Kansas Records Retention Schedules

Results of Query:

Agency Code: 652-102 (Kansas State Department of Education. Financial Services & Quality Control)

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Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control

SERIES ID	0030-652
TITLE	Application for Participation
DESCRIPTION	Applications submitted by schools and child care centers for participation in child nutrition programs funded by the state and federal governments.
RETENTION	See Comments
COMMENTS	Retain those submitted by schools for current year plus 5 years and those submitted by child care centers for current year plus 3 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0037-652
TITLE	Area Vocational Technical Schools Capital Outlay
DESCRIPTION	Applications submitted by area vocational technical schools for state funding to use for capital outlay expenditures.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0040-652
TITLE	Audit Follow-Up Letters
DESCRIPTION	Copies of letters written to schools, child care centers or Auditing Section of State Dept. of Education concerning financial or program audits conducted by independent or State Dept. of Ed. auditors.
RETENTION	See Comments
COMMENTS	Retain those involving schools for current year plus 5 years and those involving child care centers for current year plus 3 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0044-652
TITLE	Cash Lists of Fees Received and Deposited
DESCRIPTION	Daily listing of fees received from teachers and administrators for certification or recertification.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0051-652
TITLE	Commodity Documents
DESCRIPTION	Documents related to the distribution of bonus food commodities provided by the U.S. Dept. of Agriculture.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0052-652
TITLE	Community College Annual Budget Form
DESCRIPTION	Budget form submitted annually to the KSBE by community colleges and used to monitor adherence to the legal maximum general fund budget.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0054-652
TITLE	Compliance Files
DESCRIPTION	Monitoring reports, local comprehensive plans, etc. relating to compliance with federal and state regulations regarding special education offered by school districts and special purpose schools.
RETENTION	005 cldr yrs
COMMENTS	Contact the State Archives for appraisal - if not accepted, then destroy. Records have been anonymized of individual student personal information.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2016-04-07
K.A.R. NUMBER	53-2-190

