School district records are housed in the central administration office of the school district. It is the responsibility of the superintendent and board secretary 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
Written contracts
11 years
Cancelled warrants, check stubs, bank statements, bills, invoices, and related records
5 years
Recordings of closed meetings
1 year
Program grants
As per the grant
Nonpayroll personnel records
7 years
Payroll records
3 years
Employment Applications
2 years
School Meal program accounts/records
3 years after submission of the final claim for reimbursement
In the event that any federal or state agency requires a record be retained for a period of time longer that that listed above for audit purposes or otherwise, the record shall be retained beyond the listed period as long as required for the resolution of the issue by the federal or state agency.
Employees’ records shall be 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 are conducted annually under the supervision of the superintendent. This report is filed with the board secretary. A perpetual inventory is maintained on consumable property of the school district.
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 shall be housed in the high school vault. These records will be maintained by the superintendent.
The superintendent or designee may electronically duplicate school district records and may destroy paper copies of the records if they are more than three years old. A properly authenticated reproduction of an electronically duplicated record meets the same legal requirements as the original record.
Approved: January 18, 1999
Revised/Reviewed: April 22, 2024
Financial records of the district shall be maintained in accordance with generally accepted accounting principles (GAAP) as required or modified by law. District monies shall be received and expended from the appropriate fund and/or account. The funds and accounts of the district may include, but will not be limited to, the following:
Governmental fund type:
Proprietary fund type:
1.Enterprise fund
a.School nutrition fund
b.Child care fund
c.Internal service fund
d.Community education
e.Preschool (nonvoluntary, state)
Fiduciary funds:
Non-Fiduciary Scholarship Fund
Account groups:
As necessary the board may, by board resolution, create additional funds within the governmental, proprietary and fiduciary fund types. The resolution shall state the type of fund, name of the fund, and purpose of the fund.
The general fund is used primarily for the education program. Special revenue funds are used to account for monies restricted to a specific use by law. Proprietary funds account for operations of the school district operated similarly to private business, and they account for the costs of providing goods and services provided by one department to other departments on a cost reimbursement basis. Fiduciary funds are used to account for monies or assets held by the district on behalf of, or in trust for, another entity. The account groups are the accounting records for fixed assets and long-term debt.
It is the responsibility of the superintendent in conjunction with the school business official to implement this policy and bring necessary changes in the maintenance of the school district’s financial records to the attention of the board.
Approved: September 29, 2015
Revised/Reviewed: April 22, 2024