Kansas Records Retention Schedules

243 Schedule Entries Found:

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
Outcomes Team

SERIES ID	0003-652
TITLE	Civil Rights Surveys - Federal
DESCRIPTION	Reports required by the federal Department of Education to determine elementary and secondary schools' compliance with applicable federal civil rights laws (forms ED 101 & 102).
RETENTION	See Comments
COMMENTS	Retain 2 cldr years from due date, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0013-652
TITLE	Equal Employment Opportunity Staff Information Survey Forms
DESCRIPTION	Biennial reports required by the federal Equal Employment Opportunity Commission for the purpose of gathering employment information from elementary and secondary schools (form EEO-5).
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0017-652
TITLE	Minimum Competency Test Files
DESCRIPTION	Statistical results of students' performance on state mandated competency tests in reading and mathematics with an analysis of scores as well as student demographic information.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Administration

SERIES ID	0187-652
TITLE	Advisory Council - Committee and Association Files
DESCRIPTION	Meeting minutes, correspondence, and other documents related to the work of various advisory councils, committees, and associations in which staff members have participated.
RETENTION	003 cldr yrs
COMMENTS	Will require purging by archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0206-652
TITLE	Correspondence - Routine
DESCRIPTION	Letters received and copies of letters sent.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0209-652
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of applications, performance expectations, position descriptions, evaluations, leave data, and other documents related to staff members - duplicative of records held by Personnel Services.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0218-652
TITLE	Financial Recaps
DESCRIPTION	Monthly printout budget and expenditure reports for the section produced internally.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0222-652
TITLE	Inventory Lists
DESCRIPTION	Printout copies of lists of capital outlay equipment owned by the department.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0228-652
TITLE	Memos - Commissioner and Assistant Commissioner
DESCRIPTION	Memoranda issued by the Commissioner or Assistant Commissioner of Education conveying information, directives, or requests to the entire staff or subordinate units.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0236-652
TITLE	Purchasing Records
DESCRIPTION	Copies of 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	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0249-652
TITLE	Travel Request and Authorization Records
DESCRIPTION	Documents related to employee travel: DA forms 25 (Request for Out of State Travel), and various internal documents.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Federal Grant Projects

SERIES ID	0188-652
TITLE	Allocations
DESCRIPTION	Documents related to allocation of federal grant money among local school districts based on aid to families with dependent children data.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule unless applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0189-652
TITLE	Applications: Chapter 1, LEA
DESCRIPTION	Applications and related documents received from school districts for federal compensatory education funds granted under the Local Education Agency program.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0190-652
TITLE	Applications: Chapter 1, Migrant
DESCRIPTION	Applications and related documents received from school districts for federal compensatory education funds granted for children of migrant workers.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0191-652
TITLE	Applications: Chapter 1, Neglected and Delinquent
DESCRIPTION	Applications and related documents received from state operated or supported institutions for federal compensatory education funds granted for neglected and/or delinquent children.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0192-652
TITLE	Applications: Chapter 2, LEA
DESCRIPTION	Applications and related documents received from school districts for federal block grant funds for local educational agencies.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0193-652
TITLE	Applications: Special Grants
DESCRIPTION	Copies of applications submitted to the federal government for special grants largely for state activities.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0195-652
TITLE	Audit Reports
DESCRIPTION	Copies of the portions related to federal projects of reports of annual audits for each local unit conducted by certified public accountants.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0199-652
TITLE	Carry Over Justification Forms
DESCRIPTION	Reports received annually from school districts regarding projected use of unexpended Chapter 1 funds which they wish to carry over from one fiscal year to another.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0213-652
TITLE	Evaluations: Chapter 1 and 2 - District Profile Sheets
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported to the department by school districts.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0214-652
TITLE	Evaluations: Chapter 1 and 2 - Original Reports and Keypunch Cards
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported to the department by school districts.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0215-652
TITLE	Evaluations: Chapter 1 and 2 - State Summary Reports
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported to the department by school districts.
RETENTION	See Comments
COMMENTS	Retain one copy permanently and send 1 copy to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0229-652
TITLE	Nonpublic Participation Forms
DESCRIPTION	Documents related to participation by nonpublic school students in the Chapter 1 federal grant program.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Special Projects

