Kansas Records Retention Schedules

69 Schedule Entries Found:

Agency Number: 350-001
Juvenile Justice Authority
Central Office

SERIES ID	0003-350
TITLE	Case Management Files
DESCRIPTION	Memorandum of agreement, correspondence, billings, legal information, critical incidents, Block Grant Programs, etc. relating to juveniles placed in the care of contracted community agencies.
RETENTION	See Comments
COMMENTS	Retain until contract is expired plus 2 years, transfer to the records center for 3 years, then destroy. Retain critical incidents 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1609
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0005-350
TITLE	Community Planning Files
DESCRIPTION	Correspondence, vouchers, budgets, strategic plans, etc. relating to mandated program requiring communities to provide services for offenders.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0006-350
TITLE	Consultant Contract Files
DESCRIPTION	Correspondence, legal and fiscal information relating to contract made between the Juvenile Justice Authority and consultants.
RETENTION	See Comments
COMMENTS	Retain until contract is expired plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0008-350
TITLE	Correspondence - Commissioner
DESCRIPTION	Incoming and outgoing letters and memoranda by the commissioner.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0009-350
TITLE	Correspondence - Deputy Commissioner
DESCRIPTION	Routine incoming and outgoing letters and memoranda from the deputy commissioners.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0010-350
TITLE	Correspondence - Legal
DESCRIPTION	Incoming and outgoing letters and memoranda relating to legal matters.
RETENTION	See Comments
COMMENTS	Retain routine correspondence until no longer useful, then destroy. Retain policy making correspondence until no longer useful, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(14) & (25)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0013-350
TITLE	Employee Investigation Files
DESCRIPTION	Documents relating to internal investigations into allegations of misconduct by agency staff.
RETENTION	010 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(11)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0162-350
TITLE	Extensive Medical Reports
DESCRIPTION	Electronic and hard copy relating to medical expenses incurred by juvenile offenders during placement at one of the juvenile correctional facilities.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 38-1609 & HIPAA
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0020-350
TITLE	Interstate Compacts - Juveniles
DESCRIPTION	Compact, reports, transfer form, etc. relating to agreements made with other states to transfer or extradite juveniles.
RETENTION	See Comments
COMMENTS	Retain until case is closed and juvenile offender reaches age 18 if probation is finished, otherwise retain until age 23 or parolee terminations, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1609
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0021-350
TITLE	Juvenile Correctional Facilities Files
DESCRIPTION	Correspondence, grievances, monthly reports, critical incidences, etc. relating to juveniles incarcerated in one of the juvenile correctional facilities.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0022-350
TITLE	Juvenile Offenders Intake and Assessment Files
DESCRIPTION	Contracts, correspondence, billings, legal information, etc. relating to the final determination for a juvenile's placement.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after discharge date, then transfer to the Master Juvenile Offender File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1609
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0023-350
TITLE	Juvenile Offenders Intensive Supervision Program Files
DESCRIPTION	Contracts, correspondence, billings, legal and program information relating to contracting agencies which provide services to juveniles within the community.
RETENTION	See Comments
COMMENTS	Retain in office until expiration of contract plus 2 years, transfer to the records center for 3 years, then transfer legal and program portions to the archives, destroy remainder.
DISPOSITION	Archives
RESTRICTIONS	KSA 38-1609
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0024-350
TITLE	Juvenile Offenders Placement Files
DESCRIPTION	Copy of journal entry, referral, confirmation, notification, placement form relating to the placement of individual juvenile offenders within the four juvenile correctional facilities.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1609
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0025-350
TITLE	Kansas Advisory Group Files
DESCRIPTION	Documents relating to the Kansas Advisory Board which supervised operations at the advent of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0027-350
TITLE	Service Providers Files
DESCRIPTION	Provider agreement, billings, correspondence, etc. relating to group homes, foster homes and counseling centers which provide services to juvenile offenders.
RETENTION	See Comments
COMMENTS	Retain until contract is expired plus 2 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0028-350
TITLE	Subject Files - Commissioner
DESCRIPTION	Variety of documents relating to the operation and administration of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0029-350
TITLE	Subject Files - Public Information Officer
DESCRIPTION	Variety of documents relating to interests and activities of the public information officer.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0030-350
TITLE	Working Files - Grants
DESCRIPTION	Documents relating to planning and preparing grant applications to supplement agency programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

