School district records are housed in the central administration office of the District. It is the responsibility of the superintendent and board secretary to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
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· Secretary's financial records |
Permanently |
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· Treasurer's financial records |
Permanently |
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· Open meeting minutes of the Board of Directors |
Permanently |
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· Annual audit reports |
Permanently |
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· Annual budget |
Permanently |
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· Permanent record of individual pupil |
Permanently |
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School election results |
Permanently |
| Real property records (e.g., deeds, abstracts) |
Permanently |
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· Records of payment of judgments against the school district |
20 years |
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· Bonds and bond coupons |
11 years after maturity, cancellation, transfer, redemption, and/or replacement |
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· Written contracts |
11 years |
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· Cancelled warrants, check stubs, bank statements, bills, invoices, and related records |
5 years |
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· Recordings and minutes of closed meetings except if matters are in litigation |
1 year |
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· Program grants |
As determined by the grant |
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· Nonpayroll personnel records |
7 years after leaving the district |
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· Payroll personnel records |
3 years after leaving the district |
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Employment applications |
2 years |
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School meal program accounts/records |
3 years after submission of the final claim for reimbursement |
In the event that any federal or state agency requires a record be retained for a period longer than that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.
Employees' records shall be housed in the central administration office of the school 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 school 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. Special education records shall be maintained in accordance with the law.
The superintendent may digitize or otherwise 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. An electronic record which accurately reflects the information set forth in the paper record after it was first generated in its final form as an electronic record, and which remains accessible for later reference meets the same legal requirements for retention as the original paper record.
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Approved: 11/14/67 |
Reviewed: |
Revised: 5/14/12; 7/8/13; 3/11/19; 12/11/23 |