Iowa Administrative Code › Agency 281 - Education Department › Title I - General Information- Department Operations › Chapter 5 - Public Records and Fair Information Practices › Rule 281-5.15 - 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 5.1(256). These records are
				  routinely available to the public. However, the agency's files of these records
				  may contain confidential information as discussed in rule 5.13(256). The
				  records listed may contain information about individuals.
(1)
Rule making.
Rule-making
				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 subsection
				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, 282A, 285, 290
				and 281-Chapters 6, 7 and 41 and is not stored in an automated data processing
				system.
(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, Subpart C, 210.9 (1986).
(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)
Minority records.
Records consist of curriculum records, staff
				records and enrollment records. There is one curriculum record for each course
				offered by a school. It enumerates the number of handicapped students and the
				number of minority pupils by sex by race enrolled for the course. In the same
				manner, the staff record for a school enumerates the number of handicapped
				noncertificated staff and the number of minority certificated staff by sex by
				race. Enrollment records enumerate the number of minority and handicapped
				pupils by grade by sex by race; handicapping condition. These records do not
				contain personal information.
(16)
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, Part
				226.6(e)(1)(1986).
(17)
Guidance dropout records.
These records consist of the number
				of dropouts in a school district for a particular school year in terms of race.
				No personally identifiable information is contained in dropout
				records.
(18)
Career
				information system of Iowa (CISI) records.
Records of a state-directed
				project which stores and utilizes occupational and educational data for student
				use in career decision making.
(19)
Chapter I records.
Records contain data concerning costs;
				enrollments; number of classes; teachers; aides; pre- and post-test scores;
				staff training; and parental activity. No personally identifiable information
				is contained in the records stored in an automated data processing system,
				although applications stored on paper may contain personally identifiable
				information such as teacher name.
(20)
Merged area school
				records.
These records contain data concerning equipment (inventory),
				enrollment (by sex and residence), and the number of pupils completing
				programs.
(21)
Merged area
				schools inventory records.
Records describe all equipment in merged
				area schools.
(22)
Merged
				area schools enrollment and completer records.
Records contain
				enrollment by sex and residence for each program offered by each merged area
				school.
(23)
General
				equivalency diploma (GED) 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.
(24)
Area education agency budget
				records.
These records contain data used by the state board of
				education to approve AEA annual budgets. These records are stored on hard copy
				only.
(25)
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. These records are stored on hard copy
				only.
(26)
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. These records are stored on hard
				copy only.
(27)
Chapter II
				records.
These records contain federal Chapter II allocations,
				enrollments, project descriptions, budgets, and assurances. These records are
				stored on hard copy only.
(28)
Educational improvement projects records.
These records
				contain basic planning data, project descriptions, budgets, and assurances.
				These records are stored on hard copy only.
(29)
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. These records are stored on hard copy only.
(30)
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. These records are stored on
				hard copy only.
(31)
Minutes and reports of state vocational education council
These records contain the discussion, actions, and recommendations of the
				council and include biennial reports to the governor They are stored on hard
				copy only.