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805.2 School District Records


Series 800 - Business Procedures

School District Records Code No. 805.2

School District records shall be housed in the administrative offices or in a fireproof vault of the school district. It shall be the responsibility of the board secretary to oversee the maintenance and accuracy of the records. The following records shall be kept and preserved, according to the schedule below:

Secretary's financial records Permanently
Treasurer's financial records Permanently
Open meeting minutes of the Board of Directors Permanently
Recordings and minutes of closed meetings 1 year
Annual audit reports Permanently
Annual budget Permanently
Permanent record of individual pupil Permanently
Records of payment of judgments against the
school district 20 years
Bonds and bond coupons 11 years after maturity, cancellation,, transfer, redemption, and/or replacement
Written contracts 10 years
Canceled warrants, check stubs, bank statements, bills, invoices, and related records 5 years
Program grants As determined by the grant
School election results Permanently
Real property records 9e.g., deeds, abstracts) Permanently
Nonpayroll personnel records 10 years after leaving district
Employment applications 2 years
Payroll record 3 years
School meal programs accounts/records 3 years after submission of the final claim for reimbursement

In the event that any federal or state agency require a record be retained for a period of time longer than that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or sate agency.

Personnel records shall be housed in the administrative offices of the school district. The personnel records shall be maintained by the superintendent, principal, and the board secretary.

An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary.
A perpetual inventory shall be maintained on consumable property of the school district.

The permanent and cumulative records of students currently enrolled in the school district shall be housed in the administrative office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault or electronically with a secure backup file. The building principal shall be responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the school district shall be housed in the central administrative office or in a fireproof vault. These records will be maintained by the board secretary. Special education records shall be maintained in accordance with law.

The secretary is authorized, after microfilming the board's records, to destroy, by burning or shredding, paper records that have been in the board secretary's custody for three years. Properly authenticated reproduction of a microfilmed record meets the same legal requirements as the original record.

Note: The last paragraph of this policy refers to microfilming the records after three years. Microfilming is one means of preservation. Today, you may also use the videodisc. The goal of storing documents on microfilm or videodisc is to preserve the document with signatures, original letterhead, and so on. Preservation of only the text of a document on a computer disk is insufficient for signatures, but may be all right for student records, inventories and so forth.

Under S.F. 2278, the school guidance counselor shall not, in giving testimony, disclose any confidential communications necessary and proper to enable the counselor to perform the counselor's duties and any confidential communications properly entrusted to the counselor by a pupil or the pupil's parent in the counselor's capacity as the school guidance counsel.

Adoption 3-13-89 Cross References:
Review 7-17-89 3-14-94 7-12-99 10-11-10 1-11-16 4-11-16

Legal References: 22.2; .3; .7; 279.8; 279.15-.16; 291.6-.11; 304; 670; AC 3.3(10); .3(11); 281; AC 12.3(1); .3(6)