Kansas Records Retention Schedules

102 Schedule Entries Found:

Agency Number: 561-001
Kansas Board of Regents
Community Colleges

SERIES ID	0014-561
TITLE	Audit Files
DESCRIPTION	Audits conducted by the Board of Education which are used to calculate the repayment of funding to the community colleges.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then destroy. Obsolete series.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0015-561
TITLE	Course Files
DESCRIPTION	Request form and supporting documentation submitted by community colleges requesting course approval by the Board of Regents.
RETENTION	see comments
COMMENTS	Obsolete series, transfer to the appropriate community college for appraisal, if not accepted by the college, then destroy.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0016-561
TITLE	History Files
DESCRIPTION	Accreditation documents, audits, reports, correspondence, evaluations, etc. relating to junior colleges.
RETENTION	see comments
COMMENTS	Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0017-561
TITLE	Log Sheet
DESCRIPTION	Log listing the title, date, and location of approved classes for each community college and maintained for tracking purposes.
RETENTION	see comments
COMMENTS	Retain until no longer useful or superseded, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0018-561
TITLE	National Accreditation Files
DESCRIPTION	Correspondence, reports, regulations, etc. relating to the accreditation process by the National Accreditation Association to ensure that educational standards are met and maintained.
RETENTION	see comments
COMMENTS	Obsolete series - transfer to the archives immediately for purging. The State Board of Education now establishes accreditation standards.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0019-561
TITLE	Out District Instruction Forms
DESCRIPTION	Form submitted to the Board of Regents by community colleges seeking approval to teach classes off campus.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0020-561
TITLE	Out District Tuition Release Forms
DESCRIPTION	Form submitted to the Board of Regents to approve an out district student's tuition reduction by verifying that the requested course is not available at the student's local community college.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0021-561
TITLE	Presidents' Files
DESCRIPTION	Copies of policies, memos, procedures, etc. compiled by the board and distributed to all the community colleges presidents.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer one copy to the archives for purging and destroy the remainder.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0022-561
TITLE	School Files
DESCRIPTION	Correspondence, program appeals, etc. relating to the business operation of community colleges.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0023-561
TITLE	State Accreditation Files
DESCRIPTION	Correspondence, reports, regulations, etc. relating to the accreditation process of community colleges by the State Board of Education to ensure that educational standards are met and maintained.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 561-001
Kansas Board of Regents
Executive Director

SERIES ID	0024-561
TITLE	Presidents' and Chancellors' Goals
DESCRIPTION	Statements submitted by University Presidents and Chancellors setting their goals for the year and used as a basis for oral presentations given at the annual performance evaluations.
RETENTION	see comments
COMMENTS	Transfer to University Presidents' and Chancellor's Employee Personnel Files when no longer useful and retain accordingly.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0025-561
TITLE	Subject Files
DESCRIPTION	Various documents relating to major issues addressed by the Board of Regents.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0026-561
TITLE	University President Recruitment Files
DESCRIPTION	Position descriptions, applications, search and screening committee minutes documenting the Board of Regent's proceedings in hiring a new University President or Chancellor.
RETENTION	see comments
COMMENTS	After hiring decision is made, transfer records for the successful applicant to University Presidents' and Chancellor's Employee Personnel Files. For those individuals not hired, records are returned to the University's personnel office.
DISPOSITION	see comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0027-561
TITLE	University Presidents' and Chancellor's Employee Personnel Files
DESCRIPTION	Copies of applications, evaluations, etc. associated with employment of University Presidents and Chancellors and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy. Record copy is maintained at individual university's personnel office.
DISPOSITION	destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

