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Kansas Records Retention Schedules

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Agency Code: 652-001 (Kansas State Department of Education. Learning and Innovative Services)
Subagency: State and Federal Programs Section

Page 1 of 1 showing 26 records of 26 total, starting on record 1



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COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy.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 

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