Vermilion Local School District
Administrative Guidelines
 

8310A - PUBLIC RECORDS

The School District’s public records are available for public inspection and/or copying in accordance with State law.

Designation of Officers

The Director of Finance and Business Operations shall be the District Records Officer (DRO).

Definitions

"Public record" includes any document, device, or item, regardless of physical form or characteristic, including an electronic record, created or received by or coming under the jurisdiction of the Board or its employees, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the District.

"Public record" does not mean any of the following: medical records; trial preparation records; confidential law enforcement investigatory records; and other records the release of which is prohibited by State or Federal law, including, but not limited to, student personally identifiable information and student directory information when the student's parents have affirmatively withdrawn consent for release of it in writing.

"Electronic record" includes any record having been created, generated, sent, communicated, received, or stored by electronic means.

"Redaction" means obscuring or deleting any information that is exempt from public inspection or copying from an item that otherwise meets the definition of a "public record."

Location and Time

Public records are to be available for inspection during regular business hours, with the exception of published holidays. The District shall organize and maintain public records in a manner such that they are promptly made available for inspection or copying. "Prompt" and "reasonable" take into account the volume of records requested, the proximity of the location where the records are stored, and the necessity for any legal review of the records requested. No record shall be removed from such location. A member of the staff must be present throughout the inspection and copying of such record.

While the District is responsible for promptly preparing and making available public records, State law does not require the District to provide additional information that may be related to a record but is not part of a record. In addition, the District is not required to create a new record to respond to a public request for information if no public record is available that is responsive to the request or to respond to requests for information when the information requested is not contained in a public record.

While personnel files contain public records, some specific information and/or records contained in such files may be confidential and not subject to disclosure (see AG 8320).

Procedures

The following procedures shall be followed in connection with requests to inspect and secure copies of School District’s public records:

 A.Requests to inspect and/or obtain copies of public records shall be submitted to the appropriate administrator. A public records request must at least identify the records requested with sufficient clarity to allow the District to identify, retrieve, and review the records. If it is not clear what records are being sought, the DRO shall contact the requester for clarification.

 B.Individuals requesting to inspect and/or obtain copies of public records do not have to put records requests in writing and do not have to provide his/her identity or the intended use of the requested public record(s).

The District may ask that the requester's identity and reason the information is sought be in writing. The District, however, must first inform the requester that such disclosure is not mandatory, unless the request is for student directory information. The District must also inform the requester that providing such information in writing enhances the District's ability to identify, locate, and/or deliver the records sought. The District may ask that records requests be put in writing, but must also notify the requester that it is not mandatory to do so.

Each request shall be evaluated for an estimated length of time required to gather the records. Routine request for records should be satisfied immediately if feasible to do so. Routine requests include, but are not limited to, meeting minutes (both draft and final form), budgets, salary information, forms and applications, personnel roster, etc. If fewer than twenty (20) pages of copy are requested or if the records are readily available in an electronic format that can be e-mailed or downloaded easily, these should be made as quickly as equipment allows.

All requests for public records must either be satisfied (as above) or be acknowledged in writing by the DRO promptly following the District's receipt of the request. If the request for records was in writing, the acknowledgement shall also be in writing.

If a request is deemed significantly beyond "routine" (such as seeking a large volume/number of copies or requiring extensive research), the acknowledgement must include the following:

 A.an estimated number of business days necessary to satisfy the request

 B.an estimated cost if copies are requested

 C.any items within the request that may be exempt from disclosure and the reason for such exemption, including legal authority

With respect to public records that are determined to be available, the administrator will direct the requester to the place where the requested records may be inspected and will arrange for the preparation and certification of copies upon tender of any required fee.

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

With respect to records that are determined not to be available, the administrator will notify the requester of same, noting the reason for unavailability on the request form if one is submitted, and return one (1) copy of the form to the requestor. administrator shall also notify the requester of the estimated time necessary to process and fulfill the request, make arrangements with the requester for delivery of the requested records, and arrange a method of communication between the requester and the School District in the event that further information is needed by the District to fulfill the request.

Fees

Upon request, copies of public records will be provided at the actual cost of making copies:

 A.The charge for paper copies is five cents ($.05 per page.

 B.The charge for downloaded computer files to a compact disc is $1.00 per disc.

 C.There is no charge for documents e-mailed.

