Record Retention and Destruction

  1. In accordance with K.S.A. 72-5369. (1975 HB 2390 §1), the board of trustees provides for and authorizes the clerk of the board, also the Freedom of Information Officer, to authorize the destruction of student and financial records according to the schedule noted below.
    1. Bookkeeping and accounting records that are original books of entry, claims, vouchers and purchase orders, five (5) years.
    2. Formal audit reports, five (5) years.
    3. Financial papers of any type relating to programs supported by federal funds, five (5) years or such longer time as may be required by applicable federal law including student financial aid records and financial aid participation records, as defined in the Federal Student Aid Handbook.
    4. All financial papers not otherwise specified in this section may be destroyed at any time after formal audit reports have been completed and filed in the appropriate office for a period of twelve (12) months, and this provision shall apply to the following: Warrants, warrant checks, receipts, canceled checks, and requisitions.
    5. Official bonds of surety or indemnity, five (5) years after the termination of the term of employment.
    6. Insurance policies, five (5) years after the expiration of the term thereof.
    7. Bonds and coupons stamped paid or canceled and returned by the state fiscal agent, six (6) months after the next following annual formal audit of the school district.
    8. Student records, not to include PCC college transcripts, five (5) years after student graduation or last date of attendance.
    9. Student advising records not retained on PowerCampus, three (3) years after student graduation or last date of attendance.
    10. Printed copies of individual student information retained by a centralized testing agency (i.e., ACT scores) do not need to be retained. Standardized test material will be retained according to the test distributor's instructions.
    11. Personnel records, ten (10) years after the last date of employment.
    12. Grade books and rosters, retained electronically..
  2. Nothing listed shall be deemed to apply to records, documents or papers not specifically mentioned nor to authorize the destruction of records, documents or papers which in their nature should be preserved permanently (such as student PCC transcripts), nor to prohibit destruction of records, documents or papers obviously of only temporary value after a reasonable time.
  3. Record Destruction Procedure: The Freedom of Information Officer/Clerk of the Board should keep a permanent file that can be referenced if someone submits a record request to either the clerk or a specific college office. The person destroying the records shall submit a reference to the clerk containing information specific enough to allow a casual observer to know exactly which records were destroyed and when they were destroyed. No employee can destroy student records independently. Persons who find it necessary to destroy old student records should consult with the clerk, who will then verify policy compliance prior to destruction. At the discretion of the president, a resolution for approval may be presented to the Board of Trustees prior to destruction.

X This replaces policy dated 02-04-2011.

Policy Number: 

200-02

Policy Type: 

Administrative Policy

Adoption Date: 

Tuesday, November 21, 2006

Review Date: 

Tuesday, March 19, 2019

Revision Date: 

Friday, February 4, 2011