Kansas Records Retention Schedules
Results of Query:
Agency Code: 350 (Juvenile Justice Authority)
Page 1 of 1 showing 69 records of 69 total,
starting on record 1
Agency Number: 350-001
Juvenile Justice Authority
Central Office
SERIES ID |
0003-350 |
TITLE |
Case Management Files |
DESCRIPTION |
Memorandum of agreement, correspondence, billings, legal information, critical incidents, Block Grant Programs, etc. relating to juveniles placed in the care of contracted community agencies. |
RETENTION |
See Comments |
COMMENTS |
Retain until contract is expired plus 2 years, transfer to the records center for 3 years, then destroy. Retain critical incidents 10 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0005-350 |
TITLE |
Community Planning Files |
DESCRIPTION |
Correspondence, vouchers, budgets, strategic plans, etc. relating to mandated program requiring communities to provide services for offenders. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0006-350 |
TITLE |
Consultant Contract Files |
DESCRIPTION |
Correspondence, legal and fiscal information relating to contract made between the Juvenile Justice Authority and consultants. |
RETENTION |
See Comments |
COMMENTS |
Retain until contract is expired plus 5 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0008-350 |
TITLE |
Correspondence - Commissioner |
DESCRIPTION |
Incoming and outgoing letters and memoranda by the commissioner. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0009-350 |
TITLE |
Correspondence - Deputy Commissioner |
DESCRIPTION |
Routine incoming and outgoing letters and memoranda from the deputy commissioners. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0010-350 |
TITLE |
Correspondence - Legal |
DESCRIPTION |
Incoming and outgoing letters and memoranda relating to legal matters. |
RETENTION |
See Comments |
COMMENTS |
Retain routine correspondence until no longer useful, then destroy. Retain policy making correspondence until no longer useful, then transfer to the archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(14) & (25) |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0013-350 |
TITLE |
Employee Investigation Files |
DESCRIPTION |
Documents relating to internal investigations into allegations of misconduct by agency staff. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4)(11) |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0162-350 |
TITLE |
Extensive Medical Reports |
DESCRIPTION |
Electronic and hard copy relating to medical expenses incurred by juvenile offenders during placement at one of the juvenile correctional facilities. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) & 38-1609 & HIPAA |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0020-350 |
TITLE |
Interstate Compacts - Juveniles |
DESCRIPTION |
Compact, reports, transfer form, etc. relating to agreements made with other states to transfer or extradite juveniles. |
RETENTION |
See Comments |
COMMENTS |
Retain until case is closed and juvenile offender reaches age 18 if probation is finished, otherwise retain until age 23 or parolee terminations, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0021-350 |
TITLE |
Juvenile Correctional Facilities Files |
DESCRIPTION |
Correspondence, grievances, monthly reports, critical incidences, etc. relating to juveniles incarcerated in one of the juvenile correctional facilities. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0022-350 |
TITLE |
Juvenile Offenders Intake and Assessment Files |
DESCRIPTION |
Contracts, correspondence, billings, legal information, etc. relating to the final determination for a juvenile's placement. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 5 years after discharge date, then transfer to the Master Juvenile Offender File and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0023-350 |
TITLE |
Juvenile Offenders Intensive Supervision Program Files |
DESCRIPTION |
Contracts, correspondence, billings, legal and program information relating to contracting agencies which provide services to juveniles within the community. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until expiration of contract plus 2 years, transfer to the records center for 3 years, then transfer legal and program portions to the archives, destroy remainder. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0024-350 |
TITLE |
Juvenile Offenders Placement Files |
DESCRIPTION |
Copy of journal entry, referral, confirmation, notification, placement form relating to the placement of individual juvenile offenders within the four juvenile correctional facilities. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0025-350 |
TITLE |
Kansas Advisory Group Files |
DESCRIPTION |
Documents relating to the Kansas Advisory Board which supervised operations at the advent of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0027-350 |
TITLE |
Service Providers Files |
DESCRIPTION |
Provider agreement, billings, correspondence, etc. relating to group homes, foster homes and counseling centers which provide services to juvenile offenders. |
RETENTION |
See Comments |
COMMENTS |
Retain until contract is expired plus 2 years, transfer to the records center for 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0028-350 |
TITLE |
Subject Files - Commissioner |
DESCRIPTION |
Variety of documents relating to the operation and administration of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0029-350 |
TITLE |
Subject Files - Public Information Officer |
DESCRIPTION |
Variety of documents relating to interests and activities of the public information officer. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0030-350 |
