Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 652-002 (Kansas State Department of Education. Fiscal and Administrative Services)

Page 1 of 1 showing 34 records of 34 total, starting on record 1



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 

New Search