Kansas Records Retention Schedules

105 Schedule Entries Found:

Agency Number: 610-001
Kansas School for the Deaf
Administration
Museum

SERIES ID	0083-610
TITLE	Athletics Files
DESCRIPTION	Photos, clippings, win-loss statistics, publications, programs, etc. compiled on student athletics at the school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the KSD museum and transfer on copy to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0085-610
TITLE	Record of Property Issued, Condemned, and Remaining in Use
DESCRIPTION	Non-expendable property inventory records in a bound volume which has been partially used as a scrapbook.
RETENTION	See Comments
COMMENTS	Although inventory records are subject to the general schedule, the archives staff has appraised this obsolete records series as worthy of preservation - retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0080-610
TITLE	Scrapbooks and Albums
DESCRIPTION	Collection of miscellaneous documents regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0082-610
TITLE	Subject Files - Museum
DESCRIPTION	Correspondence, clippings, photos, publications, audio recordings, etc. regarding the school and general issues related to the deaf.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0081-610
TITLE	Subject Files - Names
DESCRIPTION	Miscellaneous documents arranged by name of subject including clippings, letters, reminiscences, notes, photos, publications, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0079-610
TITLE	Visitors Logs
DESCRIPTION	Registers recording visitors to the school.
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	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-001
Kansas School for the Deaf
Administration
Superintendent, Office of the

SERIES ID	0035-610
TITLE	Administration Files
DESCRIPTION	Wide variety of documents used in the administration of the school: correspondence, schedule, photographs, programs, legislative reference materials, statistics, reports, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule or other institution schedule entries where applicable - otherwise retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0036-610
TITLE	Admission Enrollment Log
DESCRIPTION	Log listing the students enrolled, parents, addresses, and dates of admission.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0058-610
TITLE	Annual Environmental Evaluation Records
DESCRIPTION	Reports of evaluations made yearly by the Department of Health and Environment regarding the safety and general quality of the environment at the school.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0033-610
TITLE	Annual Survey of Hearing Impaired Children and Youth
DESCRIPTION	Documents containing data on individual students taken during the survey: name, personal and educational information, hearing problems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0034-610
TITLE	Annual and Biennial Reports
DESCRIPTION	General reports made on an annual or biennial basis regarding agency activities.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0027-610
TITLE	Attendance Reports - Daily
DESCRIPTION	Daily reports regarding students present and absent from classes.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0030-610
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0029-610
TITLE	Cantrall Trust Fund Records
DESCRIPTION	Correspondence, financial statements, legal documents, etc. related to the administration of the Cantrall Trust Fund.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0026-610
TITLE	Desk Calendars
DESCRIPTION	Calendars used to schedule employee or office activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0025-610
TITLE	Evaluation of the Kansas School for Deaf
DESCRIPTION	Report prepared by the accreditation committee of the American Schools for the Deaf regarding the Kansas School for the Deaf.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0024-610
TITLE	Financial Records - Miscellaneous
DESCRIPTION	A variety of fiscal documents mixed together: vouchers, receipts, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0023-610
TITLE	Historical Papers
DESCRIPTION	Copies of papers and theses regarding the school's history written by scholars ranging in age from secondary school to those in graduate school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0087-610
TITLE	Individual Educational Plans Cumulative File - Inactive
DESCRIPTION	Plans of instruction developed for individual students attending the school.
RETENTION	See Comments
COMMENTS	Retain until student leaves school plus 5 years, then transfer every 100th plan to the archives, destroy the remainder. This retention period meets federal requirements.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0021-610
TITLE	Inter-School Relations Records
DESCRIPTION	Correspondence and reports regarding schools for the deaf elsewhere in the nation maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0078-610
TITLE	Job Standards Development Records
DESCRIPTION	Committee minutes, personnel forms, correspondence, curriculum sheets, etc. regarding the development of performance standards for school staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0031-610
TITLE	Leave Requests
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	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0018-610
TITLE	Local Comprehensive Educational Plans
DESCRIPTION	Documents regarding goals and objectives planned for the institution as required by the State Department of Education.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0017-610
TITLE	Manuals, Handbooks, and Curricula
DESCRIPTION	Variety of internally generated guides dorm activities and athletic events held at the school.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the KSD museum and transfer one copy to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0016-610
TITLE	Minutes
DESCRIPTION	Copies of Department of Education minutes formerly used to authorize monthly payroll and other expenditures for the school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0010-610
TITLE	Pupils Statistical Record - a.k.a. Pupils Record
DESCRIPTION	Register of student admissions containing basic personal, health, family, and admissions information regarding individual students.
RETENTION	See Comments
COMMENTS	Obsolete records series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0009-610
TITLE	Research Budget Files
DESCRIPTION	Documents related to obtaining funds for research programs: state plan, budget appeals, correspondence, etc.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0022-610
TITLE	Student Applications Index
DESCRIPTION	Index to Student Applications for Admission. (q.v.).
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Student Applications for Admission" (q.v.).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0008-610
TITLE	Student Card File
DESCRIPTION	Brief reference file to past and present students: name, address, dates of attendance, and minor biographical information.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to the archives when no longer useful.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0007-610
TITLE	Student Files - Cumulative (see also Individual Education Plans)
DESCRIPTION	Comprehensive files made on individual students while at the school: transcripts, permission forms, medical and mental health records, attendance records, admission records, program records, etc.
RETENTION	050 cldr yrs
COMMENTS	These records may be microfilmed and the originals destroyed if the microfilm meets archival standards - microfilm copies of files up to 1939 have been deposited in the state archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0004-610
TITLE	Student Survey Sheets
DESCRIPTION	Forms completed by parents or guardians for each student containing personal and family information as well as permission for students to take various school-sponsored trips.
RETENTION	See Comments
COMMENTS	Retain until student has left the school plus 5 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0005-610
TITLE	Subject Files - Receptionist
DESCRIPTION	Miscellaneous documents related to routine administrative matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0006-610
TITLE	Subject Files - Superintendent
DESCRIPTION	Wide variety of documents related to the deaf and their education as well as to the administration of the school.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(4).
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Business Office

