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Schedule 10 (Nebraska)

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Schedule 10
LOCAL SCHOOL
DISTRICTS
May 24, 2018
Nebraska Records Management Division
440 South 8
th
Street, Suite 210
Lincoln, NE 68508
(402) 471-2559
INSTRUCTIONS FOR USING THIS SCHEDULE
Records retention and disposition schedules are designed to serve as your records
management guideline for storing and disposing of agency records, regardless of the media
on which they reside, including paper, microfilm, diskettes, optical disks, CDs, DVDs, servers,
computer hard drives, etc. This schedule was written specifically for records unique to your
office and the Local Agencies General Records Schedule #24 contains those records common
to most local government agencies. This retention schedule, which is approved by the State
Records Administrator, provides your only ongoing authority to dispose of records. Listed below
are some basic procedures to follow when applying this schedule.
DISPOSING OF RECORDS
1. Check your schedules to see what the retention period is. Note: Your agency's
unique schedule will take precedence over General Records Schedule #24 for any
items which have differences in retention requirements.
2. Dispose of records that have met their retention periods.
3. For records requiring a review of, or transfer to the NE State Historical Society
(State Archives), your agency is required to contact the State Archives to negotiate
the transfer. Additionally, once the records are accessioned into their collection,
they become the property of the State Archives. The State Archives may remove
selected records in accordance with standard archival practices to ensure efficient
access, organization and enduring historical value (Nebr. Rev. Stat. §82-107).
Please contact their office by calling (402) 471-4783.
4. Complete a Records Disposition Report for the records you dispose. The Records
Disposition Report form is the last page of this schedule. Remove the form,
photocopy it, complete the form, make a photocopy for your records, and send the
completed form to the Records Management Division at the address below. If you
wish, you may receive this form electronically by contacting the Records
Management Division. This report establishes that the destruction was performed in
your normal course of business.
Please remember to retain the blank form for future use.
NON-SCHEDULED RECORDS
Contact a Records Management Specialist in Records Management to see whether the records
will fit under an item already on the schedule. If they do not, they must be retained until they are
added to the next revision of your schedule.
SCHEDULE UPDATE
It is the responsibility of each agency to periodically update their schedule. A Records
Management Specialist in Records Management can assist you with the schedule update,
which may involve adding new records series and making revisions to existing items. Keeping
your schedule current will ensure you have the ongoing authority to discard records when their
useful life has ended.
QUESTIONS
If you have any questions about these procedures, please contact your agency Records Officer
or the Records Management Specialist in Records Management. They will help you with any
questions the schedule may present, including: transferring records to the State Records
Center or microfilming records, scanning records, etc.
Records Management Division
440 South 8th Street, Suite 210
Lincoln, NE 68508-2294
402-471-2559
Approved: May 24, 2018
Page 1 of 4
ITEM NUMBER
RECORD TITLE DESCRIPTION/EXAMPLES RETENTION REFERENCE/COMMENTS
10-31
ADMISSION CERTIFICATES
NONRESIDENT
Obsolete
10-1
ADULT BASIC EDUCATION
RECORDS-APPLICATION FOR
APPROVAL OF ADULT
EDUCATION FUNDING
Application in response to a request for proposal (RFP) for
federal funding. The proposal describes the needs and
objectives of the adult basic education program. The
proposal also includes activities, procedures and proposed
cost of the program and serves as a contract for the receipt
and expenditure of funds.
5 years or maximum of 10 years if no
audit has been performed
10-2
ADULT BASIC EDUCATION
RECORDS-CLAIMS AND
REPORTS FOR APPROVED
APPLICATIONS
Includes semi-annual claims for reimbursement and
progress reports, evaluation reports, final claims for
reimbursement, final report and project abstract.
5 years or maximum of 10 years if no
audit has been performed
10-3
ADULT BASIC EDUCATION-
ATTENDANCE RECORDS
Attendance records of adults who receive basic skills
training for any grade level. High school credit towards a
diploma is not given for this training although it may prepare
the student to take the G.E.D. exam.
5 years
10-4
ADULT EDUCATION
RECORDS-ADULT
ALTERNATIVE HIGH SCHOOL
ATTENDANCE RECORDS
Attendance records of adults who are enrolled to gain
credits toward a diploma.
ORIGINAL RECORD: Permanent; OR
transfer to durable medium and destroy
originals
SECURITY MICROFILM: Transfer to
Secure Storage
MICROFILM WORK COPY: Permanent
DURABLE MEDIUM COPIES: Permanent
10-5
ADULT EDUCATION
RECORDS-ADULT
EDUCATION CLASS
SCHEDULE
Schedules of Adult Education Classes
After end of academic year
10-6 CHILD NUTRITION
Child Nutrition files including financial statements, fees,
commodities, applications, receipts, claims for
reimbursement analysis and production records, program
records, verification records, etc.
5 years or maximum of 10 years if no
audit has been performed
10-15
FEDERAL APPLICATION
PROGRAM RECORDS
Federal Application program records include: applications,
award letters, claims for reimbursement, enrollment totals
form and attendance, official notice of eligibly, evaluations,
proposals, approvals, budget forms, financial statements,
etc.
