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Agency Code: 652-102 (Kansas State Department of Education. Financial Services & Quality Control)

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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 

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 
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 
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 
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 
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 Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

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 
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 
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 
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 
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 
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 
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 

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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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 
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