SERIES ID	0060-610
TITLE	Accounting Records - Miscellaneous
DESCRIPTION	Variety of documents detailing the school's financial condition including vouchers, receipts, invoices, bank records, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule entries where applicable - otherwise retain 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0123-610
TITLE	Accounts Receivable Records - Audiology
DESCRIPTION	Documents related to the collection of payments from students for audiological services.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers, Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0057-610
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0131-610
TITLE	CASK Reports: Monthly Financial
DESCRIPTION	Computerized financial reports regarding agency financial status issued on a monthly basis from the Division of Accounting & Reports to agencies in the Central Accounting System - Kansas.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0056-610
TITLE	Capital Improvement Projects Files
DESCRIPTION	Records related to construction and renovation projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0055-610
TITLE	Contracts
DESCRIPTION	Copies of standard state contracts negotiated by the Division of Purchases and miscellaneous information on commodities purchased by the school.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0054-610
TITLE	Fire Safety Inspection Reports
DESCRIPTION	Reports made by the State Fire Marshal's office regarding the annual inspection conducted to ensure compliance with state and federal fire safety regulations.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then destroy, except for certification required by regulation to remain on file perpetually - retain documents until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0053-610
TITLE	Inventory Cards
DESCRIPTION	Cards used to manage the non-expendable capital equipment inventory.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0051-610
TITLE	Object Code Files
DESCRIPTION	Wide variety of purchasing records by object code: requisitions, contracts, leases, catalogs, brochures, etc. maintained for convenience of reference.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3740(e). See also Vouchers & Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0050-610
TITLE	Pupil Trust Fund Account Records
DESCRIPTION	Miscellaneous financial documents used to manage the Pupil Trust Fund including bank records, receipts, vouchers, etc.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0049-610
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0133-610
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR 8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0132-610
TITLE	STARS Reports: Monthly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0134-610
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0061-610
TITLE	Subject Files - Business Office
DESCRIPTION	Wide variety of routine administrative documents related to purchasing and other business matters. A.k.a. "A to Z."
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0052-610
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0048-610
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0047-610
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Dietary