SERIES ID	0055-652
TITLE	Computer Program Instructions
DESCRIPTION	Instructions used to process data for producing the necessary reports.
RETENTION	See Comments
COMMENTS	Retain until related data no longer retained, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0060-652
TITLE	Contracts - New and Expanding Industries
DESCRIPTION	Documents related to federally-funded training provided to employees of new or expanding industries in Kansas.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0074-652
TITLE	Employee Training Course Materials
DESCRIPTION	Documents related to special education workshops conducted by the department for training purposes.
RETENTION	See Comments
COMMENTS	Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0075-652
TITLE	End of Year Reports
DESCRIPTION	Working documents compiled on Local Personnel Data Reimbursements, teacher and paraprofessional positions, and vacancy data compiled at the end of each year.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0077-652
TITLE	Evaluations: Chapter 1 and 2 - District Profile Sheets
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported by school districts to the department.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0079-652
TITLE	Federal Reports
DESCRIPTION	Copies of reports submitted by KSDE to the federal government related to special education programs for the handicapped as required by P.L. 94-142 and 89-313.
RETENTION	See Comments
COMMENTS	Retain until after federal audit, microfilm and destroy the hard copy. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0081-652
TITLE	Financial Management and Student Accounting Reports
DESCRIPTION	Reports submitted by local educational agencies relating to vocational education programs and special projects including LEA(VE-1), (VE-2), (VE-3), (KVED-1), (KVED-2), (KVED-3), (A 102).
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0085-652
TITLE	Food Service Printouts
DESCRIPTION	Monthly computer printouts relating to school reimbursement for child nutrition expenditures.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0087-652
TITLE	Food Service Reimbursements
DESCRIPTION	Monthly computer printouts related to reimbursement of schools for child nutrition expenditures.
RETENTION	See Comments
COMMENTS	Retain for current year and then discard, but transfer 1 copy of final year-to-date summaries to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0096-652
TITLE	Inventory Records
DESCRIPTION	Annual lists of capital outlay equipment and office furniture owned by the State Department of Education.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0111-652
TITLE	National Associations Files
DESCRIPTION	Documents related to the American Vocational Association and the National Association of State Directors of Vocational Education.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0112-652
TITLE	Needs Assessments
DESCRIPTION	Studies received from the Kansas Department of Human Resources regarding the labor market needs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0115-652
TITLE	Parent Complaint Files
DESCRIPTION	Documents related to complaints from parents about the lack or quality of special education services available to their children.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0118-652
TITLE	Policy Memos - U.S.D.A.
DESCRIPTION	Memoranda related to federally-funded child nutrition program policies received from the U.S. Department of Agriculture.
RETENTION	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0119-652
TITLE	PRIDE Files
DESCRIPTION	Documents related to agency review of applications involving educational matters submitted under the PRIDE community recognition program operated by the Kansas Department of Commerce and Housing.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0122-652
TITLE	Program Agreements
DESCRIPTION	Legal documents which set out responsibilities of the State Dept. of Education and of schools and child care centers participating in child nutrition programs funded by state and federal government.
RETENTION	See Comments
COMMENTS	Retain those involving schools 5 years after termination and those involving child care centers 3 years after termination, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0126-652
TITLE	Purchase Requests - Internal
DESCRIPTION	Authorizations for expenditures of State Department of Education funds for goods or services requested by the Department's staff.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0128-652
TITLE	Revoked Certification Notices from Other States
DESCRIPTION	Notices received from other states regarding revocations of teacher and school administrator certifications.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0131-652
TITLE	School District Annual Budget Form
DESCRIPTION	Budget form submitted annually by all school districts to KSDE for compliance review with the state law regarding general fund legal maximums.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0132-652
TITLE	School District Annual Statistical Reports
DESCRIPTION	End-of-the-year reports submitted by school districts to KSDE for use in preparing federal reports and in calculating transportation allocations.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0145-652
TITLE	State At-Risk Pupil Assistance Plans
DESCRIPTION	Applications, budgets, etc. submitted by local school districts to the KSBE accessing the at-risk weighted enrollment required under the School District Finance and Quality Performance Act.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0148-652
TITLE	State Occupational Information Coordinating Council Files
DESCRIPTION	Correspondence and other documents related to a council required by federal regulations to coordinate the efforts of all agencies involved with occupational matters.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 6 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0153-652
TITLE	Student Rosters - Vision
DESCRIPTION	Annual statewide lists of students with vision problems compiled and submitted to the federal government for use in allocating special supplies and materials for the visually handicapped.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0156-652
TITLE	Supervisory Reviews
DESCRIPTION	Reports of on-site reviews by members of the State Dept. of Education staff of participation by schools and child care centers in child nutrition programs funded by the state and federal governments.
RETENTION	See Comments
COMMENTS	Retain those involving schools for current year plus 5 years and those involving child care centers for current year plus 3 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0165-652
TITLE	Unification and School District Transfer Records
DESCRIPTION	Documents relating to approval of unification plans for the state's school districts by the State Superintendent of Public Instruction.
RETENTION	See Comments
COMMENTS	Obsolete series. Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0168-652
TITLE	Verification of Training Form
DESCRIPTION	Copies of certificates issued to individuals who completed vocational programs at the Fort Leavenworth Disciplinary Barracks.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0177-652
TITLE	Vocational Education Student Organizations
DESCRIPTION	Documents concerning the activities of vocational education student organizations in Kansas.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0178-652
TITLE	Vocational Program Printouts
DESCRIPTION	Printouts generated to calculate state and federal payments to local educational agencies for vocational education.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
Administration

SERIES ID	0039-652
TITLE	Assistant Commissioner's Files
DESCRIPTION	Correspondence and other documents received or created by the Assistant Commissioner who heads the Financial and Support Services Division.
RETENTION	003 fisc yrs
COMMENTS	Transfer to archives where unwanted documents will be purged.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0103-652
TITLE	Legislative Relations Files
DESCRIPTION	Printouts containing data provided to the legislature and other documents related to legislative measures concerning school finance.
RETENTION	003 fisc yrs
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
Data Processing Section

