School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent 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
Minutes of the Board of Directors...........................................Permanently
Annual audit reports .............................................................Permanently
Annual budget......................................................................Permanently
Permanent record of individual pupil.......................................Permanently
Records of payment of judgments against the school district..........20 years
Bonds and bond coupons ..........................................................10 years
Written contracts ......................................................................10 years
Cancelled warrants, check stubs, bank statements, bills,
invoices, and related records.........................................................5 years
Recordings of closed meetings......................................................1 year
Program grants...............................................As determined by the grant
Nonpayroll personnel records..........................................................5 years
Payroll records.............................................................................5 years
Employees' records are housed in the central administration office of the school district. The employees' records are maintained by the superintendent, the building administrator, the employee's immediate supervisor, and the board secretary.
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 must be housed in a fireproof vault. The building administrator is responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the school district are housed in the vault room. These records will be maintained by the superintendent.
Approved 10-18-04 Reviewed 3-18-2019 11-22-21 11-20-23 Revised 4-20-09, 12-22-15, 3-18-2019