Agency Number: 350-002
Juvenile Justice Authority
Atchison Juvenile Correctional Facility

SERIES ID	0034-350
TITLE	Admission Book
DESCRIPTION	Register of juvenile offenders admitted to the Juvenile Correctional Facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0046-350
TITLE	Case Study Summary Reports
DESCRIPTION	Documents relating to summary reports made on the children admitted to the State Orphans' Home.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0134-350
TITLE	Special Project Files - Byrne Grant, JAIBG Funds, etc.
DESCRIPTION	Documents relating to the application and implementation of grants and used to purchase materials, equipment, and/or services.
RETENTION	See Comments
COMMENTS	Retain 5 years after grant is completed, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

Agency Number: 350-006
Juvenile Justice Authority
Kansas Juvenile Correctional Complex

SERIES ID	0035-350
TITLE	Annual Statistics
DESCRIPTION	Statistics submitted by the juvenile correctional facilities to the central office and includes population statistics, admissions, average age at admission, counties, reasons for commitment, etc.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0042-350
TITLE	Campus Night Report
DESCRIPTION	Reports made each night and includes date, name of living unit, time, notes, and comments.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0119-350
TITLE	Canteen and Benefit Funds Records
DESCRIPTION	Accounting reports used for administrative control of the canteen and benefit funds.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0048-350
TITLE	Change of Status Report Files
DESCRIPTION	Documents submitted to request a change in status of the juvenile offender & includes the number of juvenile offenders in institutions at the beginning of month, additions, separations, students remaining, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to "Master Juvenile Offender File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0053-350
TITLE	Community Advisory Files
DESCRIPTION	Documents used for recruitment and promotion within the community to help the Juvenile Correctional Facility with various programs and includes the list of members, notes of meetings, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0071-350
TITLE	Discharge Records
DESCRIPTION	Documents listing discharged juvenile offenders and includes the juvenile offender's name, county, date of discharge, date discharge was signed, and status of student at time of discharge.
RETENTION	See Comments
COMMENTS	Retain until discharge of student, then transfer to the "Master Juvenile Offender Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0154-350
TITLE	Employee Drug Test Records
DESCRIPTION	Results of drug tests samples conducted on individual employees to test for the presence of drugs.
RETENTION	See Comments
COMMENTS	Retain negative tests until new test is conducted, then destroy. Retain positive tests for length of employee's tenure plus 5 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(3)(4)(30)
APPROVED	2007-10-12
K.A.R. NUMBER	53-2-152

