent Bridgman Scholarship AwardsStandards of Academic ProgressBy Institution of Higher EducationStandardized Testing RecordsStatewide Plan for Higher EducationOffice of Teaching Office, Personnel, Financial RecordsAdmin office General CorrespondencePurchase Orders & Printing RequisitionsTeacher Certification Microfilm FilesTranscripts & Correspondence of Applicants for Teacher Certification (under our recordsretention we only maintain the paper record for three years)TEACH electronic filesElectronic files for all documents generated by the Directors officeOffice of Test Security and Educator Integrity Educator Moral Character Files (8 NYCRR Part 83) Complaints Investigative materials Legal Files Decisions VouchersFingerprint Criminal History Records (SAVE Law, 8 NYCRR Part 87) Rap sheets and related material Investigative materials CorrespondenceTeacher Tenure Hearing Cases (Education Law 3020-a) Case files Transcripts Vouchers ContractsComplaintsCorrective Action PlansCase filesGeneral Correspondence9/24/14

NYS Education Department Subject Matter ListP- 12 EducationBilingual Education & Foreign Language Studies General CorrespondenceTitle I Consolidated Application and related documentsPart 154 Plan’sCareer and Technical Education Federal VTEA documentsDriver Education Teacher & Course ApprovalsGeneral CorrespondenceChild Nutrition Program Administration Including the Summer Food Service Program Program Operational Material – National School Food Service ProgramCorrespondence & Training ReportsAdministrative Files/Office Management FilesAudits of National School Food Service ProgramsFederal ReportsManagement Company ContractsCivil Rights/Intercultural Relations Project, Program, Research FilesComplaint FilesAdministrative FilesAdvisory Councils, Commissions, CommitteesSchool & Central School District FilesTechnical Assistance & TrainingCurriculum, Assessment and Educational Technology BEDS Reports & Chapter I ProjectsNYS English/Language Arts Curriculum K-12English Tests – Past UsageAdministration FilesFederal & State Mandates, Recommendations, IssuesCurriculum/Program DevelopmentAssessments – Students/ProgramsStaff Development RecordsSocial Studies CurriculumExamination & Test Files – non-secure only9/24/14

NYS Education Department Subject Matter List TAG – Technical Advisory GroupLegislationAdministrative & Correspondence FilesBOCES & Public School FilesESEA/NCLB Title I Title I Consolidated Application and related documentsTitle II Application materialsECIA Chapter 1/PSED grant application – MigrantMigrant Education projects & correspondenceHomeless Application materials and correspondenceSchool Improvement General Subject & Resource FilesGrants Program FilesSpecial Project FilesDevelopment & Training FilesSchool FilesStaff Administrative FilesAdministrative FilesResource FilesDevelopment & TrainingFederal & State ProgramsSchool Operations and Management Services (Facilities Planning / EducationManagement) School Bus Driver & Instructor Training RecordsSchool District Capital Project & Correspondence FilesPlans & Specific of School District Capital ConstructionState Environmental Quality Review Act & Site ApprovalsGeneral CorrespondenceStudent Support Services Administrative & General Subject FilesRegents RecordsSchool District FilesProgram FilesSpecial Education Services Child Count Records9/24/14

NYS Education Department Subject Matter List IDEA Applications for Federal FundsAdministrative & Correspondence RecordsLegal guidelines & PublicationsSite Visit Reports & DocumentationApplication for Requests for Approval for ServicesInteragency Placement of Students with DisabilitiesAdministrative RecordsMiscellaneous Subject filesSchool Program FilesStatewide Training Program MaterialsImpartial Hearing Officer RecordsParent Center filesPreschool approvals and modificationsSED approved school-age special education program approvals and revisionsPBIS RecordsStatewide Special education quality assurance monitoring reportsSpecial education policySpecial education publicationsEarly childhood direction center recordsNon-district Unit recordsState Operated Schools - NY School for the Blind at Batavia Board of Visitors MinutesResident Program PlansICF Therapy Assessments of ResidentsIn-service Program Files of StaffAdministrative RecordsSuperintendent’s CorrespondenceHealth & Safety CorrespondenceCash Accounts RecordsGeneral CorrespondenceDaily Stores RequisitionsFederal Breakfast/Lunch ReimbursementState Operated Schools - NYS School for the Deaf - Rome Board of Visitors MinutesEquipment InventoryBudget Support DocumentsAccounts Payable – Fiscal Year Records – OTPSGeneral CorrespondenceHealth & Safety Correspondence & LawsFacilities/Capital Construction Correspondence9/24/14

NYS Education Department Subject Matter List Accounting/Payroll/Budget Manuals & BulletinsAdministrative ServicesCorrespondence FilesIn-service Training Education FilesAsbestos Reports (AHERA Program)Transportation RecordsProfessions General Administrative FilesClosed School Student & School Files (Nursing)School Supervision Files (Nursing)Professional License and registration recordsProfessional disciplinary recordsProfessional assistance program recordsProfessional business entity recordsProfessional Program Review RecordsProfessional Licensing examination materialsApproved Continuing Education providersProject Improvement Management ServicesFacilities and Business Services Capital Project FilesRecords Management FilesSecurity Post OrdersParking Communication FileStatewide Lease FilesOffice Services Inserting and Labeling RequestsSED Statewide Health and Safety Meeting MinutesAutomated External Defibrillators Administration FileUSPS Postage RecordsSurplus Property RecordsSupply Room Program Request OrdersFacilities Operations Maintenance Work OrdersProject Files9/24/14

NYS Education Department Subject Matter List Building BlueprintsSED ID Card FilesPublication and Print Operations Print Job Work OrdersBilling For In-House PrintingRequisition for PrintingPress Time SheetsTest Distribution Unit Regents Pack and Ship DocumentsSecretary to the Board of Regents Charters & Amendments (copies)Subject & Correspondence FilesRegents Meeting Files (Prior & During Meetings)Summaries of Meetings of the Board of Regents (Journal)Files on Individual Regents9/24/14

District Office Administration Marketing files Service Delivery files VR policy and partnerships Fiscal and Administrative Services Team Fiscal files Contract files Vendor files Case Procurement files Social security/Ticket to Work files Social Security Unit – General Administrative

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