Kansas Records Retention Schedules
Results of Query:
Agency Code: 652 (Kansas State Department of Education)
Page 1 of 1 showing 235 records of 235 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 |
Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
| SERIES ID |
|
| TITLE |
|
| DESCRIPTION |
|
| RETENTION |
|
| DISPOSITION |
|
| RESTRICTIONS |
|
| APPROVED |
|
| K.A.R. NUMBER |
|
Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Agency Budgeting/Program Accounting
| SERIES ID |
0027-652 |
| TITLE |
Annual Budgets |
| DESCRIPTION |
Annual budget requests submitted to the Budget Division of the Department of Administration, the Governor, and the Legislature by the State Department of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain permanently. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0056-652 |
| TITLE |
Computerized Runs - CASK |
| DESCRIPTION |
Monthly or daily printouts of financial information in the state's central accounting system data banks related to the State Department of Education. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0057-652 |
| TITLE |
Contracts |
| DESCRIPTION |
Contracts related to the purchase of goods and services by the State Department of Education, or to provision of services to other agencies. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 10 years after termination, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0078-652 |
| TITLE |
Expense Vouchers |
| DESCRIPTION |
Copies of certifications regarding financial claims against the State Department of Education for goods and services provided to the Department. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0097-652 |
| TITLE |
Invoices - Vendors |
| DESCRIPTION |
Financial claims submitted to the State Department of Education by vendors of goods and services provided to the Department. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0102-652 |
| TITLE |
Ledgers - General |
| DESCRIPTION |
Record of receipts and disbursements by the State Department of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain permanently. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0104-652 |
| TITLE |
Letter of Credit Records |
| DESCRIPTION |
Record of grant awards and receipts from the federal government. |
| RETENTION |
See Comments |
| COMMENTS |
Retain permanently. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0110-652 |
| TITLE |
Motor Pool Billings |
| DESCRIPTION |
Financial claims submitted to the State Department of Education by the State Department of Administration for use of Central Motor Pool vehicles by staff members of the State Department of Education. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0116-652 |
| TITLE |
Payroll Records |
| DESCRIPTION |
Documents related to compensation paid to employees of the State Department of Education. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0117-652 |
| TITLE |
Payroll Warrant Registers |
| DESCRIPTION |
Printout lists received from the Division of Accounts and Reports of all warrant checks issued in disbursing funds of the State Department of Education. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0124-652 |
| TITLE |
Purchase Authorizations |
| DESCRIPTION |
Authorizations for expenditures of State Department of Education funds for goods or services requested by the Department's staff. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0169-652 |
| TITLE |
Vocational Education and JTPA Recipient Expenditure Reports |
| DESCRIPTION |
Reports received by State Dept. of Ed. concerning expenditures of federal vocational education & Job Training Partnership Act funds distributed to local ed. agencies by State Department of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 fiscal years and until audited, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0182-652 |
| TITLE |
Vouchers - Receipts |
| DESCRIPTION |
Copies of certifications regarding money received by the State Department of Education and remitted to the State Treasurer. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Certification Unit
| SERIES ID |
0045-652 |
| TITLE |
Certification Files |
| DESCRIPTION |
Documents related to certification and recertification of teachers and school administrators by the Kansas State Board of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain entire file in office 60 days, then destroy all documents except the application. Transfer the application to storage for 12 years, then transfer the application to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
K.S.A. 45-221(a)(1)(9) |
| APPROVED |
2016-04-07
|
| K.A.R. NUMBER |
53-2-190 |
Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Communications and Recognition Programs
| SERIES ID |
0264-652 |
| TITLE |
Educator Award Program files |
| DESCRIPTION |
Consists of, but is not limited to, nomination packets and application forms with supplementary materials, correspondence, databases with candidate information, selection committee materials and score sheets, candidate portfolios, and other related records regarding awards given to teachers and other educators in the state of Kansas. Awards programs may be sponsored by the Kansas State Department of Education, federal agencies, or private foundations and institutions. |
| RETENTION |
See comments |
| COMMENTS |
Retain all program materials for 5 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. Electronic records for awards not administered through the Kansas Department of Education are presumed to be kept by the sponsoring institution. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
