New Richmond Exempted Village School District
Bylaws & Policies
 

8310 - PUBLIC RECORDS

It is the policy of the Board of Education (hereinafter the "Board") that openness leads to a better informed citizenry, which leads to better government and better public policy. It is the policy of the Board too adhere to the state's Public Records Act.

Public Records

This Board, in accordance with the Ohio Revised Code, defines records as including the following: Any document - paper, electronic (including, but not limited to e-mail), or other format - that is created or received by, comes under the jurisdiction of a public office that documents the organization, functions, records of the district are public unless they are specifically exempt from disclosure under the Ohio Revised Code.

It is the policy of the Board that, as required by Ohio law, records will be organized and maintained so that they are readily available for inspection and copying (See Section 4 for the e-mail policy). Additionally record retention schedules are to be updated regularly and posted prominently.

Records Request

Each request for public records should be evaluated for a response using the following guidelines:

 

A.

Although no specific language is required to make a request, the requester, must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. If it is not clear what records are being sought, the records custodian may deny the request but shall provide the requester with an opportunity to revise the request by informing the requestor of the manner in which the office keeps its records.

     
 

B.

There is no requirement that an individual making a public records request put a records request in writing to provide his or her identity or the intended use of the requested public record. However, the Board may ask a requester to make the request in writing, may ask the requester's identity, and may inquire about the intended use, but only after disclosing to the requester that a written request is not mandatory and that the requester may decline to reveal the requester's identity or intended use and when a written request or disclosure of the identity or intended use would benefit the requester by enhancing the ability of the public office or person responsible for public records to identify, locate, or deliver the public records sought by the requester.

     
 

C.

Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records shall be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. "Prompt" and "reasonable" shall take into account the volume of records requested; the proximity of location where the records are stored; and the necessity for any legal review of the records requested.

     
 

D.

Any denial of public records requested shall include an explanation, including citation to legal authority. If portions of the records are public and portions are exempt, the exempt portions are to be redacted and the public portions released. If there are redactions, each redaction must be accompanied by a supporting explanation, including citation to legal authority.

Costs for Public Records

Those seeking public records will be charged only the actual cost of making copies.

The charge for paper copies is ten ($.10) cents per page.

There is no charge for documents sent via e-mail.

Requesters may ask that documents be mailed to them. They will be charged the actual cost of postage and mailing supplies.

E-Mail

Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates to the business of the office. E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules.

Records in private e-mail accounts used to conduct public business are subject to disclosure, and all employees or representatives of this district are instructed to retain their e-mails that relate to public business (see Public Records) and to copy them to the business e-mail accounts and/or to the office's records custodian.

The records custodian is to treat the e-mails from private accounts as records of the public office, filing them in the appropriate way, retaining them per established schedules and making them available for inspection and copying them in accordance with the Public Records Act.

Failure to Respond to a Public Records Request

The Board recognizes the legal and non-legal consequences of failure to properly respond to a public records request. In addition to the distrust in government that failure to comply may cause, the Board's failure to comply with a request may result in a court ordering the Board to comply with the law and to pay the requester's attorney's fees and damages.

DATA AND RECORDS RETENTION - PROCEDURES

The District Records Commission shall consist of the Board President, Treasurer, and Superintendent. The Treasurer shall serve as chairman/secretary of the Records Commission.

The District Records Commission shall develop a schedule of record retention and disposal (RC-2). Said schedule shall be approved by the Ohio Historical Society and the State of Ohio Auditor's Office.

The commission designates the following personnel as records officers and will communicate with them in regards to matters related to record retention and disposal:

Area

Record Officers

   

Central Administration

Superintendent

Fiscal Operation

Treasurer

Special Services

Director of Pupil Personnel

Food Service

Food Service Director

Schools

Building Principal

LHS Guidance

Guidance Counselor

Transportation

Transportation Director

Procedures for Records Disposal

 

A.

The District records secretary will initiate annually by June 1, procedures to dispose of records according to the approved RC-2 schedule.

     
 

B.

A notice from the District records secretary and copies, as needed, of the certificate of records (RC-3) disposal form will be distributed to those designated as records officers (instructions are on the back of the form).

     
 

C.