SERIES ID	0075-350
TITLE	Employee's Accident or Illness Reports
DESCRIPTION	Reports regarding accidents or illnesses of employees and treatment, follow-up or review and includes the accident or illness, assessment, care plan, referral, etc.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0090-350
TITLE	Escape Report/Records
DESCRIPTION	Documents filed with the police department of juvenile offenders who have escaped and includes date and time reported.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0076-350
TITLE	Extended Passes
DESCRIPTION	Documents relating to juvenile offenders given extended passes, date and where they went while on extended pass.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0077-350
TITLE	Face Sheets
DESCRIPTION	Documents used for immediate access to information on each juvenile offender admitted to the Juvenile Correctional Facility and includes full name and/or alias, address, phone, birthday, race, religion, etc.
RETENTION	See Comments
COMMENTS	Retain 5 years after discharge, transfer to the "Master Juvenile Offender Files", if no file exists, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0079-350
TITLE	Follow-Up Study
DESCRIPTION	Documents relating to a study done on former juvenile offenders to evaluate the programs at the Juvenile Correctional Facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0084-350
TITLE	Incident Reports
DESCRIPTION	Documents relating to incidents that have occurred between juvenile offenders, staff or both.
RETENTION	See Comments
COMMENTS	Place in appropriate Master Juvenile Offender File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0085-350
TITLE	Incidents of Suspected Child Abuse and/or Neglect
DESCRIPTION	Documents relating to incidents of suspected child abuse or neglect of an individual juvenile offender by a staff member or juvenile offender.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1507
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0087-350
TITLE	Inquiries Files
DESCRIPTION	Release of information on former/present residents or juvenile offenders to various law enforcement agencies, court services, attorneys, etc. to aid in working with them.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0123-350
TITLE	Juvenile Offender Account Records
DESCRIPTION	Records relating to the monitoring of juvenile offender accounts and maintained for accountability purposes.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0139-350
TITLE	Juvenile Offender Medical Files
DESCRIPTION	Documents used for reference to provide continuity of medical care for juvenile offenders and includes lab reports, examination reports, progress notes, medical history, medication administration records, etc.
RETENTION	See Comments
COMMENTS	Retain until juvenile offender is discharged, then transfer file to the "Master Juvenile Offender File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3) & 38-1609
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0091-350
TITLE	Kansas Public Disclosure Commission Statements of Substantial Interest
DESCRIPTION	Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0092-350
TITLE	Kansas School Food Service Reimbursement Claim
DESCRIPTION	Monthly claims for reimbursement made for breakfast and lunch expenses submitted to the Kansas Department of Education.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years pursuant to the federal requirements and KSA 75-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0061-350
TITLE	Living Unit Communication Log
DESCRIPTION	Register used to record detailed and accurate information on situations and events which have occurred at the living units.
RETENTION	003 cldr yrs
COMMENTS	KSA 38-1608
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0062-350
TITLE	Living Unit Daily Checklist
DESCRIPTION	Registers used to document room and living unit security checks and the duties performed.
RETENTION	003 cldr yrs
COMMENTS	Meets ACA accreditation standards.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0165-350
TITLE	Living Unit Log Sheets
DESCRIPTION	Daily notations made by staff relating to the activities of juvenile offenders while in their living units.
RETENTION	003 cldr yrs
COMMENTS	Meets accreditation standards.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0063-350
TITLE	Living Unit Meal Count
DESCRIPTION	Head count sheets used to document juvenile offenders and staff consuming meals in the dining hall.
RETENTION	003 cldr yrs
COMMENTS	Meets ACA accreditation standards.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0064-350
TITLE	Living Unit Program Plans
DESCRIPTION	Documents used to set up program plans for the new juvenile offenders and includes the name of psychologist, social worker, juvenile offender, county of commitment, date of admission and date and time of meeting.
RETENTION	See Comments
COMMENTS	Retain 1 year, then transfer to the "Master Juvenile Offender Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0065-350
TITLE	Living Unit Radio Check
DESCRIPTION	Two-way radio check made twice a day and the living units call-in to check equipment.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0095-350
TITLE	Log Sheets
DESCRIPTION	Daily notations made by staff relating to activities by juvenile offenders in the living units.
RETENTION	003 cldr yrs
COMMENTS	Meets accreditation standards.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0096-350
TITLE	Master Juvenile Offender Files
DESCRIPTION	Master files maintained on juvenile offenders institutionalized at juvenile correctional facilities and includes evaluations, program planning, progress reports, incident reports, etc.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after discharge, transfer to storage for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0099-350
TITLE	Monthly Report Summary
DESCRIPTION	Reports summarizing activities at the juvenile correctional facilities and submitted monthly to the central office.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0166-350
TITLE	Night Shift Manager/Security Report
DESCRIPTION	Reports made nightly and used to monitor juvenile offenders in the living units and includes date, name of living unit, time, notes and comments.
RETENTION	003 fisc yrs
COMMENTS	Meets accreditation standards.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0167-350
TITLE	Permanent Records, Card Indexes, and Logs