Agency Number: 561-001
Kansas Board of Regents
Fiscal

SERIES ID	0028-561
TITLE	ACT Class Profile Reports
DESCRIPTION	Freshman class scores produced by ACT reflecting average scores for students who submit their scores to a particular university and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. Information is compiled in a Databook or similar publication.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0029-561
TITLE	American Association of University Professors (AAUP) Annual Salary Report
DESCRIPTION	Copies of reports prepared by individual universities and submitted to the American Association of University Professors and the Board of Regents providing information about faculty salaries.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. This information is summarized and compiled in a Databook or similar publication.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0030-561
TITLE	Attrition and Graduation Reports
DESCRIPTION	Data compiled by each university about the number and rate of students leaving school through graduation or other means and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. Information is compiled in a Databook or similar publication.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0031-561
TITLE	Board of Education Reports
DESCRIPTION	High school dropout rates, graduation rates, and additional information compiled by the Board of Education and used for reference purposes.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0032-561
TITLE	Budget Requests - Universities
DESCRIPTION	Copies of budget request books submitted to the Division of Budget and the Legislature by each university requesting funding and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. Record copy is maintained by individual institutions.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0033-561
TITLE	Consolidated Faculty Reports
DESCRIPTION	Statistical reports submitted by each regents institution containing information about faculty's ethnicity, age, retirement, tenure status, and resignations used for comparison to peer institutions.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. These reports are summarized in a Databook or other similar publication.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0034-561
TITLE	Consolidated Faculty Tables
DESCRIPTION	Statistics and information concerning faculty salary, benefits, tenure, percentage change in number of faculty at an institution and formerly known as Academic Planning Tables.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. This information is summarized in the AAUP Annual Salary Report and maintained for convenience of reference.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0035-561
TITLE	Cost Study Reports and Work Papers
DESCRIPTION	Information compiled about and provided by peer institutions about their budgets, expenses, funding, etc. and used for reference purposes.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0036-561
TITLE	Crumbling Classrooms Files
DESCRIPTION	Budget and related materials concerning renovations at regents institutions used to monitor and ensure fulfillment of spending requirements.
RETENTION	see comments
COMMENTS	Retain in office until renovation project is completed, transfer to the records center for 3 fiscal years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0037-561
TITLE	Degree Inventory Reports
DESCRIPTION	Inventory of degrees offered throughout the regents institutions system.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0038-561
TITLE	Degrees Awarded - Reports and Work Papers
DESCRIPTION	Reports and summary information on the number of degrees awarded by school and discipline and maintained for convenience of reference.
RETENTION	010 cldr yrs
COMMENTS	Retain in office for 10 calendar years, then destroy. Data is summarized in databook and/or special reports.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0039-561
TITLE	Enrollment Adjustments
DESCRIPTION	Reports submitted with copies of budget requests documenting enrollment changes at universities and used in determining the funding formula and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0040-561
TITLE	Faculty Salary Surveys - Work Papers
DESCRIPTION	Working papers used in gathering and compiling faculty salary information to be included in the AAUP Annual Salary Report.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0041-561
TITLE	Faculty Workload Survey
DESCRIPTION	Working files and final reports relating to time spent by faculty in classroom instruction, research, and other activities, broken down by length of service, rank, etc.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. Transfer 1 copy of final report to the archives.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0042-561
TITLE	Formula Funding Reference Files
DESCRIPTION	Documents relating to the development of funding for regents institutions, based upon enrollment marking a significant change in the way these institutions were funded.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0043-561
TITLE	Graduate Tuition Survey - Work Papers
DESCRIPTION	Information compiled on graduate tuition at peer institutions and used in compiling the Databook or similar publication.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0044-561
TITLE	Integrated Post-Secondary Education Data System (IPEDS) Reports
DESCRIPTION	Information compiled by each regents institution concerning institutional characteristics, enrollment statistics, staff demographics, etc. using the Integrated Post-Secondary Education Data System.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. Maintained for convenience of reference only. Data is compiled in a Databook or other similar publication.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0045-561
TITLE	Merger Files
DESCRIPTION	Documents concerning the merger of one regents institution with another.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to archives.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0046-561
TITLE	Missouri Reciprocal Agreement Files
DESCRIPTION	Routine correspondence, reports, etc. concerning the reciprocal exchange of tuition rates for Missouri and Kansas residents.
RETENTION	see comments
COMMENTS	Retain for minimum of 3 fiscal years or until no longer useful, whichever is longest, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0047-561
TITLE	Reallocation Reports
DESCRIPTION	Reports summarizing and reflecting changes in funding at each regents institution from year to year.
RETENTION	003 fisc yrs
COMMENTS	Obsolete series. Retain in office 3 fiscal years after date of report, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0048-561
TITLE	Special Studies and Task Force Reports
DESCRIPTION	End results, summaries, or reports of special studies, projects, or task force findings.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then transfer to the archives.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0049-561
TITLE	Special Studies and Task Force Reports - Work Papers
DESCRIPTION	Information used in compiling reports for special projects or task forces.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0050-561
TITLE	Sponsored Research Overhead Investigation Files
DESCRIPTION	Reports, data sheets, and related documentation concerning potential abuses of funding for Sponsored Research Overhead which serves as a monitoring function.
RETENTION	see comments
COMMENTS	Retain in office for 3 calendar years after investigation is closed, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0051-561
TITLE	State Higher Education Appropriations Reports
DESCRIPTION	Formal Hines/Chambers or Halsted/Chambers reports and supporting documentation comparing appropriations to higher education in each state.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then transfer to archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0052-561
TITLE	University Demographic Reports
DESCRIPTION	Statistical reports submitted by each university, each semester, summarizing the student body in terms of ethnicity, gender, age, etc. and used in compiling a comprehensive report.
RETENTION	see comments
COMMENTS	Retain in office until no longer useful, then destroy. Data is summarized in databook and/or special reports.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0053-561
TITLE	University Enrollment Reports
DESCRIPTION	Reports of enrollment statistics submitted by each university and used in compiling summary reports for all institutions in the form of a Databook, Enrollment Report, or other published report.
RETENTION	see comment
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0054-561
TITLE	University of Kansas Medical Center (KUMC) - Financial Reports
DESCRIPTION	Monthly reports of operating profit and loss from University of Kansas Medical Center.
RETENTION	see comments
COMMENTS	Obsolete series. Retain in office for 3 fiscal years, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0055-561
TITLE	University of Kansas Medical Center (KUMC) - Financial Reports
DESCRIPTION	Monthly reports of operating profit and loss from University of Kansas Medical Center.
RETENTION	see comments
COMMENTS	Obsolete series. Retain in office for 3 fiscal years, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER

