Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 652 (Kansas State Department of Education)

Page 1 of 1 showing 235 records of 235 total, starting on record 1



Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
Outcomes Team

SERIES ID 0003-652 
TITLE Civil Rights Surveys - Federal 
DESCRIPTION Reports required by the federal Department of Education to determine elementary and secondary schools' compliance with applicable federal civil rights laws (forms ED 101 & 102). 
RETENTION See Comments 
COMMENTS Retain 2 cldr years from due date, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

SERIES ID 0013-652 
TITLE Equal Employment Opportunity Staff Information Survey Forms 
DESCRIPTION Biennial reports required by the federal Equal Employment Opportunity Commission for the purpose of gathering employment information from elementary and secondary schools (form EEO-5). 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

SERIES ID 0017-652 
TITLE Minimum Competency Test Files 
DESCRIPTION Statistical results of students' performance on state mandated competency tests in reading and mathematics with an analysis of scores as well as student demographic information. 
RETENTION See Comments 
COMMENTS Obsolete series, transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Administration

SERIES ID 0187-652 
TITLE Advisory Council - Committee and Association Files 
DESCRIPTION Meeting minutes, correspondence, and other documents related to the work of various advisory councils, committees, and associations in which staff members have participated. 
RETENTION 003 cldr yrs 
COMMENTS Will require purging by archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0209-652 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of applications, performance expectations, position descriptions, evaluations, leave data, and other documents related to staff members - duplicative of records held by Personnel Services. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0218-652 
TITLE Financial Recaps 
DESCRIPTION Monthly printout budget and expenditure reports for the section produced internally. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0222-652 
TITLE Inventory Lists 
DESCRIPTION Printout copies of lists of capital outlay equipment owned by the department. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0228-652 
TITLE Memos - Commissioner and Assistant Commissioner 
DESCRIPTION Memoranda issued by the Commissioner or Assistant Commissioner of Education conveying information, directives, or requests to the entire staff or subordinate units. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0236-652 
TITLE Purchasing Records 
DESCRIPTION Copies of documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0249-652 
TITLE Travel Request and Authorization Records 
DESCRIPTION Documents related to employee travel: DA forms 25 (Request for Out of State Travel), and various internal documents. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Federal Grant Projects

SERIES ID 0188-652 
TITLE Allocations 
DESCRIPTION Documents related to allocation of federal grant money among local school districts based on aid to families with dependent children data. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule unless applicable audits have been completed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0189-652 
TITLE Applications: Chapter 1, LEA 
DESCRIPTION Applications and related documents received from school districts for federal compensatory education funds granted under the Local Education Agency program. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0191-652 
TITLE Applications: Chapter 1, Neglected and Delinquent 
DESCRIPTION Applications and related documents received from state operated or supported institutions for federal compensatory education funds granted for neglected and/or delinquent children. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0192-652 
TITLE Applications: Chapter 2, LEA 
DESCRIPTION Applications and related documents received from school districts for federal block grant funds for local educational agencies. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0193-652 
TITLE Applications: Special Grants 
DESCRIPTION Copies of applications submitted to the federal government for special grants largely for state activities. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0195-652 
TITLE Audit Reports 
DESCRIPTION Copies of the portions related to federal projects of reports of annual audits for each local unit conducted by certified public accountants. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0199-652 
TITLE Carry Over Justification Forms 
DESCRIPTION Reports received annually from school districts regarding projected use of unexpended Chapter 1 funds which they wish to carry over from one fiscal year to another. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0213-652 
TITLE Evaluations: Chapter 1 and 2 - District Profile Sheets 
DESCRIPTION Documents containing program information and evaluations for federal grant projects reported to the department by school districts. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0214-652 
TITLE Evaluations: Chapter 1 and 2 - Original Reports and Keypunch Cards 
DESCRIPTION Documents containing program information and evaluations for federal grant projects reported to the department by school districts. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0215-652 
TITLE Evaluations: Chapter 1 and 2 - State Summary Reports 
DESCRIPTION Documents containing program information and evaluations for federal grant projects reported to the department by school districts. 
RETENTION See Comments 
COMMENTS Retain one copy permanently and send 1 copy to archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0190-652 
TITLE Migrant Certificate of Eligibility 
DESCRIPTION Records regarding individual students' eligibility forms and supporting documentation completed for application to the Migrant Education Program and other federal compensatory educational funding granted to children of migrant workers. 
RETENTION 010 School yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(30) 
APPROVED 2016-04-07 
K.A.R. NUMBER 53-2-190 