A person who requests a copy of a public record may choose to have that record sent to him/her by United States mail or by other means of delivery or transmission provided the person making the request pays in advance for said record as well as the costs for postage and mailing supplies.

Electronic Mail

Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates to the business of the District (i.e., they serve to document the organization, functions, policies, decisions, procedures, operations, or other activities of the District). E-mail shall be treated in the same fashion as records in other formats and shall follow the same retention schedule.

Records in private e-mail accounts are subject to disclosure if their content relates to public business, and all employees or representatives of the District are responsible for retaining e-mails that meet the definition of public records and copying them to their District e-mail account(s) and/or to the records custodian.

The records custodian shall treat such e-mail/records from private accounts as records of the District. These records shall be filed appropriately, retained in accordance with the established schedules, and made available for inspection and copying in accordance with the Public Records Act.

Private e-mail, electronic documents, and documents ("private records") that do not serve to document the District's organization, functions, policies, decisions, procedures, operations or other activities are not public records. Although private records do not fall under Policy 8310 – "Public Records" or this guideline, they may fall under Policy 8315 – "Information Management" or AG 8315 – "Litigation Hold Procedure."

RETENTION OF RECORDS

The District Records Commission is responsible for completing an "Application for One-time Disposal of Obsolete Records" Form RC-1, and for developing the District's "Schedule of Records Retention and Disposition" – Form RC-2. Both forms must be submitted to and approved by the Ohio History Connection and the State Auditor. Subsequent revisions to the RC-2 Form must also be approved using this same process. Only in conformance with the approved "Application for One-time Disposal of Obsolete Records – Form RC-1" or the "Schedule of Records Retention and Disposition - Form RC-2" may the District's Records Commission review applications for the disposal of obsolete records. The District Records Commission will utilize the "Certificate of Disposal Form" RC-3 when required as indicated by the Ohio History Connection on the approved RC-2 form.

To facilitate the development, updating and/or revision of the Schedule of Records Retention and Disposition, and in reviewing requests for disposal of obsolete records, the District Records Commission shall utilize the following guidelines recommended by the State Auditor's office.

SCHEDULE OF RECORDS RETENTION AND DISPOSITION

Record Title and Description

Retention Period

   
   

BOARD RECORDS

 
   

Minutes

Permanent

   

Audio Tapes

2 Years

   

Blue Prints, Plans, Maps

Permanent

   

Deeds, Easements, Leases

Permanent

   

Board Policy Books and Other Adopted Policies

1 Year After Superceded

   

Administrative Regulations

1 Year After Superceded

   

Court Decisions

Permanent

   

Claims and Litigation

Permanent

   

Elections

10 Years

   

Record Disposal Forms (RC-3)

10 Years

   

Bargaining Agreements

10 Years After Expiration

   

Budget Policy Files

5 Years

   

Worker's Compensation Claims

10 Years After Financial Payment Made

   

Bank Depository Agreements

4 Years After Completion

   

Record Title and Description

Retention Period

   
   

BOARD RECORDS (cont'd)

 
   

Organization Reports

2 Years**

   

Board Meeting Notes

1 Year

   

Agendas

1 Calendar Year **

   

Adopted Courses of Study

Until Superseded

   

Adopted Special Education Programs

Until Superseded

   

Adopted Special Programs

Until Superseded

   

Employees Files

 
   
 

(Employment Applications, Resumes, Contracts/Salary Notices, Evaluations, Personnel Actions, Absence Certification, Transcripts And Any Other Documents Which, Become Part of the File.)

 
   
   
   
   

Certified Active Employees

Permanent

   

Classified Active Employees

Permanent

   

Certificated Inactive Employees

Permanent***

   

Record Title and Description

Retention Period

   
   

BOARD RECORDS (cont'd)

 
   

Classified Inactive Employees

Permanent***

   

Civil Rights, Civil Services, and Disciplinary Reports

Permanent***

   

Retirement Letters

Permanent***

   

Substitute Records

25 Years

   

Employee Contracts

4 Years After Termination From Employment

   

Professional Conference Applications

2 Years **

   

Irregular Employee Contracts (Substitutes, etc.)