Agency Number: 561-001
Kansas Board of Regents
GED

SERIES ID	0056-561
TITLE	GED Forms
DESCRIPTION	Form submitted to the Board of Regents regarding individuals who took the GED test, who passed, when the test was taken, and the grade.
RETENTION	001 month
COMMENTS
DISPOSITION	destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0057-561
TITLE	Monthly Reports of GED Testing Sites
DESCRIPTION	Typed reports listing the names, ages, and test scores of GED applicants.
RETENTION	see comments
COMMENTS	Obsolete series - destroy immediately.
DISPOSITION	destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 561-001
Kansas Board of Regents
Legal

SERIES ID	0058-561
TITLE	Index to Abstracts and Deeds
DESCRIPTION	Log listing the abstracts and deeds of property owned by regents institutions.
RETENTION	see comment
COMMENTS	Retain in conjunction with the general schedule entry Deeds for Real Estate.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0059-561
TITLE	Legal Inquiries Files - Internal
DESCRIPTION	Correspondence and supporting documentation relating to legal inquiries made within the agency and requesting a legal opinion.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0061-561
TITLE	Legal Review Files
DESCRIPTION	Copies of correspondence, affidavits, etc. relating to various lawsuits suing regents institutions and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain until litigation is closed, transfer to the records center for 5 years, then destroy. Originals are maintained in the Litigation Division of the Attorney General's Office.
DISPOSITION	destroy
RESTRICTIONS	LSA 45-221(a)(4)(25)
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0062-561
TITLE	Revenue Bond Files
DESCRIPTION	Correspondence, resolution, agenda, drafts, final transcript etc. relating to the sale of bonds by regents institutions for capital improvement projects.
RETENTION	see comments
COMMENTS	Retain supporting documentation until bond is paid in full, then destroy. Transfer final transcript to the regent institution after bond is paid in full.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0063-561
TITLE	Revenue Bond Log
DESCRIPTION	Log used to track the revenue bonds issued at the various regents institutions.
RETENTION	see comments
COMMENTS	Retain until no longer useful or superseded, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0065-561
TITLE	Subject Files - Board of Regents
DESCRIPTION	Correspondence, policies, etc. relating to the board's legal interests impacting all universities.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0066-561
TITLE	Subject Files - Regents Institutions
DESCRIPTION	Correspondence, drafts, orders, copies of leases, etc. relating to the administration and operation of the regents institutions.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0067-561
TITLE	Subject Files - Topical
DESCRIPTION	Variety of documents relating to legal interest and possible impact on the board for all regents institutions.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

Agency Number: 561-001
Kansas Board of Regents
Personnel

SERIES ID	0001-561
TITLE	Applications for Examination
DESCRIPTION	Standardized form developed by the Department of Administration-Division of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0002-561
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0003-561
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0004-561
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0005-561
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0006-561
TITLE	Employee Training Course Materials
DESCRIPTION	Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs.
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	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0007-561
TITLE	Employee Training Records
DESCRIPTION	Correspondence, reports and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by training programs and to employee participation in training programs sponsored by external organizations.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until supersesded, whichever is sooner, then destroy. See also Employee Training Course Materials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0008-561
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	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0009-561
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful candidates for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0010-561
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form 1-9 completed by the employee verifying eligibility to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0011-561
TITLE	KPERS Forms
DESCRIPTION	Documents relating to employees' application, reenrollment, retirement and/or death and their participation in the Kansas Public Employees Retirement System (KPERS).
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0012-561
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	See Comments
COMMENTS	Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0013-561
TITLE	Technical Reference Files
DESCRIPTION	Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