TITLE |
Working Files - Grants |
DESCRIPTION |
Documents relating to planning and preparing grant applications to supplement agency programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
Agency Number: 350-002
Juvenile Justice Authority
Atchison Juvenile Correctional Facility
SERIES ID |
0034-350 |
TITLE |
Admission Book |
DESCRIPTION |
Register of juvenile offenders admitted to the Juvenile Correctional Facility. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0046-350 |
TITLE |
Case Study Summary Reports |
DESCRIPTION |
Documents relating to summary reports made on the children admitted to the State Orphans' Home. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0134-350 |
TITLE |
Special Project Files - Byrne Grant, JAIBG Funds, etc. |
DESCRIPTION |
Documents relating to the application and implementation of grants and used to purchase materials, equipment, and/or services. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after grant is completed, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
Agency Number: 350-006
Juvenile Justice Authority
Kansas Juvenile Correctional Complex
SERIES ID |
0035-350 |
TITLE |
Annual Statistics |
DESCRIPTION |
Statistics submitted by the juvenile correctional facilities to the central office and includes population statistics, admissions, average age at admission, counties, reasons for commitment, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0042-350 |
TITLE |
Campus Night Report |
DESCRIPTION |
Reports made each night and includes date, name of living unit, time, notes, and comments. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0119-350 |
TITLE |
Canteen and Benefit Funds Records |
DESCRIPTION |
Accounting reports used for administrative control of the canteen and benefit funds. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0048-350 |
TITLE |
Change of Status Report Files |
DESCRIPTION |
Documents submitted to request a change in status of the juvenile offender & includes the number of juvenile offenders in institutions at the beginning of month, additions, separations, students remaining, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to "Master Juvenile Offender File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0053-350 |
TITLE |
Community Advisory Files |
DESCRIPTION |
Documents used for recruitment and promotion within the community to help the Juvenile Correctional Facility with various programs and includes the list of members, notes of meetings, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0071-350 |
TITLE |
Discharge Records |
DESCRIPTION |
Documents listing discharged juvenile offenders and includes the juvenile offender's name, county, date of discharge, date discharge was signed, and status of student at time of discharge. |
RETENTION |
See Comments |
COMMENTS |
Retain until discharge of student, then transfer to the "Master Juvenile Offender Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0154-350 |
TITLE |
Employee Drug Test Records |
DESCRIPTION |
Results of drug tests samples conducted on individual employees to test for the presence of drugs. |
RETENTION |
See Comments |
COMMENTS |
Retain negative tests until new test is conducted, then destroy. Retain positive tests for length of employee's tenure plus 5 years, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
K.S.A. 45-221(a)(3)(4)(30) |
APPROVED |
2007-10-12
|
K.A.R. NUMBER |
53-2-152 |
SERIES ID |
0075-350 |
TITLE |
Employee's Accident or Illness Reports |
DESCRIPTION |
Reports regarding accidents or illnesses of employees and treatment, follow-up or review and includes the accident or illness, assessment, care plan, referral, etc. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0090-350 |
TITLE |
Escape Report/Records |
DESCRIPTION |
Documents filed with the police department of juvenile offenders who have escaped and includes date and time reported. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0076-350 |
TITLE |
Extended Passes |
DESCRIPTION |
Documents relating to juvenile offenders given extended passes, date and where they went while on extended pass. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0077-350 |
TITLE |
Face Sheets |
DESCRIPTION |
Documents used for immediate access to information on each juvenile offender admitted to the Juvenile Correctional Facility and includes full name and/or alias, address, phone, birthday, race, religion, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after discharge, transfer to the "Master Juvenile Offender Files", if no file exists, then transfer to the archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0079-350 |
TITLE |
Follow-Up Study |
DESCRIPTION |
Documents relating to a study done on former juvenile offenders to evaluate the programs at the Juvenile Correctional Facility. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0084-350 |
TITLE |
Incident Reports |
DESCRIPTION |
Documents relating to incidents that have occurred between juvenile offenders, staff or both. |
RETENTION |
See Comments |
COMMENTS |
Place in appropriate Master Juvenile Offender File and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0085-350 |
TITLE |
Incidents of Suspected Child Abuse and/or Neglect |
DESCRIPTION |
Documents relating to incidents of suspected child abuse or neglect of an individual juvenile offender by a staff member or juvenile offender. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after case is closed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1507 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0087-350 |
