805 Bids and Awards for Construction Contracts

805.1 District Records

District records are housed in the central administration office of the District. It is the responsibility of the superintendent to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:

· Secretary's financial records

Permanently

· Treasurer's financial records

Permanently

· Minutes of the Board

Permanently

· Annual audit reports

Permanently

· Annual budget

Permanently

· Permanent record of individual pupil

Permanently

· Records of payment of judgments against the District

20 years

· Bonds and bond coupons

10 years

 

· Written contracts

10 years

· Cancelled warrants, check stubs, bank statements, bills, invoices, and related records

5 years

· Recordings of closed meetings except if matters are in litigation

1 year

· Program grants

As determined by the grant

· Nonpayroll personnel records

7 years

· Payroll records

3 years

Employees' records shall be housed in the central administration office of the District. Employee records shall be maintained by the superintendent, the building administrator, the employee's immediate supervisor, and the Board secretary.

An inventory of the furniture, equipment, and other non-consumable items other than real property of the District shall be conducted periodically under the supervision of the superintendent. This report shall be filed with the Board secretary. 

The permanent and cumulative records of students currently enrolled in the District shall be housed in the administration office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building administrator shall be responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the school district shall be housed in the High School administration office. These records will be maintained by the high school principal.

The superintendent may electronically store and/or back-up or use any other reliable mass storage method to preserve school district records and may destroy paper copies of the records if they are more than three years old.

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Approved: 11/14/67

Reviewed:

Revised: 5/14/12; 7/8/13; 3/11/19

805.2 Financial Records

Financial records of the District shall be maintained in accordance with generally accepted accounting principles (GAAP) as required or modified by law. District monies shall be received and expended from the appropriate fund and/or account. The funds and accounts of the District may include, but will not be limited to, the following:

Governmental fund type:

• General fund

• Special revenue fund

• Management levy fund

• Public education and recreation levy fund

• Student activity fund

• Capital projects fund

• Physical plant and equipment levy fund

• Debt service fund

• State penny sales tax fund

Proprietary fund type:

• Enterprise fund

• School nutrition fund

• Child care fund

• Internal service fund

Fiduciary funds:

• Trust or agency funds

• Expendable trust funds

• Nonexpendable trust funds

• Agency funds

• Pension trust funds

Account groups:

• General fixed assets account group

• General long-term debt account group

As necessary the Board may, by Board resolution, create additional funds within the governmental, proprietary and fiduciary fund types. The resolution shall state the type of fund, name of the fund, and purpose of the fund.

The general fund is used primarily for the education program. Special revenue funds are used to account for monies restricted to a specific use by law. Proprietary funds account for operations of the school district operated similarly to private business, and they account for the costs of providing goods and services provided by one department to other departments on a cost reimbursement basis. Fiduciary funds are used to account for monies or assets held by the District on behalf of, or in trust for, another entity. The account groups are the accounting records for fixed assets and long-term debt.

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Approved: 7/8/13

Reviewed: 3/11/19

Revised:

805.3 District Use of Electronic Signatures

Electronic or digital signatures can take many forms can be created using many different types of technology. The authenticity and reliability of electronic signatures relating to transactions are dependent on the accompanying processes, supplemental records, and the overall context in which records are created, transferred, and signed. The Spirit Lake Community School District (SLCSD) adopts the following policy with respect to the use of electronic records and signatures.

Applicability:

This policy applies to parents/guardians of students in the District. It also applies to individuals affiliated with the District including, but not limited to teachers, administrators, staff, students, and volunteers.

Electronic Signatures:

An electronic signature may be used if the law requires a signature unless there is a specific statute, regulation, or policy that requires records to be signed in a non-electronic form. The issuance and/or acceptance of an electronic signature by the District may be permitted in accordance with the provisions of this policy and all applicable state and federal law. If permitted, such electronic signature shall have the full force and effect of a manual signature only if the electronic signature satisfies all of the following requirements:

  1. The electronic signature identifies the individual signing the document by his/her name;
  2. The identity of the individual signing with an electronic signature is capable of being validated through the use of an audit trail;
  3. The electronic signature and the document to which it is affixed cannot be altered once the electronic signature has been affixed;
  4. The electronic signature conforms to all other provisions of this policy.

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Approved: 2/14/22

Reviewed: 

Revised: