708 CARE, MAINTENANCE, AND DISPOSAL OF SCHOOL DISTRICT RECORDS

Morning Sun Community School District records shall be housed in the central administration office of the school district. It shall be the responsibility of the superintendent to oversee the maintenance and accuracy of the records. The following records shall be 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

Permanent record of individual pupil

Permanently

Records of payment of judgments against the school district

Permanently

Bonds and bond coupons

10 years

Written contracts

1 year

Cancelled warrants, check stubs, bank statements, bills, invoices, and related records

 5 years

Recordings of closed meetings, except if matters are in litigation

1 year

Program grants            

As determined by the grant

Non-payroll personnel records

7 years

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

 

 

Employees' records shall be housed in the central administration office of the school district. The employees' records shall be 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 shall be conducted annually under the supervision of the superintendent. This report shall be filed with the board secretary.

 

A perpetual inventory shall be maintained on consumable property of the school district. The permanent and cumulative records of students currently enrolled in the school district shall be housed in the administration office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building administrator shall be 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 administration office. These records will be maintained by the high school principal.

 

The superintendent may microfilm or microfiche school district records and may destroy paper copies of the records if they are more than three years old. A properly authenticated reproduction of a microfilmed record meets the same legal requirements as the original record.

 

 

Legal Reference:       7 C.F.R. 210.23(c)

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.@. 2d 895 (Iowa

1988)

 

 

Cross Reference:       206.3  Secretary/Treasurer

                                   215  Board of Directors' Records

                                   401.5  Employee Records

                                   506   Student Records

                                   901  Public Examination of School District Records

 

 

Approved: 8/23/94

Reviewed: 1/19/98; 11/12/01; 11/13/06; 11/09/11; 11/08/16; 11/18/21

Revised: 02/09/16; 5/11/23