Records officers are to list those eligible, disposable records on the certificate of records (RC-3) disposal form according to our schedule.

     
 

D.

The completed certificate of records (RC-3) disposal form is to be returned by June 15 each year to the District records secretary.

     
 

E.

After the certificates of records (RC-3) disposal form have been reviewed by the District records secretary, they will be forwarded to the District Records Commission by July 1 for action at its annual meeting to be held prior to the beginning of a July Board meeting. Minutes will be kept.

     
 

F.

When District records have been approved for disposal, the records commission shall send a list of such records to the Auditor of State. If he/she disapproves the action by the commission, in whole or in part, he/she shall so inform the commission within a period of sixty (60) days and these records shall not be destroyed. Before public records are disposed of, the Ohio Historical Society shall be informed and given the opportunity for a period of sixty (60) days to select for its custody such public records as it considers to be continuing historical value.

     
 

G.

A copy of the records officers certificate of records (RC-3) disposal form should be maintained by them for their records.

 

RECORD RETENTION AND DESTRUCTION

KEY TO SCHEDULE

 
     
 

1000

Board and Administrative Records

 
 

2000

Employee Records

 
 

3000

Student Records

 
 

4000

Building Records

 
 

5000

Central Department

 
 

6000

Financial Records

 
 

7000

Payroll Related Records

 
 

8000

Reports

 
 

9000

Other

 

Symbol meanings:

"After end of fiscal year" means the number of years specified plus the current year.

 

"Provided Audited" means the record series has been audited by the Auditor of State and the audit report released.

 

1.

TO:_____________________________ Records Commission #:________________________

   

2.

FROM:_____________________________________________________________________________

   

3.

Certification: No records shall be retained, destroyed, transferred, or otherwise disposed of in violation of this schedule. No records shall be destroyed if it pertains to any pending case, claim, or action. When records listed on this form are to microfilmed and the originals destroyed, please stipulate.

 
 

Authorized department official:

____________________________________

 

Name title

Date

 

4.

Approvals: Chairman, Records Commission:

____________________________________

   

Name

Date

 
 

Ohio Historical Society:

____________________________________

   

Name

Date

 
 

Auditor of State:

____________________________________

   

Name

Date

5.

SCHEDULE NUMBER

6.

RECORD TITLE AND DESCRIPTION

7.

RETENTION PERIOD

8.

FOR USE BY

APPROVING AGENCIES

1000 - BOARD AND ADMINISTRATIVE RECORDS

1101

Minutes

Treasurer

permanent

 

1101.1

Audio Tapes

Treasurer

2 yrs.*

 

1102

Blueprints, Plans, Maps

Superintendent

permanent

 

1103

Deeds, Easements, Lease, Abstracts

Treasurer

permanent

 

1104

Board Policy Books and Other Adopted Policies

Superintendent

1 yr. after superceded

 

1105

Administrative Regulations

Superintendent

1 yr. after superceded

 

1106

Court Decisions

Treasurer

permanent

 

1107

Claims and Litigation

Treasurer

permanent

 

1201

Elections

Treasurer

5 yrs.

 

1202

Records Commission (Records Disposal)

Treasurer

5 yrs.

 

1203

Agreements (Bargaining & Other)

Treasurer

5 yrs.

 

1204

Budget Policy Files

Treasurer

5 yrs.

 

1301

Workers' Compensation Claims

Treasurer

5 yrs after financial payment made

 

1302

Rank Depository Agreements

Treasurer

4 yrs. after completion

 

1303

Organization Reports

Treasurer

1 yr.

 

1304

Board Meeting Notices

Treasurer

1 yr.

 

1305

Agendas

Treasurer

1 calendar yr.**

 

1401

Adopted Courses of Study

Superintendent

until superceded

 

1402

Adopted Special Education Programs

Superintendent

until superceded

 

1403

Adopted Special Programs

Superintendent

until superceded

 

1404

E-mail

All Administrators

90 days

 

*After end of fiscal year

**Provided Audited

2000 - EMPLOYEE RECORDS (Employee Files include employment applications, resumes, contracts/salary notices, evaluations, personnel actions, absence certification, transcripts and any other documents which became part of the file.)

