Madison Metropolitan School District
Board of Education Policies and Procedures

POLICY	ACCOUNTS	6361 Operation

Retention of Records

All District records shall be retained in accordance with the Retention schedule that has been set forth below.

6/2/03

PROCEDURE	ACCOUNTS	6361 Operation

Retention of Records Schedule

1.0 Administration Records

1.1.0	School Board Records	Retention Period*	Historical Value**
1.1.1	School Board Meeting Minutes and Agenda Packets	Permanent	x
1.1.2	School Board Committee Meeting Minutes	Permanent	x
1.1.3	Citizens Advisory Committee Meeting Minutes	Permanent	x
1.1.4	Management Team Meeting Minutes	3 years
1.1.5	Annual Reports to the School Board	3 years	x
1.1.6	School Board Policies	Until Superceded	x
1.1.7	School Board Correspondence	3 years
1.1.8	Management Procedures	Permanent	x
1.1.9	Legal Opinions	7 years	x
1.1.10	Notice of Meetings	7 years
1.1.11	Petitions	7 years	x
1.1.12	Referendum Results	Permanent	x
1.1.13	Complaints	7 years
1.1.14	Newsletters/Bulletins	1 year	x
1.1.15	Special Project Studies/Reports	3 years	x
1.1.16	Long Range Planning Reports	7 years	x
1.1.17	Management Correspondence/Memos	1 year
1.1.18	Excuse from School Attendance Report to Board	3 years
1.1.19	Election Notices	2 years
1.1.20	Election Petitions	2 years
1.1.21	Election Poll Lists	2 years
1.1.22	Election Statistics	2 years
1.1.23	Election Tally	2 years
1.1.24	Election Tally Books and Returns	2 years
1.1.25	Election Canvassing	10 years following elections
1.1.26	Election Registrations	2 years following voter registration

* Retention periods begin at the time the records are created.
** Transfer the record to the State Historical Society if it will not be preserved permanently by the District.

1.2.0	Buildings and Grounds Records	Retention Period*	Historical Value**
1.2.1	School District Boundaries (& Plats) (including acknowledgments of changes)	Permanent	x
1.2.2	Architecture Building, Blueprints ***	Life of Building	x
1.2.3	Engineering Tracings	Life of Building
1.2.4	Building and Site Data Books	Permanent
1.2.5	Capital Instruction Books (Building)	Until Superceded
1.2.6	Tool and Equipment Inventory	Life of Building
1.2.7	Specifications	Life of Building
1.2.8	Building Permits	6 years after acceptance
1.2.9	Electrical Directories	Life of Building
1.2.10	Maintenance Requests	7 years
1.2.11	Abstract/Deeds/Title Papers/Mortgages	Permanent
1.2.12	Chemical Wastes Manifest	Permanent

*** Only selected drawings/blueprints have historical value.

1.3.0	Transportation Records	Retention Period*	Historical Value**
1.3.1	Parent or Other School District Transportation Contracts	6 years
1.3.2	Bus Transportation Contract	7 years after expiration
1.3.3	Field Trip Permission Request	2 years
1.3.4	Financial Statement for Out-of-District Field Trips	2 years
1.3.5	Student Bus Registration Card or List	1 year
1.3.6	Bus Rules	Until Superseded
1.3.7	Bus Route Listing	1 year
1.3.8	Report of Transportation of Handicapped Children (PI-1408)	1 year

1.4.0	Statistical Records	Retention Period*	Historical Value**
1.4.1	Wisconsin School Directory Update (PI-1280)	1 year
1.4.2	Compliance Report-Pupil Nondiscrimination (PI-1197)	7 years
1.4.3	Additional Personnel - Unfilled Vacancies/Uncertified/Emergency Licensed (PI-2198)	1 year
1.4.4	School District Staff and Teacher Personnel Report (PI-1161)	Maintain source documents permanently
1.4.5	School District Statistical Report (PI-1203)	Maintain source documents permanently
1.4.6	District Support Staff (PI-1289)	Maintain source documents permanently
1.4.7	School Enrollments (PI-1290)	Permanent
1.4.8	List of School Personnel Who are Retiring at the End of the School Year (PI-1600)	1 year

