School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary as custodian of district records, or their designee to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
Secretary's financial records- Permanently
Treasurer's financial records- Permanently
Open meeting minutes of the Board of Education -Permanently
Annul audit reports- Permanently
Annual budget -Permanently
Permanent recor of individual pupil -Permanently
School election results- Permanently
Real property records (e.g.,deeds,abstracts) -Permanently
Records of payment of judgement against the school district- 20 years
Bonds and bond coupons -11 years after maturity, cancellation, transfer, redemption, and /or replacement
Written Contracts -11 years
Cancelled warrents, check stubs, bank statements, bills, invoices , and related record -5 years
Recording and minutes of closed meetings-1 year
Program grants -As determined by the grant
Nonpayroll persoannel records- 7 years after leaving district
Payroll personnel records -3 years after leaving the district
Employement applications- 2 years
Payroll records -3 years
School meal program accounts/records -3 years after submission of final claim for reimbursement
Records of complaints of sex discriminatiion, and conduct that reasonably my constitute sex discrimination, plus a 1 responsive records and outcoesm and training materials on this topic -7 years
In the event that any federal or state agency requires a record be retained for a period of time longer than that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as is required for the resolution of the issue by the federal or state agency.
Official personnel records are housed in the central administration office of the school district. These records are maintained by the superintendent, the building administrator, the employee's immediate supervisor, and the custodian of district records.
An inventory of the furniture, equipment, and other non-consumable items other than real property of the school district is conducted annually under the supervision of the superintendent. This report is filed with the board secretary.
The permanent and cumulative records of students currently enrolled in the school district are housed in the central administration office of the attendance center where the student attends.
Permanent records shall be housed in a fire resistant safe or vault or electronically with a secure backup file. The building administrator is responsible for keeping these records current. Permanent records of students who have graduated or are no longer enrolled in the school district are housed in the central administration office and will be retained permanently. These records will be maintained by the custodian of district records. Special education records shall be maintained in accordance with law.
The custodian of district records may convert school district records to an electronic format and may destroy paper copies of the records once converted. A properly authenticated electronic reproduction of a paper record meets the same legal requirements as the original record.
Approved: 11-18-93
Reviewed: 10-09-05, 11-09-99,11-12-02, 12-12-05, 11-15-09, 06-11-12, 5-14-18
Revised: 02-16-06,08-13-12, 12-14-15, 9-13-22, 8-20-25, 10-22-25