4 Years After Contract Expires

   

Unemployment Claims

5 Years

   

Unemployment

5 Years

   

Applications (Not Hired)

2 Years**

   

Schedules of Employees

Fiscal Year Plus 2 years

   

Student Helper Applications

2 Years

   

Teacher Personnel Reports (Internal)

Fiscal Year Plus 1 Year

   

I-9 Immigration Verification Forms

Termination of Employment Plus 1 Year

   

Job Description

Retain until superceded or obsolete

   

Record Title and Description

Retention Period

   
   

STUDENT RECORDS

 
 

Permanent***

Student Record Folders

 

Enrollment/Withdrawal

 

Information

 

Grades/Transcripts

 

Activities Record

 

Attendance Records

 

Individual Test Results

 
 

Standardized

 
 

Competency/Proficiency

 
 

Aptitude

 

Intervention Records

 

Foreign Exchange Records

 

Suspension/Expulsions

 

Home Schooled Student Records

 
   

Office Record Card (K-9)

Permanent***

   

Cosmetology Records (Vocational)

Permanent***

   

Health/Medical Records

7 Years After Graduation

 

Visual Screening

 
 

Hearing Screening

 
 

Immunization Records

 
   

Discipline Records

1 Year After Student Leaves School

 

Letters to Parents

 
 

Office Discipline

 
   

Psychological Records (Restricted)

Permanent***

   

Child Abuse/Neglect

Through Graduation

 

Referral Letters

 
   

Teacher Grade Books/Records

3 Years**

   

Record Title and Description

Retention Period

   
   

STUDENT RECORDS (cont'd)

 
   

Pre-School Screening Profiles

3 Years

   

Age And Schooling Records (Work Permits)

3 Years

   

Accident Reports

5 Years Provided No Action Pending

   

Individual Education Plan (IEP)

Permanent

   

Free/Reduced Price Lunch Application

4 Years

   

Emergency Information

Until Superceded

   

BUILDING RECORDS

 
   

Tornado and Fire Drill Records

1 Year*

   

Building Health Inspections

2 Years*

   

Student Activity Records

2 Years**

 

Pay-In Forms

 
 

Pay-Out Forms

 
 

Account Forms/District

 
 

Budget Forms

 
 

Requisitions

 
 

Purchase Orders

 
 

Ticket Sale Reports

 
   

Receipts/Deposits Slips

4 Years**

   

Budget/Appropriation Records

4 Years**

   

Requisitions/Purchase Orders

10 Years**

   

Textbook Inventories

Until Superceded

   

Supplies Inventory

Until Superceded

   

Student Handbooks

Until Superceded

   

Record Title and Description

Retention Period

   
   

ADMINISTRATIVE RECORDS

 
   

School Calendars

5 Years

   

Repair, Installation, and Maintenance Records

4 Years**

   

Prevailing Wage Records

4 Years**

   

Rental Information (Use of Facilities)

4 Years**

   

Work Orders

4 Years**

   

Environmental Reports And Data (asbestos, etc.)

4 Years**

   

Vandalism Reports

4 Years**

   

Student Activity Purpose Clauses

4 Years**

   

Sales Potential Forms (Student Activities)

4 Years**

   

Bids and Specifications (Unsuccessful)

1 Year**

   

Bids and Specifications (Successful)

4 Years After Completion of Project**

   

Contractor Files

Until Project Complete,

(Resolutions, Additions, Drawings, etc.)

if No Action Pending**

   

Preventive Maintenance Reports

Fiscal Year Plus 2 Year

   

Warranty/Guarantee

Life/Warrant of Equipment

   

Plant and Equipment Inventory

Until Superceded**

   

Textbook/Workbook Inventory

Until Superceded**

   

Supplies Inventory

Until Superceded**

   

Record Title and Description

Retention Period

   
   

SPECIAL EDUCATION RECORDS

 
   

Special Education

10 Years

Tutoring Reports

 
   

Individual Educational Plan (IEP)

Permanent

   

Psychological Records (Restricted)

Permanent***

   

TRANSPORTATION RECORDS

 
   

Driver Physical

2 Years After Termination

   

Fuel Consumption Data

4 Years**

   

Transportation Records

4 Years**

   

Field Trip Forms and Volunteer Driver Forms

Fiscal Year Plus 2 Years

   
   

Accident Reports

3 Years Provided No Action Pending

   

Vehicle Registration

Life of Vehicle

   

Vehicle License

1 Year After Termination

   

Driver Certifications

1 Year After Termination

   

