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Kansas Records Retention Schedules

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Agency Code: 652 (Kansas State Department of Education)

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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 
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 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 
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 
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 
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 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 
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 0190-652 
TITLE Migrant Certificate of Eligibility 
DESCRIPTION Records regarding individual students' eligibility forms and supporting documentation completed for application to the Migrant Education Program and other federal compensatory educational funding granted to children of migrant workers. 
RETENTION 010 School yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(30) 
APPROVED 2016-04-07 
K.A.R. NUMBER 53-2-190 

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 
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 
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 
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 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: 652-001
Kansas State Department of Education
Learning and Innovative Services
Teacher Education and Licensure

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 superseded, transfer one copy to the archives, and destroy remaining copies. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2005-04-14  ; Revised 2016-04-01
K.A.R. NUMBER 53-2-142 

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

SERIES ID  
TITLE  
DESCRIPTION  
RETENTION  
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 
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 
DISPOSITION Destroy 
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 
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 
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 
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 
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 
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 
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 storage for 12 years, then transfer the application to the archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(9) 
APPROVED 2016-04-07 
K.A.R. NUMBER 53-2-190 

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

SERIES ID 0264-652 
TITLE Educator Award Program files 
DESCRIPTION Consists of, but is not limited to, nomination packets and application forms with supplementary materials, correspondence, databases with candidate information, selection committee materials and score sheets, candidate portfolios, and other related records regarding awards given to teachers and other educators in the state of Kansas. Awards programs may be sponsored by the Kansas State Department of Education, federal agencies, or private foundations and institutions.  
RETENTION See comments 
COMMENTS Retain all program materials for 5 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. Electronic records for awards not administered through the Kansas Department of Education are presumed to be kept by the sponsoring institution. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(6)(14)(30). The Milken Family Foundation does not allow names or information about individuals not selected for their award to be made known. 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0262-652 
TITLE Kansas Exemplary Educators Network (KEEN) Conference files 
DESCRIPTION Documents related to professional development conferences provided for Kansas exemplary educators and their administrators, as well as teacher education students identified as Teachers of Promise and administrators or faculty representatives from higher education institutions. Documents include conference planning and program materials, conference invitations, communications with conference presenters and participants, recognition programs materials, and conference evaluation materials. Records are available in both paper and electronic form. 
RETENTION 002 cldr years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0265-652 
TITLE Kansas Foundation for Excellence in Education Files  
DESCRIPTION Documents include budgets, records of receipts and disbursements, financial audits, tax records, Board of Directors meeting materials and minutes, etc. This office serves as the official custodian of the Foundation's permanent records. 
RETENTION See comments 
COMMENTS Retain routine financial and other transactional documents for 6 calendar years, then destroy. Retain permanently records of historical value, including by-laws, meeting materials and minutes, and annual financial audits. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0266-652 
TITLE School Award Program files 
DESCRIPTION May consist of, but is not limited to, applications and supplementary materials, committee score sheets, databases with information about schools, correspondence, and other related records regarding awards given to Kansas schools. Awards programs may be sponsored by the Kansas State Department of Education, federal agencies, or private foundations and institutions. 
RETENTION See comments 
COMMENTS Retain all program materials for 2 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. Electronic records for awards not administered through the Kansas Department of Education are presumed to be kept by the sponsoring institution. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(1), Family Educational Rights and Privacy Act: 20 U.S.C. section 1232g; 34 CFR Part 99 
APPROVED 2014-07-17  ; Revised 2014-07-22
K.A.R. NUMBER 53-2-181 

SERIES ID 0245-652 
TITLE Teacher of the Year Program files 
DESCRIPTION Documents related to a regional, state, and national program that identifies, recognizes, and utilizes exemplary teachers. Documents include the nomination packet; nominations submitted by candidates; databases with candidate information; correspondence; selection committee materials; regional and state recognition program materials; program investors; materials related to professional development conferences for finalists and nominees; materials and records related to the Kansas Teacher of the Year ambassadorship, as well as activities of the finalists and nominees; and program budget information. Submitted nominations are available in paper form only, but many other documents are available in both paper and electronic form. 
RETENTION See Comments 
COMMENTS Retain all program materials for 5 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of finalists' and Teacher of the Years' applications to the State Archives, then destroy and/or delete all remaining material. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(6)(30) 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0263-652 
TITLE United States Senate Youth Program Files  
DESCRIPTION Documents include applications, testing materials, committee score sheets, databases with applicant's information, and letters to applicants, committee members and schools. This program is sponsored by the United States Senate and recognizes students who demonstrate outstanding academic abilities, leadership abilities and a strong commitment to public service. Documents are available in both paper and electronic form. 
RETENTION See comments 
COMMENTS Retain all program materials for 2 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. 
DISPOSITION See comments 
RESTRICTIONS K.S.A. 45-221(a)(1)(9)(30), 5 U.S.C. section 552(a); Family Educational Rights and Privacy Act: 20 U.S.C. section 1232g; 34 CFR Part 99 
APPROVED 2014-07-17  ; Revised 2014-07-22
K.A.R. NUMBER 53-2-181 

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 
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 
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 
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 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 
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 
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 
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 
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 
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 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 
DISPOSITION Destroy 
RESTRICTIONS None 
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 
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 
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 
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 
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 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: 652-004
Kansas State Department of Education
Career, Standards, and Assessments

SERIES ID 0261-652 
TITLE Career and Technical Education VE2 Programs / Pathways 
DESCRIPTION Records submitted to the Kansas State Department of Education from institutions providing organized educational activities to academic standards providing technical knowledge and skills needed to prepare and careers in current or emerging professions. Individual institutions' files may include applications and supporting documentation, course outlines, funding information, program standards and planning documents, and other related records. Formerly called VE-2s, now available as Pathways through the KSDE website. 
RETENTION Retain 005 Fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 45-521 and K.S.A. 75-3520. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0259-652 
TITLE Driver Education / Commercial Driving School records 
DESCRIPTION Commercial Driving School original records; licensing of school and instructors. Contains forms, correspondence, financial documents, insurance information, social security numbers which may be needed in the event of a lawsuit.  
RETENTION 003 cldr years  
COMMENTS School licenses are annually renewed. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221 & K.S.A. 75-3520  
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0260-652 
TITLE Kansas Standards & Assessment Peer Review 
DESCRIPTION Report and documentation of teaching standards and assessment systems for Kansas, as required under the No Child Left Behind Act of 2001 to be submitted to the U.S. Department of Education. These records are peer reviewed by national experts knowledgeable in the fields of standards and assessment. 
RETENTION 10 cldr years after documentation is returned from USDE. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

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 
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 
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 
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 
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 Contact the State Archives for appraisal - if not accepted, then destroy. Records have been anonymized of individual student personal information. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2016-04-07 
K.A.R. NUMBER 53-2-190 

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 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 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 
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