SERIES ID	0196-652
TITLE	Bilingual Education Files
DESCRIPTION	Documents related to state program for funding bilingual education for students with limited English proficiency.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0198-652
TITLE	Byrd Scholarship Program Files
DESCRIPTION	Documents related to a federal program named after Senator Robert Byrd which provides college or university scholarships for outstanding students.
RETENTION	See Comments
COMMENTS	Retain unsuccessful applications for 1 year, then discard - retain successful applications for 5 years, then transfer to archives. Do not implement schedule until applicable audits have been completed
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0203-652
TITLE	Child Abuse and Neglect Reports
DESCRIPTION	Monthly reports received from the Department of Social and Rehabilitation Services containing statistical data concerning child abuse and neglect.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0208-652
TITLE	ELSEGIS (or GEPA) Reports
DESCRIPTION	Copies of annual reports submitted to the federal government by the department showing financial data related to subgrants received by local agencies under the General Education Provisions Act.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0225-652
TITLE	McAuliffe Fellowship Program Files
DESCRIPTION	Documents related to a federal program honoring Christie McAuliffe which provides college or university fellowships for a very limited number of outstanding teachers.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0232-652
TITLE	Programs of Educational Excellence Files
DESCRIPTION	Documents related to a procedure established by the State Board of Education for recognizing excellence in local academic programs.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0233-652
TITLE	Public Forum Recordings
DESCRIPTION	Cassette tape recordings of regional public forums held in various cities by the State Board as a result of the "A Nation at Risk" reports issued by the U.S. Department of Education.
RETENTION	See Comments
COMMENTS	Transfer immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0239-652
TITLE	School Recognition Programs
DESCRIPTION	Documents related to a national program for recognizing outstanding elementary and secondary schools.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0244-652
TITLE	Teacher In Space Files
DESCRIPTION	Documents related to a state and national program for the recognition of outstanding teachers.
RETENTION	See Comments
COMMENTS	Retain 1 year then transfer to archives. Retain updated list of winners and final lists permanently, but send one copy to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0245-652
TITLE	Teacher of the Year Files
DESCRIPTION	Documents related to a state and national program for the recognition of outstanding teachers.
RETENTION	See Comments
COMMENTS	Retain 1 year and then transfer to archives - retain updated list of winners and final lists permanently and send copy to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0250-652
TITLE	Videotapes - NDN Teleconferences
DESCRIPTION	Copies of National Diffusion Network Teleconference presentations produced by the U.S. Department of Education as a means of sharing information among educators and promoting educational improvements.
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	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services

SERIES ID
TITLE
DESCRIPTION
RETENTION
COMMENTS
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Agency Budgeting/Program Accounting

SERIES ID	0027-652
TITLE	Annual Budgets
DESCRIPTION	Annual budget requests submitted to the Budget Division of the Department of Administration, the Governor, and the Legislature by the State Department of Education.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0056-652
TITLE	Computerized Runs - CASK
DESCRIPTION	Monthly or daily printouts of financial information in the state's central accounting system data banks related to the State Department of Education.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0057-652
TITLE	Contracts
DESCRIPTION	Contracts related to the purchase of goods and services by the State Department of Education, or to provision of services to other agencies.
RETENTION	See Comments
COMMENTS	Retain 10 years after termination, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0078-652
TITLE	Expense Vouchers
DESCRIPTION	Copies of certifications regarding financial claims against the State Department of Education for goods and services provided to the Department.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0091-652
TITLE	Grant Files - Funded
DESCRIPTION	Variety of documents relating to applications for federal grants and to the implementation of those received by the State Department of Education.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0097-652
TITLE	Invoices - Vendors
DESCRIPTION	Financial claims submitted to the State Department of Education by vendors of goods and services provided to the Department.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0102-652
TITLE	Ledgers - General
DESCRIPTION	Record of receipts and disbursements by the State Department of Education.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0104-652
TITLE	Letter of Credit Records
DESCRIPTION	Record of grant awards and receipts from the federal government.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0110-652
TITLE	Motor Pool Billings
DESCRIPTION	Financial claims submitted to the State Department of Education by the State Department of Administration for use of Central Motor Pool vehicles by staff members of the State Department of Education.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0116-652
TITLE	Payroll Records
DESCRIPTION	Documents related to compensation paid to employees of the State Department of Education.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0117-652
TITLE	Payroll Warrant Registers
DESCRIPTION	Printout lists received from the Division of Accounts and Reports of all warrant checks issued in disbursing funds of the State Department of Education.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0124-652
TITLE	Purchase Authorizations
DESCRIPTION	Authorizations for expenditures of State Department of Education funds for goods or services requested by the Department's staff.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0169-652
TITLE	Vocational Education and JTPA Recipient Expenditure Reports
DESCRIPTION	Reports received by State Dept. of Ed. concerning expenditures of federal vocational education & Job Training Partnership Act funds distributed to local ed. agencies by State Department of Education.
RETENTION	See Comments
COMMENTS	Retain 5 fiscal years and until audited, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0182-652
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of certifications regarding money received by the State Department of Education and remitted to the State Treasurer.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Certification Unit

SERIES ID	0045-652
TITLE	Certification Files
DESCRIPTION	Documents related to certification and recertification of teachers and school administrators by the Kansas State Board of Education.
RETENTION	See Comments
COMMENTS	Retain entire file in office 60 days, then destroy all documents except the application. Transfer the application to the records center for 6 years, then transfer the application to the archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(9)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Fiscal Auditing

SERIES ID	0041-652
TITLE	Audit Guides and Other Policy Statements
DESCRIPTION	Letters and memoranda containing policy statements relevant to the work of the Fiscal Auditing Section.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0042-652
TITLE	Audits - Federal Program
DESCRIPTION	Audit summaries, reports, and other documents related to financial audits of federally-funded programs of educational agencies, or audits conducted by the Fiscal Auditing Section.
RETENTION	See Comments
COMMENTS	Retain 3 years and until audit resolution, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0061-652
TITLE	Correspondence - Audit-Related
DESCRIPTION	Letters and memoranda related to audits conducted by the Fiscal Auditing Section or by locally-contracted municipal accounting firms.
RETENTION	See Comments
COMMENTS	Retain 3 years if related to federally-funded programs, or 5 years if related to state-funded programs, and until audit resolution, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0064-652
TITLE	Correspondence - Routine
DESCRIPTION	Notifications of pending audits sent to school districts by the Fiscal Auditing Section.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0150-652
TITLE	State Program Audit Files
DESCRIPTION	Audit summaries, reports, and other documents related to financial audits conducted by Fiscal Auditing Section of state-funded educational programs involving money distributed by State Dept. of Ed.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination date, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Teacher Education and Licensure

