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Kansas Records Retention Schedules

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Agency Code: 610 (Kansas School for the Deaf)

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Agency Number: 610-001
Kansas School for the Deaf
Administration
Museum

SERIES ID 0083-610 
TITLE Athletics Files 
DESCRIPTION Photos, clippings, win-loss statistics, publications, programs, etc. compiled on student athletics at the school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the KSD museum and transfer on copy to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0085-610 
TITLE Record of Property Issued, Condemned, and Remaining in Use 
DESCRIPTION Non-expendable property inventory records in a bound volume which has been partially used as a scrapbook. 
RETENTION See Comments 
COMMENTS Although inventory records are subject to the general schedule, the archives staff has appraised this obsolete records series as worthy of preservation - retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0080-610 
TITLE Scrapbooks and Albums 
DESCRIPTION Collection of miscellaneous documents regarding agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0082-610 
TITLE Subject Files - Museum 
DESCRIPTION Correspondence, clippings, photos, publications, audio recordings, etc. regarding the school and general issues related to the deaf. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0081-610 
TITLE Subject Files - Names 
DESCRIPTION Miscellaneous documents arranged by name of subject including clippings, letters, reminiscences, notes, photos, publications, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0079-610 
TITLE Visitors Logs 
DESCRIPTION Registers recording visitors to the school. 
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 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-001
Kansas School for the Deaf
Administration
Superintendent, Office of the

SERIES ID 0035-610 
TITLE Administration Files 
DESCRIPTION Wide variety of documents used in the administration of the school: correspondence, schedule, photographs, programs, legislative reference materials, statistics, reports, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule or other institution schedule entries where applicable - otherwise retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0036-610 
TITLE Admission Enrollment Log 
DESCRIPTION Log listing the students enrolled, parents, addresses, and dates of admission. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0058-610 
TITLE Annual Environmental Evaluation Records 
DESCRIPTION Reports of evaluations made yearly by the Department of Health and Environment regarding the safety and general quality of the environment at the school. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0033-610 
TITLE Annual Survey of Hearing Impaired Children and Youth 
DESCRIPTION Documents containing data on individual students taken during the survey: name, personal and educational information, hearing problems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0034-610 
TITLE Annual and Biennial Reports 
DESCRIPTION General reports made on an annual or biennial basis regarding agency activities. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0027-610 
TITLE Attendance Reports - Daily 
DESCRIPTION Daily reports regarding students present and absent from classes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0029-610 
TITLE Cantrall Trust Fund Records 
DESCRIPTION Correspondence, financial statements, legal documents, etc. related to the administration of the Cantrall Trust Fund. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0026-610 
TITLE Desk Calendars 
DESCRIPTION Calendars used to schedule employee or office activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0025-610 
TITLE Evaluation of the Kansas School for Deaf 
DESCRIPTION Report prepared by the accreditation committee of the American Schools for the Deaf regarding the Kansas School for the Deaf. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0024-610 
TITLE Financial Records - Miscellaneous 
DESCRIPTION A variety of fiscal documents mixed together: vouchers, receipts, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0023-610 
TITLE Historical Papers 
DESCRIPTION Copies of papers and theses regarding the school's history written by scholars ranging in age from secondary school to those in graduate school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0087-610 
TITLE Individual Educational Plans Cumulative File - Inactive 
DESCRIPTION Plans of instruction developed for individual students attending the school. 
RETENTION See Comments 
COMMENTS Retain until student leaves school plus 5 years, then transfer every 100th plan to the archives, destroy the remainder. This retention period meets federal requirements. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0021-610 
TITLE Inter-School Relations Records 
DESCRIPTION Correspondence and reports regarding schools for the deaf elsewhere in the nation maintained for reference purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0078-610 
TITLE Job Standards Development Records 
DESCRIPTION Committee minutes, personnel forms, correspondence, curriculum sheets, etc. regarding the development of performance standards for school staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0018-610 
TITLE Local Comprehensive Educational Plans 
DESCRIPTION Documents regarding goals and objectives planned for the institution as required by the State Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0017-610 
TITLE Manuals, Handbooks, and Curricula 
DESCRIPTION Variety of internally generated guides dorm activities and athletic events held at the school. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the KSD museum and transfer one copy to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0016-610 
TITLE Minutes 
DESCRIPTION Copies of Department of Education minutes formerly used to authorize monthly payroll and other expenditures for the school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0010-610 
TITLE Pupils Statistical Record - a.k.a. Pupils Record 
DESCRIPTION Register of student admissions containing basic personal, health, family, and admissions information regarding individual students. 
RETENTION See Comments 
COMMENTS Obsolete records series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0009-610 
TITLE Research Budget Files 
DESCRIPTION Documents related to obtaining funds for research programs: state plan, budget appeals, correspondence, etc. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0022-610 
TITLE Student Applications Index 
DESCRIPTION Index to Student Applications for Admission. (q.v.). 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Student Applications for Admission" (q.v.). 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0008-610 
TITLE Student Card File 
DESCRIPTION Brief reference file to past and present students: name, address, dates of attendance, and minor biographical information. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the archives when no longer useful. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0007-610 
TITLE Student Files - Cumulative (see also Individual Education Plans) 
DESCRIPTION Comprehensive files made on individual students while at the school: transcripts, permission forms, medical and mental health records, attendance records, admission records, program records, etc. 
RETENTION 050 cldr yrs 
COMMENTS These records may be microfilmed and the originals destroyed if the microfilm meets archival standards - microfilm copies of files up to 1939 have been deposited in the state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0004-610 
TITLE Student Survey Sheets 
DESCRIPTION Forms completed by parents or guardians for each student containing personal and family information as well as permission for students to take various school-sponsored trips. 
RETENTION See Comments 
COMMENTS Retain until student has left the school plus 5 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0005-610 
TITLE Subject Files - Receptionist 
DESCRIPTION Miscellaneous documents related to routine administrative matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0006-610 
TITLE Subject Files - Superintendent 
DESCRIPTION Wide variety of documents related to the deaf and their education as well as to the administration of the school. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(4). 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Business Office