Portions may be restricted per K.S.A. 45-221(a)(6)(14)(30). The Milken Family Foundation does not allow names or information about individuals not selected for their award to be made known. |
| APPROVED |
2014-07-17
|
| K.A.R. NUMBER |
53-2-181 |
| SERIES ID |
0262-652 |
| TITLE |
Kansas Exemplary Educators Network (KEEN) Conference files |
| DESCRIPTION |
Documents related to professional development conferences provided for Kansas exemplary educators and their administrators, as well as teacher education students identified as Teachers of Promise and administrators or faculty representatives from higher education institutions. Documents include conference planning and program materials, conference invitations, communications with conference presenters and participants, recognition programs materials, and conference evaluation materials. Records are available in both paper and electronic form. |
| RETENTION |
002 cldr years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2014-07-17
|
| K.A.R. NUMBER |
53-2-181 |
| SERIES ID |
0265-652 |
| TITLE |
Kansas Foundation for Excellence in Education Files |
| DESCRIPTION |
Documents include budgets, records of receipts and disbursements, financial audits, tax records, Board of Directors meeting materials and minutes, etc. This office serves as the official custodian of the Foundation's permanent records. |
| RETENTION |
See comments |
| COMMENTS |
Retain routine financial and other transactional documents for 6 calendar years, then destroy. Retain permanently records of historical value, including by-laws, meeting materials and minutes, and annual financial audits. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
None |
| APPROVED |
2014-07-17
|
| K.A.R. NUMBER |
53-2-181 |
| SERIES ID |
0266-652 |
| TITLE |
School Award Program files |
| DESCRIPTION |
May consist of, but is not limited to, applications and supplementary materials, committee score sheets, databases with information about schools, correspondence, and other related records regarding awards given to Kansas schools. Awards programs may be sponsored by the Kansas State Department of Education, federal agencies, or private foundations and institutions. |
| RETENTION |
See comments |
| COMMENTS |
Retain all program materials for 2 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. Electronic records for awards not administered through the Kansas Department of Education are presumed to be kept by the sponsoring institution. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
Portions may be restricted per K.S.A. 45-221(a)(1), Family Educational Rights and Privacy Act: 20 U.S.C. section 1232g; 34 CFR Part 99 |
| APPROVED |
2014-07-17
; Revised 2014-07-22 |
| K.A.R. NUMBER |
53-2-181 |
| SERIES ID |
0245-652 |
| TITLE |
Teacher of the Year Program files |
| DESCRIPTION |
Documents related to a regional, state, and national program that identifies, recognizes, and utilizes exemplary teachers. Documents include the nomination packet; nominations submitted by candidates; databases with candidate information; correspondence; selection committee materials; regional and state recognition program materials; program investors; materials related to professional development conferences for finalists and nominees; materials and records related to the Kansas Teacher of the Year ambassadorship, as well as activities of the finalists and nominees; and program budget information. Submitted nominations are available in paper form only, but many other documents are available in both paper and electronic form. |
| RETENTION |
See Comments |
| COMMENTS |
Retain all program materials for 5 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of finalists' and Teacher of the Years' applications to the State Archives, then destroy and/or delete all remaining material. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
K.S.A. 45-221(a)(6)(30) |
| APPROVED |
2014-07-17
|
| K.A.R. NUMBER |
53-2-181 |
| SERIES ID |
0263-652 |
| TITLE |
United States Senate Youth Program Files |
| DESCRIPTION |
Documents include applications, testing materials, committee score sheets, databases with applicant's information, and letters to applicants, committee members and schools. This program is sponsored by the United States Senate and recognizes students who demonstrate outstanding academic abilities, leadership abilities and a strong commitment to public service. Documents are available in both paper and electronic form. |
| RETENTION |
See comments |
| COMMENTS |
Retain all program materials for 2 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
K.S.A. 45-221(a)(1)(9)(30), 5 U.S.C. section 552(a); Family Educational Rights and Privacy Act: 20 U.S.C. section 1232g; 34 CFR Part 99 |
| APPROVED |
2014-07-17
; Revised 2014-07-22 |
| K.A.R. NUMBER |
53-2-181 |
Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Fiscal Auditing
| SERIES ID |
0041-652 |
| TITLE |
Audit Guides and Other Policy Statements |
| DESCRIPTION |
Letters and memoranda containing policy statements relevant to the work of the Fiscal Auditing Section. |
| RETENTION |
005 fisc yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0042-652 |
| TITLE |
Audits - Federal Program |
| DESCRIPTION |
Audit summaries, reports, and other documents related to financial audits of federally-funded programs of educational agencies, or audits conducted by the Fiscal Auditing Section. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 3 years and until audit resolution, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0061-652 |
| TITLE |
Correspondence - Audit-Related |
| DESCRIPTION |