SERIES ID 0229-652 
TITLE Nonpublic Participation Forms 
DESCRIPTION Documents related to participation by nonpublic school students in the Chapter 1 federal grant program. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
State and Federal Programs Section
Special Projects

SERIES ID 0196-652 
TITLE Bilingual Education Files 
DESCRIPTION Documents related to state program for funding bilingual education for students with limited English proficiency. 
RETENTION 005 fisc yrs 
COMMENTS Do not implement schedule until applicable audits have been completed. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0198-652 
TITLE Byrd Scholarship Program Files 
DESCRIPTION Documents related to a federal program named after Senator Robert Byrd which provides college or university scholarships for outstanding students. 
RETENTION See Comments 
COMMENTS Retain unsuccessful applications for 1 year, then discard - retain successful applications for 5 years, then transfer to archives. Do not implement schedule until applicable audits have been completed 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0203-652 
TITLE Child Abuse and Neglect Reports 
DESCRIPTION Monthly reports received from the Department of Social and Rehabilitation Services containing statistical data concerning child abuse and neglect. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0208-652 
TITLE ELSEGIS (or GEPA) Reports 
DESCRIPTION Copies of annual reports submitted to the federal government by the department showing financial data related to subgrants received by local agencies under the General Education Provisions Act. 
RETENTION 001 fisc yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0232-652 
TITLE Programs of Educational Excellence Files 
DESCRIPTION Documents related to a procedure established by the State Board of Education for recognizing excellence in local academic programs. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0233-652 
TITLE Public Forum Recordings 
DESCRIPTION Cassette tape recordings of regional public forums held in various cities by the State Board as a result of the "A Nation at Risk" reports issued by the U.S. Department of Education. 
RETENTION See Comments 
COMMENTS Transfer immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0250-652 
TITLE Videotapes - NDN Teleconferences 
DESCRIPTION Copies of National Diffusion Network Teleconference presentations produced by the U.S. Department of Education as a means of sharing information among educators and promoting educational improvements. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-001
Kansas State Department of Education
Learning and Innovative Services
Teacher Education and Licensure

SERIES ID 0200-652 
TITLE Teacher Education, Certification, and Licensure Regulations and Standards Handbook 
DESCRIPTION Handbooks containing current regulations and standards regarding teacher education, certification, and licensure. 
RETENTION Permanent 
COMMENTS Retain one copy of each edition permanently in office. Once edition is superseded, transfer one copy to the archives, and destroy remaining copies. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2005-04-14  ; Revised 2016-04-01
K.A.R. NUMBER 53-2-142 

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services

SERIES ID  
TITLE  
DESCRIPTION  
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Agency Budgeting/Program Accounting