1.5.0	Program Applications/Evaluations	Retention Period*	Historical Value**
1.5.1	Application for Federal Grant Under the Drug-Free Schools and Communities Act of 1986	5 years
1.5.2	Application - Alcohol/Traffic Safety Chapter 20	5 years
1.5.3	Vocational Education Application (PI-1301)(PI-1302)	5 years
1.5.4	Application/Transition Program for Refugee Children (PI-1742)	5 years
1.5.5	ECIA Chapter 1 Annual Evaluation (PI-1751)	5 years
1.5.6	Summer School Program Report - ITP Summary (PI-1805)	5 years
1.5.7	Annual Achievement Report for Vocational Education (PI-1309)	5 years
1.5.8	Application - ECIA, Chapter 2 (PI-1900)	5 years
1.5.9	Evaluation - ECIA, Chapter 2 (PI-1907)	5 years
1.5.10	EESA Title II Participation Verification (PI-1936)	5 years
1.5.11	EESA Title II - Application (PI-1937)	5 years
1.5.12	EESA Needs Assessment (PI-1938)	5 years
1.5.13	Application - ECIA Chapter 1 Migrant Education (PI-1730)	5 years
1.5.14	Application - Alcohol and Other Drug Programs Project Grant (PI-1816)	5 years
1.5.15	Application - CESA Suicide Prevention Program (PI-9000)	5 years
1.5.16	Evaluation Report - Suicide Prevention Program (PI-9001)	5 years
1.5.17	Children at Risk Program Plan (PI-2376)	5 years
1.5.18	ECIA - Chapter 1/Project Self-Assessment Report (PI-1721)	7 years
1.5.19	ECIA - Chapter 1 General Evaluation (PI-1751)	7 years
1.5.20	Alcohol and Other Drugs Fellowship Program Application (PI-1809)	7 years
1.5.21	Application for Approval of Occupations Now Prohibited Under Child Labor Provision NO. 3 (PI-1770)	7 years
1.5.22	Grant Application - Human Growth and Development (HGD) (PI-9100-C)	7 years

2.0 Finance Records

2.1.0	Purchasing/Payroll Records	Retention Period*	Historical Value**
2.1.1	Purchase Requisitions	1 year
2.1.2	Purchase Orders	3 years
2.1.3	Stock Requisitions	1 year
2.1.4	Textbook Disposition Report	1 year
2.1.5	Bids and Contracts	3 years
2.1.6	Performance Guarantee/Warranty of Vendor	Length of Warranty
2.1.7	Vacation/Personal Leave Records	4 years
2.1.8	W-2 Forms	7 years
2.1.9	W-4 Forms	4 years
2.1.10	Social Security Report	7 years
2.1.11	Retirement Reports	Permanent
2.1.12	Canceled Payroll Check	6 years
2.1.13	Monthly Bank Statement	2 years
2.1.14	Check Register	3 years
2.1.15	Enrollment Cards
2.1.15.1	Disability Insurance	Maintain 10 years after retirement
2.1.15.2	Life Insurance	Maintain 10 years after retirement
2.1.15.3	Health/Dental Insurance	Maintain 10 years after retirement
2.1.15.4	Tax Sheltered Annuity	Maintain 10 years after retirement
2.1.15.5	United Funds	1 year
2.1.15.6	Union Dues	Current year
2.1.15.7	Other Payroll Deductions	4 years
2.1.16	Payroll Distribution Report	4 years
2.1.17	Payroll Deduction Report	4 years
2.1.18	Additional Duty Forms	4 years
2.1.19	Insurance Reports and Bills	3 years
2.1.20	Absence Report/Time Sheets	1 year
2.1.21	State and Federal Tax Reports	3 years
2.1.22	Stop Payments	1 year
2.1.23	Merit Pay	Current year

