Iowa Administrative Code › Agency 281 - Education Department › Title I - General Information- Department Operations › Chapter 5 - Public Records and Fair Information Practices › Rule 281-5.5 - Other Groups of Records

Current through Register Vol. 47, No. 3, July 24, 2024
This rule describes groups of records maintained by the
				  agency other than record systems as defined in rule
				  281-5.1 (22,256). These records
				  are routinely available to the public. However, the agency's files of these
				  records may contain confidential information, which will be addressed as
				  provided in this chapter. The records listed may contain information about
				  individuals.
(1)
Rulemaking.
Rulemaking records may contain information about
				individuals making written or oral comments on proposed rules or proposing
				rules or rule amendments. This information is collected pursuant to Iowa Code
				sections 17A.3,
				17A.4, and
				17A.7. These records are stored
				on paper and not in an automated data processing system.
(2)
State board records.
Records contain agendas, minutes, and materials presented to the board. Records
				concerning closed sessions are exempt from disclosure under Iowa Code section
				21.5(4). State board records contain information about people who participate
				in meetings. This information is collected under the authority of Iowa Code
				section 21.3. State board records are
				not stored in an automated data processing system.
(3)
Publications.
Publications include news releases, annual reports, project reports, agency
				newsletters, etc., which describe various agency programs. Agency news
				releases, project reports, and newsletters may contain information about
				individuals, including agency staff or members of agency councils or
				committees. This information is not stored in an automated data processing
				system.
(4)
Statistical
				reports.
Periodic reports of various agency programs are available
				from the department of education. Statistical reports are not stored in an
				automated data processing system.
(5)
Address
				lists/directories.
The names and mailing addresses of members of
				councils, working groups, program participants and members of the general
				public evidencing interest in particular programs/events of the agency are
				maintained in order to provide mailing labels for mass distribution of
				literature. This information is collected under the provisions of Iowa Code
				chapter 256.
(6)
Appeal
				decisions and declaratory rulings.
All final orders, decisions and
				rulings are available for public inspection in accordance with Iowa Code
				section 17A.3. These records may contain
				personally identifiable information regarding individuals who are the subjects
				of the appeals or rulings. This information is collected pursuant to Iowa Code
				chapters 17A, 256B, 280, 282, 283A, 285, and 290 and 281-Chapters 6, 7 and 41
				and is also available on the department's web page.
(7)
Published materials.
The
				agency uses many legal and technical publications in its work. The public may
				inspect these publications upon request. Some of these materials may be
				protected by copyright law.
(8)
Basic educational data survey system records.
Curriculum,
				address, policy and procedures, and enrollment records of the basic educational
				data survey system contain data concerning the curriculum, building, policy and
				procedures, and enrollment of merged area schools, area education agencies, and
				approved public and private K-12 educational agencies.
Address records contain the addresses of buildings in which
				  educational agencies are located and the names of the chief administrators of
				  those agencies collected pursuant to Iowa Code sections
				  256.7 and
				  256.9.
(9)
Secretary's annual
				report.
This record contains information related to public school
				districts' attendance figures, revenues and expenditures.
(10)
Certified enrollment
				records.
Public school district records with enrollments of resident
				students in district schools; resident students enrolled in another district;
				nonresident and out-of-state students enrolled in district schools; and
				full-time equivalent (FTE) enrollment of shared time, part-time and area school
				students of high school age. These records do not contain student names or
				other personally identifiable information.
(11)
School lunch program
				records.
Records of public and private schools participating in the
				national school lunch program. Records contain information relating to funds
				available for reimbursements, advance payments, claims, and reimbursements made
				to schools; dates that participating schools were inspected; and individual
				employees of school food services of agencies participating in child nutrition
				programs. The personally identifiable information is collected pursuant to
				7 CFR Section
				210.9.
(12)
Commodity distribution
				records.
Records of the allocation and delivery of federally provided
				commodities to participating schools.
(13)
Transportation records.
Transportation records contain operational data for school buses.
(14)
Facilities' records.
Records of buildings and additions to buildings owned by public and private
				K-12 educational agencies.
(15)
Child care food program records.
Records contain information
				concerning advance payments made to institutions participating in the federal
				child care food program, agreements between institutions and their sites with
				program administrators, claims and reimbursements for meals served, and
				inspections of programs. The name of each program administrator is included in
				agreement records collected pursuant to
				7 CFR Section
				226.6(e)(1).
(16)
Career information
				system.
Records of a project that stores and utilizes occupational and
				educational data for student use in career decision making.
(17)
Merged area school
				records.
These records contain data concerning equipment (inventory),
				enrollment (by sex and residence), and the number of pupils completing
				programs.
(18)
High school
				equivalency diploma records.
General equivalency diploma (GED) records
				contain the names, addresses, social security numbers, and test scores of
				individuals granted an Iowa high school equivalency diploma. This information
				is collected pursuant to Iowa Code chapter 259A.
(19)
Area education agency budget
				records.
These records contain data used by the state board of
				education to approve AEA annual budgets.
(20)
Area education agency annual
				financial report records.
These records contain data relating to
				revenue, expenditures, and balances as well as the number of AEA employees in
				each program.
(21)
Juvenile
				home records.
The juvenile home educational program budget and claim
				documents collect financial, employee, and student operation data. Budget
				records are used by the agency for program approval. Claim records are used for
				approving reimbursements and program results.
(22)
Nonpublic school pupil textbook
				services records.
These records contain data on public school per
				pupil textbook expenditures, number of resident nonpublic school pupils
				requesting textbook services and the cost of providing textbook services for
				nonpublic school pupils.
(23)
Nonpublic school pupils transportation services claims.
These
				records contain data on expenditures for providing transportation to pupils
				attending approved nonpublic schools and requests for reimbursement.