SERIES ID 0027-652 
TITLE Annual Budgets 
DESCRIPTION Annual budget requests submitted to the Budget Division of the Department of Administration, the Governor, and the Legislature by the State Department of Education. 
RETENTION See Comments 
COMMENTS Retain permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0056-652 
TITLE Computerized Runs - CASK 
DESCRIPTION Monthly or daily printouts of financial information in the state's central accounting system data banks related to the State Department of Education. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0057-652 
TITLE Contracts 
DESCRIPTION Contracts related to the purchase of goods and services by the State Department of Education, or to provision of services to other agencies. 
RETENTION See Comments 
COMMENTS Retain 10 years after termination, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0078-652 
TITLE Expense Vouchers 
DESCRIPTION Copies of certifications regarding financial claims against the State Department of Education for goods and services provided to the Department. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0097-652 
TITLE Invoices - Vendors 
DESCRIPTION Financial claims submitted to the State Department of Education by vendors of goods and services provided to the Department. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0102-652 
TITLE Ledgers - General 
DESCRIPTION Record of receipts and disbursements by the State Department of Education. 
RETENTION See Comments 
COMMENTS Retain permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0104-652 
TITLE Letter of Credit Records 
DESCRIPTION Record of grant awards and receipts from the federal government. 
RETENTION See Comments 
COMMENTS Retain permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0110-652 
TITLE Motor Pool Billings 
DESCRIPTION Financial claims submitted to the State Department of Education by the State Department of Administration for use of Central Motor Pool vehicles by staff members of the State Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0116-652 
TITLE Payroll Records 
DESCRIPTION Documents related to compensation paid to employees of the State Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0117-652 
TITLE Payroll Warrant Registers 
DESCRIPTION Printout lists received from the Division of Accounts and Reports of all warrant checks issued in disbursing funds of the State Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0124-652 
TITLE Purchase Authorizations 
DESCRIPTION Authorizations for expenditures of State Department of Education funds for goods or services requested by the Department's staff. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0169-652 
TITLE Vocational Education and JTPA Recipient Expenditure Reports 
DESCRIPTION Reports received by State Dept. of Ed. concerning expenditures of federal vocational education & Job Training Partnership Act funds distributed to local ed. agencies by State Department of Education. 
RETENTION See Comments 
COMMENTS Retain 5 fiscal years and until audited, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0182-652 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of certifications regarding money received by the State Department of Education and remitted to the State Treasurer. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Certification Unit

SERIES ID 0045-652 
TITLE Certification Files 
DESCRIPTION Documents related to certification and recertification of teachers and school administrators by the Kansas State Board of Education. 
RETENTION See Comments 
COMMENTS Retain entire file in office 60 days, then destroy all documents except the application. Transfer the application to storage for 12 years, then transfer the application to the archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(9) 
APPROVED 2016-04-07 
K.A.R. NUMBER 53-2-190 

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Communications and Recognition Programs

SERIES ID 0264-652 
TITLE Educator Award Program files 
DESCRIPTION Consists of, but is not limited to, nomination packets and application forms with supplementary materials, correspondence, databases with candidate information, selection committee materials and score sheets, candidate portfolios, and other related records regarding awards given to teachers and other educators in the state of Kansas. Awards programs may be sponsored by the Kansas State Department of Education, federal agencies, or private foundations and institutions.  
RETENTION See comments 
COMMENTS Retain all program materials for 5 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. Electronic records for awards not administered through the Kansas Department of Education are presumed to be kept by the sponsoring institution. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(6)(14)(30). The Milken Family Foundation does not allow names or information about individuals not selected for their award to be made known. 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0262-652 
TITLE Kansas Exemplary Educators Network (KEEN) Conference files 
DESCRIPTION Documents related to professional development conferences provided for Kansas exemplary educators and their administrators, as well as teacher education students identified as Teachers of Promise and administrators or faculty representatives from higher education institutions. Documents include conference planning and program materials, conference invitations, communications with conference presenters and participants, recognition programs materials, and conference evaluation materials. Records are available in both paper and electronic form. 
RETENTION 002 cldr years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0265-652 
TITLE Kansas Foundation for Excellence in Education Files  
DESCRIPTION Documents include budgets, records of receipts and disbursements, financial audits, tax records, Board of Directors meeting materials and minutes, etc. This office serves as the official custodian of the Foundation's permanent records. 
RETENTION See comments 
COMMENTS Retain routine financial and other transactional documents for 6 calendar years, then destroy. Retain permanently records of historical value, including by-laws, meeting materials and minutes, and annual financial audits. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0266-652 
TITLE School Award Program files 
DESCRIPTION May consist of, but is not limited to, applications and supplementary materials, committee score sheets, databases with information about schools, correspondence, and other related records regarding awards given to Kansas schools. Awards programs may be sponsored by the Kansas State Department of Education, federal agencies, or private foundations and institutions. 
RETENTION See comments 
COMMENTS Retain all program materials for 2 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. Electronic records for awards not administered through the Kansas Department of Education are presumed to be kept by the sponsoring institution. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(1), Family Educational Rights and Privacy Act: 20 U.S.C. section 1232g; 34 CFR Part 99 
APPROVED 2014-07-17  ; Revised 2014-07-22
K.A.R. NUMBER 53-2-181 