SERIES ID	0186-652
TITLE	Advisory Council, Committee, and Association Files
DESCRIPTION	Meeting minutes, correspondence, and other documents related to the work of various advisory councils, committees, and associations in which staff members are involved.
RETENTION	002 cldr yrs
COMMENTS	Meeting minutes and packets are to be maintained permanently by the state archives as per the State General Schedule. The archives may purge other documents in these files.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0237-652
TITLE	Certification and Licensure Review Committee Files
DESCRIPTION	Documents related to appeals filed with the Certification and Licensure Review Committee by persons who do not meet the standard qualifications for certification or licensure.
RETENTION	020 cldr yrs
COMMENTS	Retain entire file in office 60 days, purge file, and transfer purged file to the records center for 20 years, then destroy. Decisions are recorded in the Teacher Certification and Licensure Database.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6)(9)(14); 5 USC § 552(a); 20 U.S.C. § 1232g; 34 CFR Part 99 (FERP
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0121-652
TITLE	Professional Practices Commission Files
DESCRIPTION	Documents from the commission established by statute to review suspension, cancellation, or revocation of teachers and school administrators certification or licensure. Information is used for making recommendations to the Kansas State Board of Education.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-10-13
K.A.R. NUMBER	53-2-144

SERIES ID	0241-652
TITLE	Special Project Files
DESCRIPTION	Documents related to special projects undertaken by the staff or involving staff members.
RETENTION	005 cldr yrs
COMMENTS	Transfer to archives after 5 calendar years for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0154-652
TITLE	Student Teacher Certificates
DESCRIPTION	Copies of certificates, issued by colleges and universities, submitted to the Kansas State Board of Education for informational purposes as required by regulation.
RETENTION	001 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0255-652
TITLE	Teacher Education Program and Accreditation Files
DESCRIPTION	Reports compiled by the institutions and on-site team reviewing various college and university teacher education programs and units as required by KSA 72-7513 for unit accreditation and approval purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0200-652
TITLE	Teacher Education, Certification, and Licensure Regulations and Standards Handbook
DESCRIPTION	Handbooks containing current regulations and standards regarding teacher education, certification, and licensure.
RETENTION	Permanent
COMMENTS	Retain one copy of each edition permanently in office. Once edition is superceded, transfer one copy to the archives, and destroy remaining copies.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0246-652
TITLE	Teaching and School Administration Professional Standards Advisory Board Files
DESCRIPTION	Meeting minutes, correspondence, and other documents related to the work of the advisory board and its committees regarding professional standards for teachers and school administrators.
RETENTION	002 cldr yrs
COMMENTS	Meeting minutes and packets are to be maintained permanently by the state archives as per the State General Schedule. The archives may purge other documents in these files.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0258-652
TITLE	Waiver Review Committee Files
DESCRIPTION	Documents related to appeals filed with the Waiver Review Committee by teachers and school administrators to waive the requirements for a teaching license or certificate.
RETENTION	See Comments
COMMENTS	Retain entire file in office 60 days, purge file, and transfer purged file to the records center for 20 years, then destroy. Decisions are recorded in the Teacher Certification and Licensure Database.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6)(9)(14); 5 USC § 552(a);20 U.S.C. § 1232g; 34 CFR Part 99 (FERPA
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Assistant Commissioner, Office of

SERIES ID	0194-652
TITLE	Assistant Commissioner's Files
DESCRIPTION	Correspondence and other documents received or created by the Assistant Commissioner who heads the Division of Education Services.
RETENTION	003 cldr yrs
COMMENTS	Will require purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Legal Services Section

SERIES ID	0031-652
TITLE	Applications to Issued Excess Bonds
DESCRIPTION	Applications submitted to the State Board of Education by unified school districts for authority to issue bonds exceeding 14% of assessed valuation as required by statute.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0058-652
TITLE	Contracts
DESCRIPTION	Copies of agreements entered into by the State Department of Education for goods and services provided to the Department.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination date, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0065-652
TITLE	Correspondence - Routine
DESCRIPTION	Communications sent and received regarding existing laws, regulations, or policies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0070-652
TITLE	Election Results
DESCRIPTION	Local school board member election results certified to the State Department of Education pursuant to K.S.A. 25-2012.
RETENTION	008 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0095-652
TITLE	Interlocal Agreement Files
DESCRIPTION	Contracts entered into by two or more school districts pursuant to which educational services are provided on a shared cost basis, authorized by statute and must be approved by the Board of Education.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0114-652
TITLE	Office for Civil Rights Files
DESCRIPTION	Correspondence received from the U.S. Office for Civil Rights related to discrimination against the State Department of Education or local education agencies.
RETENTION	020 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0256-652
TITLE	Rules and Regulations Files
DESCRIPTION	Documents related to rules and regulations adopted by the State Board of Education.
RETENTION	See Comments
COMMENTS	Retain until superceded or no longer useful, then transfer to Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0160-652
TITLE	Temporary Bonds or Notes Files
DESCRIPTION	Documents related to applications submitted to the State Board of Education by unified school districts for authority to issue temporary bonds or notes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0164-652
TITLE	Truancy Officers Certifications
DESCRIPTION	Certifications of the identity of truancy officers submitted to the State Department of Education pursuant to K.S.A. 72-1113.
RETENTION	See Comments
COMMENTS	Retain until noncurrent.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Personnel Services Section

