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Board Policies

Updated

Adoption Date: 06/22/2021

History: 05/24/22 (reviewed), 4/11/23 (updated), 6/13/23 (updated), 4/23/24 (updated), 8/13/24 (updated)

School district records are housed electronically, at the Educational Services Center, or at a contracted records storage site. It is the responsibility of the superintendent or designee and board secretary or 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 Directors - Permanently
  • Annual audit reports  - Permanently
  • Annual budget - Permanently
  • Permanent record of individual pupil - Permanently
  • School election results - Permanently
  • Real property records (e.g., deeds, abstracts) - Permanently
  • Records of payment of judgments 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 warrants, check stubs, bank statements, bills, invoices, and related record-  5 years
  • Recordings and minutes of closed meetings - 1 year
  • Program grants -  As determined by the grant
  • Nonpayroll personnel records - 7 years after leaving district
  • Payroll personnel records - 3 years after leaving the district 
  • Employment applications - 2 years
  • Payroll records - 3 years
  • School meal programs accounts/records -  3 years after submission of the final claim for reimbursement
  • Records of complaints of sex discrimination, and conduct that reasonable may constitute sex discrimination, plus all responsive records and outcomes 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.

Employees' records are housed in the central administration office of the school district. The employees' records are maintained by Human Resources.

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 or designee. 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 high school administration office and will be retained permanently. These records will be maintained by the high school principal.

Special education records shall be maintained in accordance with law.

The superintendent or designee may digitize or otherwise electronically retain school district records and may destroy paper copies of the records. An electronic record which accurately reflects the information set forth in the paper record after it was first generated in its final form as an electronic record, and which remains accessible for later reference meets the same legal requirements for retention as the original paper record.

Policy References:

Legal Reference:

7 C.F.R. § 210.23(c). 

34 C.F.R 106.8.
Iowa Code §§ 22.3; 22.7; 91A.6; 279.8; 291.6; 554D.114; 554D.119; 614.1(13).
281 I.A.C. 12.3(4); 41.624.
City of Sioux City v. Greater Sioux City Press Club, 421 N.W.2d 895 (Iowa 1988).

Cross Reference:

206.3       Secretary  
215          Board of Directors' Records  
215.E1     Board of Directors' Records - Board Meeting Minutes  
401.5       Employee Records  
401.5R1  Employee Records Regulation  
506.1       Education Records Access  
506.1R1  Education Records Access - Regulation  
506.1E1  Request of Nonparent for Examination or Copies of Education Records  
506.1E2  Authorization for Release of Education Records  
506.1E3  Request for Hearing on Correction of Education Records  
506.1E4  Request for Examination of Educational Records  
506.1E5  Notification of Transfer of Education Records  
506.1E6  Letter to Parent Regarding Receipt of Subpoena  
506.1E7  Juvenile Justice Agency Information Sharing Agreement  
506.1E8  Annual Notice  
901         Public Examination of District Records  

 

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