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)