SERIES ID	0001-652
TITLE	Affirmative Action Records
DESCRIPTION	Interview evaluation forms, recruiting records, and applicant profiles prepared in order to meet state and federal affirmative action guidelines.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0002-652
TITLE	Civil Rights Complaints
DESCRIPTION	Documents related to complaints from unsuccessful applicants for jobs or from employees of the State Department of Education alleging discrimination.
RETENTION	See Comments
COMMENTS	Retain until final resolution of legal proceedings, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-407(a)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0004-652
TITLE	Correspondence - Routine
DESCRIPTION	Letters received and copies of letters sent by the section staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0005-652
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with 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	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0006-652
TITLE	Employee Position Descriptions
DESCRIPTION	Binder containing copies of annual performance expectations for all staff members.
RETENTION	See Comments
COMMENTS	Retain individual statements until revised plus 3 years or until final resolution of any legal proceedings, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0007-652
TITLE	Employee Recognition Files
DESCRIPTION	Documents related to the recognition of outstanding performance and longevity of departmental staff members.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0009-652
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	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0010-652
TITLE	Employee Training Records
DESCRIPTION	Documents related to internal staff training programs.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0011-652
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	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0012-652
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0008-652
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form I-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	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0014-652
TITLE	Exit Interview Forms
DESCRIPTION	Forms used in recording information provided by employees at the time of their separation.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0015-652
TITLE	Grievance Files
DESCRIPTION	Documents related to employment grievance complaints filed by staff members.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0016-652
TITLE	Leave Requests and Authorizations
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	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0019-652
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0020-652
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deductions forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Record - General.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0021-652
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0022-652
TITLE	Policies and Regulations - Personnel
DESCRIPTION	Statements of personnel policies and regulations established internally or by the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control