Letters and memoranda related to audits conducted by the Fiscal Auditing Section or by locally-contracted municipal accounting firms. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 3 years if related to federally-funded programs, or 5 years if related to state-funded programs, and until audit resolution, then discard. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0064-652 |
| TITLE |
Correspondence - Routine |
| DESCRIPTION |
Notifications of pending audits sent to school districts by the Fiscal Auditing Section. |
| RETENTION |
001 fisc yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0150-652 |
| TITLE |
State Program Audit Files |
| DESCRIPTION |
Audit summaries, reports, and other documents related to financial audits conducted by Fiscal Auditing Section of state-funded educational programs involving money distributed by State Dept. of Ed. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 years after termination date, then discard. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Teacher Education and Licensure
| SERIES ID |
0186-652 |
| 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 are involved. |
| RETENTION |
002 cldr yrs |
| COMMENTS |
Meeting minutes and packets are to be maintained permanently by the state archives as per the State General Schedule. The archives may purge other documents in these files. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
| SERIES ID |
0237-652 |
| TITLE |
Certification and Licensure Review Committee Files |
| DESCRIPTION |
Documents related to appeals filed with the Certification and Licensure Review Committee by persons who do not meet the standard qualifications for certification or licensure. |
| RETENTION |
020 cldr yrs |
| COMMENTS |
Retain entire file in office 60 days, purge file, and transfer purged file to the records center for 20 years, then destroy. Decisions are recorded in the Teacher Certification and Licensure Database. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(6)(9)(14); 5 USC § 552(a); 20 U.S.C. § 1232g; 34 CFR Part 99 (FERP |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
| SERIES ID |
0121-652 |
| TITLE |
Professional Practices Commission Files |
| DESCRIPTION |
Documents from the commission established by statute to review suspension, cancellation, or revocation of teachers and school administrators certification or licensure. Information is used for making recommendations to the Kansas State Board of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2005-10-13
|
| K.A.R. NUMBER |
53-2-144 |
| SERIES ID |
0241-652 |
| TITLE |
Special Project Files |
| DESCRIPTION |
Documents related to special projects undertaken by the staff or involving staff members. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Transfer to archives after 5 calendar years for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
| SERIES ID |
0154-652 |
| TITLE |
Student Teacher Certificates |
| DESCRIPTION |
Copies of certificates, issued by colleges and universities, submitted to the Kansas State Board of Education for informational purposes as required by regulation. |
| RETENTION |
001 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
| SERIES ID |
0255-652 |
| TITLE |
Teacher Education Program and Accreditation Files |
| DESCRIPTION |
Reports compiled by the institutions and on-site team reviewing various college and university teacher education programs and units as required by KSA 72-7513 for unit accreditation and approval purposes. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
| SERIES ID |
0246-652 |
| TITLE |
Teaching and School Administration Professional Standards Advisory Board Files |
| DESCRIPTION |
Meeting minutes, correspondence, and other documents related to the work of the advisory board and its committees regarding professional standards for teachers and school administrators. |
| RETENTION |
002 cldr yrs |
| COMMENTS |
Meeting minutes and packets are to be maintained permanently by the state archives as per the State General Schedule. The archives may purge other documents in these files. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
| SERIES ID |
0258-652 |
| TITLE |
Waiver Review Committee Files |
| DESCRIPTION |
Documents related to appeals filed with the Waiver Review Committee by teachers and school administrators to waive the requirements for a teaching license or certificate. |
| RETENTION |
See Comments |
| COMMENTS |
Retain entire file in office 60 days, purge file, and transfer purged file to the records center for 20 years, then destroy. Decisions are recorded in the Teacher Certification and Licensure Database. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(6)(9)(14); 5 USC § 552(a);20 U.S.C. § 1232g; 34 CFR Part 99 (FERPA |
| APPROVED |
2005-04-14
|
| K.A.R. NUMBER |
53-2-142 |
Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Assistant Commissioner, Office of
| SERIES ID |
0194-652 |
| TITLE |
Assistant Commissioner's Files |
| DESCRIPTION |
Correspondence and other documents received or created by the Assistant Commissioner who heads the Division of Education Services. |
| RETENTION |
003 cldr yrs |
| COMMENTS |
Will require purging by archives staff. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Legal Services Section
| SERIES ID |
0031-652 |
| TITLE |
Applications to Issued Excess Bonds |
| DESCRIPTION |
Applications submitted to the State Board of Education by unified school districts for authority to issue bonds exceeding 14% of assessed valuation as required by statute. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0058-652 |
| TITLE |
Contracts |
| DESCRIPTION |