SERIES ID 0060-610 
TITLE Accounting Records - Miscellaneous 
DESCRIPTION Variety of documents detailing the school's financial condition including vouchers, receipts, invoices, bank records, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule entries where applicable - otherwise retain 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0123-610 
TITLE Accounts Receivable Records - Audiology 
DESCRIPTION Documents related to the collection of payments from students for audiological services. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers, Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0131-610 
TITLE CASK Reports: Monthly Financial 
DESCRIPTION Computerized financial reports regarding agency financial status issued on a monthly basis from the Division of Accounting & Reports to agencies in the Central Accounting System - Kansas. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0054-610 
TITLE Fire Safety Inspection Reports 
DESCRIPTION Reports made by the State Fire Marshal's office regarding the annual inspection conducted to ensure compliance with state and federal fire safety regulations. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then destroy, except for certification required by regulation to remain on file perpetually - retain documents until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0053-610 
TITLE Inventory Cards 
DESCRIPTION Cards used to manage the non-expendable capital equipment inventory. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0051-610 
TITLE Object Code Files 
DESCRIPTION Wide variety of purchasing records by object code: requisitions, contracts, leases, catalogs, brochures, etc. maintained for convenience of reference. 
RETENTION 003 fisc yrs 
COMMENTS Retain for 5 fiscal years if record is subject to KSA 75-3740(e). See also Vouchers & Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0050-610 
TITLE Pupil Trust Fund Account Records 
DESCRIPTION Miscellaneous financial documents used to manage the Pupil Trust Fund including bank records, receipts, vouchers, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0061-610 
TITLE Subject Files - Business Office 
DESCRIPTION Wide variety of routine administrative documents related to purchasing and other business matters. A.k.a. "A to Z." 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Dietary

SERIES ID 0062-610 
TITLE Dietary Management Records 
DESCRIPTION Vouchers, employee time records, menus, supply inventories, inspection reports, etc. used in managing the school dining facility. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. Duplicate materials may be destroyed at any time. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Personnel/Payroll

SERIES ID 0074-610 
TITLE Group Health Insurance Enrollment Forms 
DESCRIPTION Copies of forms used to enroll employees in the state group health insurance program. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0072-610 
TITLE Overtime Records 
DESCRIPTION Documents listing overtime worked by individual employees. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0070-610 
TITLE Payroll Records 
DESCRIPTION Lists of individual employees and their monthly pay, employee time sheets, payroll vouchers, SHaRP reports, DA forms 21, and other miscellaneous payroll records. 
RETENTION See Comments 
COMMENTS Retain according to general schedule under appropriate entries, except that employee payroll lists prior to 1941 shall be transferred to the archives immediately. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0068-610 
TITLE Personnel Management Files 
DESCRIPTION Copies of personnel and payroll related documents located in the Business and Personnel/Payroll Offices maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS See general schedule where applicable. Duplicates may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-002
Kansas School for the Deaf
Support Services
Physical Plant

SERIES ID 0066-610 
TITLE Administrative Files 
DESCRIPTION Miscellaneous routine documents, including some copies, related to the administration of the section. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise, retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0064-610 
TITLE Work Requisitions 
DESCRIPTION Completed forms submitted by school personnel to request the performance of maintenance and other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-003
Kansas School for the Deaf
Related Services