SERIES ID	0029-652
TITLE	Annual Statistical Reports
DESCRIPTION	Includes data contained in the reports submitted to the State Dept. of Education. at the end of the school year by all school districts for use in preparing federal reports and transportation allocations.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0043-652
TITLE	Block Grant Data
DESCRIPTION	Record of payments of federal block grant funds made to local education agencies, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0046-652
TITLE	Certified Personnel Reports - Turn Around Document
DESCRIPTION	Lists of teachers working in each school prepared by the State Dept. of Education for accreditation purposes, sent to schools, and returned by them with updated information.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0049-652
TITLE	Chapter I Payments
DESCRIPTION	Record of payments of federal funds made to local education agencies for remedial reading and math instruction, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0050-652
TITLE	Child Care Food Program Data
DESCRIPTION	Includes site master for sites where food programs are active and sponsor master for food programs.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0069-652
TITLE	Data for CPA Reports
DESCRIPTION	Generated from Division of Accounts and Reports and provided to certified public accountants who audit local education agencies.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0094-652
TITLE	Indirect Cost Data
DESCRIPTION	Information pulled from other files which is used in calculating each school district's indirect overhead cost rate for federal aid.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0109-652
TITLE	Minimum Competency Examination Results
DESCRIPTION	Copies of tapes prepared at K.U. listing scores of individuals on reading and math competency examinations taken by all pupils in grades 2, 4, 6, 8, & 11.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0120-652
TITLE	Principals' Building Reports
DESCRIPTION	Includes most data contained in the reports submitted to the State Department of Education in December by all school principals.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0123-652
TITLE	Property Valuation Data
DESCRIPTION	Information received from the Property Valuation Div. in the Dept. of Revenue for use in preparing reports on the effects of revaluation of property and includes one series detailed by county.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0138-652
TITLE	School Food Service Data
DESCRIPTION	Includes accounts of payments actually earned, accounts of preliminary payments, and status file for categories each recipient is scheduled to receive.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0139-652
TITLE	School Food Service Payments
DESCRIPTION	Record of payments of federal and state funds made to local education agencies for school food service and data used in calculating payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0141-652
TITLE	Special Education Payments
DESCRIPTION	Record of payments of state and federal funds made to local education agencies for special education, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0144-652
TITLE	State Aid Payments
DESCRIPTION	Record of payments of state funds made to local education agencies for equalization aid, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0155-652
TITLE	Superintendents' Organization Reports
DESCRIPTION	Includes most of the data contained in the general information reports submitted at the beginning of the school year by all school district superintendents in order to meet legal requirements.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0157-652
TITLE	Teacher Certification Database
DESCRIPTION	Information regarding the certification of all individuals who have been or are certified to teach in Kansas.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0166-652
TITLE	Unified School District Budgets
DESCRIPTION	Copies of annual budgets submitted for review by the State Dept. of Education and for use in compiling educational data.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0173-652
TITLE	Vocational Education Payments
DESCRIPTION	Record of payments of federal and state funds made to local education agencies for vocational education, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0176-652
TITLE	Vocational Education Student Data
DESCRIPTION	Aggregate data regarding vocational education students based on four reports received from schools.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
LEA Finance Section

SERIES ID	0023-652
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0028-652
TITLE	Annual Reports - Food Service Schedule A
DESCRIPTION	Annual reports of food service program participation by each school used to provide a database for the computer.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years, pursuant to federal requirements and K.S.A. 72-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0038-652
TITLE	Assessed Valuation Annual Reports by County Clerks
DESCRIPTION	Annual reports of assessed valuation of school districts submitted to State Dept. of Education by county clerks for computation of state aid to such districts.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0048-652
TITLE	Ch. I -Bilingual, VI-B, Adult Basic Ed. & Transition Funds for Refugee Children
DESCRIPTION	Vouchers, printouts, and other documents containing backup information for payments to local education agencies involving various small federal programs.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-089

