Kansas Records Retention Schedules
Results of Query:
Agency Code: 652-002 (Kansas State Department of Education. Fiscal and Administrative Services)
Page 1 of 1 showing 34 records of 34 total,
starting on record 1
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 |
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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 |
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