Copies of agreements entered into by the State Department of Education for goods and services provided to the Department. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 years after termination date, then discard. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0065-652 |
| TITLE |
Correspondence - Routine |
| DESCRIPTION |
Communications sent and received regarding existing laws, regulations, or policies. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0070-652 |
| TITLE |
Election Results |
| DESCRIPTION |
Local school board member election results certified to the State Department of Education pursuant to K.S.A. 25-2012. |
| RETENTION |
008 fisc yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0095-652 |
| TITLE |
Interlocal Agreement Files |
| DESCRIPTION |
Contracts entered into by two or more school districts pursuant to which educational services are provided on a shared cost basis, authorized by statute and must be approved by the Board of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 years after termination date, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0114-652 |
| TITLE |
Office for Civil Rights Files |
| DESCRIPTION |
Correspondence received from the U.S. Office for Civil Rights related to discrimination against the State Department of Education or local education agencies. |
| RETENTION |
020 fisc yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0256-652 |
| TITLE |
Rules and Regulations Files |
| DESCRIPTION |
Documents related to rules and regulations adopted by the State Board of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until superceded or no longer useful, then transfer to Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2002-10-17
|
| K.A.R. NUMBER |
53-2-132 |
| SERIES ID |
0160-652 |
| TITLE |
Temporary Bonds or Notes Files |
| DESCRIPTION |
Documents related to applications submitted to the State Board of Education by unified school districts for authority to issue temporary bonds or notes. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
| SERIES ID |
0164-652 |
| TITLE |
Truancy Officers Certifications |
| DESCRIPTION |
Certifications of the identity of truancy officers submitted to the State Department of Education pursuant to K.S.A. 72-1113. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until noncurrent. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-04-30
|
| K.A.R. NUMBER |
53-2-070 |
Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Personnel Services Section
| SERIES ID |
0001-652 |
| TITLE |
Affirmative Action Records |
| DESCRIPTION |
Interview evaluation forms, recruiting records, and applicant profiles prepared in order to meet state and federal affirmative action guidelines. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0002-652 |
| TITLE |
Civil Rights Complaints |
| DESCRIPTION |
Documents related to complaints from unsuccessful applicants for jobs or from employees of the State Department of Education alleging discrimination. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until final resolution of legal proceedings, then transfer to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
KSA 45-407(a) |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0004-652 |
| TITLE |
Correspondence - Routine |
| DESCRIPTION |
Letters received and copies of letters sent by the section staff. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0006-652 |
| TITLE |
Employee Position Descriptions |
| DESCRIPTION |
Binder containing copies of annual performance expectations for all staff members. |
| RETENTION |
See Comments |
| COMMENTS |
Retain individual statements until revised plus 3 years or until final resolution of any legal proceedings, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0007-652 |
| TITLE |
Employee Recognition Files |
| DESCRIPTION |
Documents related to the recognition of outstanding performance and longevity of departmental staff members. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0010-652 |
| TITLE |
Employee Training Records |
| DESCRIPTION |
Documents related to internal staff training programs. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0011-652 |
| TITLE |
Employee Withholding Allowance Certificates |
| DESCRIPTION |
Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0012-652 |
| TITLE |
Employment Applications - Not Hired |
| DESCRIPTION |
DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(4) |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0014-652 |
| TITLE |
Exit Interview Forms |
| DESCRIPTION |
Forms used in recording information provided by employees at the time of their separation. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0015-652 |
| TITLE |
Grievance Files |
| DESCRIPTION |
Documents related to employment grievance complaints filed by staff members. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0016-652 |
| TITLE |
Leave Requests and Authorizations |
| DESCRIPTION |
Internal forms used to request and authorize the taking of leave by employees. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
See also Employee Time Report Records. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0019-652 |
| TITLE |
Payroll Adjustment Records |
| DESCRIPTION |
Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262. |
| RETENTION |
003 fisc yrs |
| COMMENTS |
This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0022-652 |
| TITLE |
Policies and Regulations - Personnel |
| DESCRIPTION |
Statements of personnel policies and regulations established internally or by the Department of Administration. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until superseded or no longer in effect, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
