reglab/statecodes huggingface dataset:
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.3 - School District Board Meeting Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Proceedings of the monthly meetings of the School District Board. Information includes date of meeting, meeting time, meeting place, board members present, order of business, business discussed, and decisions made.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.4 - Committee Meeting Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Minutes taken at meetings of committees that report to the school board on areas of specialized study. Types of committees include but are not limited to finance, budget, personnel, fund raising, facilities, disciplinary hearings, and curriculum and instruction.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.5 - Deeds

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents deeds to school property. Information includes grantor; grantee; location; description of land; monetary consideration; encumbrances; signature of grantor, notary, and witnesses; and date recorded.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.6 - Basic Education Data System Survey

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Employee personnel questionnaire to all principals and staff of elementary and middle schools, generated by the South Carolina Department of Education. Information includes school identification number, school name, school address, grade span, employee social security number, years of experience, certificate number, age, educational level, and salary.
B. Retention: Until superseded and/or of no further administrative value, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.7 - Federal Project Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records federal money spent as approved by the State Department of Education. Types of documents include grant application, project approval letter, and budget reports.
B. Retention: 5 years after completion of activity for which funds were used, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.8 - General Correspondence And Subject Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of incoming and outgoing correspondence to and from the office with students, parents, businesses and other government offices and citizens; reports, technical papers, studies, reference materials, and other records created or received in the general administration of a program or in the management of the office. For the purposes of retention scheduling, the files are broken down as follows:
(1) Policy and Program Records: These records document the formulation and adoption of policies and procedures and the implementation or management of the programs or functions of the office or department. Included are such records as correspondence with citizens and government officials regarding policy or procedures development or program administration; annual or ad hoc narrative or statistical reports on program activities, achievements or plans; organizational charts and mission statements; studies regarding department or office operations; circular letters, directives or similar papers addressed to subordinate units or staff concerning policies, procedures or programs; and records related to significant events in which the department or office participated. Records may include photographs, published material, audio tapes, or other record forms.
(2) General Administrative Records: These records are of a general facilitative nature created or received in the course of administering programs. Included are such records as correspondence of a routine or repetitive type, such as requests for information; reference materials, sometimes of a technical nature, used, but not created by, the office; daily, weekly or monthly office activity reports which are summarized in annual reports or which relate to routine activities; personnel data on office staff which are duplicated in Personnel Office files; daily or weekly work assignments for office staff; suspense or follow-up files which duplicate copies of papers filed elsewhere; circular letters, directives or similar papers received from other offices; and rough drafts or notes created in compiling reports or studies.
(3) General Housekeeping Files: These records are of a general "housekeeping" nature created or maintained by an office which do not relate directly to the primary program responsibility of the office. Included are such records as charitable fund raising drive materials; custodial services requests; emergency evacuation procedures; notices of holidays; parking assignment lists; telephone installation requests; and lists showing the distribution of keys.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.9 - Blueprints and Maps of School Buildings

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records documenting the physical structure of school buildings and related equipment. Information includes site plans, geological/topographical maps of site areas, and maps of city services.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.10 - South Carolina High School League Student Eligibility Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents student eligibility to participate in sanctioned athletic events. Information includes League Handbook, birth certificate, parent permission/physical form, certificate of eligibility, interscholastic completion eligibility reporting form, high school league passes form, form A for transfer student, request for hardship eligibility, copies of student permanent record cards, report cards and league directory information.
B. Retention:
(1) League Directory/Handbook: Until superseded, then destroy.
(2) Other Records: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.11 - Media Center Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records used in the operation of the media center program. Information includes shelf list, list of materials available in media center, computer information on school/books/user/return date, security bars and codes, center instructional schedules, equipment schedules, fee documentation, and end of year inventory reports.
B. Retention: Until no longer needed for reference, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.1 - General Ledgers (Superintendent's Ledgers)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: One or more series of computer and non-computer generated financial ledgers providing final year-to-date accounting summary and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all school district funds and accounts, including receipts and expenditures from all revenue sources. Records covered under this schedule include annual accounting code and system table documentation required to access general ledger information.
B. Retention:
(1) Computer Generated Ledgers: Permanent. Microfilm.
(2) Non-Computer Generated Ledgers: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.2 - Chart of Accounts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Format created by the Department of Education and sent to the school district for the purpose of providing a cost accounting system to satisfy legal and stewardship requirements connected with handling public funds. Information includes balance sheet accounts, revenue accounts and expenditure accounts. This information is retained permanently in the Superintendent's Ledgers as accounting code data to access ledger information.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.3 - Audit Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed reports documenting the annual audit of school district funds. These reports, prepared by an outside accounting firm, are categorized by the various school district offices and further classified by accounts to which they relate. This series also includes semiannual and special audits. Information includes balance sheet, summary of revenue and expenditures, cash balances, and statement of account by type.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.4 - Annual Budgets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed copies of annual budgets showing projected receipts and expenditures from various offices. Approved budget appropriations are listed for each department.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.5 - Record of General Obligation Bonds