Agency Number: 561-001
Kansas Board of Regents
Proprietary Schools

SERIES ID	0068-561
TITLE	Complaint Files
DESCRIPTION	Documents relating to complaints lodged against a proprietary school which did not result in an investigation.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0069-561
TITLE	Minutes - Advisory Committee on Schools
DESCRIPTION	Minutes and agendas of regular or special meetings of the Advisory Committee on Schools.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0070-561
TITLE	Problem Proprietary Schools Files
DESCRIPTION	Correspondence, brochures, etc. relating to proprietary schools operating in violation of the Kansas Proprietary School Act.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0071-561
TITLE	Proprietary Schools Files
DESCRIPTION	Applications, annual renewals, and supporting documentation submitted by proprietary schools seeking authorization to operate a school or solicit students in the state of Kansas.
RETENTION	010 fisc yrs
COMMENTS	Retain in office 10 years, then transfer files for Kansas schools to the archives for purging and destroy the remainder.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0072-561
TITLE	Student Files - Proprietary Schools
DESCRIPTION	Correspondence, financial aid documents, transcripts, etc. relating to students previously enrolled in a proprietary school which is now defunct.
RETENTION	see comments
COMMENTS	Transfer to the records center and retain financial aid information for 3 fiscal years, then destroy. Retain remaining documents 15 years, then transfer transcripts to the archives and destroy the remainder.
DISPOSITION	see comments
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0073-561
TITLE	Transcripts - Copies
DESCRIPTION	Copies of student transcripts and correspondence maintained for convenience of reference. Original transcripts are maintained in the appropriate Student File.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 561-001
Kansas Board of Regents
University Programs