Record Title and Description

Retention Period

   
   

TRANSPORTATION RECORDS (cont'd)

 
   

Supplies Inventory

Until Superceded**

   

Vehicle Defect Report

Life of Vehicle

   

FOOD SERVICE RECORDS

 
   

Food Service Records

4 Years**

 

Menus

 
 

Food Production

 
 

Milk Sold

 
 

Students Served

 
   

Lunchroom Records

4 Years**

Cash Register Tapes

 

Cashier's Daily Reports

 
   

Lunchroom Reports (Free and Reduced)

4 Years**

   

Inventories

Until Superceded**

   

Lunchroom License

1 Year After Expiration

   

Record Title and Description

Retention Period

   
   

FINANCIAL RECORDS

 
   

Annual Financial Reports

5 Years**

 

Appropriation Ledgers

 
 

Budget Ledgers

 
 

Revenue Ledgers

 
 

Vendor Listing

 
 

Check Register

 
 

Purchase Order Listing

 
 

Invoice List

 
 

Account Reports

 
 

Financial Summary

 
 

Detail Reports

 
   

Activity Fund Cash Journal and Ledger

5 Years**

   
   

Bond Register

20 Years After Issue Expires

   

Securities

Permanent***

   

Investment Ledger

5 Years**

   

Foundation Distribution

5 Years**

   

Tax Settlements (Semi-Annual) and Advances

5 Years**

   

Budgets (Annual)

5 Years**

   

Insurance Policies

15 Years After Expiration Provided All

 

Claims Settled

   

Record Title and Description

Retention Period

   
   

FINANCIAL RECORDS (cont'd)

 
   

Contracts

15 Years After Expiration

   

Bonds and Coupons

Until Redeemed**

   

Accounts Payable Ledgers

5 Years**

   

Account Receivable Ledgers

5 Years**

   

Budget Work Papers

5 Years**

   

Vouchers, Invoices and Purchase Orders

10 Years**

   

State Program Files

10 Years **

 

Aux. Services, DPPF,

 
 

Adult Vocational

 
 

Excess Lottery, Data

 
 

Processing, Public/Private Grants, etc.

 
   

Federal Program Files

10 Years**

 

Title I, II, III, IV-B

 
 

IV-C, & VI-B;

 
 

Chapter 1, 2;

 
 

Drug Free, etc.

 
   

Travel Expenses Vouchers

10 Years**

   

Tax Anticipation Notes

10 Years**

 

(Records Borrowing Against Future Tax Collections)

 
   

Record Title and Description

Retention Period

   
   

FINANCIAL RECORDS (cont'd)

 
   

State Reimbursement Settlement Sheets

5 Years**

   

Unemployment Claims

5 Years

   

Employee Bonds, Board Member Bonds

5 Years

   

Certificate of Estimated Resources

15 Years After Expiration

   

Appropriation Resolutions

5 Years

   

Tax Appointments (Semi-annual)

5 Years

   

Canceled Checks and Bank Settlements

4 Years**

   

Publication Notice

4 Years**

   

Tuition Fees and Payments

4 Years**

   

School Finance (S.F.)

4 Years**

Monthly Statements

 
   

Investment Records (May Include Individual

4 Years**

Record of Investments, Bank Confirmation, Wire

 

Transfers, Copy of CD, etc.)

 
   

Travel Expense Reports

10 Years**

   

State Sales Tax Reports

4 Years**

   

Record Title and Description

Retention Period

   

FINANCIAL RECORDS (cont'd)

 
   

Student Activity Fund (Pay-Ins, Pay-Outs,

4 Years**

Receipts/Deposits, Reports)

 
   

Check Registers

4 Years**

   

Deposit Slips/Cash Proofs

4 Years**

   

Bids and Specifications

1 Year**

(Unsuccessful)

 
   

Bids and Specifications

4 Years After Completion of Project**

(Successful)

 
   

Receipt Books

4 Years**

   

Extra Trip Records

4 Years**

   

Monthly Financial Reports

4 Years**

   

Accounting Data

4 Years**

   

Service Contracts

4 Years**

   

State Subsidy Reports

3 Years**

 

Application for Driver Education,

 
 

Student Transportation,

 
 

Special Education, etc.