SERIES ID	0053-652
TITLE	Community College Reimbursement Claims, Audit Letters, and Backup Information
DESCRIPTION	Request for state aid based on credit hours submitted three times per year by community colleges, with related audit documents.
RETENTION	005 cldr yrs
COMMENTS	Audit Letters and Backup Information were not included in the record series when the schedule originally was approved 7/31/86.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0068-652
TITLE	County Foundation Files
DESCRIPTION	Reports of the number of students in each county and other documents related to computation of county foundation payments by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0071-652
TITLE	Elementary Computation Sheets
DESCRIPTION	Documents containing payment data, enrollment information, number of teachers, etc. related to distribution of state funds to elementary schools by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0072-652
TITLE	Emergency Fund Payment Information and State Safety Fund Ledgers
DESCRIPTION	Documents showing the enrollment of each school and the amounts of payments distributed by the KSDE under each fund.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0083-652
TITLE	Food Service Claims
DESCRIPTION	Computer printouts generated monthly by the KSDE listing claims submitted by local education agencies for the food service program.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0084-652
TITLE	Food Service Documentation for Severe-Need Breakfast Forms
DESCRIPTION	Monthly reports of school participation in the severe-need breakfast program submitted by each school district.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years pursuant to federal requirements and K.S.A. 72-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0086-652
TITLE	Food Service Reimbursement Claims and Claim Adjustment Forms
DESCRIPTION	Monthly claims for reimbursement for school lunch expenses submitted to the KSBE by school districts, private schools, and child care centers.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years pursuant to federal requirements and K.S.A. 72-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0092-652
TITLE	High School Finance Forms
DESCRIPTION	Documents containing payment data, enrollment information, number of teachers, etc. related to distribution of state funds to high schools by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series; destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0093-652
TITLE	Impact Aid Materials (PL 874)
DESCRIPTION	Documents related to distribution of federal aid to school districts impacted by federal facilities pursuant to Public Law 81-874.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0113-652
TITLE	Nutrition Education Training Program Claims and Vouchers
DESCRIPTION	Claims and vouchers for payments received by the KSDE from school districts for costs of nutrition education training programs.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0130-652
TITLE	School District Application for Authority to Issue Bonds
DESCRIPTION	Copies of forms used by USDs in applying for authority from the State Board of Education to issue general obligation bonds without election or in excess of 14% of assessed valuation.
RETENTION	005 cldr yrs
COMMENTS	Form no. 6-210-100, only 4 or 5 received per year.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0133-652
TITLE	School District Applications for Reimbursement for Driver Education Programs
DESCRIPTION	Requests for state aid for driver education submitted annually to the KSDE by school districts.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0134-652
TITLE	School District Superintendents' Annual Organization Reports
DESCRIPTION	General information reports submitted to the KSDE at the beginning of each school year by school district superintendents in order to meet legal requirements and provided data for publication.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0136-652
TITLE	School District Transportation Reimbursement Claims for Special Education
DESCRIPTION	Annual reports of expenditures for special education transportation submitted to the KSDE by school districts as claims for reimbursement.
RETENTION	005 cldr yrs
COMMENTS	Form no. 6-230-308.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0137-652
TITLE	School District Transportation Reports and State Aid Requests
DESCRIPTION	Requests for state aid for transportation of pupils submitted to the KSDE annually by school districts, and reports listing students transported.
RETENTION	005 cldr yrs
COMMENTS	Form nos. 6-230-306-1M, 6-230-306-4M, and 6-230-306-9M.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0140-652
TITLE	School Lunch File Balance - Statewide Summary of Meals and Dollars
DESCRIPTION	Computer printout reports generated by the KSDE from claims related to school lunches.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0151-652
TITLE	State School Finance Fund Files
DESCRIPTION	Documents containing data such as enrollment, teachers' names, etc. used in computation of state school finance fund payments distributed by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0161-652
TITLE	Total Payments to Schools - Annual Summary Printouts
DESCRIPTION	Computer printout reports generated annually by the KSDE summarizing claims received from schools and payments made to them.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0172-652
TITLE	Vocational Education District Summary and Printouts (AVTS Categorical Aid)
DESCRIPTION	Computer printout reports generated by the KSDE summarizing payments to Area Vocational Technical Schools by program and district.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0179-652
TITLE	Vocational Technical School Annual Budget Forms
DESCRIPTION	Budget documents submitted annually by Area Vocational Technical Schools for approval by the State Department of Education.
RETENTION	005 cldr yrs
COMMENTS	Form nos. 106 & 107.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0180-652
TITLE	Vocational Technical School Post Secondary Aid Claim Forms
DESCRIPTION	Claim forms filed quarterly by Area Vocational Technical Schools for state aid for post-secondary students.
RETENTION	005 cldr yrs
COMMENTS	Form no. 104.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0184-652
TITLE	Washburn University Credit Hour and Out-district Reimbursement Claims
DESCRIPTION	Request for state aid based on credit hours submitted to the KSDE 3 times per year by Washburn University.
RETENTION	005 cldr yrs
COMMENTS	Filed by community college claims.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
Vocational Education Administration