Agency Number: 652-004
Kansas State Department of Education
Career, Standards, and Assessments
| SERIES ID |
0261-652 |
| TITLE |
Career and Technical Education VE2 Programs / Pathways |
| DESCRIPTION |
Records submitted to the Kansas State Department of Education from institutions providing organized educational activities to academic standards providing technical knowledge and skills needed to prepare and careers in current or emerging professions. Individual institutions' files may include applications and supporting documentation, course outlines, funding information, program standards and planning documents, and other related records. Formerly called VE-2s, now available as Pathways through the KSDE website. |
| RETENTION |
Retain 005 Fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
Portions may be restricted per K.S.A. 45-521 and K.S.A. 75-3520. |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0259-652 |
| TITLE |
Driver Education / Commercial Driving School records |
| DESCRIPTION |
Commercial Driving School original records; licensing of school and instructors. Contains forms, correspondence, financial documents, insurance information, social security numbers which may be needed in the event of a lawsuit. |
| RETENTION |
003 cldr years |
| COMMENTS |
School licenses are annually renewed. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221 & K.S.A. 75-3520 |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0260-652 |
| TITLE |
Kansas Standards & Assessment Peer Review |
| DESCRIPTION |
Report and documentation of teaching standards and assessment systems for Kansas, as required under the No Child Left Behind Act of 2001 to be submitted to the U.S. Department of Education. These records are peer reviewed by national experts knowledgeable in the fields of standards and assessment. |
| RETENTION |
10 cldr years after documentation is returned from USDE. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
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 |
| SERIES ID |
0090-652 |
| TITLE |
Grant Awards - U.S. Department of Education |
| DESCRIPTION |
Documents indicating the amounts of federal funding to be received each year for vocational education. |
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0098-652 |
| TITLE |
Itineraries/Itinerary Correction Forms |
| DESCRIPTION |
Copies of reports of travel plans submitted by staff members of the Vocational Education Section. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0099-652 |
| TITLE |
JTPA Forms |
| DESCRIPTION |
|
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0100-652 |
| TITLE |
Kansas Associations - Boards and Councils Files |
| DESCRIPTION |
Documents related to various organizations and agencies with which the Vocational Education Section works. |
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0101-652 |
| TITLE |
Leave of Absence Forms |
| DESCRIPTION |
Copies of requests for leave of absence submitted by staff members of the Vocational Education Section. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0105-652 |
| TITLE |
Master Plan for Vocational Education Files |
| DESCRIPTION |
Documents concerning a comprehensive state planning study for vocational education carried out in 1983. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until to longer useful, then transfer to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0107-652 |
| TITLE |
Medication Aide Exams |
| DESCRIPTION |
Answer sheets for certification examinations developed and administered by the State Dept. of Education for medication aides working in nursing homes. |
| RETENTION |
006 months |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0108-652 |
| TITLE |
Memos - Vocational Education Staff |
| DESCRIPTION |
Memoranda related to routine matters sent to staff members of the Vocational Education Section. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0125-652 |
| TITLE |
Purchase Authorizations |
| DESCRIPTION |
Copies of requests for purchase of supplies, equipment, or services needed by the Vocational Education Section. |
| RETENTION |
003 fisc yrs |
| COMMENTS |
Superseded by general schedule 53-3-1. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0127-652 |
| TITLE |
Research Bulletins |
| DESCRIPTION |
Papers written by staff personnel of the State Dept. of Education with related documents. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0143-652 |
| TITLE |
State Agencies Files |
| DESCRIPTION |
Correspondence and other documents involving the State Board of Nursing, the Dept. of Social and Rehabilitation Services, the Dept. of Human Resources, and other agencies. |
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0146-652 |
| TITLE |
State Board of Education Goals and Objectives |
| DESCRIPTION |
Copies of goals and objectives established by State Board of Education with progress reports of the Vocational Education Section and other related materials. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until noncurrent, then transfer to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0147-652 |
| TITLE |
State Car Requests |
| DESCRIPTION |
Copies of reservation requests for state vehicles submitted by staff members of the Vocational Education Section. |
| RETENTION |
See Comments |
| COMMENTS |
Retain for current year, then discard. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0149-652 |
| TITLE |
State Plan - U.S. Department of Education |
| DESCRIPTION |