DESCRIPTION	Ledger entries, card indexes, logs, compiled on juvenile offenders admitted/committed to the juvenile correctional facility.
RETENTION	Permanent
COMMENTS	Transfer to the archives when no longer useful.
DISPOSITION	Permanent
RESTRICTIONS	KSA 65-2423
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0098-350
TITLE	Population Reports
DESCRIPTION	Research and statistical information submitted monthly by the facilities and includes movement of juvenile offenders in and out the juvenile correctional facilities, juvenile offender population, etc.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1609
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0168-350
TITLE	Program Planning Reports
DESCRIPTION	Documents prepared summarizing the initial program planning conference, periodic program reviews, and pre-release conferences held to establish a program plan and chart progress throughout the juvenile offenders' commitment to a juvenile correctional facility.
RETENTION	See Comments
COMMENTS	Retain 1 year, then transfer to appropriate Master Juvenile Offender File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608 & 38-1609
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0031-350
TITLE	Program Planning and Program Review Conferences
DESCRIPTION	Documents used to set up review conferences for juvenile offenders who have been at the Juvenile Correctional Facility and includes name, date of review, clinician, county, etc.
RETENTION	See Comments
COMMENTS	Retain 1 year, then place in "Master Juvenile Offender Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0169-350
TITLE	Program Reviews
DESCRIPTION	Documents used to complete facility program reviews for juvenile offenders designed to assess an individual offender's programs and progress.
RETENTION	001 cldr yr
COMMENTS	Retain 1 year, then file in appropriate Master Juvenile Offender Files and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0111-350
TITLE	Psychological Test Data Files
DESCRIPTION	Raw test data and clinical notes relating to psychological tests administered to juvenile offenders that are used in the preparation of final psychological analysis reports.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after discharge, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3), 38-1608, 38-1609, 38-1514
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0113-350
TITLE	Psychological Tests Results
DESCRIPTION	Psychological tests on juvenile offenders given by psychology division to determine the intellectual & functioning level, & emotional status & includes intelligence tests evaluations, chemical use survey, etc.
RETENTION	See Comments
COMMENTS	Retain 5 years after discharge, then transfer to the "Master Juvenile Offender File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1609
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0115-350
TITLE	Psychotropic Medications - Monthly Report
DESCRIPTION	Reports listing students currently taking psychotropic medications for statistical purposes and to review for possible rescheduling.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1609
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0120-350
TITLE	Questionnaires
DESCRIPTION	Questionnaires sent to the juvenile correctional facilities and used for a census of public juvenile detention, correctional, and shelter facilities.
RETENTION	003 cldr yrs
COMMENTS	Meets accreditation standards.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0078-350
TITLE	Reconciliation of Accounts
DESCRIPTION	Documents of financial matters relating to accounting and verification of the checking and savings accounts: DA form 65 and other required documents.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0170-350
TITLE	Reintegration Visits and Medical Leaves
DESCRIPTION	Documents relating to passes given to juvenile offenders including date and destination while on extended leave.
RETENTION	See Comments
COMMENTS	Retain 5 years after date of discharge then transfer to appropriate Master Juvenile Offender File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0125-350
TITLE	Seclusion Referral Form
DESCRIPTION	Documents used to record activities of a juvenile offender presenting a potential threat of harm to himself or herself, others and property.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0173-350
TITLE	Seclusion/Security Referral Form
DESCRIPTION	Documents used to record activities of a juvenile offender presenting a potential threat of harm to himself or herself, staff, and property.
RETENTION	005 cldr yrs
COMMENTS	Retain 5 years, then transfer to appropriate Master Juvenile Offender File.
DISPOSITION	See Comments
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0114-350
TITLE	Seclusion/Security Reports
DESCRIPTION	Reports detailing which juvenile offenders are in seclusion or pose a potential treat of harm to himself or herself, staff, and property.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1609
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0127-350
TITLE	Security Check Documentation
DESCRIPTION	Documents relating to all activities reported at the juvenile correctional facilities and logged and includes time, narrative, and security checks.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0129-350
TITLE	Shift Coverage
DESCRIPTION	Documents used to record which living units had single coverage, staff on duty, and staff shifting for adequate coverage.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0130-350
TITLE	Shift Log Notes
DESCRIPTION	Documents used to log events of during shifts.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 38-1608
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0141-350
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to operational concerns and activities of the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Replaces various separate Subject Files entries.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0144-350
TITLE	Suicide Log/Time Out/Seclusion Logs
DESCRIPTION	Registers used to monitor a juvenile offender either in seclusion or on suicide watch.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years, then destroy or transfer to Master Juvenile Offender and retained accordingly.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

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