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Informational volumes concerning the issuance of general obligation bonds issued by the district. Information includes legislation authorizing the issuance of bonds, certificate of the Clerk of Court, certificate of incumbency, notice of bond issuance, debt structure, tax information, and financial information on the district.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.6 - Capital Project Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of capital projects undertaken by the school district. Information includes project number, fund number, name of project, description of work, estimated starting and finishing date, estimated costs, total, signature of originator, approval, and date.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.7 - Grant Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Background application information and action taken on federal and state grants awarded to the school district. Information includes filing guidelines, grant applications, contracts, correspondence, reimbursement requests, progress reports, and final reports.
B. Retention:
(1) Applications, Grant Contract Agreements, and Annual and Final Grant Project Report for Significant Projects: Permanent. Microfilm optional.
(2) Other Records: 3 years after completion of grant project, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.8 - Fixed Assets Inventory

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: This series provides an inventory of fixed assets (office equipment and furniture, motor vehicles) for each department. Information includes school, district, item number, item description, and funding source.
B. Retention: Until superseded, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.9 - Balance Sheet

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Monthly summary of accounting data, assets, liabilities, and net worth. Information includes account number, assets, reserve and fund balances, liabilities, totals, and net worth.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.10 - Monthly Financial Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A monthly record of the school district finances. Information includes accounting numbers, account names, budgeted amounts, inventory, monthly accounting, accounting to date, and balance.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.11 - Interim Pupil Activity Audit Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Audit documenting student money collected by the school district and applied to the funding of various school-related programs such as pictures, book fairs, fund raising, class activities, alumni assistance, and club (French, music, etc.) dues. Type of information includes receipt number, original amount, charged amount, and difference. Also includes bank reconciliation statements and correspondence.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.12 - Budget Status By Location

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record to inform each school of budget status. Information includes budget for expenditures, year-to-date expenditures, and budget balances.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.13 - Budget Transfers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms documenting the transfer of funds from one account to another within the same department or school. Information includes account number, description, debit amount, and credit amount.
B. Retention: 2 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.14 - Journal Entries

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record series used for reviewing and adjusting various accounts before transferring information to the general ledger. Information includes name of department, account number, description, voucher number, date, reference number, debit, credit, and date.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.15 - Expenditure Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Monthly status of expenditures for each department, office and school. Information includes date, account number, purchase order number, vendor code, transaction code, and totals.
B. Retention: 2 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.16 - Banking Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cancelled checks and deposit slips written by the school district along with the statements issued by the bank. Information includes checks: date, to whom paid, amount, check number, authorized signature of finance officer; bank statements: list of checks for one month period, dates, beginning balance, ending balance; and deposit slips: date, amounts of deposits, and total deposit.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.17 - Paid Invoices

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Filed copies of invoices submitted by various vendors supplying goods and services to the school district. These invoices are filed together with copies of the school district checks and/or claim forms containing descriptions of the items purchased. Information includes invoice: vendor name, address, date of purchase, purchase order (if any), invoice number, item(s) or service(s) purchased, amounts, total; check copy: vendor name, address, date of check, amount, check number; and claim form: date, account number(s), description of item(s), amount(s), approval signature(s).
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.18 - Purchase Orders