Copies of applications for federal funding for vocational education prepared 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 |
0159-652 |
| TITLE |
Teacher Education Contracts |
| DESCRIPTION |
Contracts with state universities to provide federally-funded in-service training for vocational-technical school teachers. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until noncurrent, then discard. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0163-652 |
| TITLE |
Travel Memoranda |
| DESCRIPTION |
Copies of requests for authorization to travel at state expense submitted by staff members of the Vocational Education Section. |
| RETENTION |
See Comments |
| COMMENTS |
Retain for current year, then discard. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0167-652 |
| TITLE |
USD Tuition Appeals |
| DESCRIPTION |
Documents concerning appeals submitted to the State Board of Education. by individual students related to their tuition for vocational education programs not offered by their own unified school districts. |
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0170-652 |
| TITLE |
Vocational Education Conference Files |
| DESCRIPTION |
Documents related to annual vocational education conferences held by the State Dept. of Education for teachers and administrators of local educational agencies. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until noncurrent, then transfer to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0171-652 |
| TITLE |
Vocational Education Data System - U.S. Department of Education |
| DESCRIPTION |
Copies of annual reports regarding use of federal funds submitted to the U.S. Dept. of Education 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 |
0174-652 |
| TITLE |
Vocational Education Program Listings |
| DESCRIPTION |
Annual lists of vocational education programs offered by local education agencies. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0175-652 |
| TITLE |
Vocational Education Project Forms |
| DESCRIPTION |
|
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0183-652 |
| TITLE |
Vouchers - Travel |
| DESCRIPTION |
Copies of certifications by staff members of the Vocational Education Section that specified expenditures of state funds for travel were correct and valid. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
| SERIES ID |
0185-652 |
| TITLE |
Work Study Program Files |
| DESCRIPTION |
Documents related to federally-funded part-time employment provided for students in vocational education programs of local education agencies. |
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1987-01-29
|
| K.A.R. NUMBER |
53-2-069 |
Agency Number: 652-103
Kansas State Department of Education
Life Long Learning
Educational Assistance Section
| SERIES ID |
0197-652 |
| TITLE |
Board Goal Reports |
| DESCRIPTION |
Copies of documents containing annual goals adopted by the State Board of Education and quarterly reports of progress made in achieving those goals by the Educational Assistance Section. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives - duplicate and quarterly reports may be destroyed and related computer disks erased when no longer useful. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0205-652 |
| TITLE |
Correspondence - Routine |
| DESCRIPTION |
Letters received and copies of letters sent by the Educational Assistance Section staff. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0211-652 |
| TITLE |
Employee Personnel Records - Office Copies |
| DESCRIPTION |
Copies of leave applications, evaluations, performance standards, and other documents related to staff members of the Educational Assistance Section. |
| RETENTION |
See Comments |
| COMMENTS |
Retain for length of employee's tenure plus 5 calendar years, then destroy. Destroy duplicate copies of documents held by personnel services sect. when no longer useful. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(4) |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0221-652 |
| TITLE |
Inventory Lists |
| DESCRIPTION |
Printout copies of lists of capital outlay equipment owned by the State Department of Education for use by the Educational Assistance Section. |
| 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 |
0227-652 |
| TITLE |
Memos - Commissioner and Assistant Commissioner |
| DESCRIPTION |
Memoranda conveying information, directives, or requests to the staff of the State Department of Education, to the Division of Education Services, or to the Educational Assistance Section. |
| 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 |
0234-652 |
| TITLE |
Publications |
| DESCRIPTION |
Newsletters, occasional papers, curriculum guides, and other published material produced and distributed by the Educational Assistance Section. |
| RETENTION |
See Comments |
| COMMENTS |
Retain l copy of each publication 3 years and until superseded, and then transfer to archives, where unwanted material will be purged - destroy other copies when no longer useful. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0235-652 |
| TITLE |
Purchasing Records |
| DESCRIPTION |
Copies of documents used in requesting authorization for purchases of supplies, equipment, and services by the Educational Assistance Section. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0248-652 |
| TITLE |
Travel Request and Authorization Records |
| DESCRIPTION |
Copies of documents requesting authorization from the State Board of Education for out-of-state travel by staff members of the Educational Assistance Section. |
| RETENTION |
003 fisc yrs |
| COMMENTS |
See also Vouchers - Travel and Vehicle Operation Records. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0253-652 |