5 years or maximum of 10 years if no
audit has been performed
● These application are also
called Applications for Approval
of Programs
Supersedes Edition of February 1, 1989
Approved: May 24, 2018
Page 2 of 4
ITEM NUMBER
RECORD TITLE DESCRIPTION/EXAMPLES RETENTION REFERENCE/COMMENTS
10-67
FINANCIAL RECORDS
All financial records created or received by school districts
7 years
Education Department General
Administrative Regulation
(EDGAR)
10-72 HIGH SCHOOL YEAR BOOKS
High school yearbooks published annually by individual
schools, grades 9 through 12 or 7 through 12.
Permanent- 1 copy
Contact State Archives before
any year books are transferred
out of the school, or if the school
is closed or merged with another
district
10-32
REPORT OF SCHOOL FIRE
DRILL TO STATE FIRE
MARSHAL OF NEBRASKA
School official's report of the monthly fire drill which is
required by statute.
2 years
10-37
REPORTS TO AND FROM
STATE DEPARTMENT OF
EDUCATION
School Districts reports filed with the Nebraska Department
of Education. These records include Annual Fall Reports in
the fall of enrollment, staff data and of general financial
data. Also included is a secondary school class schedule.
Forms include: Fall Personnel Report (NDE 0214), Fall
Curriculum Report (NDE 0215), School District Membership
Reports (NDE 0216, 0217), State Aid Supplement (NDE
0217-second page), ESU/School District Personnel Report,
Reports of receipts and expenditures, Reports of
Compliance, Yearly EEOC and National Center for
Education Statistics of the U.S. Department of Education,
limited English proficient student enrollment report, child's
transportation reimbursement application, report of last
payment of state aid, grade by grade fall membership
report, dropout/returned report.
Final reports are retained by Nebraska
Department of Education. School districts
are responsible for retaining all records
used to complete each report under each
records specific record series. (i.e. receipts
and invoices must be retained under 10-67
Financial Records)
84-1202 (6)
School Districts are not required
to retain a copy of the final
report. Any working papers that
do not fall under another
retention series used to create
the report can be disposed of
upon completion of the report
using 24-89
10-33 RETIREMENT REMITTANCES
See Schedule 24-41
10-34
SCHOLARSHIP APPLICATION
FORMS AND RELATED
RECORDS
Includes application forms, letters of recommendation,
transcripts and correspondence.
ORIGINAL RECORD: Permanent; OR,
transfer to durable medium and destroy
originals pursuant to section 10-6
SECURITY MICROFILM: Transfer to
Secure storage
MICROFILM WORK COPY: Permanent
DURABLE MEDIUM COPIES: Permanent
NON-RECIPIENTS: 1 year after
scholarship is awarded
NOTE: All information except
the name of the recipient of the
scholarship (and the names of
auxiliaries) is confidential
information. See Section 84-712
et seq., R.R.S. 1943
10-58
STUDENT RECORDS-CLASS
ROSTER
List of students enrolled in a specific course or class and
used as working papers by the teacher. This information
might also be found in TEACHER GRADE BOOKS.
5 Years
Approved: May 24, 2018
Page 3 of 4
ITEM NUMBER
RECORD TITLE DESCRIPTION/EXAMPLES RETENTION REFERENCE/COMMENTS
10-59
STUDENT RECORDS-
DIRECTORY INFORMATION
May include the following information relating to a student:
the student's name, address, telephone number, date and
place of birth, major field study, participation in officially
recognized activities and sports, weight and height of
members of athletic teams, dates of enrollment, degrees
and awards received, the most recent previous educational
agency or institution attended by the student and other
similar information.
ORIGINAL RECORD: Permanent; OR,
durable medium and destroy originals
pursuant to section 10-6 upon the student's
graduation or after a 3 year continuous
absence from school
SECURITY MICROFILM: Transfer to State
Archives
MICROFILM WORK COPY: Permanent
DURABLE MEDIUM COPIES: Permanent
NOTE: Certain requirements
must be met before information
can be released, see 34 CRF
99.37
10-60
STUDENT RECORDS-
DISCIPLINARY RECORDS
Disciplinary records are to be maintained separately from
academic records and are to be CONFIDENTIAL and
withheld from unauthorized persons.
Destroy all DISCIPLINARY RECORDS
after the student's 3 year continuous
absence from school
See Section 79-4, 157, R.R.S.
10-61
STUDENT RECORDS-
PERMANENT STUDENT
RECORDS
The items listed below are examples of the types of records
which would be included in the student's permanent record.
