Record Retention

Student-specific records that are required for SHARS become part of the student’s educational records and must be maintained for seven (7) years. All records that are pertinent to SHARS must be maintained by the LEA until all audit questions, appeal hearings, investigations, or court cases are resolved. Records must be stored in a secure and readily accessible location and format and must be available for state or federal audits.

The following is a checklist of the minimum documents to collect and maintain:

• Signed consent to bill Medicaid by parent or guardian
• IEP
• Current provider qualifications (licenses)
• Attendance records
• Prescriptions and referrals
• Medical necessity documentation (e.g., diagnoses and history of chronic conditions or disability)
• Session notes or service logs, including provider signatures, for each service/event
• Supervision logs
• Special transportation logs
• Claims submittal and payment histories
• Assessments/evaluations
• Written agreements (contracts) for contracted service providers
• Copies of signed Certification of Funds (COF) letters and supporting documentation, including
quarterly COF reports
• E-signature authorization forms(s) if applicable

For more information or questions surrounding SHARS record retention, contact your SHARS Client Success Manager.