You are here

707 CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS

School 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 of Directors - Permanently
  • Annual audit reports - Permanently
  • Annual budget - Permanently
  • Permanent record of individual pupil - Permanently
  • Records of payment of judgments against the school 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 - 1 year
  • Program grants - As determined by the grant
  • Non-payroll personnel records - 7 years
  • Payroll records - 5 years

Employee records are housed in the central administration office of the District.  Employees records are 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 is conducted annually under the supervision of the Superintendent.  This report is filed with the Board Secretary. A perpetual inventory shall be maintained on consumable property of the District.

 

The permanent and cumulative records of students currently enrolled in the District are housed in the central administration office of the attendance center where the student attends.  Permanent records must be housed in a fireproof vault.  The building administrator is responsible for keeping these records current.  Records of students who have graduated or are no longer enrolled in the District are housed in the high school.  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 District records and may destroy paper copies of the records if they are more than three years old.  

 

Approved February 8, 1999                                 

Reviewed   May 12, 2008

Revised June 10, 2015