2.2.0	Accounting/Budget Records	Retention Period*	Historical Value**
2.2.1	Budget Report to DPI (PI-1504)	Permanent
2.2.2	Annual Report to DPI (PI-1505)	Permanent
2.2.3	Annual Audit Statement to DPI (PI-1506)	Permanent
2.2.4	Regular Tuition Reports (PI-1514)	Permanent
2.2.5	Summer School Report to DPI (PI-1804)	3 years
2.2.6	Annual Budget Preparation Records	3 years
2.2.7	Annual Budget	Permanent	x
2.2.8	Annual Audit Reports	Permanent	x
2.2.9	Disbursement and Receipt Journal	7 years
2.2.10	General Ledger - All Funds	7 years
2.2.11	Fund Ledger Cards	7 years
2.2.12	Canceled General Voucher Checks	7 years
2.2.13	Monthly Bank Statements	7 years
2.2.14	Monthly Reconciliation Ledger	7 years
2.2.15	Bank Deposit Receipts	7 years
2.2.16	District Equalization Valuation Report	7 years
2.2.17	State Aid Computation Cards (PI-1519)	7 years
2.2.18	Tax Levy Certification	7 years
2.2.19	State Aid Payment Vouchers (PI-1518)	7 years
2.2.20	State Transportation Aid Vouchers (PI-1547)	7 years
2.2.21	Common School Fund Voucher	7 years
2.2.22	County Aid Payment Voucher	7 years
2.2.23	State Superintendent Acknowledgment of District Boundary Changes	7 years
2.2.24	State Aid Worksheets	7 years
2.2.25	Outstanding Long-Term Indebtedness Statements Includes:	Permanent
2.2.25.1	Long-Term Bonds
2.2.25.2	Long-Term Notes
2.2.25.3	Short-Term Notes
2.2.25.4	Approved State Trust Fund Application
2.2.25.5	Land Contracts
2.2.25.6	Certificate of Bond Sale
2.2.25.7	Schedule of Bond Retirements
2.2.26	Canceled Bonds of Indebtedness and Interest	7 years
2.2.27	Canceled Interest Coupons	7 years
2.2.28	Invoices	7 years
2.2.29	Receiving Reports	7 years
2.2.30	Contracts for Contest Officials	1 year
2.2.31	Contracts for Athletic Officials	1 year
2.2.32	Insurance Policies	Permanent
2.2.33	Damage and Loss Reports	7 years
2.2.34	Food Service Records
2.2.34.1	Application/Agreement/Policy Statements for Food and Nutrition Programs	3 years
2.2.34.2	Applications for Free and Reduced Price Meals	3 years
2.2.34.3	Joint Agreement/Vendor - Management Company	3 years
2.2.34.4	Verification Summary/Documentation	3 years
2.2.34.5	Daily Participation Record (by building) (Lunch, Breakfast, ½-Day Kindergarten Milk)	3 years
2.2.34.6	Menus/Production Record (lunch and breakfast)	3 years
2.2.34.7	Monthly Reimbursement Claim (PI-1409)	3 years
2.2.34.8	Quarterly Financial Report (PI-1409)	3 years
2.2.34.9	Donated Food Distribution Program	3 years
2.2.34.10	Monthly Inventory Records	3 years
2.2.34.11	A la Carte, Lunch, Breakfast, ½-Day Kindergarten Milk Program Sales Records	3 years
2.2.35	Grant Applications - Successful++	5 years or after audit
2.2.36	Grant Applications - Unsuccessful	1 year
2.2.37	Tuition Worksheet (PI-1524)	1 year after audit
2.2.38	Tuition Claim for Non-Residents (PI-1525)	1 year after audit
2.2.39	Summer School Program Report (aid computation) (PI-1804)	1 year after audit
2.2.40	Vocational Education Financial Plan (PI-1313)	1 year after audit
2.2.41	Certification of Referendum Amount (PI-1572)	1 year after audit
2.2.42	Indirect Cost Rate Adjustment - Schools (PI-1161)	7 years
2.2.43	Budget Revision/Equipment Approval (PI-2175)	7 years

++ Records must be retained for 5 years after completion of the activity for which the grant was used.