SERIES ID	0062-610
TITLE	Dietary Management Records
DESCRIPTION	Vouchers, employee time records, menus, supply inventories, inspection reports, etc. used in managing the school dining facility.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. Duplicate materials may be destroyed at any time.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Personnel/Payroll

SERIES ID	0076-610
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, 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	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0073-610
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	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0074-610
TITLE	Group Health Insurance Enrollment Forms
DESCRIPTION	Copies of forms used to enroll employees in the state group health insurance program.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0075-610
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize employee leave.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0072-610
TITLE	Overtime Records
DESCRIPTION	Documents listing overtime worked by individual employees.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0070-610
TITLE	Payroll Records
DESCRIPTION	Lists of individual employees and their monthly pay, employee time sheets, payroll vouchers, SHaRP reports, DA forms 21, and other miscellaneous payroll records.
RETENTION	See Comments
COMMENTS	Retain according to general schedule under appropriate entries, except that employee payroll lists prior to 1941 shall be transferred to the archives immediately.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0068-610
TITLE	Personnel Management Files
DESCRIPTION	Copies of personnel and payroll related documents located in the Business and Personnel/Payroll Offices maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	See general schedule where applicable. Duplicates may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0071-610
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	1996-01-18
K.A.R. NUMBER	53-2-107

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Physical Plant

SERIES ID	0066-610
TITLE	Administrative Files
DESCRIPTION	Miscellaneous routine documents, including some copies, related to the administration of the section.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise, retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0067-610
TITLE	Architectural Drawings, Plans, and Specifications
DESCRIPTION	Records documenting the physical plant of the school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0063-610
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership, and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0064-610
TITLE	Work Requisitions
DESCRIPTION	Completed forms submitted by school personnel to request the performance of maintenance and other services.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-003
Kansas School for the Deaf
Related Services

SERIES ID	0014-610
TITLE	Parent Letters
DESCRIPTION	Copies of newsletter style mass mailings sent to parents of students regarding current events at the school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0011-610
TITLE	Prospective Students Files
DESCRIPTION	Documents used to track potential students that include students' and parents' names, addresses, dates of contact and/or admissions, and other admissions information.
RETENTION	020 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0032-610
TITLE	Student Applications for Admission
DESCRIPTION	Applications submitted by potential eligible students for admission to the school.
RETENTION	See Comments
COMMENTS	For students who enter the school, transfer records to "Student Files - Cumulative" and retain accordingly. For students who do not enter the school, retain records until individual reaches age 21, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1) & (30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-003
Kansas School for the Deaf
Related Services
Audiology/Psychology

SERIES ID	0122-610
TITLE	Audiology Equipment Records
DESCRIPTION	Documents related to the acquisition, maintenance, and operation of audiological equipment.
RETENTION	See Comments
COMMENTS	Retain according to general schedule under "Equipment Maintenance and Ownership Records" or "Equipment Operation Records" as applicable.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0120-610
TITLE	Counseling/Mental Health Files
DESCRIPTION	Variety of reports, logs, referrals, and summaries of the counseling/mental health programs for students while attending school including two subseries: general activities and student case files.
RETENTION	See Comments
COMMENTS	Retain records related to individual student 5 years beyond attendance, then destroy. Retain general records for 10 years, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(3)(9)(30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0118-610
TITLE	State Auditory Equipment Training Program Files
DESCRIPTION	Documents related to the auditory equipment training programs conducted at various facilities throughout the state.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0124-610
TITLE	Student Admissions Files
DESCRIPTION	Copies of applications, evaluations, correspondence, etc. related to prospective student applications for admission.
RETENTION	See Comments
COMMENTS	Transfer original documents to "Student Files - Cumulative" maintained by the Office of the Superintendent and retain accordingly. Duplicate material may be destroyed at any time.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(30)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-003
Kansas School for the Deaf
Related Services
Health Services

