Board Policies
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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