| TITLE |
Vouchers - Travel |
| DESCRIPTION |
Copies of documents certifying the validity of travel expenditures and claims for reimbursement by personnel of the Educational Assistance Section. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
Agency Number: 652-103
Kansas State Department of Education
Life Long Learning
Special Education Admin Section
| SERIES ID |
0204-652 |
| TITLE |
Cooperative and Interlocal Agreements |
| DESCRIPTION |
Copies of agreements among school districts regarding cooperative administration of special education programs. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0210-652 |
| TITLE |
Employee Personnel Files - Office Copies |
| DESCRIPTION |
Copies of leave applications, performance expectations, performance evaluations, and other documents related to personnel of the section. |
| 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 |
0216-652 |
| TITLE |
Federal Plans |
| DESCRIPTION |
Copies of assurance documents regarding compliance with special education regulations submitted annually to the federal government by the department and approved by the State Board of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 1 copy of each permanently and transfer 1 copy of each to archives. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0220-652 |
| TITLE |
Hearing Officer Reports |
| DESCRIPTION |
Reports prepared by hearing officers designated to conduct state-level due process hearings for complaints by parents of special education students which could not be resolved at the local level. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0223-652 |
| TITLE |
Issue Papers |
| DESCRIPTION |
Documents prepared to promote consideration of budget and programmatic issues related to special education. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0226-652 |
| TITLE |
Memoranda of Understanding or Agreement - Interagency |
| DESCRIPTION |
Formalized agreements between and among agencies regarding inter-agency special education commitments. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until agreement becomes inactive plus 5 calendar years, 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 |
| SERIES ID |
0231-652 |
| TITLE |
Program Guidelines |
| DESCRIPTION |
Printed guidelines for programs involving learning disabilities, behavior disorders, and other special education matters prepared by the department and distributed statewide for program use. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 1 copy of each permanently and transfer 1 copy of each to the archives; retain other copies until revised, then discard. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0240-652 |
| TITLE |
Special Education Advisory Council Files |
| DESCRIPTION |
Minutes, budgets, reimbursements, and other documents related to a council appointed by the State Board of Education to advise the board on special education issues. |
| 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 |
0242-652 |
| TITLE |
State Plans |
| DESCRIPTION |
Planning, regulatory, and programmatic documents related to the statewide special education program prepared and updated annually by the department and approved by the State Board of Education. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 1 copy permanently and transfer 1 copy to archives. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
| SERIES ID |
0243-652 |
| TITLE |
Task Force and Committee Files |
| DESCRIPTION |
Minutes, reports, and other documents related to various task forces and committees dealing with special education initiatives. |
| RETENTION |
See Comments |
| COMMENTS |
Retain selected final products permanently in office - retain remainder of materials for 5 years, then transfer to archives for purging. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1989-04-27
|
| K.A.R. NUMBER |
53-2-079 |
Agency Number: 652-103
Kansas State Department of Education
Life Long Learning
Technical Education
| SERIES ID |
0251-652 |
| TITLE |
Vocational Education Performance Reports |
| DESCRIPTION |
Reports filed with the Kansas State Board of Education by Local Education Agencies as required to monitor the performance of vocational education institutions to ensure compliance and quality. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until report is no longer current, plus 1 calendar year then transfer 1 copy to the archives, destroy the remainder. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-01-14
|
| K.A.R. NUMBER |
53-2-095 |
| SERIES ID |
0252-652 |
| TITLE |
Vocational Education State Plans |
| DESCRIPTION |
Statewide vocational educational plans submitted by the Kansas State Board of Education to the federal Department of Education to support requests for federal funds. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until superseded, then transfer one copy of each plan to the archives, destroy the remainder. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-01-14
|
| K.A.R. NUMBER |
53-2-095 |
Agency Number: 652-104
Kansas State Department of Education
Community Colleges and Community Education
| SERIES ID |
0254-652 |
| TITLE |
State Educational Excellence Grant Files |
| DESCRIPTION |
Variety of documents dealing with applications for state education excellence grants and the implementation of those grants funded. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 1 year after the end of the grant period, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-01-13
|
| K.A.R. NUMBER |
53-2-099 |
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