SERIES ID 0014-610 
TITLE Parent Letters 
DESCRIPTION Copies of newsletter style mass mailings sent to parents of students regarding current events at the school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0011-610 
TITLE Prospective Students Files 
DESCRIPTION Documents used to track potential students that include students' and parents' names, addresses, dates of contact and/or admissions, and other admissions information. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0032-610 
TITLE Student Applications for Admission 
DESCRIPTION Applications submitted by potential eligible students for admission to the school. 
RETENTION See Comments 
COMMENTS For students who enter the school, transfer records to "Student Files - Cumulative" and retain accordingly. For students who do not enter the school, retain records until individual reaches age 21, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1) & (30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-003
Kansas School for the Deaf
Related Services
Audiology/Psychology

SERIES ID 0122-610 
TITLE Audiology Equipment Records 
DESCRIPTION Documents related to the acquisition, maintenance, and operation of audiological equipment. 
RETENTION See Comments 
COMMENTS Retain according to general schedule under "Equipment Maintenance and Ownership Records" or "Equipment Operation Records" as applicable. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0120-610 
TITLE Counseling/Mental Health Files 
DESCRIPTION Variety of reports, logs, referrals, and summaries of the counseling/mental health programs for students while attending school including two subseries: general activities and student case files. 
RETENTION See Comments 
COMMENTS Retain records related to individual student 5 years beyond attendance, then destroy. Retain general records for 10 years, then transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(9)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0118-610 
TITLE State Auditory Equipment Training Program Files 
DESCRIPTION Documents related to the auditory equipment training programs conducted at various facilities throughout the state. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0124-610 
TITLE Student Admissions Files 
DESCRIPTION Copies of applications, evaluations, correspondence, etc. related to prospective student applications for admission. 
RETENTION See Comments 
COMMENTS Transfer original documents to "Student Files - Cumulative" maintained by the Office of the Superintendent and retain accordingly. Duplicate material may be destroyed at any time. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-003
Kansas School for the Deaf
Related Services
Health Services

SERIES ID 0039-610 
TITLE Hospitalization Reports 
DESCRIPTION Monthly reports of admissions and overnight stays by students at the infirmary. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0038-610 
TITLE Immunization Records 
DESCRIPTION Copies of individual students' immunization histories--originals maintained in Student Medical Records (q.v.)--maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0037-610 
TITLE Infirmary Supply Inventory 
DESCRIPTION Brief inventory of medical supplies, not including controlled substances, maintained to insure the students' health. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0043-610 
TITLE Student Health Records 
DESCRIPTION Comprehensive health records maintained on individual students. 
RETENTION See Comments 
COMMENTS Retain until student leaves school, then merge with "Student Files - Cumulative" (q.v.) maintained by the Office of the Superintendent. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0044-610 
TITLE Student Ophthalmology Records 
DESCRIPTION Comprehensive visual health records maintained on individual students. 
RETENTION See Comments 
COMMENTS Retain until student leaves school, then merge with "Student Files - Cumulative" (q.v.) maintained by the Office of the Superintendent. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0040-610 
TITLE Subject Files - Infirmary 
DESCRIPTION Variety of documents used to manage the infirmary--much of it duplicative of material maintained in the Business Office or Office of the Superintendent. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. Duplicate materials may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0041-610 
TITLE Treatment Logs 
DESCRIPTION Daily log recording the medical treatment of students. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-003
Kansas School for the Deaf
Related Services
Outreach

SERIES ID 0128-610 
TITLE Subject Files - Outreach 
DESCRIPTION Variety of routine documents related to the management of the outreach program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-004
Kansas School for the Deaf
Instructional Services

