Kansas Records Retention Schedules

Results of Query:

Agency Code: 652-001 (Kansas State Department of Education. Learning and Innovative Services)

Page 1 of 1 showing 30 records of 30 total, starting on record 1

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
Outcomes Team

SERIES ID	0003-652
TITLE	Civil Rights Surveys - Federal
DESCRIPTION	Reports required by the federal Department of Education to determine elementary and secondary schools' compliance with applicable federal civil rights laws (forms ED 101 & 102).
RETENTION	See Comments
COMMENTS	Retain 2 cldr years from due date, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0013-652
TITLE	Equal Employment Opportunity Staff Information Survey Forms
DESCRIPTION	Biennial reports required by the federal Equal Employment Opportunity Commission for the purpose of gathering employment information from elementary and secondary schools (form EEO-5).
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0017-652
TITLE	Minimum Competency Test Files
DESCRIPTION	Statistical results of students' performance on state mandated competency tests in reading and mathematics with an analysis of scores as well as student demographic information.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Administration

SERIES ID	0187-652
TITLE	Advisory Council - Committee and Association Files
DESCRIPTION	Meeting minutes, correspondence, and other documents related to the work of various advisory councils, committees, and associations in which staff members have participated.
RETENTION	003 cldr yrs
COMMENTS	Will require purging by archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0209-652
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of applications, performance expectations, position descriptions, evaluations, leave data, and other documents related to staff members - duplicative of records held by Personnel Services.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0218-652
TITLE	Financial Recaps
DESCRIPTION	Monthly printout budget and expenditure reports for the section produced internally.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0222-652
TITLE	Inventory Lists
DESCRIPTION	Printout copies of lists of capital outlay equipment owned by the department.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0228-652
TITLE	Memos - Commissioner and Assistant Commissioner
DESCRIPTION	Memoranda issued by the Commissioner or Assistant Commissioner of Education conveying information, directives, or requests to the entire staff or subordinate units.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0236-652
TITLE	Purchasing Records
DESCRIPTION	Copies of documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0249-652
TITLE	Travel Request and Authorization Records
DESCRIPTION	Documents related to employee travel: DA forms 25 (Request for Out of State Travel), and various internal documents.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Federal Grant Projects

SERIES ID	0188-652
TITLE	Allocations
DESCRIPTION	Documents related to allocation of federal grant money among local school districts based on aid to families with dependent children data.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule unless applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0189-652
TITLE	Applications: Chapter 1, LEA
DESCRIPTION	Applications and related documents received from school districts for federal compensatory education funds granted under the Local Education Agency program.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0191-652
TITLE	Applications: Chapter 1, Neglected and Delinquent
DESCRIPTION	Applications and related documents received from state operated or supported institutions for federal compensatory education funds granted for neglected and/or delinquent children.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0192-652
TITLE	Applications: Chapter 2, LEA
DESCRIPTION	Applications and related documents received from school districts for federal block grant funds for local educational agencies.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0193-652
TITLE	Applications: Special Grants
DESCRIPTION	Copies of applications submitted to the federal government for special grants largely for state activities.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0195-652
TITLE	Audit Reports
DESCRIPTION	Copies of the portions related to federal projects of reports of annual audits for each local unit conducted by certified public accountants.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0199-652
TITLE	Carry Over Justification Forms
DESCRIPTION	Reports received annually from school districts regarding projected use of unexpended Chapter 1 funds which they wish to carry over from one fiscal year to another.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0213-652
TITLE	Evaluations: Chapter 1 and 2 - District Profile Sheets
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported to the department by school districts.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0214-652
TITLE	Evaluations: Chapter 1 and 2 - Original Reports and Keypunch Cards
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported to the department by school districts.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0215-652
TITLE	Evaluations: Chapter 1 and 2 - State Summary Reports
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported to the department by school districts.
RETENTION	See Comments
COMMENTS	Retain one copy permanently and send 1 copy to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0190-652
TITLE	Migrant Certificate of Eligibility
DESCRIPTION	Records regarding individual students' eligibility forms and supporting documentation completed for application to the Migrant Education Program and other federal compensatory educational funding granted to children of migrant workers.
RETENTION	010 School yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(30)
APPROVED	2016-04-07
K.A.R. NUMBER	53-2-190

SERIES ID	0229-652
TITLE	Nonpublic Participation Forms
DESCRIPTION	Documents related to participation by nonpublic school students in the Chapter 1 federal grant program.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Special Projects

SERIES ID	0196-652
TITLE	Bilingual Education Files
DESCRIPTION	Documents related to state program for funding bilingual education for students with limited English proficiency.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0198-652
TITLE	Byrd Scholarship Program Files
DESCRIPTION	Documents related to a federal program named after Senator Robert Byrd which provides college or university scholarships for outstanding students.
RETENTION	See Comments
COMMENTS	Retain unsuccessful applications for 1 year, then discard - retain successful applications for 5 years, then transfer to archives. Do not implement schedule until applicable audits have been completed
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0203-652
TITLE	Child Abuse and Neglect Reports
DESCRIPTION	Monthly reports received from the Department of Social and Rehabilitation Services containing statistical data concerning child abuse and neglect.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0208-652
TITLE	ELSEGIS (or GEPA) Reports
DESCRIPTION	Copies of annual reports submitted to the federal government by the department showing financial data related to subgrants received by local agencies under the General Education Provisions Act.
RETENTION	001 fisc yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0232-652
TITLE	Programs of Educational Excellence Files
DESCRIPTION	Documents related to a procedure established by the State Board of Education for recognizing excellence in local academic programs.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0233-652
TITLE	Public Forum Recordings
DESCRIPTION	Cassette tape recordings of regional public forums held in various cities by the State Board as a result of the "A Nation at Risk" reports issued by the U.S. Department of Education.
RETENTION	See Comments
COMMENTS	Transfer immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0250-652
TITLE	Videotapes - NDN Teleconferences
DESCRIPTION	Copies of National Diffusion Network Teleconference presentations produced by the U.S. Department of Education as a means of sharing information among educators and promoting educational improvements.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
Teacher Education and Licensure

SERIES ID	0200-652
TITLE	Teacher Education, Certification, and Licensure Regulations and Standards Handbook
DESCRIPTION	Handbooks containing current regulations and standards regarding teacher education, certification, and licensure.
RETENTION	Permanent
COMMENTS	Retain one copy of each edition permanently in office. Once edition is superseded, transfer one copy to the archives, and destroy remaining copies.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2005-04-14 ; Revised 2016-04-01
K.A.R. NUMBER	53-2-142