Kansas Records Retention Schedules

Results of Query:

Agency Code: 652 (Kansas State Department of Education)

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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

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