SERIES ID	0030-652
TITLE	Application for Participation
DESCRIPTION	Applications submitted by schools and child care centers for participation in child nutrition programs funded by the state and federal governments.
RETENTION	See Comments
COMMENTS	Retain those submitted by schools for current year plus 5 years and those submitted by child care centers for current year plus 3 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0037-652
TITLE	Area Vocational Technical Schools Capital Outlay
DESCRIPTION	Applications submitted by area vocational technical schools for state funding to use for capital outlay expenditures.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0040-652
TITLE	Audit Follow-Up Letters
DESCRIPTION	Copies of letters written to schools, child care centers or Auditing Section of State Dept. of Education concerning financial or program audits conducted by independent or State Dept. of Ed. auditors.
RETENTION	See Comments
COMMENTS	Retain those involving schools for current year plus 5 years and those involving child care centers for current year plus 3 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0044-652
TITLE	Cash Lists of Fees Received and Deposited
DESCRIPTION	Daily listing of fees received from teachers and administrators for certification or recertification.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0051-652
TITLE	Commodity Documents
DESCRIPTION	Documents related to the distribution of bonus food commodities provided by the U.S. Dept. of Agriculture.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0052-652
TITLE	Community College Annual Budget Form
DESCRIPTION	Budget form submitted annually to the KSBE by community colleges and used to monitor adherence to the legal maximum general fund budget.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0054-652
TITLE	Compliance Files
DESCRIPTION	Monitoring reports, local comprehensive plans, etc. relating to compliance with federal and state regulations regarding special education offered by school districts and special purpose schools.
RETENTION	005 cldr yrs
COMMENTS	Retain 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0055-652
TITLE	Computer Program Instructions
DESCRIPTION	Instructions used to process data for producing the necessary reports.
RETENTION	See Comments
COMMENTS	Retain until related data no longer retained, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0059-652
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0060-652
TITLE	Contracts - New and Expanding Industries
DESCRIPTION	Documents related to federally-funded training provided to employees of new or expanding industries in Kansas.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0066-652
TITLE	Correspondence - Routine
DESCRIPTION	Letters sent or received which are related to child nutrition programs funded by the state and federal governments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0074-652
TITLE	Employee Training Course Materials
DESCRIPTION	Documents related to special education workshops conducted by the department for training purposes.
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	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0075-652
TITLE	End of Year Reports
DESCRIPTION	Working documents compiled on Local Personnel Data Reimbursements, teacher and paraprofessional positions, and vacancy data compiled at the end of each year.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0077-652
TITLE	Evaluations: Chapter 1 and 2 - District Profile Sheets
DESCRIPTION	Documents containing program information and evaluations for federal grant projects reported by school districts to the department.
RETENTION	005 fisc yrs
COMMENTS	Do not implement schedule until applicable audits have been completed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0079-652
TITLE	Federal Reports
DESCRIPTION	Copies of reports submitted by KSDE to the federal government related to special education programs for the handicapped as required by P.L. 94-142 and 89-313.
RETENTION	See Comments
COMMENTS	Retain until after federal audit, microfilm and destroy the hard copy. Retain microfilm until no longer useful, then transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0081-652
TITLE	Financial Management and Student Accounting Reports
DESCRIPTION	Reports submitted by local educational agencies relating to vocational education programs and special projects including LEA(VE-1), (VE-2), (VE-3), (KVED-1), (KVED-2), (KVED-3), (A 102).
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0085-652
TITLE	Food Service Printouts
DESCRIPTION	Monthly computer printouts relating to school reimbursement for child nutrition expenditures.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0087-652
TITLE	Food Service Reimbursements
DESCRIPTION	Monthly computer printouts related to reimbursement of schools for child nutrition expenditures.
RETENTION	See Comments
COMMENTS	Retain for current year and then discard, but transfer 1 copy of final year-to-date summaries to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0096-652
TITLE	Inventory Records
DESCRIPTION	Annual lists of capital outlay equipment and office furniture owned by the State Department of Education.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0111-652
TITLE	National Associations Files
DESCRIPTION	Documents related to the American Vocational Association and the National Association of State Directors of Vocational Education.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0112-652
TITLE	Needs Assessments
DESCRIPTION	Studies received from the Kansas Department of Human Resources regarding the labor market needs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0119-652
TITLE	PRIDE Files
DESCRIPTION	Documents related to agency review of applications involving educational matters submitted under the PRIDE community recognition program operated by the Kansas Department of Commerce and Housing.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0115-652
TITLE	Parent Complaint Files
DESCRIPTION	Documents related to complaints from parents about the lack or quality of special education services available to their children.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0118-652
TITLE	Policy Memos - U.S.D.A.
DESCRIPTION	Memoranda related to federally-funded child nutrition program policies received from the U.S. Department of Agriculture.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0122-652
TITLE	Program Agreements
DESCRIPTION	Legal documents which set out responsibilities of the State Dept. of Education and of schools and child care centers participating in child nutrition programs funded by state and federal government.
RETENTION	See Comments
COMMENTS	Retain those involving schools 5 years after termination and those involving child care centers 3 years after termination, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0126-652
TITLE	Purchase Requests - Internal
DESCRIPTION	Authorizations for expenditures of State Department of Education funds for goods or services requested by the Department's staff.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0128-652
TITLE	Revoked Certification Notices from Other States
DESCRIPTION	Notices received from other states regarding revocations of teacher and school administrator certifications.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0131-652
TITLE	School District Annual Budget Form
DESCRIPTION	Budget form submitted annually by all school districts to KSDE for compliance review with the state law regarding general fund legal maximums.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0132-652
TITLE	School District Annual Statistical Reports
DESCRIPTION	End-of-the-year reports submitted by school districts to KSDE for use in preparing federal reports and in calculating transportation allocations.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0145-652
TITLE	State At-Risk Pupil Assistance Plans
DESCRIPTION	Applications, budgets, etc. submitted by local school districts to the KSBE accessing the at-risk weighted enrollment required under the School District Finance and Quality Performance Act.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0148-652
TITLE	State Occupational Information Coordinating Council Files
DESCRIPTION	Correspondence and other documents related to a council required by federal regulations to coordinate the efforts of all agencies involved with occupational matters.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 6 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0153-652
TITLE	Student Rosters - Vision
DESCRIPTION	Annual statewide lists of students with vision problems compiled and submitted to the federal government for use in allocating special supplies and materials for the visually handicapped.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0156-652
TITLE	Supervisory Reviews
DESCRIPTION	Reports of on-site reviews by members of the State Dept. of Education staff of participation by schools and child care centers in child nutrition programs funded by the state and federal governments.
RETENTION	See Comments
COMMENTS	Retain those involving schools for current year plus 5 years and those involving child care centers for current year plus 3 years, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0165-652
TITLE	Unification and School District Transfer Records
DESCRIPTION	Documents relating to approval of unification plans for the state's school districts by the State Superintendent of Public Instruction.
RETENTION	See Comments
COMMENTS	Obsolete series. Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0168-652
TITLE	Verification of Training Form
DESCRIPTION	Copies of certificates issued to individuals who completed vocational programs at the Fort Leavenworth Disciplinary Barracks.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0177-652
TITLE	Vocational Education Student Organizations
DESCRIPTION	Documents concerning the activities of vocational education student organizations in Kansas.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0178-652
TITLE	Vocational Program Printouts
DESCRIPTION	Printouts generated to calculate state and federal payments to local educational agencies for vocational education.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0181-652
TITLE	Vouchers - Food Service Claims
DESCRIPTION	Computer printouts generated from food service vouchers submitted by schools to KSBE.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
Administration

SERIES ID	0039-652
TITLE	Assistant Commissioner's Files
DESCRIPTION	Correspondence and other documents received or created by the Assistant Commissioner who heads the Financial and Support Services Division.
RETENTION	003 fisc yrs
COMMENTS	Transfer to archives where unwanted documents will be purged.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0103-652
TITLE	Legislative Relations Files
DESCRIPTION	Printouts containing data provided to the legislature and other documents related to legislative measures concerning school finance.
RETENTION	003 fisc yrs
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
Data Processing Section