SERIES ID	0039-610
TITLE	Hospitalization Reports
DESCRIPTION	Monthly reports of admissions and overnight stays by students at the infirmary.
RETENTION	020 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0038-610
TITLE	Immunization Records
DESCRIPTION	Copies of individual students' immunization histories--originals maintained in Student Medical Records (q.v.)--maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0037-610
TITLE	Infirmary Supply Inventory
DESCRIPTION	Brief inventory of medical supplies, not including controlled substances, maintained to insure the students' health.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0042-610
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0136-610
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0043-610
TITLE	Student Health Records
DESCRIPTION	Comprehensive health records maintained on individual students.
RETENTION	See Comments
COMMENTS	Retain until student leaves school, then merge with "Student Files - Cumulative" (q.v.) maintained by the Office of the Superintendent.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0044-610
TITLE	Student Ophthalmology Records
DESCRIPTION	Comprehensive visual health records maintained on individual students.
RETENTION	See Comments
COMMENTS	Retain until student leaves school, then merge with "Student Files - Cumulative" (q.v.) maintained by the Office of the Superintendent.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0040-610
TITLE	Subject Files - Infirmary
DESCRIPTION	Variety of documents used to manage the infirmary--much of it duplicative of material maintained in the Business Office or Office of the Superintendent.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. Duplicate materials may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0041-610
TITLE	Treatment Logs
DESCRIPTION	Daily log recording the medical treatment of students.
RETENTION	020 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-003
Kansas School for the Deaf
Related Services
Outreach

SERIES ID	0128-610
TITLE	Subject Files - Outreach
DESCRIPTION	Variety of routine documents related to the management of the outreach program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-004
Kansas School for the Deaf
Instructional Services

