MSD Policies

Safety

126 Data/Records Retention

The Superintendent and/or his/her designee shall develop procedures for a records retention system.

RECORDS RETENTION SCHEDULE

The Manchester School District will maintain all records according to the following schedule.

TYPE

LOCAL

STATE

FEDERAL

BUSINESS RECORDS

Accident Reports

   Employee

6 years

6 years

   Student

(6 years after age of maturity for suit)

Annual Audit

6 years

6 years

Annual Report (District)

Permanent

Application for Federal Grants

5 years

Bank Deposit Slips

6 years

BLS Labor- monthly

1 years

Bond Issue Materials

Permanent

Permanent

Budgets

6 years

6 years

   District

   SAU

   Worksheets

1 year

1 year

Child Labor Permits

1 year

Class Observation Forms

1 year

Contracts

1 year (should keep a sample permanently

   Aides

   Custodial Extra-Curricular

   Rental Agreements

   Secretarial Teacher

   SAU Office

Business Correspondence

4 years

1 year

Credit Union Applications

1 year

4 years

4 years

Deeds

Permanent

District Meeting Minutes/Warrant

Permanent

Dues Authorization

1 year

Enrollment Reports

Permanent

   Resident Pupil Membership

   Fall Reports A-12-A

   Pupil Registers

   School Operating Reports

   Statistical Report A-3

FICA Reports - monthly

6 years

   Quarterly

Form C-2 Unemployment Wage       Report (DES 100)

6 years

Invoices

1 year

Job Orders

1 year

Ledger/Journals

 6 years

6 years

MS-22 Budget Form

6 years

6 years

MS-23 Budget Form

6 years

6 years

MS-25 F - Financial Report

Permanent

Permanent

Medical Benefits Application  

1 year

Monthly Reconciliations

1 year

Monthly Financial Status

1 year

   Reports by Building

Minutes of Board Meetings

Permanent

Property Inventories/Record Cards

6 years

Purchase Orders

1 year

Request for Payment Vouchers

1 year

Requisitions

1 year

Retirement Applications

1 year

1 year

Retirement Reports

1 year

1 year

   Monthly

School District Warrants

1 year

1 year

Special Trip Requests

1 year

1 year

Special Trip Confirmation

1 year

1 year

Supply orders

1 year

1 year

Substitute Teachers Pay Slips

1 year

1 year

Student Activities Records

6 years

6 years

Telephone Log Sheets

1 year

Time Cards

6 years

6 years

   Bus Drivers

   Custodial

   Secretarial

   Other

Transportation Reports

1 year

1 year

Travel Reimbursements

1 year

1 year

Treasurer’s Receipts

6 years

   Canceled Checks

Treasurer's Report

6 years

6 years

Voucher Manifests

1 year

1 year

Work Orders

1 year

W-2s Yearly

6  years

W-4 Withholding Exemption Certificate  

6 years

941-E Quarterly Taxes

6 years

Federal Projects Papers*

5 years after submission of final audit report and   documentation for expenditures, unless there is an ongoing audit taking place. (See 204 SC 1232 f 80.42 (b) (4))

   Form 1

   Form 1-A

   Form 2

   Form 3

   Form 3-a

   Form 4 Quarterly

TYPE

LOCAL

STATE

FEDERAL

PERSONNEL RECORDS

Applications

3 years, or if employed, term of Employment.

   Employment Not Employed

   Interview Documents

   Letters of Recommendation

   Transcripts

Attendance Records

1 year

   Leaves

   Requests for Leaves

Civil Rights Forms

6 years

Evaluations

Term of Employment

Medical Examinations

1 year

Miscellaneous Correspondence

4 years

   for Personnel

Record of Leave

1 year

   Superintendents

Re-employment Letter of

1 year

    Assurance to Employees

6 years

Staff Development Plan

Term of Plan

Substitute Lists

6 years

Teachers' Record Cards

Term of Employment

Teachers' Master Contract  

Length of Contract (suggest you keep one copy permanently)

Termination Forms

6 years

TYPE

LOCAL

STATE

FEDERAL

STUDENT RECORDS

Early Release Forms

1 year

Emergency Procedure Form  

1 year

Examples of Student's Work

1 year

Health and Physical Records

Term of Enrollment

   Shot Record

National Honor Society

1 year

   Applications and/or Awards

Permanent Record Cards

Permanent

   Progress

   Attendance

Test Scores

   (Standardized)

   Academic

Miscellaneous Evaluation Material

Term of Enrollment

Co- and Extra Curricular Activities

Term of Enrollment

Anecdotal Records

Term of Enrollment

   Disciplinary Reports

   Medical Reports (Doctor)

   Excuses (Parental)

   Insurance Forms

Post High School Placement

6 years

   Information and Follow-up

Applications for Free Lunch

SPECIAL NEEDS STUDENT RECORDS

These records for special needs students should be kept as long as the student is in a program and there is District liability for the education of the student. Given court decisions that are retroactive, it may be prudent to preserve all records for at least six (6) years after termination or program completion.

  • Index of Documents

  • Log of People Who Have

  • Reviewed Material in Each Folder

Notification to Parent of Meeting to Discuss the Student's Program with Placement Team

  • Permission to Test Form

  • Student Referral Form

  • Diagnostic Form

    • Accumulation of Data

    • Psychological Exams

    • Learning Disabilities Tests

  • Team Meeting Notes

  • Spedis Forms

  • IEP's

  • Teacher/Student Comments Correspondence

  • Out-of-District Progress Reports

TYPE

LOCAL

STATE

FEDERAL

VOCATIONAL EDUCATION

AVI Forms

1 year

Center Regional Contracts  

20 years

Equipment Inventories

5 years

Federal Forms

 

5 years

Regulatory References:

ED 306.10 (a) (4) (Records Retention)

NHSBA Code EHB

Revised from 3/11/02

First Reading Coordination: 10/10/12

Second Reading and Adoption by BOSC: 11/13/12