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: These records serve as office copies of purchase order for goods and services paid for by the school district or for goods and services yet to be delivered to the school district. Information includes vendor name and address, shipping information, quantity ordered, unit of issue, description of goods/services ordered, general ledger account number, unit price, extended price, purchasing agent's signature, individual who signs for receipt of goods/services and date received, and notations regarding any shortages in shipment.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.19 - Accounts Payable Check Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents check payments to vendors/contractors for services/materials sold to the school district. Information includes name, date, check number, and amount.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.20 - Receipts (Receipt Books)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of receipts issued for funds received. Information includes date, receipt number, from whom received, amount, purpose, and signature of person who received the funds.
B. Retention; 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.21 - Bid File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: This series provides a record of each bid submitted by vendors selling goods and/or services to the school district. Information includes request for quotation, bid spread sheet, bid award letter,advertisements, bid invitations, specifications, bids, bid tabulation, purchase orders, and correspondence.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.22 - Certified Staff Listing

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: List of certified teachers employed by the school district. Information includes social security number, teacher name, race, sex, year certified, group, class, grade, days actually employed, federal funds, total annual salary, and school number.
B. Retention: Until superseded, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.23 - Ticket Sales for School Events

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records documenting the audit practices of the school in keeping records of ticket sales, income and other pertinent records related to athletic events, activity cards, school productions, or extracurricular events which charge admission. Information includes list of activity cards sold, tickets to be destroyed, season ticket holders (number of seats), statement of receipts, disbursements, game ticket forms, athletic ticket sales form showing advanced location sales.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.24 - Uncollected Fees Documentation

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: List of students owing fees to the school. Information includes fees owed for lost or damaged textbooks, library books and materials, locks and equipment.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.25 - Requisitions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of requests for purchase orders from the purchasing agent to order materials with district monies. Information includes records of request, attached order, name of school, address of vendor, district budget number to which the amount is charged, quantity, description, catalog number, specifications, unit price, total, authorization signature of principal, and district office personnel.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.26 - General Budget Preparation Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Budget preparation materials for next fiscal school year. Information includes revenue listings provided by the South Carolina Department of Education, future projections, new budget account number, memos, and correspondence.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 2 - FINANCE › Section 12-902.27 - Work Orders

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of work orders for services requested and subsequent services rendered. Information includes service requested, location, cause of problem, signature of department, and by whom request made.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 3 - FOOD SERVICES › Section 12-903.1 - School Lunch Applications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Applications for free and reduced priced meals, filled out by sponsor of students applying for free and reduced meal program. Information includes student's name, other household members names, sponsor's name and address, monthly income statement, and signature of sponsor.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 3 - FOOD SERVICES › Section 12-903.2 - Food Service Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of receipts and expenditures from the school district food service. This report is generated monthly and submitted to the South Carolina Department of Education. Information includes food service balance sheet, beginning balance, revenue generated, operating balance, inventory, and break out data.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.1 - Payroll Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents wages paid to school district employees for services rendered. Information includes name of employee, social security number, date of check, hourly or salaried amount, overtime, number of hours worked, volunteered and other deductions.
B. Retention:
(1) Year End Payroll Registers: 60 years, then destroy.
(2) Other Payroll Registers: 1 year, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.2 - Employee Earnings Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Separate posting sheets for each school district employee which contain record of earnings per pay period. Information includes name of employee, employee's address, social security number, base pay, period ending, time worked, FICA tax, federal tax, state tax, retirement, insurance, other deductions, net pay, check number, quarterly totals, and accumulated totals.
B. Retention:
(1) When Payroll Register is Missing: 60 years, then destroy.
(2) When Payroll Register is in Existence: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.3 - Payroll Audit Reports-Employee

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents individual employees gross pay for each pay period and their yearly gross pay. Information includes date of report, employee name, social security number, date paid, check number, gross pay, total gross for the year.
B. Retention:
(1) When Payroll Register is Missing: 60 years, then destroy.
(2) When Payroll Register is in Existence: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.4 - Supplemental Audit Report-Employee

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of accrued employee gross salaries on each school district employee and is needed to show the amount of accrued salaries after the fiscal year has been completed. Information includes account numbers, date of report, date of transaction for accrual and total amount accrued.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.5 - Payroll Audit Report-Account

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of individual gross pay for each pay period and their yearly gross pay. Information includes date of report, employee name, social security number, date paid, check number, gross pay, and total gross for the year.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.6 - Supplemental Audit Report-Account