2101

Certificated Active Employees

All employee files, active or inactive, are the responsibility of the Superintendent in the central office

permanent

 

2102

Classified Active Employees

permanent

 

2103

Certificated Inactive Employees

permanent***

 

2104

Classified Inactive Employees

permanent***

 

2105

Civil Rights, Civil Service and Disciplinary Reports

Asst Supt/Personnel & Secretary

permanent***

 

2107

Retirement Letters

permanent***

 

2108

Substitute Records

25 yrs.

 

2301

Employee Contracts and Salary Notices

Treasurer

4 yrs. after termination from employment

 

2302

Professional Conferences Application

Superintendent

2 years**

 

2303

Irregular Employee Contracts (Substitutes, etc.)

Treasurer

4 yrs. after contract expires

 

2304

Unemployment claims

Treasurer

4 yrs. after final claim paid

 

2305

Unemployment Records

Treasurer

4 yrs.**

 

2306

Applications (not hired)

Superintendent

1 yr.

 

2307

Schedules of Employees

fiscal yr. plus 2 yrs.

 

2308

Student Helper Applications

1 yr.

 

2309

Teacher Personnel Reports (internal)

Fiscal yr. plus 1 yr.

 

2310

I-9 Immigration Verification Forms

Treasurer

termination of employment plus 1 yr.

 

2401

Job Descriptions

Superintendent

until superceded

 

*After end of fiscal year

**Provided Audited

3000 - STUDENT RECORDS

3101

Student Records Folders Enrollment/Withdrawal Information Grades/Transcripts Activities Record

Attendance Records

Individual Test Results

Standardized

Competency/Proficiency

Aptitude

Intervention Records

Foreign Exchange Records

Suspensions/Expulsions

Home Schooled Student Records

Building Principal

permanent***

 

3102

Office Record Card (K-9) (each student enrollment)

Building Principal

permanent***

 

3201

Health/Medical Records

Visual Screening

Hearing Screening

Immunization Records

Building Principal

through graduation

 

3202

Discipline Records

Letters to Parents

Office Discipline

Building Principal

until student leaves Elem, Jr. Hi, or HS

 

3203

Psychological Records (Restricted)

Psychologist

7 yrs.

 

3204

Child Abuse/Neglect Referral Letters

Building Principal

through graduation

 

3301

Teacher Grade Book/Records

Building Principal

3 yrs.**

 

3302

Pre-School Screening Profiles

Building Principal

3 yrs.

 

3303

Age and Schooling Records (Work Permits)

Building Principal

3 yrs.

 

3304

Accident Reports

Building Principal

5 yrs. provided no action pending

 

3305

Individual Educational Plan (IEP)

Building Principal & Director of Pupil Personnel

7 yrs.

 

3306

Free/Reduced Price Lunch Applications

Building Principal

4 yrs.

 

3401

Emergency Information

Building Principal

until superceded

 

*After end of fiscal year

**Provided Audited

***Hard copy maintained for 5 years after student leaves system, then microfilmed

4000 - BUILDING RECORDS

4202

Tornado & Fire Drill Records

Building Principal

1 yr.*

 

4203

Building & Health Inspections

Building Principal

7 yr.*

 

4301

Student Activity Records

Pay-in Forms

Pay-out Forms

Account Forms/Dist. Budget Forms

Req/Purchase Orders

Purpose Clauses

Sales Potential

Projects

Ticket Sales

Reports

Building Principal

2 yrs.

 

4302

Receipts/Deposit Slips

Building Principal

2 yrs.**

 

4303

Budget/Appropriation Records

Building Principal

2 yrs.**

 

4304

Req/Purchase Orders

Building Principal

2 yrs.**

 

4401

Textbook Inventories

Building Principal

until superceded

 

4402

Supplies Inventories

Building Principal

until superceded

 

4403

Student Handbooks

Building Principal

until superceded

 

*After end of fiscal year

**Provided Audited

5000 - CENTRAL DEPARTMENTAL RECORDS

Administrative Offices

5201

School Calendars

Superintendent

5 yrs.

 

5301

Repair, Installation & Maintenance Records

Superintendent

4 yrs.**

 

5302

Prevailing Wage Records

Treasurer

4 yrs.**

 

5303

Rental Information (Use of Facilities)

Treasurer

4 yrs.**

 

5304

Work Orders

Maintenance Supervisor

4 yrs.**

 

5305

Environmental Reports and Data (Asbestos, etc.)