SERIES ID 0245-652 
TITLE Teacher of the Year Program files 
DESCRIPTION Documents related to a regional, state, and national program that identifies, recognizes, and utilizes exemplary teachers. Documents include the nomination packet; nominations submitted by candidates; databases with candidate information; correspondence; selection committee materials; regional and state recognition program materials; program investors; materials related to professional development conferences for finalists and nominees; materials and records related to the Kansas Teacher of the Year ambassadorship, as well as activities of the finalists and nominees; and program budget information. Submitted nominations are available in paper form only, but many other documents are available in both paper and electronic form. 
RETENTION See Comments 
COMMENTS Retain all program materials for 5 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of finalists' and Teacher of the Years' applications to the State Archives, then destroy and/or delete all remaining material. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(6)(30) 
APPROVED 2014-07-17 
K.A.R. NUMBER 53-2-181 

SERIES ID 0263-652 
TITLE United States Senate Youth Program Files  
DESCRIPTION Documents include applications, testing materials, committee score sheets, databases with applicant's information, and letters to applicants, committee members and schools. This program is sponsored by the United States Senate and recognizes students who demonstrate outstanding academic abilities, leadership abilities and a strong commitment to public service. Documents are available in both paper and electronic form. 
RETENTION See comments 
COMMENTS Retain all program materials for 2 calendar years. Retain updated list of winners and final lists permanently; bi-annually transfer copy to the State Archives. Transfer copy of winners' applications to the State Archives, then destroy and/or delete all remaining material. 
DISPOSITION See comments 
RESTRICTIONS K.S.A. 45-221(a)(1)(9)(30), 5 U.S.C. section 552(a); Family Educational Rights and Privacy Act: 20 U.S.C. section 1232g; 34 CFR Part 99 
APPROVED 2014-07-17  ; Revised 2014-07-22
K.A.R. NUMBER 53-2-181 

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Fiscal Auditing

SERIES ID 0041-652 
TITLE Audit Guides and Other Policy Statements 
DESCRIPTION Letters and memoranda containing policy statements relevant to the work of the Fiscal Auditing Section. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0042-652 
TITLE Audits - Federal Program 
DESCRIPTION Audit summaries, reports, and other documents related to financial audits of federally-funded programs of educational agencies, or audits conducted by the Fiscal Auditing Section. 
RETENTION See Comments 
COMMENTS Retain 3 years and until audit resolution, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0061-652 
TITLE Correspondence - Audit-Related 
DESCRIPTION Letters and memoranda related to audits conducted by the Fiscal Auditing Section or by locally-contracted municipal accounting firms. 
RETENTION See Comments 
COMMENTS Retain 3 years if related to federally-funded programs, or 5 years if related to state-funded programs, and until audit resolution, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0064-652 
TITLE Correspondence - Routine 
DESCRIPTION Notifications of pending audits sent to school districts by the Fiscal Auditing Section. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0150-652 
TITLE State Program Audit Files 
DESCRIPTION Audit summaries, reports, and other documents related to financial audits conducted by Fiscal Auditing Section of state-funded educational programs involving money distributed by State Dept. of Ed. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination date, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 652-002
Kansas State Department of Education
Fiscal and Administrative Services
Teacher Education and Licensure

SERIES ID 0186-652 
TITLE Advisory Council, Committee, and Association Files 
DESCRIPTION Meeting minutes, correspondence, and other documents related to the work of various advisory councils, committees, and associations in which staff members are involved. 
RETENTION 002 cldr yrs 
COMMENTS Meeting minutes and packets are to be maintained permanently by the state archives as per the State General Schedule. The archives may purge other documents in these files. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0237-652 
TITLE Certification and Licensure Review Committee Files 
DESCRIPTION Documents related to appeals filed with the Certification and Licensure Review Committee by persons who do not meet the standard qualifications for certification or licensure. 
RETENTION 020 cldr yrs 
COMMENTS Retain entire file in office 60 days, purge file, and transfer purged file to the records center for 20 years, then destroy. Decisions are recorded in the Teacher Certification and Licensure Database. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6)(9)(14); 5 USC 552(a); 20 U.S.C. 1232g; 34 CFR Part 99 (FERP 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0121-652 
TITLE Professional Practices Commission Files 
DESCRIPTION Documents from the commission established by statute to review suspension, cancellation, or revocation of teachers and school administrators certification or licensure. Information is used for making recommendations to the Kansas State Board of Education. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-10-13 
K.A.R. NUMBER 53-2-144 