The list is not meant to be all encompassing. Permanent
student records may include:
1. Student's social security number
2. Summary attendance records
3. Grade level completed
4. Transcript of classes taken with grades and credits
received
5. Record of date and of type of inoculations and health
examinations which are given to the class or student body
as a whole
6. Record of participation in officially recognized school
activities and sports
7. Signatures of people who are required to sign for access
to permanent student records and statement of purpose for
such access
8. Student's or student's parents' written consent of release
of permanent student records
ORIGINAL RECORD: Permanent; OR,
durable medium and destroy originals
pursuant to section 10-6-10 upon the
student's graduation or after a 3 year
continuous absence from school
SECURITY MICROFILM: Transfer to
secure offsite storage
MICROFILM WORK COPY: Permanent
DURABLE MEDIUM COPIES: Permanent
NOTE: These records are
confidential
10-62
STUDENT RECORDS-REPORT
CARDS (SCHOOL COPY)
School copy of grade report given to each student.
Dispose of after information is
transferred to student's permanent
record
10-63
STUDENT RECORDS-
SCHOOL ATTENDANCE
RECORDS
School's record of student's specific attendance during a
school year which includes days present and days absent.
Dispose of after summary information is
transferred to student's permanent
record
10-64
STUDENT RECORDS-
SPECIAL EDUCATION
RECORDS
All records of students in special education programs
including financial records and individual student records.
5 years after no longer needed to provide
services for the student or after 20 years,
whichever is sooner
See 34 CFR 300
Approved: May 24, 2018
Page 4 of 4
ITEM NUMBER
RECORD TITLE DESCRIPTION/EXAMPLES RETENTION REFERENCE/COMMENTS
10-65
STUDENT RECORDS-
SUBSIDIARY STUDENT
RECORDS
The items listed below are examples of the types of records which
would be considered subsidiary student records. The list is not
meant to be all encompassing. Subsidiary student records may
include:
1. Results of standardized achievement, aptitude, ability, interest
and intelligence tests
2. Early entrance to Kindergarten
3. Protocols of tests administered to the class or student body as a
whole
4. Psychological examination reports
5. Diagnostic education evaluations
6. School social worker's case study reports
7. School Educational Specialists' Report
8. Truancy reports
9. Final reports by non-school special consultants
10. Correspondence concerning student
11. Educational, medical and family histories and data particular to
individual students
12. Data summary reports
13. Transcripts of school hearings concerning students (non-
disciplinary)
14. Student's or student's parents' written consent of release of
subsidiary student records
15. Parents' written consent permitting special examination of their
child
16. Anecdotal records
17. Signatures of people who are required to sign for access to
subsidiary student records and statement of purpose for such
access
18. Extra copies of permanent student records (confidential
record)
19. Limited English Proficient Individual Student data
Dispose of all SUBSIDIARY STUDENT
RECORDS upon the student's graduation
or after the student's 3 year continuous
absence from school
10-67
STUDENT RECORDS-
TEACHER PLAN BOOKS
Teacher's record of lesson plans, assignments and tests
during a school year.
Dispose of when no longer of reference
value
10-36 TEACHER CERTIFICATES
Copy of each teacher's Nebraska Teaching Certificate. The
certificate is each teacher's license to teach which shows
areas of specialization and the levels for which the person
is prepared.
After teacher is no longer employed by
the district or after superseded,
whichever is sooner.
NEBRASKA SECRETARY OF STATE RECORDS
DISPOSITION REPORT
Send to: Records Management Division
440 S. 8
th
Street, Suite 210
Lincoln, NE 68508-2294 402-471-2559
sos.recordsmanagement@nebraska.gov
Approved records retention schedules serve as the legal authority to dispose of
records regardless of the media on which they reside. Nebraska revised statute §84-1212.02 requires agencies
to report records dispositions on forms provided by the State Records Administrator. Use this form to meet that
requirement.
1. AGENCY & DIVISION
2. SCHEDULE NUMBER(S) ONLY- AGENCY SPECIFIC SCHEDULE OR GENERAL RECORDS SCHEDULE
3. RECORD MEDIUM
PAPER
☐
ELECTRONIC
☐
OTHER
☐
4. FINAL DISPOSTION METHOD
5. VOLUME OR FILE SIZE OF RECORDS DISPOSED
6. OPTIONAL DETAILS FOR ELECTRONIC AND PAPER RECORDS
(list whatever level of detail you will want to keep
for future use to document what specifically you deleted/destroyed):
7. SIGNATURE
PRINTED NAME
DATE
SIGNATURE
INSTRUCTIONS
1.
Enter the agency and division.
2.
Enter the records schedule number(s) that provide authority to dispose of records. The schedule number
is either the agency specific schedule and/or the general records schedule. If you are disposing of
records from the general records schedule, enter either 24 for local agencies or 124 for state agencies.
3.
Choose the record medium being disposed of.
4.
Please describe how final disposal was accomplished such as trash, recycled, shredded, deleted, etc.
5.
For paper records, report the total volume of records disposed. One standard size storage box
(15x10x12) is one cubic foot. For electronic records, report the total file size deleted. An estimate of
total volume is fine.
6.
Use the optional information area to list the level of detail you want to keep for future use to document
what specifically was deleted/destroyed.
7.
Sign and date the form and send it to the Records Management Division at the address above. Retain a
copy for your records in accordance with schedule 24-71 for local agencies and 124-100 for state
agencies.
Revised 1/17
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Schedule 10 (Nebraska)

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