SERIES ID	0029-652
TITLE	Annual Statistical Reports
DESCRIPTION	Includes data contained in the reports submitted to the State Dept. of Education. at the end of the school year by all school districts for use in preparing federal reports and transportation allocations.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0043-652
TITLE	Block Grant Data
DESCRIPTION	Record of payments of federal block grant funds made to local education agencies, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0046-652
TITLE	Certified Personnel Reports - Turn Around Document
DESCRIPTION	Lists of teachers working in each school prepared by the State Dept. of Education for accreditation purposes, sent to schools, and returned by them with updated information.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0049-652
TITLE	Chapter I Payments
DESCRIPTION	Record of payments of federal funds made to local education agencies for remedial reading and math instruction, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0050-652
TITLE	Child Care Food Program Data
DESCRIPTION	Includes site master for sites where food programs are active and sponsor master for food programs.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0069-652
TITLE	Data for CPA Reports
DESCRIPTION	Generated from Division of Accounts and Reports and provided to certified public accountants who audit local education agencies.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0094-652
TITLE	Indirect Cost Data
DESCRIPTION	Information pulled from other files which is used in calculating each school district's indirect overhead cost rate for federal aid.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0109-652
TITLE	Minimum Competency Examination Results
DESCRIPTION	Copies of tapes prepared at K.U. listing scores of individuals on reading and math competency examinations taken by all pupils in grades 2, 4, 6, 8, & 11.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0120-652
TITLE	Principals' Building Reports
DESCRIPTION	Includes most data contained in the reports submitted to the State Department of Education in December by all school principals.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0123-652
TITLE	Property Valuation Data
DESCRIPTION	Information received from the Property Valuation Div. in the Dept. of Revenue for use in preparing reports on the effects of revaluation of property and includes one series detailed by county.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0138-652
TITLE	School Food Service Data
DESCRIPTION	Includes accounts of payments actually earned, accounts of preliminary payments, and status file for categories each recipient is scheduled to receive.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0139-652
TITLE	School Food Service Payments
DESCRIPTION	Record of payments of federal and state funds made to local education agencies for school food service and data used in calculating payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0141-652
TITLE	Special Education Payments
DESCRIPTION	Record of payments of state and federal funds made to local education agencies for special education, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0144-652
TITLE	State Aid Payments
DESCRIPTION	Record of payments of state funds made to local education agencies for equalization aid, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0155-652
TITLE	Superintendents' Organization Reports
DESCRIPTION	Includes most of the data contained in the general information reports submitted at the beginning of the school year by all school district superintendents in order to meet legal requirements.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0157-652
TITLE	Teacher Certification Database
DESCRIPTION	Information regarding the certification of all individuals who have been or are certified to teach in Kansas.
RETENTION	See Comments
COMMENTS	Retain permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0166-652
TITLE	Unified School District Budgets
DESCRIPTION	Copies of annual budgets submitted for review by the State Dept. of Education and for use in compiling educational data.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0173-652
TITLE	Vocational Education Payments
DESCRIPTION	Record of payments of federal and state funds made to local education agencies for vocational education, and data used in calculating the payment amounts.
RETENTION	010 cldr yrs
COMMENTS	Retain on computer tape 10 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0176-652
TITLE	Vocational Education Student Data
DESCRIPTION	Aggregate data regarding vocational education students based on four reports received from schools.
RETENTION	005 cldr yrs
COMMENTS	Retain on computer tape 5 years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
LEA Finance Section

SERIES ID	0023-652
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0028-652
TITLE	Annual Reports - Food Service Schedule A
DESCRIPTION	Annual reports of food service program participation by each school used to provide a database for the computer.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years, pursuant to federal requirements and K.S.A. 72-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0038-652
TITLE	Assessed Valuation Annual Reports by County Clerks
DESCRIPTION	Annual reports of assessed valuation of school districts submitted to State Dept. of Education by county clerks for computation of state aid to such districts.
RETENTION	010 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0048-652
TITLE	Ch. I -Bilingual, VI-B, Adult Basic Ed. & Transition Funds for Refugee Children
DESCRIPTION	Vouchers, printouts, and other documents containing backup information for payments to local education agencies involving various small federal programs.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-089