SERIES ID 0241-652 
TITLE Special Project Files 
DESCRIPTION Documents related to special projects undertaken by the staff or involving staff members. 
RETENTION 005 cldr yrs 
COMMENTS Transfer to archives after 5 calendar years for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0154-652 
TITLE Student Teacher Certificates 
DESCRIPTION Copies of certificates, issued by colleges and universities, submitted to the Kansas State Board of Education for informational purposes as required by regulation. 
RETENTION 001 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0255-652 
TITLE Teacher Education Program and Accreditation Files 
DESCRIPTION Reports compiled by the institutions and on-site team reviewing various college and university teacher education programs and units as required by KSA 72-7513 for unit accreditation and approval purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0246-652 
TITLE Teaching and School Administration Professional Standards Advisory Board Files 
DESCRIPTION Meeting minutes, correspondence, and other documents related to the work of the advisory board and its committees regarding professional standards for teachers and school administrators. 
RETENTION 002 cldr yrs 
COMMENTS Meeting minutes and packets are to be maintained permanently by the state archives as per the State General Schedule. The archives may purge other documents in these files. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0258-652 
TITLE Waiver Review Committee Files 
DESCRIPTION Documents related to appeals filed with the Waiver Review Committee by teachers and school administrators to waive the requirements for a teaching license or certificate. 
RETENTION See Comments 
COMMENTS Retain entire file in office 60 days, purge file, and transfer purged file to the records center for 20 years, then destroy. Decisions are recorded in the Teacher Certification and Licensure Database. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6)(9)(14); 5 USC 552(a);20 U.S.C. 1232g; 34 CFR Part 99 (FERPA 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Assistant Commissioner, Office of

SERIES ID 0194-652 
TITLE Assistant Commissioner's Files 
DESCRIPTION Correspondence and other documents received or created by the Assistant Commissioner who heads the Division of Education Services. 
RETENTION 003 cldr yrs 
COMMENTS Will require purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Legal Services Section

SERIES ID 0031-652 
TITLE Applications to Issued Excess Bonds 
DESCRIPTION Applications submitted to the State Board of Education by unified school districts for authority to issue bonds exceeding 14% of assessed valuation as required by statute. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0058-652 
TITLE Contracts 
DESCRIPTION Copies of agreements entered into by the State Department of Education for goods and services provided to the Department. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination date, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0065-652 
TITLE Correspondence - Routine 
DESCRIPTION Communications sent and received regarding existing laws, regulations, or policies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0070-652 
TITLE Election Results 
DESCRIPTION Local school board member election results certified to the State Department of Education pursuant to K.S.A. 25-2012. 
RETENTION 008 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0095-652 
TITLE Interlocal Agreement Files 
DESCRIPTION Contracts entered into by two or more school districts pursuant to which educational services are provided on a shared cost basis, authorized by statute and must be approved by the Board of Education. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0114-652 
TITLE Office for Civil Rights Files 
DESCRIPTION Correspondence received from the U.S. Office for Civil Rights related to discrimination against the State Department of Education or local education agencies. 
RETENTION 020 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0256-652 
TITLE Rules and Regulations Files 
DESCRIPTION Documents related to rules and regulations adopted by the State Board of Education. 
RETENTION See Comments 
COMMENTS Retain until superceded or no longer useful, then transfer to Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0160-652 
TITLE Temporary Bonds or Notes Files 
DESCRIPTION Documents related to applications submitted to the State Board of Education by unified school districts for authority to issue temporary bonds or notes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0164-652 
TITLE Truancy Officers Certifications 
DESCRIPTION Certifications of the identity of truancy officers submitted to the State Department of Education pursuant to K.S.A. 72-1113. 
RETENTION See Comments 
COMMENTS Retain until noncurrent. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 652-003
Kansas State Department of Education
Office of the Commissioner
Personnel Services Section