Superintendent

4 yrs.**

 

5306

Vandalism Reports

Superintendent

4 yrs.**

 

5307

Student Activity Purpose Clauses

Treasurer

4 yrs.**

 

5308

Sales Potential Forms (Student Activities)

Treasurer

2 yrs.**

 

5309

Bids and Specifications (Unsuccessful)

Treasurer

1 yr.**

 

5000 - CENTRAL DEPARTMENTAL RECORDS, cont'd

5310

Bids & Specifications (Successful)

Treasurer

4 yrs./completion of project**

 

5311

Contractor Files (Resolutions, additions, Drawings, etc.)

Treasurer

until project complete, if no action pending**

 

5401

Preventative Maintenance Reports

Superintendent

fiscal yr. plus 2 yrs.

 

5402

Warranty/Guarantee

Treasurer

life/warranty of equipment

 

5403

Plant and Equipment Inventory

Treasurer

until superceded**

 

5404

Textbook/Workbook Inventory

Superintendent

until superceded

 

5405

Supplies Inventory

Superintendent

until superceded

 

Special Education Department

5221

Special Education Tutoring Reports

Building Principal & Director of Pupil Personnel

10 yrs.

 

5222

Individual Educational Plan (IEP)

Building Principal & Director of Pupil Personnel

7 yrs.

 

5223

Psychological Records (Restricted)

Psychologist

through graduation

 

Transportation Department

5340

Driver Physical

Transportation Director

2 yrs. after termination

 

5341

Fuel Consumption Data

Transportation Director

4 yrs.**

 

5342

Transportation Records

Transportation Director

4 yrs.**

 

5343

Field Trip Forms & Volunteer Driver Forms

Transportation Director

fiscal yr. plus 2 yrs.

 

5441

Accident Reports

Transportation Director

3 yrs. provided no action pending

 

5442

Vehicle Registration

Treasurer

life of vehicle

 

5443

Vehicle License

Treasurer

until termination plus 1 yr.

 

5444

Abstracts

Transportation Director

1 yr.

 

5445

Certification

Transportation Director

1 yr.

 

5446

Supplies Inventory

Transportation Director

until superceded**

 

5447

Vehicle Defect Report

Transportation Director

life of vehicle

 

Food Service Department

5261

Food Service Records

Menus

Food Production

Mild Sold

Students Served

Food Service Director

4 yrs.**

 

5262

Lunchroom Records

Cash Register Tapes

Cashier's Daily Reports

Food Service Director

4 yrs.**

 

5263

Lunchroom Reports (Free and Reduced)

Food Service Director

4 yrs.

 

5461

Lunchroom Lists (Free and Reduced)

Food Service Director

7 yrs.

 

5462

Inventories

Food Service Director

until superceded**

 

5463

License, Lunchroom

Food Service Director

Until terminated plus 1 yr.

 

*After end of fiscal year

**Provided Audited

6000 - FINANCIAL RECORDS

6101

Annual Financial Reports

Appropriation Ledgers

Budget Ledgers

Revenue Journal

Vendor Listing

Check Register

Purchase Order Listing

Invoice List

Account Reports

Financial Summary

Detail Reports

Treasurer

5 yrs.**

 

6102

Activity Fund Cash Journal and Ledger

Treasurer

5 yrs.**

 

6103

Bond Register

Treasurer

20 yrs. after issue expires

 

6104

Securities

Treasurer

permanent***

 

6201

Investment Ledger

Treasurer

5 yrs.**

 

6202

Foundation Distribution

Treasurer

5 yrs.**

 

6203

Tax Settlements (Semi-Annual) and Advances

Treasurer

5 yrs.**

 

6204

Budgets (Annual)

Treasurer

5 yrs.**

 

6205

Insurance Policies

Treasurer

5 yrs. after expiration provided all claims settled

 

6206

Contracts

Treasurer

5 yrs. after expiration

 

6207

Bonds and Coupons

Treasurer

until bond issues redeemed

 

6000 - FINANCIAL RECORDS, cont'd

6208

Accounts Payable Ledgers

Treasurer

5 yrs.**

 

6209

Accounts Receivable Ledgers

Treasurer

5 yrs.**

 

6210

Budget Work Papers

Treasurer

5 yrs.**

 

6211

Vouchers, Invoices and Purchase Order

Treasurer

5 yrs.**

 

6212

State Program Files

Aux. Services, DPPF, Adult Vocational, Excess Lottery, Data Processing, Public/Private Grants, etc.