SERIES ID	0053-652
TITLE	Community College Reimbursement Claims, Audit Letters, and Backup Information
DESCRIPTION	Request for state aid based on credit hours submitted three times per year by community colleges, with related audit documents.
RETENTION	005 cldr yrs
COMMENTS	Audit Letters and Backup Information were not included in the record series when the schedule originally was approved 7/31/86.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0068-652
TITLE	County Foundation Files
DESCRIPTION	Reports of the number of students in each county and other documents related to computation of county foundation payments by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0071-652
TITLE	Elementary Computation Sheets
DESCRIPTION	Documents containing payment data, enrollment information, number of teachers, etc. related to distribution of state funds to elementary schools by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0072-652
TITLE	Emergency Fund Payment Information and State Safety Fund Ledgers
DESCRIPTION	Documents showing the enrollment of each school and the amounts of payments distributed by the KSDE under each fund.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0083-652
TITLE	Food Service Claims
DESCRIPTION	Computer printouts generated monthly by the KSDE listing claims submitted by local education agencies for the food service program.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0084-652
TITLE	Food Service Documentation for Severe-Need Breakfast Forms
DESCRIPTION	Monthly reports of school participation in the severe-need breakfast program submitted by each school district.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years pursuant to federal requirements and K.S.A. 72-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0086-652
TITLE	Food Service Reimbursement Claims and Claim Adjustment Forms
DESCRIPTION	Monthly claims for reimbursement for school lunch expenses submitted to the KSBE by school districts, private schools, and child care centers.
RETENTION	See Comments
COMMENTS	Retain for current school year plus 5 additional years pursuant to federal requirements and K.S.A. 72-5121.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0092-652
TITLE	High School Finance Forms
DESCRIPTION	Documents containing payment data, enrollment information, number of teachers, etc. related to distribution of state funds to high schools by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series; destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0093-652
TITLE	Impact Aid Materials (PL 874)
DESCRIPTION	Documents related to distribution of federal aid to school districts impacted by federal facilities pursuant to Public Law 81-874.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0113-652
TITLE	Nutrition Education Training Program Claims and Vouchers
DESCRIPTION	Claims and vouchers for payments received by the KSDE from school districts for costs of nutrition education training programs.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0130-652
TITLE	School District Application for Authority to Issue Bonds
DESCRIPTION	Copies of forms used by USDs in applying for authority from the State Board of Education to issue general obligation bonds without election or in excess of 14% of assessed valuation.
RETENTION	005 cldr yrs
COMMENTS	Form no. 6-210-100, only 4 or 5 received per year.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0133-652
TITLE	School District Applications for Reimbursement for Driver Education Programs
DESCRIPTION	Requests for state aid for driver education submitted annually to the KSDE by school districts.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0134-652
TITLE	School District Superintendents' Annual Organization Reports
DESCRIPTION	General information reports submitted to the KSDE at the beginning of each school year by school district superintendents in order to meet legal requirements and provided data for publication.
RETENTION	010 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0136-652
TITLE	School District Transportation Reimbursement Claims for Special Education
DESCRIPTION	Annual reports of expenditures for special education transportation submitted to the KSDE by school districts as claims for reimbursement.
RETENTION	005 cldr yrs
COMMENTS	Form no. 6-230-308.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0137-652
TITLE	School District Transportation Reports and State Aid Requests
DESCRIPTION	Requests for state aid for transportation of pupils submitted to the KSDE annually by school districts, and reports listing students transported.
RETENTION	005 cldr yrs
COMMENTS	Form nos. 6-230-306-1M, 6-230-306-4M, and 6-230-306-9M.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0140-652
TITLE	School Lunch File Balance - Statewide Summary of Meals and Dollars
DESCRIPTION	Computer printout reports generated by the KSDE from claims related to school lunches.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0151-652
TITLE	State School Finance Fund Files
DESCRIPTION	Documents containing data such as enrollment, teachers' names, etc. used in computation of state school finance fund payments distributed by the KSDE.
RETENTION	See Comments
COMMENTS	Obsolete record series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0161-652
TITLE	Total Payments to Schools - Annual Summary Printouts
DESCRIPTION	Computer printout reports generated annually by the KSDE summarizing claims received from schools and payments made to them.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0172-652
TITLE	Vocational Education District Summary and Printouts (AVTS Categorical Aid)
DESCRIPTION	Computer printout reports generated by the KSDE summarizing payments to Area Vocational Technical Schools by program and district.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0179-652
TITLE	Vocational Technical School Annual Budget Forms
DESCRIPTION	Budget documents submitted annually by Area Vocational Technical Schools for approval by the State Department of Education.
RETENTION	005 cldr yrs
COMMENTS	Form nos. 106 & 107.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0180-652
TITLE	Vocational Technical School Post Secondary Aid Claim Forms
DESCRIPTION	Claim forms filed quarterly by Area Vocational Technical Schools for state aid for post-secondary students.
RETENTION	005 cldr yrs
COMMENTS	Form no. 104.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

SERIES ID	0184-652
TITLE	Washburn University Credit Hour and Out-district Reimbursement Claims
DESCRIPTION	Request for state aid based on credit hours submitted to the KSDE 3 times per year by Washburn University.
RETENTION	005 cldr yrs
COMMENTS	Filed by community college claims.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-10-12
K.A.R. NUMBER	53-2-081

Agency Number: 652-102
Kansas State Department of Education
Financial Services & Quality Control
Vocational Education Administration