SERIES ID 0001-652 
TITLE Affirmative Action Records 
DESCRIPTION Interview evaluation forms, recruiting records, and applicant profiles prepared in order to meet state and federal affirmative action guidelines. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0002-652 
TITLE Civil Rights Complaints 
DESCRIPTION Documents related to complaints from unsuccessful applicants for jobs or from employees of the State Department of Education alleging discrimination. 
RETENTION See Comments 
COMMENTS Retain until final resolution of legal proceedings, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-407(a) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0004-652 
TITLE Correspondence - Routine 
DESCRIPTION Letters received and copies of letters sent by the section staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0006-652 
TITLE Employee Position Descriptions 
DESCRIPTION Binder containing copies of annual performance expectations for all staff members. 
RETENTION See Comments 
COMMENTS Retain individual statements until revised plus 3 years or until final resolution of any legal proceedings, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0007-652 
TITLE Employee Recognition Files 
DESCRIPTION Documents related to the recognition of outstanding performance and longevity of departmental staff members. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0010-652 
TITLE Employee Training Records 
DESCRIPTION Documents related to internal staff training programs. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0011-652 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0012-652 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0014-652 
TITLE Exit Interview Forms 
DESCRIPTION Forms used in recording information provided by employees at the time of their separation. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0015-652 
TITLE Grievance Files 
DESCRIPTION Documents related to employment grievance complaints filed by staff members. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0016-652 
TITLE Leave Requests and Authorizations 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0019-652 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0022-652 
TITLE Policies and Regulations - Personnel 
DESCRIPTION Statements of personnel policies and regulations established internally or by the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-004
Kansas State Department of Education
Career, Standards, and Assessments

SERIES ID 0261-652 
TITLE Career and Technical Education VE2 Programs / Pathways 
DESCRIPTION Records submitted to the Kansas State Department of Education from institutions providing organized educational activities to academic standards providing technical knowledge and skills needed to prepare and careers in current or emerging professions. Individual institutions' files may include applications and supporting documentation, course outlines, funding information, program standards and planning documents, and other related records. Formerly called VE-2s, now available as Pathways through the KSDE website. 
RETENTION Retain 005 Fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 45-521 and K.S.A. 75-3520. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0259-652 
TITLE Driver Education / Commercial Driving School records 
DESCRIPTION Commercial Driving School original records; licensing of school and instructors. Contains forms, correspondence, financial documents, insurance information, social security numbers which may be needed in the event of a lawsuit.  
RETENTION 003 cldr years  
COMMENTS School licenses are annually renewed. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221 & K.S.A. 75-3520  
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0260-652 
TITLE Kansas Standards & Assessment Peer Review 
DESCRIPTION Report and documentation of teaching standards and assessment systems for Kansas, as required under the No Child Left Behind Act of 2001 to be submitted to the U.S. Department of Education. These records are peer reviewed by national experts knowledgeable in the fields of standards and assessment. 
RETENTION 10 cldr years after documentation is returned from USDE. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

