Audit-Ready Case Records
A field guide for K-12 Title IX coordinators: what federal rules require districts to document, how long to keep it, and what the Office for Civil Rights asks to see.
When a complaint becomes an investigation, the record is what gets reviewed.
District Title IX coordinators are expected to know what to keep, how long to keep it, and how to produce it when the Office for Civil Rights asks. Those rules are spread across federal regulations, enforcement manuals and student privacy law.
This guide brings them together in one place, with every requirement cited to its source.
What’s inside
- The one-page version. What a complete Title IX case file contains, on a single page you can check your files against.
- What you must keep, and for how long. The federal recordkeeping requirements under the Title IX regulations in effect today, including training materials and documentation of supportive measures.
- What’s different in a school district. Parents and guardians, reports that come in through teachers and building staff, and cases involving employees.
- When OCR opens an investigation. What investigators typically request, and where recent resolution agreements with districts found records falling short.
- FERPA and your case files. What to do when a parent asks to see the record.
- Preserving records when a lawsuit is likely. When the duty to keep everything starts, including email and electronic files.
- Coordinator and building turnover. How to hand off open cases and records when a coordinator or principal leaves.
- A workbook you can use. A case file checklist, a retention date tracker and an “OCR request” readiness check.
Who it’s for
Title IX coordinators, building-level designees, investigators, and district leaders and counsel in K-12 school districts.
General information, not legal advice. State records laws vary, so review retention decisions with your district’s counsel. Casearoo sells case management software; nothing in the guide requires a particular product.