TITLE |
Inquiries Files |
DESCRIPTION |
Release of information on former/present residents or juvenile offenders to various law enforcement agencies, court services, attorneys, etc. to aid in working with them. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0123-350 |
TITLE |
Juvenile Offender Account Records |
DESCRIPTION |
Records relating to the monitoring of juvenile offender accounts and maintained for accountability purposes. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0139-350 |
TITLE |
Juvenile Offender Medical Files |
DESCRIPTION |
Documents used for reference to provide continuity of medical care for juvenile offenders and includes lab reports, examination reports, progress notes, medical history, medication administration records, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until juvenile offender is discharged, then transfer file to the "Master Juvenile Offender File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(3) & 38-1609 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0091-350 |
TITLE |
Kansas Public Disclosure Commission Statements of Substantial Interest |
DESCRIPTION |
Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0092-350 |
TITLE |
Kansas School Food Service Reimbursement Claim |
DESCRIPTION |
Monthly claims for reimbursement made for breakfast and lunch expenses submitted to the Kansas Department of Education. |
RETENTION |
See Comments |
COMMENTS |
Retain for current school year plus 5 additional years pursuant to the federal requirements and KSA 75-5121. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0061-350 |
TITLE |
Living Unit Communication Log |
DESCRIPTION |
Register used to record detailed and accurate information on situations and events which have occurred at the living units. |
RETENTION |
003 cldr yrs |
COMMENTS |
KSA 38-1608 |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0062-350 |
TITLE |
Living Unit Daily Checklist |
DESCRIPTION |
Registers used to document room and living unit security checks and the duties performed. |
RETENTION |
003 cldr yrs |
COMMENTS |
Meets ACA accreditation standards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0165-350 |
TITLE |
Living Unit Log Sheets |
DESCRIPTION |
Daily notations made by staff relating to the activities of juvenile offenders while in their living units. |
RETENTION |
003 cldr yrs |
COMMENTS |
Meets accreditation standards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0063-350 |
TITLE |
Living Unit Meal Count |
DESCRIPTION |
Head count sheets used to document juvenile offenders and staff consuming meals in the dining hall. |
RETENTION |
003 cldr yrs |
COMMENTS |
Meets ACA accreditation standards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0064-350 |
TITLE |
Living Unit Program Plans |
DESCRIPTION |
Documents used to set up program plans for the new juvenile offenders and includes the name of psychologist, social worker, juvenile offender, county of commitment, date of admission and date and time of meeting. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 year, then transfer to the "Master Juvenile Offender Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0065-350 |
TITLE |
Living Unit Radio Check |
DESCRIPTION |
Two-way radio check made twice a day and the living units call-in to check equipment. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0095-350 |
TITLE |
Log Sheets |
DESCRIPTION |
Daily notations made by staff relating to activities by juvenile offenders in the living units. |
RETENTION |
003 cldr yrs |
COMMENTS |
Meets accreditation standards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0096-350 |
TITLE |
Master Juvenile Offender Files |
DESCRIPTION |
Master files maintained on juvenile offenders institutionalized at juvenile correctional facilities and includes evaluations, program planning, progress reports, incident reports, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 5 calendar years after discharge, transfer to storage for 10 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0099-350 |
TITLE |
Monthly Report Summary |
DESCRIPTION |
Reports summarizing activities at the juvenile correctional facilities and submitted monthly to the central office. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0166-350 |
TITLE |
Night Shift Manager/Security Report |
DESCRIPTION |
Reports made nightly and used to monitor juvenile offenders in the living units and includes date, name of living unit, time, notes and comments. |
RETENTION |
003 fisc yrs |
COMMENTS |
Meets accreditation standards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0167-350 |
TITLE |
Permanent Records, Card Indexes, and Logs |
DESCRIPTION |
Ledger entries, card indexes, logs, compiled on juvenile offenders admitted/committed to the juvenile correctional facility. |
RETENTION |
Permanent |
COMMENTS |
Transfer to the archives when no longer useful. |
DISPOSITION |
Permanent |
RESTRICTIONS |
KSA 65-2423 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0098-350 |
TITLE |
Population Reports |
DESCRIPTION |
Research and statistical information submitted monthly by the facilities and includes movement of juvenile offenders in and out the juvenile correctional facilities, juvenile offender population, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0031-350 |
TITLE |
Program Planning and Program Review Conferences |
DESCRIPTION |
Documents used to set up review conferences for juvenile offenders who have been at the Juvenile Correctional Facility and includes name, date of review, clinician, county, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 year, then place in "Master Juvenile Offender Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0168-350 |