SERIES ID	0024-652
TITLE	Advisory Council Files
DESCRIPTION	Membership resume forms, correspondence, minutes, agendas, evaluation reports and responses, and other documents related to the State Council on Vocational Education.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0025-652
TITLE	Agency/Division/Section Files
DESCRIPTION	Correspondence, memos, and other documents related to the various divisions and sections of the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 years then discard if routine, retain for 6 years then transfer to archives if valuable in documenting policies and procedures of the agency (request archival appraisal if necessary).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0026-652
TITLE	Agendas and Minutes - Vocational Education
DESCRIPTION	Records of proceedings in monthly staff meetings of the Vocational Education Section.
RETENTION	See Comments
COMMENTS	Retain for current year, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0032-652
TITLE	Area Vocational Technical School Audits
DESCRIPTION	Copies of audits involving use of state funds by area vocational technical schools conducted by State Dept. of Education auditors.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0033-652
TITLE	Area Vocational Technical School Funding/Budgets
DESCRIPTION	Annual budgets submitted by area vocational technical schools for approval of the post-secondary portion by the State Board of Education.
RETENTION	006 cldr yrs
COMMENTS	Retain for current year plus 5 years, then discard or transfer to archives if duplicate copies not received by archives from LEA Finance Section.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0034-652
TITLE	Area Vocational Technical School Participating Agreements
DESCRIPTION	Copies of agreements between unified school districts and area vocational technical schools.
RETENTION	See Comments
COMMENTS	Retain for current year plus 5 years after termination, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0036-652
TITLE	Area Vocational Technical Schools Appeal Forms
DESCRIPTION	Appeals submitted to the State Board of Education by individual students related to their tuition or acceptance into an area vocational technical school program.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0035-652
TITLE	Area Vocational Technical School Tuition and Fees
DESCRIPTION	Annual reports submitted by area vocational technical schools regarding amounts charged for tuition and fees, which must be approved by the State Board of Education.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0047-652
TITLE	CETA Files
DESCRIPTION	Correspondence, forms, project applications, and other documents related to CETA federal job training funds allocated to local educational agencies.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0062-652
TITLE	Correspondence - JTPA
DESCRIPTION	Letters related to federal funds received under the Job Training Partnership Act and allocated to local educational agencies by the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 years then discard if routine, retain for 6 years then transfer to archives if valuable in documenting policies and procedures (seek archival appraisal if necessary).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0063-652
TITLE	Correspondence - Maintenance of Effort
DESCRIPTION	Copies of letters to local educational agencies concerning maintenance of the minimum level of local expenditures for vocational education required by federal regulations.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0067-652
TITLE	Correspondence - U.S. Department of Education
DESCRIPTION	Documents related to allocation of federal funds for vocational education to local educational agencies by the State Dept. of Education.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0073-652
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of position descriptions, evaluations, performance standards, & other documents related to staff members of Vocational Education Section which are duplicated in files of Personnel Services Sec.
RETENTION	See Comments
COMMENTS	Superseded by general schedule.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0076-652
TITLE	Equipment Inventory
DESCRIPTION	Reports of vocational education equipment owned by area vocational-technical schools and community colleges.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0080-652
TITLE	Field Reports of Staff
DESCRIPTION	Reports prepared by staff of the State Dept. of Ed. concerning vocational education technical assistance provided to unified school districts, area vocational-technical schools, & community colleges.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0082-652
TITLE	Financial Reports to U.S. Department of Education
DESCRIPTION	Copies of reports of actual expenditures of federal vocational education funds by year and by category submitted to the U.S. Dept. of Education by the State Dept. of Education.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0088-652
TITLE	Funding/Budget Information - U.S. Department of Education
DESCRIPTION	Documents related to allocation of federal funds for vocational education to local educational agencies by the State Department of Education.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0089-652
TITLE	General and Program Correspondence to U.S. D.'s, A.V.T.'s, and C.C.'s
DESCRIPTION	Copies of letters and other documents sent to unified school districts, area vocational-technical schools, and community colleges concerning vocational education.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 years and then discard if routine, retain for 6 years and then transfer to archives if valuable in documenting policies and procedures of the agency (request archival appraisal if necessary).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

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