Treasurer

5 yrs.**

 

6213

Federal Program Files

Title I, II, III, IV-B, IV-C, & VI-B; Chapter 1, 2; Drug Free, etc

Treasurer

5 yrs.**

 

6214

Travel Expense Vouchers

Treasurer

5 yrs.**

 

6215

Tax Anticipation Notes (Records borrowing against future tax collections

Treasurer

5 yrs.**

 

6216

State Reimbursement Settlement Sheets

Treasurer

5 yrs.**

 

6217

Unemployment Claims

Treasurer

5 yrs.

 

6218

Employee Bonds, Board Member Bonds

Treasurer

5 yrs.

 

6219

Certificate of Estimated Resources

Treasurer

5 yrs.

 

6220

Appropriation Resolutions

Treasurer

5 yrs.

 

6222

Tax Appointments, Semi-Annual

Treasurer

5 yrs.

 

6301

Cancelled Checks and Bank Statements

Treasurer

5 yrs.**

 

6302

Publication Notice

Treasurer

5 yrs.**

 

6303

Tuition Fees and Payments

Treasurer

5 yrs.**

 

6304

School Finance (S.F.) Monthly Statement

Treasurer

5 yrs.**

 

6305

Investment Records (May include individual record of investments, bank confirmation wire transfers, copy of CD, etc)

Treasurer

5 yrs.**

 

6306

Travel Expense Reports Board and Employees

Treasurer

5 yrs.**

 

6307

State Sales Tax Reports

Treasurer

5 yrs.**

 

6000 - FINANCIAL RECORDS, cont'd

6308

Student Activity Fund (Pay-ins, Pay-outs, Receipts/Deposits Cancelled Checks, Reports)

Treasurer

5 yrs.**

 

6309

Student Activity Fund: Budgets, Purpose, Evaluation

Treasurer

5 yrs.**

 

6310

Check Registers

Treasurer

5 yrs.**

 

6311

Deposit Slips/Cash Proofs

Treasurer

5 yrs.**

 

6312

Bids and Specifications (Accepted and Rejected)

Treasurer

5 yrs.**

 

6313

Receipt Books

Treasurer

5 yrs.**

 

6314

Extra Trip Records

Treasurer

5 yrs.**

 

6315

Monthly Financial Reports

Treasurer

5 yrs.**

 

6316

Accounting Data

Treasurer

5 yrs.**

 

6317

Contracts: Service

Treasurer

5 yrs.**

 

6318

State Subsidy Requests

Applications for driver education, Pupil transportation, Special Education, etc.

Treasurer

5 yrs.**

 

6319

Delivery/Packing Slips

Treasurer

5 yrs.**

 

6401

Requisitions

Treasurer

5 yrs.*

 

*After end of fiscal year

**Provided Audited

***Hard copy maintained for 3 years after audit, then microfilmed

7000 - PAYROLL RELATED

7001

Payroll Ledgers

Bi-Weekly Payroll

Reports

Quarterly Payroll

Reports

Treasurer

1 Year

 

7102

Earnings Registers

By Staff Member

By Calendar Year

Treasurer

Permanent***

 

7103

Monthly Payroll Reports (Leave usage and accumulation, retirement service, etc.)

Treasurer

1 Year

 

7201

Bureau of Employment Service Quarterly Reports

Treasurer

5 yrs.