TITLE |
Program Planning Reports |
DESCRIPTION |
Documents prepared summarizing the initial program planning conference, periodic program reviews, and pre-release conferences held to establish a program plan and chart progress throughout the juvenile offenders' commitment to a juvenile correctional facility. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 year, then transfer to appropriate Master Juvenile Offender File and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 & 38-1609 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0169-350 |
TITLE |
Program Reviews |
DESCRIPTION |
Documents used to complete facility program reviews for juvenile offenders designed to assess an individual offender's programs and progress. |
RETENTION |
001 cldr yr |
COMMENTS |
Retain 1 year, then file in appropriate Master Juvenile Offender Files and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0111-350 |
TITLE |
Psychological Test Data Files |
DESCRIPTION |
Raw test data and clinical notes relating to psychological tests administered to juvenile offenders that are used in the preparation of final psychological analysis reports. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years after discharge, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3), 38-1608, 38-1609, 38-1514 |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0113-350 |
TITLE |
Psychological Tests Results |
DESCRIPTION |
Psychological tests on juvenile offenders given by psychology division to determine the intellectual & functioning level, & emotional status & includes intelligence tests evaluations, chemical use survey, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after discharge, then transfer to the "Master Juvenile Offender File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0115-350 |
TITLE |
Psychotropic Medications - Monthly Report |
DESCRIPTION |
Reports listing students currently taking psychotropic medications for statistical purposes and to review for possible rescheduling. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0120-350 |
TITLE |
Questionnaires |
DESCRIPTION |
Questionnaires sent to the juvenile correctional facilities and used for a census of public juvenile detention, correctional, and shelter facilities. |
RETENTION |
003 cldr yrs |
COMMENTS |
Meets accreditation standards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0078-350 |
TITLE |
Reconciliation of Accounts |
DESCRIPTION |
Documents of financial matters relating to accounting and verification of the checking and savings accounts: DA form 65 and other required documents. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0170-350 |
TITLE |
Reintegration Visits and Medical Leaves |
DESCRIPTION |
Documents relating to passes given to juvenile offenders including date and destination while on extended leave. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after date of discharge then transfer to appropriate Master Juvenile Offender File and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0125-350 |
TITLE |
Seclusion Referral Form |
DESCRIPTION |
Documents used to record activities of a juvenile offender presenting a potential threat of harm to himself or herself, others and property. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0173-350 |
TITLE |
Seclusion/Security Referral Form |
DESCRIPTION |
Documents used to record activities of a juvenile offender presenting a potential threat of harm to himself or herself, staff, and property. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain 5 years, then transfer to appropriate Master Juvenile Offender File. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0114-350 |
TITLE |
Seclusion/Security Reports |
DESCRIPTION |
Reports detailing which juvenile offenders are in seclusion or pose a potential treat of harm to himself or herself, staff, and property. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1609 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0127-350 |
TITLE |
Security Check Documentation |
DESCRIPTION |
Documents relating to all activities reported at the juvenile correctional facilities and logged and includes time, narrative, and security checks. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0129-350 |
TITLE |
Shift Coverage |
DESCRIPTION |
Documents used to record which living units had single coverage, staff on duty, and staff shifting for adequate coverage. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0130-350 |
TITLE |
Shift Log Notes |
DESCRIPTION |
Documents used to log events of during shifts. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions per KSA 38-1608 |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0141-350 |
TITLE |
Subject Files |
DESCRIPTION |
Wide variety of documents relating to operational concerns and activities of the facility. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Replaces various separate Subject Files entries. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted. |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
SERIES ID |
0144-350 |
TITLE |
Suicide Log/Time Out/Seclusion Logs |
DESCRIPTION |
Registers used to monitor a juvenile offender either in seclusion or on suicide watch. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years, then destroy or transfer to Master Juvenile Offender and retained accordingly. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 38-1608 |
APPROVED |
2003-07-17
|
K.A.R. NUMBER |
53-2-135 |
New Search