805.00 - Records

805.00 - Records dawn@iowaschoo… Wed, 05/27/2020 - 15:11

805.01 - School District Records

The South Tama County School District records shall be housed in the administrative offices of the school district. It shall be the responsibility of the board secretary 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
Annual budget Permanently
Permanent record of individual pupil Permanently
Records of payment of judgments against the school district 20 Years
Bonds and bond coupons after maturity 10 Years
Written contracts 10 Years
Non-payroll personnel records 7 Years (or 1 yr. after termination)
Affirmative Action materials 5 Years
Canceled warrants, check stubs, bank statements, bills, invoices, and related records 5 Years
Payroll records 3 Years
Recordings of closed meetings 1 Year
Program grants As determined by the grant

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 Director of Finance and Operations. 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 administrative office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building principal 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 central administrative office. These records will be maintained by the board secretary.

Personnel records shall be housed in the administrative offices of the school district. The personnel records shall be maintained by the superintendent, principal, and the board secretary.

Records that are sixty (60) years old or older are considered historical documents and shall be turned over to the Tama County Historical Society. These records include Board minutes, district documents, and other transactions by the district. Individual student records and employment records shall not be turned over as outlined above.

The superintendent may electronically store and/or back-up or use any other reliably mass storage method to preserve 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 electronic record meets the same legal requirements as the original record.

(April 12, 1971; April 17, 1989; March 18, 1991; May 15, 2000; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

dawn@iowaschoo… Wed, 05/27/2020 - 15:11

805.01 R1 - Publication of Financial Records

Each month the schedule of bills allowed by the board shall be published in a newspaper designated as a newspaper for official publication. Annually, the total salaries paid to school district personnel regularly employed by the school district shall be provided to the media to be published in accordance with law in a newspaper designated as a newspaper for official publication.

It shall be the responsibility of the board secretary to provide the media with documents consistent with this policy.

(December 21, 1987; July 15, 1991; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

dawn@iowaschoo… Wed, 05/27/2020 - 15:15

805.02 - Bonds for Officers and Employees Insurance

The Secretary and the Treasurer of the Board of Directors, the Activities Secretary and any School Business Officials shall each give bond to the school district in such amount as the Board may require, but in no case less than ten thousand dollars ($10,000.00) with securities to be approved by the Board. Bonds shall be filed with the executive officers of the school district.

All other employees shall be covered by a blanket bond in the amount of at least $1,000.00.

(April 12, 1971; July 15, 1991; June 20, 1994; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

dawn@iowaschoo… Wed, 05/27/2020 - 15:16

805.03 - Insurance Program

The board will maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability. The comprehensive insurance program shall be reviewed once every three years.

The board will purchase insurance at replacement values, when possible, after reviewing the costs and availability of such insurance. Insurance will only be purchased through legally licensed Iowa insurance agents.

The school district will assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss does not significantly affect the operation of the education program or financial condition of the school district.

Insurance of buildings, structures, or property in the open will not generally be purchased to cover loss exposures below $1000 unless such insurance is required by statute or contract.

Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage and loss prevention activities shall be the responsibility of the superintendent. The Superintendent and/or the Director of Finance and Operations shall be responsible for maintaining the fixed assets management system, processing claims and maintaining loss records. The board may retain a private organization for fixed assets management services.

(June 16, 1997; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

dawn@iowaschoo… Wed, 05/27/2020 - 15:16