PACKING AND PURGING?AS YOU ARE PACKING...What you should purge:• Outdated and or inactive materials, recycle or put in the document destruction bins.• Unused boxed and/or loose items from places including �ling or storage cabinets.

What you should pack: • Materials to be retained and are not needed over the summer. Keep materials with you that

will be needed over the summer.• Pack and label these materials as previously instructed. Labels and boxes are

available from support sta�.• Sta� are requested to take all personal items home. We will completly empty the second

�oor except for regional administrator o�ces, conference rooms and Central Files.

Consider as you are packing:• Sta� assigned to a workspace get 2 drawers for working �les.• Unassigned sta� get 1 drawer for working �les.• Remote worksite sta� needing storage for working �les, see your support sta�.

WHAT IF I HAVE A WORKING FILE?SEE PAGE 2.

WHAT IF I HAVE TOYS,DVDS, INSTRUCTIONAL MATERIALS, OR PROFESSIONAL BOOKS?

Items marked GWAEA Media Center can be placed in the two yellow boxes on the second �oor. See Elizabeth Gants for information.

Sixth Street facilityShelf in the hallway betweenVan Distribution and the Dock for:• Surplus Binders• Rubber Bands• Intero�ce Envelopes• Desk OrganizerContact: Rene Van Gerpenext. 6743, rvangerpen@gwaea.org

Creative Services area inthe Sixth Street facility• Green hanging folders (8.5x11 and

8.5x14)• Plastic tabs (long and short) and

inserts / surplus tabs should be separated into long/short and remove insert

• Paperclips (standard and large, separated)

• Scratch paper and pads

• 3-ring binders - binders will be sorted/ surplus binders available on surplus shelf in hallway

• Pocket folders• Manila folders • 3-ring binders - binders will be

sorted/surplus binders availableon surplus shelf in hallway

• Pocket folders• Manila foldersContact: Hope Rungeext. 6435, hrunge@gwaea.org

REDUCE REUSE RECYCLEAre you looking to recycle surplus o�ce supplies?

- Assigned are individuals that have been identi�ed as being in the facility greater than 20 hours per week.- Unassigned are individuals that have been identi�ed as being in the facility less than 20 hour per week.- Remote are those individuals that have requested to be located out of the facility.

POSSIBLE STORAGE LOCATIONS FOR WORKING FILES COULD INCLUDE:• At an agency center in the sta� members assigned work area.• At the LEA building the sta� member is assigned (while actively working with the student).• In the personal possession of the sta� member (while actively working with the student).

NOTE: When the AEA sta� member is no longer actively working with the student, the working �le should be shared* with another GWAEA sta� member currently working with the student or stored in the sta� members assigned work space.

*If the �le is passed on to another GWAEA sta� member, the �le must be reviewed and unnecessary items need to be purged.

TYPES OF RECORDS THAT STAFF MEMBERS MAY HAVE IN WORKING FILE:• Progress monitoring data - raw data/probes, graphs, rubrics, etc.• Meeting notes - that have been shared.• Student work product.• Evaluation/testing data, test protocols, reports, summaries, etc.• Any hard/paper copies of Emails, Text messages, or transcripts of Voicemail messages (sent and received – from sta� to sta�, sta� to parent (or parent advocate/ attorney /representative), parent to sta�, etc.)• Parent contact logs or documentation.• Copies of certi�ed mail receipts.• Any other paper or electronic documents in your possession pertaining to the child that have been shared with others.

HOW TO MAINTAIN A WORKING/ PERSONAL STUDENT FILE:A working �le is one that is maintained by a GWAEA employee and contains information for an individual student for educational reasons. The information kept in the working �le should be information that has been shared with others.

WORKING FILESworking �les noun -A �le maintained by a GWAEA employee, which contains information for an individual student for educational reasons. The information kept in the working �le should be information that has been shared with others. Please note that sta� are not required to keep working �les.

Has the information been used and shared in reports or other

documents with others?

YES.Keep in working �le.

NO.It should not be located

in the working �le.

PURGING OF WORKING FILES:If sta� are retiring or resigning from the agency, all working �les should be placed in a box and labeled with the sta� member's name and the date the sta� member left. Each year discipline leads and supervisors will need to look over the agency's working �les for anything that is �ve years old or greater Once a collection of working �les is �ve years old, the boxes can be purged and should be given to a regional secretary. The regional secretary will coordinate disposal with our facilities sta�.

ORGANIZATION OF WORKING FILES:One folder per student. The folder should have the following information on the front cover:

• Student name• District/building of attendance• Date the �le was started• Sta� member who created the �le