 

7000 - PAYROLL RELATED, cont'd

7302

W-2 (Employer Copy)

Treasurer

Permanent

 

7303

Ohio Income Tax (Monthly/Annual)

Treasurer

6 yrs. and current**

 

7304

City Income Tax (Monthly/Annual)

Treasurer

6 yrs. and current**

 

7305

School Income Tax (Monthly/Annual)

Treasurer

6 yrs. and current**

 

7306

Payroll Reports (All Reports Used for Each Payroll-Computer Generated-except those listed under 7001, and 7102-3 above)

Treasurer

1 yr.**

 

7307

Payroll Update Listings

Treasurer

1 yr.**

 

7308

Payroll Calculations

Treasurer

1 yr.**

 

7309

State Teachers System and School Employees Retirement System Waivers

Treasurer

Permanent

 

7310

School Employees Retirement System (SERS) Reports

Treasurer

Permanent

 

7311

State Teachers Retirement System (STRS) Reports

Treasurer

Permanent

 

7312

Annuity Reports

Treasurer

6 yrs. + current year**

 

7313

Benefit Folder/Report

Treasurer

2 yrs.**

 

7314

Employee Request and/or Authorization (Sick, Vacation, Personal, or Other Leave)

Treasurer

1 yr.**

 

7315

Deduction Reports

Voluntary Employment Payroll Deductions

Treasurer

6 yrs. + current year**

 

7316

Employee Vacation/Sick Leave Records

Treasurer

1 yr. **

 

7317

Time Sheets

Treasurer

1 yr. **

 

7318

Overtime Authorization

Treasurer

1 yr. **

 

7319

Employee Insurance

Bills, Medical, Dental, Life

Treasurer

2 yrs.**

 

7323

Paycheck Register (Not Ledgers)

Treasurer

5 yrs.*

 

7324

Payroll Bank Statement

Treasurer

5 yrs.**

 

7401

Deduction Authorization

Treasurer

until superceded or employee terminated

 

*After end of fiscal year

**Provided Audited

***Hard copy maintained for 5 years after student leaves system, then microfilmed

8000 - REPORTS

8201

State Audit Reports

Treasurer

5 yrs.

 

8202

#59 and #659 or #4502 Reports

Treasurer

5 yrs.

 

8204

School Finance (S.F.) Reports

Treasurer

5 yrs.

 

8205

Special Education (S.E.) Reports

Sp. Ed. Secretary & Supt Secretary

7 yrs.

 

8206

Vocation Education (V.E.) Reports

Supt. Secretary & Voc Secretary

5 yrs.

 

8207

Ohio Common Core Data (OCCD) Reports

Supt. Secretary

5 yrs.

 

8208

Drivers Education Reports

Treasurer

5 yrs.

 

8209

Ohio Dept. of Education (O.D.E.) Reports

Bldg. Secretary & Supt. Secretary

5 yrs.

 

8210

North Central Reports

Building Secretary

5 yrs.

 

8211

OS/Civil Rights Reports

Supt. Secretary

5 yrs.

 

8212

Title IX Reports

Supt. Secretary

5 yrs.

 

8214

State Minimum Standards

Supt. Secretary

5 yrs.

 

8301

Personnel State Reports-Currently SF-1, CS-1

Secretary, Personnel

5 yrs.

 

8303

County Auditor: Bank Balance Certification

Treasurer

5 yrs.

 

8304

Transportation

Transportation Director

4 yrs.**

 

*After end of fiscal year

**Provided Audited

9000 - OTHER

9101

Personnel Directory

Superintendent

5 yrs.

 

9102

Enrollment Record (By Grade and Building)

Superintendent

Permanent***

 

9202

School Calendars

Superintendent

5 yrs.

 

9203

Building, Boiler, Maintenance Reports

Superintendent

2 yrs.*

 

9402

Handbooks, Employee

Superintendent

until superceded

 

9403

Directives, Standards, Laws from Local, State, and Federal Governmental Agencies

All Secretaries

until superceded

 

9404

Attendance Area Records

Superintendent

until superceded

 

9405

Health Reports

Director of Pupil Personnel

2 yrs.*

 

*After end of fiscal year

**Provided Audited

***Hard copy maintained for 5 years after student leaves system, then microfilmed

R.C. 9.01; 149.35, 149.41, 149.43
R.C. 3313.29, 3319.311, 3319.321, 3701.028
"Family Educational Rights and Privacy Act of 1974," 88 Stat. 571.20
U.S.C.A. 123g
Auditor of State Circular 81-8
R.C. 2,3 Ohio Historical Society

Revised 6/16/14