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Kansas Records Retention Schedules

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Agency Code: 610-003 (Kansas School for the Deaf. Related Services)

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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 
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 
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 
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 
DISPOSITION Destroy 
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 
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 

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