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 

SERIES ID 0090-652 
TITLE Grant Awards - U.S. Department of Education 
DESCRIPTION Documents indicating the amounts of federal funding to be received each year for vocational education. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0098-652 
TITLE Itineraries/Itinerary Correction Forms 
DESCRIPTION Copies of reports of travel plans submitted by staff members of the Vocational Education Section. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0099-652 
TITLE JTPA Forms 
DESCRIPTION  
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0100-652 
TITLE Kansas Associations - Boards and Councils Files 
DESCRIPTION Documents related to various organizations and agencies with which the Vocational Education Section works. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0101-652 
TITLE Leave of Absence Forms 
DESCRIPTION Copies of requests for leave of absence submitted by staff members of the Vocational Education Section. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0105-652 
TITLE Master Plan for Vocational Education Files 
DESCRIPTION Documents concerning a comprehensive state planning study for vocational education carried out in 1983. 
RETENTION See Comments 
COMMENTS Retain until to longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0107-652 
TITLE Medication Aide Exams 
DESCRIPTION Answer sheets for certification examinations developed and administered by the State Dept. of Education for medication aides working in nursing homes. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0108-652 
TITLE Memos - Vocational Education Staff 
DESCRIPTION Memoranda related to routine matters sent to staff members of the Vocational Education Section. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0125-652 
TITLE Purchase Authorizations 
DESCRIPTION Copies of requests for purchase of supplies, equipment, or services needed by the Vocational Education Section. 
RETENTION 003 fisc yrs 
COMMENTS Superseded by general schedule 53-3-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0127-652 
TITLE Research Bulletins 
DESCRIPTION Papers written by staff personnel of the State Dept. of Education with related documents. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0143-652 
TITLE State Agencies Files 
DESCRIPTION Correspondence and other documents involving the State Board of Nursing, the Dept. of Social and Rehabilitation Services, the Dept. of Human Resources, and other agencies. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0146-652 
TITLE State Board of Education Goals and Objectives 
DESCRIPTION Copies of goals and objectives established by State Board of Education with progress reports of the Vocational Education Section and other related materials. 
RETENTION See Comments 
COMMENTS Retain until noncurrent, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0147-652 
TITLE State Car Requests 
DESCRIPTION Copies of reservation requests for state vehicles submitted by staff members of the Vocational Education Section. 
RETENTION See Comments 
COMMENTS Retain for current year, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0149-652 
TITLE State Plan - U.S. Department of Education 
DESCRIPTION Copies of applications for federal funding for vocational education prepared 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 0159-652 
TITLE Teacher Education Contracts 
DESCRIPTION Contracts with state universities to provide federally-funded in-service training for vocational-technical school teachers. 
RETENTION See Comments 
COMMENTS Retain until noncurrent, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0163-652 
TITLE Travel Memoranda 
DESCRIPTION Copies of requests for authorization to travel at state expense submitted by staff members of the Vocational Education Section. 
RETENTION See Comments 
COMMENTS Retain for current year, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0167-652 
TITLE USD Tuition Appeals 
DESCRIPTION Documents concerning appeals submitted to the State Board of Education. by individual students related to their tuition for vocational education programs not offered by their own unified school districts. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0170-652 
TITLE Vocational Education Conference Files 
DESCRIPTION Documents related to annual vocational education conferences held by the State Dept. of Education for teachers and administrators of local educational agencies. 
RETENTION See Comments 
COMMENTS Retain until noncurrent, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0171-652 
TITLE Vocational Education Data System - U.S. Department of Education 
DESCRIPTION Copies of annual reports regarding use of federal funds submitted to the U.S. Dept. of Education 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 0174-652 
TITLE Vocational Education Program Listings 
DESCRIPTION Annual lists of vocational education programs offered by local education agencies. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0175-652 
TITLE Vocational Education Project Forms 
DESCRIPTION  
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0183-652 
TITLE Vouchers - Travel 
DESCRIPTION Copies of certifications by staff members of the Vocational Education Section that specified expenditures of state funds for travel were correct and valid. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

SERIES ID 0185-652 
TITLE Work Study Program Files 
DESCRIPTION Documents related to federally-funded part-time employment provided for students in vocational education programs of local education agencies. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-01-29 
K.A.R. NUMBER 53-2-069 

Agency Number: 652-103
Kansas State Department of Education
Life Long Learning
Educational Assistance Section

SERIES ID 0197-652 
TITLE Board Goal Reports 
DESCRIPTION Copies of documents containing annual goals adopted by the State Board of Education and quarterly reports of progress made in achieving those goals by the Educational Assistance Section. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives - duplicate and quarterly reports may be destroyed and related computer disks erased when no longer useful. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0205-652 
TITLE Correspondence - Routine 
DESCRIPTION Letters received and copies of letters sent by the Educational Assistance Section staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0211-652 
TITLE Employee Personnel Records - Office Copies 
DESCRIPTION Copies of leave applications, evaluations, performance standards, and other documents related to staff members of the Educational Assistance Section. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. Destroy duplicate copies of documents held by personnel services sect. when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0221-652 
TITLE Inventory Lists 
DESCRIPTION Printout copies of lists of capital outlay equipment owned by the State Department of Education for use by the Educational Assistance Section. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0227-652 
TITLE Memos - Commissioner and Assistant Commissioner 
DESCRIPTION Memoranda conveying information, directives, or requests to the staff of the State Department of Education, to the Division of Education Services, or to the Educational Assistance Section. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0234-652 
TITLE Publications 
DESCRIPTION Newsletters, occasional papers, curriculum guides, and other published material produced and distributed by the Educational Assistance Section. 
RETENTION See Comments 
COMMENTS Retain l copy of each publication 3 years and until superseded, and then transfer to archives, where unwanted material will be purged - destroy other copies when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0235-652 
TITLE Purchasing Records 
DESCRIPTION Copies of documents used in requesting authorization for purchases of supplies, equipment, and services by the Educational Assistance Section. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0248-652 
TITLE Travel Request and Authorization Records 
DESCRIPTION Copies of documents requesting authorization from the State Board of Education for out-of-state travel by staff members of the Educational Assistance Section. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0253-652 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents certifying the validity of travel expenditures and claims for reimbursement by personnel of the Educational Assistance Section. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-103
Kansas State Department of Education
Life Long Learning
Special Education Admin Section