SERIES ID	0024-652
TITLE	Advisory Council Files
DESCRIPTION	Membership resume forms, correspondence, minutes, agendas, evaluation reports and responses, and other documents related to the State Council on Vocational Education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0025-652
TITLE	Agency/Division/Section Files
DESCRIPTION	Correspondence, memos, and other documents related to the various divisions and sections of the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 years then discard if routine, retain for 6 years then transfer to archives if valuable in documenting policies and procedures of the agency (request archival appraisal if necessary).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0026-652
TITLE	Agendas and Minutes - Vocational Education
DESCRIPTION	Records of proceedings in monthly staff meetings of the Vocational Education Section.
RETENTION	See Comments
COMMENTS	Retain for current year, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0032-652
TITLE	Area Vocational Technical School Audits
DESCRIPTION	Copies of audits involving use of state funds by area vocational technical schools conducted by State Dept. of Education auditors.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0033-652
TITLE	Area Vocational Technical School Funding/Budgets
DESCRIPTION	Annual budgets submitted by area vocational technical schools for approval of the post-secondary portion by the State Board of Education.
RETENTION	006 cldr yrs
COMMENTS	Retain for current year plus 5 years, then discard or transfer to archives if duplicate copies not received by archives from LEA Finance Section.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0034-652
TITLE	Area Vocational Technical School Participating Agreements
DESCRIPTION	Copies of agreements between unified school districts and area vocational technical schools.
RETENTION	See Comments
COMMENTS	Retain for current year plus 5 years after termination, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0035-652
TITLE	Area Vocational Technical School Tuition and Fees
DESCRIPTION	Annual reports submitted by area vocational technical schools regarding amounts charged for tuition and fees, which must be approved by the State Board of Education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0036-652
TITLE	Area Vocational Technical Schools Appeal Forms
DESCRIPTION	Appeals submitted to the State Board of Education by individual students related to their tuition or acceptance into an area vocational technical school program.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0047-652
TITLE	CETA Files
DESCRIPTION	Correspondence, forms, project applications, and other documents related to CETA federal job training funds allocated to local educational agencies.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0062-652
TITLE	Correspondence - JTPA
DESCRIPTION	Letters related to federal funds received under the Job Training Partnership Act and allocated to local educational agencies by the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 years then discard if routine, retain for 6 years then transfer to archives if valuable in documenting policies and procedures (seek archival appraisal if necessary).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0063-652
TITLE	Correspondence - Maintenance of Effort
DESCRIPTION	Copies of letters to local educational agencies concerning maintenance of the minimum level of local expenditures for vocational education required by federal regulations.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0067-652
TITLE	Correspondence - U.S. Department of Education
DESCRIPTION	Documents related to allocation of federal funds for vocational education to local educational agencies by the State Dept. of Education.
RETENTION	010 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0073-652
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of position descriptions, evaluations, performance standards, & other documents related to staff members of Vocational Education Section which are duplicated in files of Personnel Services Sec.
RETENTION	See Comments
COMMENTS	Superseded by general schedule.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0076-652
TITLE	Equipment Inventory
DESCRIPTION	Reports of vocational education equipment owned by area vocational-technical schools and community colleges.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0080-652
TITLE	Field Reports of Staff
DESCRIPTION	Reports prepared by staff of the State Dept. of Ed. concerning vocational education technical assistance provided to unified school districts, area vocational-technical schools, & community colleges.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0082-652
TITLE	Financial Reports to U.S. Department of Education
DESCRIPTION	Copies of reports of actual expenditures of federal vocational education funds by year and by category submitted to the U.S. Dept. of Education by the State Dept. of Education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0088-652
TITLE	Funding/Budget Information - U.S. Department of Education
DESCRIPTION	Documents related to allocation of federal funds for vocational education to local educational agencies by the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0089-652
TITLE	General and Program Correspondence to U.S. D.'s, A.V.T.'s, and C.C.'s
DESCRIPTION	Copies of letters and other documents sent to unified school districts, area vocational-technical schools, and community colleges concerning vocational education.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 years and then discard if routine, retain for 6 years and then transfer to archives if valuable in documenting policies and procedures of the agency (request archival appraisal if necessary).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0090-652
TITLE	Grant Awards - U.S. Department of Education
DESCRIPTION	Documents indicating the amounts of federal funding to be received each year for vocational education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0098-652
TITLE	Itineraries/Itinerary Correction Forms
DESCRIPTION	Copies of reports of travel plans submitted by staff members of the Vocational Education Section.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0099-652
TITLE	JTPA Forms
DESCRIPTION
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0100-652
TITLE	Kansas Associations - Boards and Councils Files
DESCRIPTION	Documents related to various organizations and agencies with which the Vocational Education Section works.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0101-652
TITLE	Leave of Absence Forms
DESCRIPTION	Copies of requests for leave of absence submitted by staff members of the Vocational Education Section.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0105-652
TITLE	Master Plan for Vocational Education Files
DESCRIPTION	Documents concerning a comprehensive state planning study for vocational education carried out in 1983.
RETENTION	See Comments
COMMENTS	Retain until to longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0107-652
TITLE	Medication Aide Exams
DESCRIPTION	Answer sheets for certification examinations developed and administered by the State Dept. of Education for medication aides working in nursing homes.
RETENTION	006 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0108-652
TITLE	Memos - Vocational Education Staff
DESCRIPTION	Memoranda related to routine matters sent to staff members of the Vocational Education Section.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0125-652
TITLE	Purchase Authorizations
DESCRIPTION	Copies of requests for purchase of supplies, equipment, or services needed by the Vocational Education Section.
RETENTION	003 fisc yrs
COMMENTS	Superseded by general schedule 53-3-1.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0127-652
TITLE	Research Bulletins
DESCRIPTION	Papers written by staff personnel of the State Dept. of Education with related documents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0143-652
TITLE	State Agencies Files
DESCRIPTION	Correspondence and other documents involving the State Board of Nursing, the Dept. of Social and Rehabilitation Services, the Dept. of Human Resources, and other agencies.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0146-652
TITLE	State Board of Education Goals and Objectives
DESCRIPTION	Copies of goals and objectives established by State Board of Education with progress reports of the Vocational Education Section and other related materials.
RETENTION	See Comments
COMMENTS	Retain until noncurrent, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0147-652
TITLE	State Car Requests
DESCRIPTION	Copies of reservation requests for state vehicles submitted by staff members of the Vocational Education Section.
RETENTION	See Comments
COMMENTS	Retain for current year, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0149-652
TITLE	State Plan - U.S. Department of Education
DESCRIPTION	Copies of applications for federal funding for vocational education prepared by the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0159-652
TITLE	Teacher Education Contracts
DESCRIPTION	Contracts with state universities to provide federally-funded in-service training for vocational-technical school teachers.
RETENTION	See Comments
COMMENTS	Retain until noncurrent, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0163-652
TITLE	Travel Memoranda
DESCRIPTION	Copies of requests for authorization to travel at state expense submitted by staff members of the Vocational Education Section.
RETENTION	See Comments
COMMENTS	Retain for current year, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0167-652
TITLE	USD Tuition Appeals
DESCRIPTION	Documents concerning appeals submitted to the State Board of Education. by individual students related to their tuition for vocational education programs not offered by their own unified school districts.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0170-652
TITLE	Vocational Education Conference Files
DESCRIPTION	Documents related to annual vocational education conferences held by the State Dept. of Education for teachers and administrators of local educational agencies.
RETENTION	See Comments
COMMENTS	Retain until noncurrent, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069

SERIES ID	0171-652
TITLE	Vocational Education Data System - U.S. Department of Education
DESCRIPTION	Copies of annual reports regarding use of federal funds submitted to the U.S. Dept. of Education by the State Department of Education.
RETENTION	006 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-01-29
K.A.R. NUMBER	53-2-069