3.0 Personnel Records

3.1.0	Employee Records	Retention Period*	Historical Value**
3.1.1	Teaching Certificates (including permits and certifications)	Permanent
3.1.2	Transcript of College Credit	Until termination
3.1.3	Certificate of Previous Experience	1 year after initial employment
3.1.4	Evaluation Records	10 years after date of retirement, resignation or termination
3.1.5	Individual Teaching Contracts	10 years after termination
3.1.6	Other Individual Employment Contracts	10 years after termination
3.1.7	Applications (Hired)	10 years after date of retirement, resignation or termination
3.1.8	Applications (Not Hired)	3 years
3.1.9	Immigration and Nationalization Service INS 9 Forms	3 years from date of hire, or one year after termination, whichever is later
3.1.10	Staff Accident Reports
3.1.10.1	Injury Claims	5 years after settlement
3.1.10.2	Workers Compensation	5 years after settlement
3.1.10.3	Public Liability	5 years after settlement
3.1.10.4	Settlements	Permanent
3.1.11	Injury Frequency Charts (DIHLR)	7 years
3.1.12	Health and Safety Bulletins	Until superseded
3.1.13	Medical Records
3.1.13.1	Physical Examinations	Until superseded
3.1.13.2	TB Tests	3 years or until superseded
3.1.13.3	Other Medical Records	3 years after separation
3.1.14	Health & Dental Insurance Waivers	1 year after date of retirement, resignation or termination
3.1.15	Affirmative Action Files Sexual harassment and discrimination	Permanent
3.1.16	Arbitration Decisions - Negotiator	Permanent
3.1.17	Athletic Activity Contracts	6 years beyond date of initial contract
3.1.18	Classification Studies Description of job duties of individual school district positions	5 years from creation
3.1.19	Disability Insurance Claims Claims filed by employees for disability insurance program	7 years after final settlement of claim
3.1.20	Eligibility Register Lists of job applicants who have qualified for positions within District	Retain until 3 years after job has been filled
3.1.21	Employee Deficiency/Termination Reports	5 years after termination
3.1.22	Equal Employment Opportunity Reports/Summary Data Reports sent to Federal Government	3 years
3.1.23	Fair Labor Standards Act Salary schedules, employee classification, compensation periods, work schedules/periods	Permanent
3.1.24	Grievance Files Employee grievances and/or complaints filed under a labor agreement or personnel rules. This also relates to arbitration files and related court cases	7 years from date of filing
3.1.25	Insurance Certificates and Policies	6 years after expiration
3.1.26	Insurance Premium Reports	6 years from date of creation
3.1.27	Insurance Working Files	5 years from date of creation
3.1.28	Labor Union - Contracts Contracts between school district and various labor unions including: correspondence, salary schedules, personnel policies	6 years after expiration
3.1.29	Labor Union - Disputes	Permanent
3.1.30	Labor Union - Negotiations Minutes	Permanent
3.1.31	Non-Union Salary Determination Annual salary schedules for all non-union employees	6 years after expiration
3.1.32	OSHA - Employee Accident Reports	5 years beyond date of accident
3.1.33	OSHA - Employee Exposure Records*** Any information concerning employees exposed to toxic substances or harmful physical agents	30 years after termination, resignation or retirement
3.1.34	OSHA - Employee Medical Records Any information concerning the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel, or technician, including: medical and employment questionnaires or histories, medical exams, medical opinions, descriptions of treatments and prescriptions, and employee medical complaints	30 years after termination, resignation or retirement
3.1.35	Performance of Work Contracts	10 years after action completed
3.1.36	Personnel Records - Individual Containing applications, accident reports, citations, medical records (physical exam certificates, etc.), personal history, employee references, and letters of appointment/promotion, termination/resignation, performance appraisals, leaves of absence	10 years after date of retirement, resignation or termination
3.1.37	Personnel Records - Summer School Applications, contracts and miscellaneous correspondence for summer employment	10 years after date of retirement, resignation or termination
3.1.38	Personnel and Promotion List	3 years or until superseded
3.1.39	Position Recruitment File Relating to posting, recruitment, selection, and appointment to each position	3 years after date of recruitment
3.1.40	Requisition for Personnel Request for personnel to fill job vacancies	Retain until 3 years after job is filled or the requisition is canceled
3.1.41	Substitute Teacher Reports	3 years from date of hire
3.1.42	Unemployment Claims/Compensation Claims for unemployment	6 years after settlement
3.1.43	Worker's Compensation - Claims injury reports and correspondence dealing with injuries	5 years after settlement
3.1.44	Summons/Pleadings, other Legal Documents	Permanent
3.1.45	Notice of Claims	7 years

*** The EPA Toxic Substance Control Act requires 30 year retention for records of adverse reactions to employees' health, or health-related allegations arising from occupational exposure; five years for other allegations.

