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708 CARE, MAINTENANCE AND DISPOSAL OF SCHOOL DISTRICT RECORDS

Wapello 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 10 years

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 records 3 years

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.

 

Approved: July 18, 1995

Reviewed: December 13, 2001; December 12, 2007; 12/14/11; 7/17/19

 Revised: December 13, 2001