SERIES ID	0074-561
TITLE	Access Reports
DESCRIPTION	Correspondence, reports, etc. submitted by regents institutions detailing continuing education courses offered by regents institutions and used to compile the final report.
RETENTION	005 cldr yrs
COMMENTS	Retain until no longer useful, then destroy supporting documentation. Transfer 1 copy of final report to the archives and destroy the remainder. A.K.A. Academic Extension Files.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0075-561
TITLE	Accreditation Files
DESCRIPTION	Documents relating to the accreditation process for regents institutions programs by various commissions or boards.
RETENTION	005 cldr yrs
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0076-561
TITLE	Assessment Reports Files
DESCRIPTION	Reports, minutes, correspondence, etc. relating to the student achievement in basic skills and general education.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0077-561
TITLE	Commission on Reform of Education Governance Files
DESCRIPTION	Minutes, correspondence, constitution, studies, final report, relating to a review of the Kansas Constitution Article 6 which was charged with recommending any modifications in education governance.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0079-561
TITLE	Degree Granting Authority Files
DESCRIPTION	Minutes, correspondence, hearings, etc. relating to the authority to grant degrees at proprietary and non regent schools.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0078-561
TITLE	Degree and Certificate Inventory Files
DESCRIPTION	Documents used to track the degree programs and certificates offered by regents institutions.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then destroy supporting documentation. Transfer 1 copy of final report to the archives for purging and destroy the remainder.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0080-561
TITLE	Degrees Conferred Files
DESCRIPTION	Charts, graphs, correspondence, statistics, etc. submitted by regents institutions and used to compile the final report.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then destroy supporting documentation. Transfer 1 copy of the final report to the archives.
DISPOSITION	see comments
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0081-561
TITLE	Eisenhower Advisory Committee Files
DESCRIPTION	Correspondence, board letters, minutes, applications, etc. relating to grant funding under the Dwight D. Eisenhower Professional Development Program.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0082-561
TITLE	Executive Board of Kansas Math/Science Education Coalition Files
DESCRIPTION	Correspondence, agendas, minutes, etc. relating to improvement of student achievement and participation in the math and sciences fields.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0083-561
TITLE	Faculty Performance Evaluations Task Force Files
DESCRIPTION	Correspondence, agendas, reports, minutes, etc. relating to the performance evaluation process and final recommendation made to the Board of Regents for reviewing and assessing faculty performance.
RETENTION	see comments
COMMENTS	Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0084-561
TITLE	Honors Academy Files
DESCRIPTION	Correspondence, minutes, etc. relating to efforts to encourage exceptional high school juniors and seniors to attend a regents institution.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0085-561
TITLE	Kansas Council on the Future of Post Secondary Education Files
DESCRIPTION	Minutes, correspondence, research material, etc. relating to the statewide coordination of post secondary education in Kansas to restructure higher education in Kansas.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0086-561
TITLE	Mission Study Task Force Files
DESCRIPTION	Minutes, reports, correspondence, etc. relating to the regents institutions developing their unique missions, roles and aspirations.
RETENTION	see comments
COMMENTS	Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0087-561
TITLE	New Degree Proposal Files
DESCRIPTION	Documents relating to regents institutions proposals for new degree programs which require approval by the Board of Regents.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0088-561
TITLE	Program Proposals Files
DESCRIPTION	Correspondence, proposal form, minutes, etc. relating to requests from regents institutions to offer program concentrations, program name changes, new programs, etc. for approval.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0089-561
TITLE	Program Review Files
DESCRIPTION	Correspondence, reports, statistical reviews, etc. compiled to monitor degree programs and quality at regents institutions.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0090-561
TITLE	Qualified Admissions Files
DESCRIPTION	Policy statements, legislative history, correspondence, etc. relating to the Board of Regents' position on qualified admission standards to ensure the quality of the educational environment.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0091-561
TITLE	Regents Qualified Admissions Curricula Files
DESCRIPTION	Correspondence, course lists, form, log sheets, etc. relating to establishing admission standards for freshman applicants to regents institutions.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0092-561
TITLE	Retreat Issue Papers
DESCRIPTION	Documents relating to formal discussions on various topics under consideration regarding the challenges facing regent institutions.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0093-561
TITLE	Staff Vitae
DESCRIPTION	Documents relating to university program staff's vitae and maintained for convenience of reference.
RETENTION	see comments
COMMENTS	Retain until no longer useful or superseded, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0094-561
TITLE	Statewide Committee on Qualified Admissions Files
DESCRIPTION	Correspondence, reports, resolution, etc. relating to a commission appointed to review pre-college curricula at the state high schools to ensure that students are prepared for college.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0095-561
TITLE	Student Activities Files
DESCRIPTION	Agendas, correspondence, surveys, minutes, etc. relating to a variety of student issues and perceptions.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0096-561
TITLE	Subcommittee on Regents Distinguished Professors Files
DESCRIPTION	Correspondence, board actions, guidelines, etc. relating to the funding, appointment, and evaluation and continuance of the program designed to attract established scholars.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0097-561
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to various issues and concerns of the unit.
RETENTION	see comments
COMMENTS	Retain until no longer useful or superseded, then destroy.
DISPOSITION	destroy
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0098-561
TITLE	Technical Advisory Committee on Faculty Evaluations
DESCRIPTION	Minutes, correspondence, student rating forms, etc. relating to merit increases for faculty based upon their annual evaluation which resulted from Task Force recommendations.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0099-561
TITLE	Tenure Review Files
DESCRIPTION	Minutes, correspondence, etc. relating to the tenure review process for evaluating regents institutions' faculty.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0100-561
TITLE	Transfer Students Committee Files
DESCRIPTION	Minutes, correspondence, etc. relating to students transferring from one institution to another and used to assess student performance.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0101-561
TITLE	University Libraries Files
DESCRIPTION	Correspondence, studies, requests, etc. relating to the regents institutions libraries' efforts to increase funding.
RETENTION	see comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0102-561
TITLE	University of Kansas Faculty Grievance Committee Files
DESCRIPTION	Correspondence, reports, etc. relating to allegations of misconduct by one KU faculty by another KU faculty member which resulted in an investigation.
RETENTION	see comments
COMMENTS	Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	KSA 45-221(1), (4), (25), (30)
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0104-561
TITLE	Vision 20/20 Performance Indicators Files
DESCRIPTION	Minutes, correspondence, etc. relating to performance indicator measures for the Vision 2020 plan.
RETENTION	see comments
COMMENTS	Obsolete series. Transfer to the archives immediately for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

SERIES ID	0103-561
TITLE	Vision 20/20 Plans
DESCRIPTION	Correspondence, reports, evaluations, etc. relating to a comprehensive strategy for preparing regents institutions to meet the challenges of the 21st century.
RETENTION	005 fisc yrs
COMMENTS	Obsolete series. Retain in office 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	archives
RESTRICTIONS	None
APPROVED	2001-07-11
K.A.R. NUMBER	53-2-127

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