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: This record is created by the school district payroll department to reflect accrued employee gross by account number and is needed to show the amount of accrued salaries after the fiscal year has been completed. Information includes account number, date of report, date of transaction for accrual and total amount accrued.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.7 - Payroll Retirement Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records the contributions made by employees of the school district to the South Carolina Retirement System. Information includes employee's name, social security number, gross salary distribution, and retirement contribution.
B. Retention: 60 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.8 - Payroll Check Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records payroll checks issued to school district employees and documents tax and insurance deductions and retirement contributions by the employee. Information includes name of employee, social security number, account number, date paid, check number, gross salary, retirement, FICA, federal taxes, state taxes, net salary, insurance deduction, credit union deduction, and year to date gross, retirement, FICA, federal and state tax.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.9 - Employee Withholding Certificates

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: These certificates document the number of exemptions to be withheld for each employee. Information includes employee's name, social security numbers, address, number of exemptions, and employee's signature.
B. Retention: Until superseded, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.10 - W-2 Summarizations

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Employer's copy of employee's total earnings and withholdings for the calendar year to be reported to the Internal Revenue Service. Information includes employee name, social security number, gross earnings, non-taxable deductions, retirement, federal tax, state tax, FICA wages and FICA tax.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.11 - Voluntary Deductions Summarizations

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Created to show voluntary deductions, such as contributions to charitable organizations and deferred compensation, to the payroll on an annual basis. Information includes name and amount deducted and name and social security number of person for whom the deduction is made.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 4 - PAYROLL › Section 12-904.12 - Direct Deposit Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of employees on direct deposit, as well as a record that the direct deposit was made. Information includes bank number, account number, transaction code, deposit amount, employee number, employee name, bank count, bank total, final count, and final total.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.1 - State and Local Government Information Reports (EEO-5)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Annual report monitoring internal programs for insuring equal employment opportunities. Information includes number of employees by job categories, by race, by sex, by salary and number of part-time and newly-hired employees during the fiscal year.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.2 - Teacher Register/Certification

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of educational qualifications of all teachers in the district. Information includes name of teacher, certificate number, grade, date issued, date recorded, and date of expiration.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.3 - Application File (Not Hired)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Application forms submitted by persons applying for jobs with the school district who were not hired. Information includes name, address, education and work experience.
B. Retention: 2 years after rejection, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.4 - Personnel Files (Active and Inactive)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms and materials relating to employees of the school district. Files include applications, salary data, professional background, contracts, evaluations, and complete employment history.
B. Retention: 5 years after termination of employment, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.5 - Bus Driver Employment File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: File documenting current and recently employed bus drivers in the district. Information includes application of classified employment, Department of Social Services request for wage information, narrative evaluation, copy of school bus driver's certificate, and pay rate memorandum.
B. Retention: 5 years after termination of employment, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.6 - Substitute Teacher File (Hired and Not Hired)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Applications and related information submitted by persons applying for jobs as substitute teachers for both persons who were hired and those not hired. Information includes application for classified employment, correspondence, South Carolina Retirement System enrollment form, W-4, school selection, criminal record checks from SLED, reference form for classified employment, copy of notification of application received, copy of notification of workshop for prospective substitute teachers, and proficiency exam taken by applicant.
B. Retention:
(1) Records of Applicants Hired: 5 years after termination of employment, then destroy.
(2) Records of Applicants Not Hired: 2 years after date of rejection, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.7 - Assessment of Performance in Teaching (APT)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Formal observation of first year teachers required by the South Carolina Department of Education and conducted by trained observers. Information includes APT Conference Sheet, APT Schedule Sheet, APT Observation Sheet, sample teacher activity sheets, and correspondence.
B. Retention: 2 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.8 - Teacher Incentive Program

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the teacher incentive program started as a result of the Education Improvement Act. Information includes agreements to meet certain criteria, signed understanding statements of money to be allotted, schedule of their student achievement, names of all students from chosen classes, actual student achievement proposals, written goals, and workshop presentations.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.9 - Benefits Information

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of employee insurance coverage. Information includes notice of election, enrollment election form, correspondence, approval letters, authorization for payroll deduction, premium correspondence, and claim correspondence.
B. Retention: 3 years after expiration of policy or replacement by a new policy, then destroy, unless claims are pending.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.10 - Notice of Elections