SERIES ID	0108-610
TITLE	Absence Slips - Student
DESCRIPTION	Completed forms used to report student absences from class.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0093-610
TITLE	Absentee Reports - Daily
DESCRIPTION	Forms completed daily by teachers reporting individual and collective student absences.
RETENTION	001 schl yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0097-610
TITLE	Budget Records
DESCRIPTION	Copies of documents used in budget preparation.
RETENTION	See Comments
COMMENTS	Duplicates of originals held by the Superintendent's Office may be destroyed when no longer useful - retain any originals according to general schedule under "Budget Preparation Files, Annual."
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0088-610
TITLE	Course Syllabi/Text and Materials Lists
DESCRIPTION	Forms completed by all teachers giving brief information on texts, materials, and subjects for courses offered to the students.
RETENTION	005 cldr yrs
COMMENTS	Destroy after end of retention period, except transfer records to the archives for years ending with "5" or "0," e.g.. 1985 or 1990.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0099-610
TITLE	Grade Report Records
DESCRIPTION	Copies of teacher grade sheets and report cards issued to students.
RETENTION	001 schl yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0094-610
TITLE	Leave Requests
DESCRIPTION	Copies of completed forms used to request and authorize employee leave.
RETENTION	See Comments
COMMENTS	Duplicative of originals maintained by the Business Office - may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0111-610
TITLE	Lesson Plans
DESCRIPTION	Plans completed by individual teachers for daily class instruction.
RETENTION	005 schl yrs
COMMENTS	Retain for 5 school years, then destroy, except that for years ending with the number "5" (e.g. 1985) transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0090-610
TITLE	Personnel Administration Files
DESCRIPTION	Documents used in the management of school staff personnel activities: individual personnel files, training files, teacher schedules, performance standards, professional training programs, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. Duplicates may be destroyed at any time.
DISPOSITION	See Comments
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0089-610
TITLE	Purchasing Records
DESCRIPTION	Copies of documents related to supplies and equipment purchases - duplicates of originals held by the Business Office.
RETENTION	See Comments
COMMENTS	Duplicate materials may be destroyed whenever no longer useful - any originals should be retained according to general schedule under "Purchasing Records."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0115-610
TITLE	Report Cards
DESCRIPTION	Copies of student report cards mailed to the parents.
RETENTION	001 schl yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0096-610
TITLE	Scholastic Aptitude Testing Score Records
DESCRIPTION	Computer reports listing student scores on SAT examinations.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(9)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0095-610
TITLE	Senior Books
DESCRIPTION	Volumes containing copies of materials related to specific graduating classes: commencement information, transcripts, lists of awards given, student work lists, activities information, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(1)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0114-610
TITLE	Student Behavior Files
DESCRIPTION	Copies of incident reports, notes, exhibits, etc. related to the positive and negative behavior of individual students while enrolled in the school.
RETENTION	See Comments
COMMENTS	Place appropriate documents in "Student Files - Cumulative" maintained in the Office of the Superintendent and retain accordingly, if not, retain 5 school years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	FERPA, K.S.A. 45-221(a)(1)
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0113-610
TITLE	Student Files
DESCRIPTION	Comprehensive files maintained on individual students enrolled in the school.
RETENTION	See Comments
COMMENTS	Retain until student leaves school, then merge with "Student Files - Cumulative" maintained by the Office of the Superintendent.
DISPOSITION	See Comments
RESTRICTIONS	FERPA, K.S.A. 45-221(a)(1)(9)
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0112-610
TITLE	Student Testing Files
DESCRIPTION	Completed achievement tests given to the students.
RETENTION	See Comments
COMMENTS	Retain until student leaves school, then merge with "Student Files - Cumulative" (q.v.) maintained in the Office of the Superintendent.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(9)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0116-610
TITLE	Subject Files - Administration
DESCRIPTION	Wide variety of documents related to the administration of each department including copies of vouchers, reference files, photocopy logs, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0092-610
TITLE	Teacher Activity Reports
DESCRIPTION	Copies of reports prepared by the principals and submitted to the superintendent recording their observations and evaluations of teacher activities.
RETENTION	See Comments
COMMENTS	Duplicates of originals held in Office of Superintendent - these may be destroyed when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 610-005
Kansas School for the Deaf
Student Life

SERIES ID	0101-610
TITLE	Athletic Physical Examination Records
DESCRIPTION	Forms certifying that indivdual students have completed the physical examination required for permission to compete in the various athletic programs.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	FERPA, K.S.A. 45-221(a)(3)
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0130-610
TITLE	Incident Report Records
DESCRIPTION	Various reports and supporting documentation relating to incidents of disciplinary infractions or behavior.
RETENTION	002 cldr yrs
COMMENTS	This information may be duplicated in records of the Office of the Superintendent.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, KSA 45-221(a)(1) & 72-6214
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0015-610
TITLE	Nightwatch Reports
DESCRIPTION	Daily reports made on students as to whether they were present or absent from the dormitories.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0013-610
TITLE	Permits to Leave Campus
DESCRIPTION	Copies of parental permission forms granting permission for the student to leave the campus.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0130-610
TITLE	Serious Incident Report Reports
DESCRIPTION	Reports generated regarding incidents requiring discplinary action or troubled behavior exhibited by students.
RETENTION	005 cldr yrs
COMMENTS	This information is duplicated in the Student Files - Cumulative Files held in the Office of the Superintendent.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, K.S.A. 45-221(a) & 72-6214
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

SERIES ID	0129-610
TITLE	Subject Files
DESCRIPTION	Wide variety of correspondence and documentation of notifications used in the administration of the residential services and athletics programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA, K.S.A. 45-221(a)(1)
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

Agency Number: 610-005
Kansas School for the Deaf
Student Life
Athletics and Residential Services

SERIES ID	0102-610
TITLE	Athletic Program Records
DESCRIPTION	Curricula and other information regarding specific athletic programs offered to students attending school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	FERPA, K.S.A. 45-221(a)(1)
APPROVED	2007-01-11
K.A.R. NUMBER	53-2-150

New search