SERIES ID 0204-652 
TITLE Cooperative and Interlocal Agreements 
DESCRIPTION Copies of agreements among school districts regarding cooperative administration of special education programs. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0210-652 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of leave applications, performance expectations, performance evaluations, and other documents related to personnel of the section. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0216-652 
TITLE Federal Plans 
DESCRIPTION Copies of assurance documents regarding compliance with special education regulations submitted annually to the federal government by the department and approved by the State Board of Education. 
RETENTION See Comments 
COMMENTS Retain 1 copy of each permanently and transfer 1 copy of each to archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0220-652 
TITLE Hearing Officer Reports 
DESCRIPTION Reports prepared by hearing officers designated to conduct state-level due process hearings for complaints by parents of special education students which could not be resolved at the local level. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0223-652 
TITLE Issue Papers 
DESCRIPTION Documents prepared to promote consideration of budget and programmatic issues related to special education. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0226-652 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formalized agreements between and among agencies regarding inter-agency special education commitments. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0231-652 
TITLE Program Guidelines 
DESCRIPTION Printed guidelines for programs involving learning disabilities, behavior disorders, and other special education matters prepared by the department and distributed statewide for program use. 
RETENTION See Comments 
COMMENTS Retain 1 copy of each permanently and transfer 1 copy of each to the archives; retain other copies until revised, then discard. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0240-652 
TITLE Special Education Advisory Council Files 
DESCRIPTION Minutes, budgets, reimbursements, and other documents related to a council appointed by the State Board of Education to advise the board on special education issues. 
RETENTION 003 cldr yrs 
COMMENTS Will require purging by archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0242-652 
TITLE State Plans 
DESCRIPTION Planning, regulatory, and programmatic documents related to the statewide special education program prepared and updated annually by the department and approved by the State Board of Education. 
RETENTION See Comments 
COMMENTS Retain 1 copy permanently and transfer 1 copy to archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0243-652 
TITLE Task Force and Committee Files 
DESCRIPTION Minutes, reports, and other documents related to various task forces and committees dealing with special education initiatives. 
RETENTION See Comments 
COMMENTS Retain selected final products permanently in office - retain remainder of materials for 5 years, then transfer to archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 652-103
Kansas State Department of Education
Life Long Learning
Technical Education

SERIES ID 0251-652 
TITLE Vocational Education Performance Reports 
DESCRIPTION Reports filed with the Kansas State Board of Education by Local Education Agencies as required to monitor the performance of vocational education institutions to ensure compliance and quality. 
RETENTION See Comments 
COMMENTS Retain until report is no longer current, plus 1 calendar year then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

SERIES ID 0252-652 
TITLE Vocational Education State Plans 
DESCRIPTION Statewide vocational educational plans submitted by the Kansas State Board of Education to the federal Department of Education to support requests for federal funds. 
RETENTION See Comments 
COMMENTS Retain until superseded, then transfer one copy of each plan to the archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 652-104
Kansas State Department of Education
Community Colleges and Community Education

SERIES ID 0254-652 
TITLE State Educational Excellence Grant Files 
DESCRIPTION Variety of documents dealing with applications for state education excellence grants and the implementation of those grants funded. 
RETENTION See Comments 
COMMENTS Retain 1 year after the end of the grant period, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

New Search