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms filled out by school district employees stating insurance coverage preferences. Information includes employee's signature and election forms for health insurance.
B. Retention: 3 years after expiration of policy or replacement by new policy, then destroy, unless claims are pending.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.11 - Time Sheets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of number of hours worked by each employee. Information includes name, number of hours worked, and location of employee.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.12 - Worker's Compensation Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Consists of case files containing records and reports generated as the result of employment related accidents involving school district employees. Information includes Reports of Accidents Involving Only Medical Attention; Physician's Report and Itemized Statement; Employer's First Report of Injury and Illness; Agreement as to Compensation; Conditional Waiver of Hearing; 60-Day Report; Status Report and Compensation Receipt; Supplemental Memorandum of Agreement As to Payment of Compensation; correspondence with South Carolina Worker's Compensation Commission, physicians, attorneys, and employees; statements from physicians; copies of internal invoices; copies of receipts and statements for the purchase of medications; copies of purchase requisitions; copies of health insurance claim forms; copies of patient return reports; disposition forms from physicians; and handwritten notes.
B. Retention:
(1) Employer's First Report of Injury: 5 years after case settlement, then transfer to employee files.
(2) Other Records: 5 years after case settlement, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 5 - PERSONNEL › Section 12-905.13 - Hepatitis "B" Program/Blood Pathogens Training Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of training in handling blood borne pathogens as mandated by state and district regulations. Identified employees are administered the Hepatitis B vaccine and documentation is given to each individual vaccinated. Information includes identification of person needing vaccine, in-service verification of all employees, vaccination consent forms, date vaccinated, blood drawn forms, participants listing, correspondence, memos, invoices, and check requisitions.
B. Retention: 30 years after termination of employment, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 6 - STUDENTS RECORDS › Section 12-906.1 - Cumulative Pupil Record File (Student Records)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cumulative record of student's activities throughout their elementary and secondary educational career. Also recorded are personal and physical data relevant to each individual student. Information on the permanent record card includes name, grade, attendance, courses taken, and standardized test scores. In addition to the permanent record card, the file may contain many other types of material such as photographs, tests (mental and physical), application for admission, health cards (immunization records), general correspondence to/from parents/guardian and school personnel, special medical reports (if the student is physically impaired), guidance counseling records, and legal documents verifying birthdate and name changes. The separation date is always included whether by graduation, withdrawal or expulsion.
B. Retention:
(1) Record Cards, Health, and Legal Records: 75 years after student's separation from school, then destroy.
(2) Other Records: 1 year after student's separation from school, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 6 - STUDENTS RECORDS › Section 12-906.2 - Special Education Records (Local School District Program Scholastic Records For Handicapped Students)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents a handicapped student's participation and progress in a special education program. Information includes handicapped/psychological needs, placement forms, record of staffing, individual educational programs, confidential education reports, and least restrictive environment verification papers.
B. Retention: Until no longer needed to provide educational services to the student or for the necessary school district purposes such as auditing or monitoring, then notify the parents that they have a right to have these records destroyed. If the parents so request, the records must be destroyed. If the parents do not request destruction, the school district may retain these records permanently or destroy them at their discretion. In all instances of destruction, the parents of the student must be notified forty-five calendar days prior to destruction that they have a right to request and be provided a copy of any personally identifiable data which has been obtained or used while providing educational services for their children. Documentation of the notification of parents must be retained permanently. (Note: This retention does not apply to the permanent record of a student's name, address, telephone number, grades, attendance record, classes attended, grade level completed, and year of completion.)
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 6 - STUDENTS RECORDS › Section 12-906.3 - Student Test Results

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Computer generated test data on student progress in basic skills. Information includes student name, date of birth, sex, test type, test percentile, battery scores, national percentile, raw scores, scale scores, and local school percentiles.
B. Retention: Until no longer needed for administrative purposes, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 6 - STUDENTS RECORDS › Section 12-906.4 - Individual Record Sheets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cumulative record of each student's achievements while attending school in the district. Information includes name of high school, county, pupil's name, residence, name of superintendent, school term, subjects taken each year, grades, total credits for the year, student's address, place of birth, date of birth, family physician, name of parent or guardian, occupation, race, school previously attended, physical record, personal characteristics, attendance, extra activities, and remarks.
B. Retention:
(1) When Cumulative Pupil Record Files are Missing: 75 years, then destroy.
(2) When Cumulative Pupil Record Files are Present: 2 years after end of the school term for which grades were recorded, then destroy.