SERIES ID 0108-610 
TITLE Absence Slips - Student 
DESCRIPTION Completed forms used to report student absences from class. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0093-610 
TITLE Absentee Reports - Daily 
DESCRIPTION Forms completed daily by teachers reporting individual and collective student absences. 
RETENTION 001 schl yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0097-610 
TITLE Budget Records 
DESCRIPTION Copies of documents used in budget preparation. 
RETENTION See Comments 
COMMENTS Duplicates of originals held by the Superintendent's Office may be destroyed when no longer useful - retain any originals according to general schedule under "Budget Preparation Files, Annual." 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0088-610 
TITLE Course Syllabi/Text and Materials Lists 
DESCRIPTION Forms completed by all teachers giving brief information on texts, materials, and subjects for courses offered to the students. 
RETENTION 005 cldr yrs 
COMMENTS Destroy after end of retention period, except transfer records to the archives for years ending with "5" or "0," e.g.. 1985 or 1990. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0099-610 
TITLE Grade Report Records 
DESCRIPTION Copies of teacher grade sheets and report cards issued to students. 
RETENTION 001 schl yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0094-610 
TITLE Leave Requests 
DESCRIPTION Copies of completed forms used to request and authorize employee leave. 
RETENTION See Comments 
COMMENTS Duplicative of originals maintained by the Business Office - may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0111-610 
TITLE Lesson Plans 
DESCRIPTION Plans completed by individual teachers for daily class instruction. 
RETENTION 005 schl yrs 
COMMENTS Retain for 5 school years, then destroy, except that for years ending with the number "5" (e.g. 1985) transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0090-610 
TITLE Personnel Administration Files 
DESCRIPTION Documents used in the management of school staff personnel activities: individual personnel files, training files, teacher schedules, performance standards, professional training programs, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. Duplicates may be destroyed at any time. 
DISPOSITION See Comments 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0089-610 
TITLE Purchasing Records 
DESCRIPTION Copies of documents related to supplies and equipment purchases - duplicates of originals held by the Business Office. 
RETENTION See Comments 
COMMENTS Duplicate materials may be destroyed whenever no longer useful - any originals should be retained according to general schedule under "Purchasing Records." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0115-610 
TITLE Report Cards 
DESCRIPTION Copies of student report cards mailed to the parents. 
RETENTION 001 schl yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0096-610 
TITLE Scholastic Aptitude Testing Score Records 
DESCRIPTION Computer reports listing student scores on SAT examinations. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(9) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0095-610 
TITLE Senior Books 
DESCRIPTION Volumes containing copies of materials related to specific graduating classes: commencement information, transcripts, lists of awards given, student work lists, activities information, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0114-610 
TITLE Student Behavior Files 
DESCRIPTION Copies of incident reports, notes, exhibits, etc. related to the positive and negative behavior of individual students while enrolled in the school. 
RETENTION See Comments 
COMMENTS Place appropriate documents in "Student Files - Cumulative" maintained in the Office of the Superintendent and retain accordingly, if not, retain 5 school years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS FERPA, K.S.A. 45-221(a)(1) 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0113-610 
TITLE Student Files 
DESCRIPTION Comprehensive files maintained on individual students enrolled in the school. 
RETENTION See Comments 
COMMENTS Retain until student leaves school, then merge with "Student Files - Cumulative" maintained by the Office of the Superintendent. 
DISPOSITION See Comments 
RESTRICTIONS FERPA, K.S.A. 45-221(a)(1)(9) 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0112-610 
TITLE Student Testing Files 
DESCRIPTION Completed achievement tests given to the students. 
RETENTION See Comments 
COMMENTS Retain until student leaves school, then merge with "Student Files - Cumulative" (q.v.) maintained in the Office of the Superintendent. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(9) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0116-610 
TITLE Subject Files - Administration 
DESCRIPTION Wide variety of documents related to the administration of each department including copies of vouchers, reference files, photocopy logs, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0092-610 
TITLE Teacher Activity Reports 
DESCRIPTION Copies of reports prepared by the principals and submitted to the superintendent recording their observations and evaluations of teacher activities. 
RETENTION See Comments 
COMMENTS Duplicates of originals held in Office of Superintendent - these may be destroyed when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-005
Kansas School for the Deaf
Student Life

SERIES ID 0101-610 
TITLE Athletic Physical Examination Records 
DESCRIPTION Forms certifying that indivdual students have completed the physical examination required for permission to compete in the various athletic programs. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS FERPA, K.S.A. 45-221(a)(3) 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0130-610 
TITLE Incident Report Records 
DESCRIPTION Various reports and supporting documentation relating to incidents of disciplinary infractions or behavior. 
RETENTION 002 cldr yrs 
COMMENTS This information may be duplicated in records of the Office of the Superintendent. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, KSA 45-221(a)(1) & 72-6214 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0015-610 
TITLE Nightwatch Reports 
DESCRIPTION Daily reports made on students as to whether they were present or absent from the dormitories. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0013-610 
TITLE Permits to Leave Campus 
DESCRIPTION Copies of parental permission forms granting permission for the student to leave the campus. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0130-610 
TITLE Serious Incident Report Reports 
DESCRIPTION Reports generated regarding incidents requiring discplinary action or troubled behavior exhibited by students. 
RETENTION 005 cldr yrs 
COMMENTS This information is duplicated in the Student Files - Cumulative Files held in the Office of the Superintendent. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, K.S.A. 45-221(a) & 72-6214 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0129-610 
TITLE Subject Files 
DESCRIPTION Wide variety of correspondence and documentation of notifications used in the administration of the residential services and athletics programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA, K.S.A. 45-221(a)(1) 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

Agency Number: 610-005
Kansas School for the Deaf
Student Life
Athletics and Residential Services

SERIES ID 0102-610 
TITLE Athletic Program Records 
DESCRIPTION Curricula and other information regarding specific athletic programs offered to students attending school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS FERPA, K.S.A. 45-221(a)(1) 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

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