4.0 Pupil Records

4.1.0	Information Records	Retention Period*	Historical Value**
4.1.1	Homebase Education Application (PI-1206)	1 year after graduation
4.1.2	Home Language Reports - Civil Rights Information	1 year after student leaves school system
4.1.3	Listing of Disclosure and Transfer of Student Records	Permanent
4.1.4	Nonresident Pupil Attendance Application/Agreement	1 year after student leaves school system
4.1.5	Athletic Records Team results, participation, contracts, transportation records, etc.	7 years after student leaves school system
4.1.6	Accident Reports - Student Originating during school year and on school buildings or grounds	3 years after student reaches age of majority
4.1.7	School Census Report (PI-1276)	Permanent
4.1.8	Driver Education Program Approval (PI-1709)	7 years
4.1.9	Application for Driver Education Certificates (PI-1715)	3 years
4.1.10	Report of Students Leaving School (PI-1204)	Permanent
4.1.11	January Pupil Membership Report (PI-1563)	3 years
4.1.12	Summary of Limited - English Speaking Students (PI-1850)	7 years

4.2.0	Progress Records	Retention Period*	Historical Value**
4.2.1	Pupil Progress Records	7 years after student leaves school system or graduates
4.2.1.1	Secondary School Record	7 years after student leaves school system or graduates
4.2.1.2	Scholastic Record Card	7 years after student leaves school system or graduates
4.2.1.3	Pupil's grades	7 years after student leaves school system or graduates
4.2.1.4	Courses taken	7 years after student leaves school system or graduates
4.2.1.5	Attendance record	7 years after student leaves school system or graduates
4.2.1.6	Pupil's school extracurricular activities	7 years after student leaves school system or graduates
4.2.1.7	Degrees/Awards	7 years after student leaves school system or graduates
4.2.1.8	Report Cards	7 years after student leaves school system or graduates
4.2.1.9	Transcript	Permanent

4.3.0	Behavioral and Health Care Records	Retention Period*	Historical Value**
4.3.1	Pupil Health Care Records Accurate complete and current data base; past health history, present health status, immunization status, health practices, developmental history and status, family structure, function and health Problem/Concern List School Psychologist Assessment Records, Treatment Records Sequential Narrative Notes, School Nurse Notes OT/PT Records Plan for Continuity of Care/Service at Transfer, Graduation	1 year after student leaves school system or graduates
4.3.2	Achievement and Test Results Ability Profile	1 year after student leaves school system or graduates
4.3.3	Psychological Test Results, School Level	1 year after student leaves school system or graduates
4.3.4	Psychological Test Results, Central Office	1 year after student leaves school system or graduates
4.3.5	Individual Student Disciplinary File	1 year after student leaves school system or graduates
4.3.6	Student Expulsion Report	1 year after student leaves school system or graduates
4.3.7	Student Suspension Report	1 year after student leaves school system or graduates
4.3.8	Assault Against Staff Report	1 year after student leaves school system or graduates
4.3.9	Evaluation Records	1 year after student leaves school system or graduates
4.3.10	Individual Education Program (IEP)	1 year after student leaves school system or graduates
4.3.11	IEP Team Reports	1 year after student leaves school system or graduates