 
   

Delivery/Packing Slips

1 Year**

   

Requisitions

1 Year*

   

Record Title and Description

Retention Period

   
   

PAYROLL RECORDS

 
   

Payroll Ledgers

Permanent***

 

Bi-Weekly Payroll

 
 

Reports, Quarterly

 
 

Payroll Reports

 
   

Earnings Registers

Permanent***

 

By Staff Member

 
 

By Calendar Year

 
   

Monthly Payroll Reports

Permanent***

 

Leave Usage And Accumulation,

 
 

Retirement Service, etc.

 
   

Bureau of Employment

7 Years

Service Quarterly Reports

 
   

W-2's, W-4's (Employer Copy)

6 Years and Current**

   

Federal Income Tax

6 Years and Current**

(Quarterly/Annual)

 
   

Ohio Income Tax

6 Years and Current**

(Monthly/Annual)

 
   

City Income Tax

6 Years And Current**

(Monthly/Annual)

 
   

School Income Tax

6 Years and Current**

(Monthly/Annual)

 
   

Payroll Reports

4 Years**

 

Reports Used for

 
 

Each Payroll – Computer Generated

 
   

Record Title and Description

Retention Period

   
   

PAYROLL RECORDS (cont'd)

 
   

Payroll Update Listing

4 Years**

   

Payroll Calculations

4 Years**

   

State Teachers System

Permanent***

And School Employees

 

Retirement System Waivers

 
   

State Employees

4 Years**

Retirement System

 

(SERS)

 
   

State Teachers

4 Years**

Retirement System (STRS) Reports

 
   

Annuity Reports

4 Years**

   

Benefit Folders/Reports

4 Years**

   

Employee Request and/or

4 Years**

Authorization For Leave Forms

 

(Sick, Vacation, Personal, or Other Leave)

 
   

Deduction Reports

4 Years**

 

Voluntary Payroll

 
 

Deductions

 
   

Employee Vacation/Sick Leave Records

4 Years**

   

Time Sheets

6 Years**

   

Record Title and Description

Retention Period

   
   

PAYROLL RECORDS (cont'd)

 
   

Overtime Authorization

6 Years

   

Employee Insurance Bills

4 Years**

 

Medical

 
 

Dental

 
 

Life

 
   

Paycheck Register

4 Years**

   

Payroll Bank Statement

4 Years**

   

Deduction Authorization

Until Superceded or Employee Terminated

   

REPORTS

 
   

State Audit Reports

5 Years

   

#59, #659 and #4502

5 Years

   

#25 and #625

5 Years

   

School Finance

5 Years

(S.F.) Reports – Annual

 
   

Special Education

7 Years

(S.E.) Reports – Annual

 
   

Vocation Education

5 Years

(V.E.) Reports – Annual

 
   

Ohio Common Core Data

5 Years

(OCCD) Reports

 
   

Record Title and Description

Retention Period

   
   

REPORTS (cont'd)

 
   

Drivers Education Reports

5 Years

   

Ohio Department of Education (ODE) Reports

5 Years

   

Civil Rights Reports

Permanent***

   

Title IX Reports

10 Years

   

SM-I & SM-2

10 Years

(Annual and Quarterly)

 
   

State Minimum Standards

10 Years

   

Personnel State Reports

4 Years**

(Currently SF-1, CS-1)

 
   

Worker's Comp Wage

5 Years

Reports (C. Auditor)

 
   

Bank Balance Certification

5 Years

(Co. Auditor)

 
   

Transportation Reports

4 Years**

   

OTHER

 
   

Personnel Directory

10 Years

   

Employment Record

Permanent***

(By Grade and Building)

 
   

School Calendars

5 Years

   

Record Title and Description

Retention Period

   
   

OTHER (cont'd)

 
   

Building, Boiler,

2 Years*

Maintenance Reports

 
   

Employee Handbooks

Until Superceded

   

Directives, Standards,

Until Superceded

Laws for Local, State and Federal

 

Governmental Agencies

 
   

Attendance Records

Until Superceded

   
 

*After End of Fiscal Year

 
 

**Provided Audited

 

***Hard Copy maintained for 5 Years, Then Microfilmed

 
   

R.C. 149.381
Form RC-1, Form RC-2, Form RC-3, Ohio History Connection

Revised 12/04
Revised 11/15/07
Revised 12/8/08
Revised 4/11/16

© Neola 2016