5.0 Special Education Records

5.1.0	Special Education Records	Retention Period*	Historical Value**
5.1.1	Special Education Plan/Claim (PI-2199 or equivalent)	3 years
5.1.2	Homebound Instruction Application (PI-2209 or equivalent)	3 years
5.1.3	Project Applications (PI-2111)
5.1.3.1	PL 94-142 Flow-Through Funds	3 years
5.1.3.2	PI 94-142 Discretionary Funds	3 years
5.1.3.3	PL 89-313 Local Educational Agency Transfer Funds	3 years
5.1.3.4	PL 99-457 Preschool Entitlement Funds	3 years
5.1.3.5	PL-457 Preschool Discretionary Funds	3 years
5.1.4	Plan and Claim/Annual Plan of Services
5.1.4.1	Exceptional Education (PI-2199)	3 years
5.1.4.2	Summary of EEN Programs/EEN Plan and Claim Summary (PI-2200)	3 years
5.1.4.3	EEN Leadership (PI-2201)	3 years
5.1.4.4	Mentally Retarded (PI-2202)	3 years
5.1.4.5	Special Learning Disabilities (PI-2203)	3 years
5.1.4.6	Emotionally Disturbed (PI-2204)	3 years
5.1.4.7	Vision (PI-2205)	3 years
5.1.4.8	Hearing (PI-2206)	3 years
5.1.4.9	Speech Language (PI-2207)	3 years
5.1.4.10	Physically Handicapped/Other Health Impaired (PI-2208)	3 years
5.1.4.11	Homebound Instruction (PI-2209)	3 years
5.1.4.12	Early Childhood (PI-2210)	3 years
5.1.4.13	School Age Parents Program (PI-2314)	3 years
5.1.5	School Psychological Services Financial Plan and Claim (PI-2311)	3 years
5.1.6	School Social Worker's Plan and Report (PI-2312)	3 years
5.1.7	School Psychologist's Plan and Report (PI-2313)	3 years
5.1.8	School Social Work Services Financial Plan and Claim (PI-2361)	3 years
5.1.9	Registration of Blind Students (PI-2004)	3 years
5.1.10	School District Plan, Part A Exceptional Needs Assessment (PI-2176)	3 years
5.1.11	PL 89-313 Count of Children Transferring to Local Education Agencies from State Operated and State Supported Program (PI-2119)	3 years
5.1.12	Enrollment Report - Exceptional Education (PI-2300)	3 years
5.1.13	Enrollment Report - Therapy Services (PI-2131)	3 years

6.0 Miscellaneous Records

6.1.0	Miscellaneous Records	Retention Period*	Historical Value**
6.1.1	School Newspapers	Permanent+
6.1.2	School Yearbooks	Permanent+
6.1.3	Student Handbooks	Permanent
6.1.4	Inventory Stock Cards	7 years
6.1.5	Tuition Cards	7 years
6.1.6	Vouchers - General and Petty Cash	7 years
6.1.7	Earning records	7 years
6.1.8	Audit Reports	7 years
6.1.9	State Reports	Permanent
6.1.10	General Journal	Permanent
6.1.11	Videotape recordings of Board of Education meetings	2 years
6.1.12	All videotape recordings related to or for the MMSD that are not Board of Education meetings	1 year
6.1.13	Scripts and other media production documents	1 year
6.1.14	Electronic mail	7 years

+ It is suggested that a copy also be routed for preservation to a local library.

6.2.0	MSCR Records	Retention Period*	Historical Value**
6.2.1	Sports individual player contracts - with signed waiver	2 years
6.2.2	Individual program registration - with signed waiver	2 years
6.2.3	Credit card receipts	7 years
6.2.4	Accident reports	7 years
6.2.5	Employee - part time contracts	7 years
6.2.6	Employee - part time: I9's, W-4's, TB tests (former employees)	3 years after last worked
6.2.7	Employee - part time: Criminal Record Check	1 year after last worked
6.2.8	Permits to use building	3 years
6.2.9	Bank statements	7 years
6.2.10	Payroll time sheets	1 year
6.2.11	Contracts for services (officials, entertainers, consultants)1 year
6.2.12	Grants - successful	5 years+
6.2.13	Grants - unsuccessful	1 year
6.2.14	Advisory Committee Minutes	Permanent

+ Records must be retained for five years after completion of the activity for which the grant was used.

6/2/03

Last Updated: Tue Jul 10 14:19:42 2007
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