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District Policies - C-General School Administration

Table of Contents - Policy C

CA Goals and Objectives 
CB District Code of Ethics for Administrators 
CC Organization Charts 
CD Line and Staff Relations 
CE Superintendent of Schools 
CEA Qualifications 
CEB Duties -KSA 12-1678a 
CEC Recruitment 
CED (See CEC) Appointment -KSA 72-8202b 
CEE (See CEC) Compensation and Benefits -KSA 72-5412; 72-8202b 
CEF (See CEE) Travel Expenses 
CEG (See CEE) Staff Development Opportunities 
CEI Evaluation -KSA 72-9001 et seq.
CEJ Separation -KSA 72-5412 
CEK Resignation
CF Board-Superintendent Relations 
CG Administrative Personnel 

CGI  Evaluation -KSA 72-9001 et. Seq
CJ Consultants (See BBG) 
CK (See CG) Professional Development Opportunities 
CL Councils, Cabinets and Committees 

CM Policy Implementation 
CMA Administrative Rules 

CN Public Records (See JR) -KSA 72-5369 to 72-5373 

CNA Official Records of the District
CO Reports -KSA 72-780] et seq. 

CYA Document Production, Including Electronic Information 


CA  Goals and Objectives 

The goal of school administration is to create an environment in which students can learn more effectively.  All administrative duties and functions should be evaluated relative to the contributions made to improve instruction, increase student learning, and develop worthwhile citizens.  The administration should select staff personnel who will develop student abilities.

The superintendent should possess leadership qualities which motivate all staff members to improve the educational program and attain the board's goals and objectives. The superintendent, with the board's direction, shall endeavor to mobilize and coordinate available resources to develop an educational program designed to stimulate the best effort in all students.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

Revised:  July 13, 2015

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CB  Ethics 

An administrator's professional behavior must conform to an ethical code.  The code must be both idealistic and practical so that it can apply to all administrators.  The administrator acknowledges that schools belong to the public and that they must provide educational opportunities to all.  An administrator's actions will be viewed and appraised by the community, by professional associates, and by students.  Therefore, each district administrator subscribes to the following standards:

The administrator:   makes the well-being of students the basis for decision making and action;

Fulfills professional responsibilities with honesty and integrity;

Supports the principle of due process as required by law and protects the civil and human rights of all individuals;

Obeys local, state and national laws;

Implements the board's policies, rules and regulations;

Pursues appropriate measures to correct those laws, policies and regulations that are not consistent with sound educational goals;

Avoids using a position for personal gain;

Accepts academic degrees or professional certificates only from duly accredited institutions;

Seeks to improve the profession through research and continuing professional development; and honors employment contracts until fulfillment or release.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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CC  Organization Chart 

The Hutchinson Public Schools, Hutchinson, Kansas

ADMINISTRATIVE ORGANIZATION CHART

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CD  Line and Staff Relations

Line and staff administrators are those employees responsible for discharging various functions at the building level, (See. CC Organizational Charts), who are concerned with the management of auxiliary activities and who serve in an advisory or consulting capacity to the superintendent.

Both line and staff administrators are ultimately responsible to the board for the conduct of their official duties.  Line administrators have direct supervisory responsibilities over subordinate staff members.  Staff administrators shall act as advisors and resource persons to all line administrators.

The superintendent's administrative subordinates have authority to administer district programs assigned to them by the superintendent.  These responsibilities may include direct supervision of line administrators.  Line administrators may be required to report directly to the superintendent's designated representative.

Appropriate job descriptions shall be developed by the administration and filed with the clerk for each line and staff position.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CE  Superintendent of School

The superintendent shall be the chief administrative officer of the school system and shall have, under the direction of the board, general supervision of all the schools.  The superintendent is responsible for management of the schools in accordance with the district’s board and administrative policies and is accountable to the board.

The superintendent may delegate to other school personnel the exercise of any powers and the discharge of any duties imposed upon the superintendent by district policies or by the board.  The delegation of power or duty, however, shall not relieve the superintendent of responsibility for the action taken under such delegation.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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CEA  Qualifications

The superintendent shall have or be eligible for a Kansas district leadership license.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

Revised:  July 13, 2015

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CEB Duties

The responsibility of the superintendent shall be:

To serve as the chief administrative officer of the district;

To keep the board informed on the progress and condition of the schools;

To administer the development and maintenance of an educational program designed to meet the community's needs, to study recent educational developments and to recommend changes in programs;

To carry out the board's policies and rules;

To monitor educational programs and to recommend needed changes to the board;

To recommend positions required to provide adequate personnel for the operation of education programs;

To nominate for appointment, assignment, transfer or termination and to define the duties of all personnel, subject to approval of the board;

To supervise the preparation of the annual budget and to recommend it to the board for consideration;

To advise and recommend in business administration matters;

To study the schools' needs and to keep the public informed concerning these needs;

To assure that the district finances are properly managed.

To undertake such other responsibilities as the board may direct.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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CEC  Recruitment

The superintendent search presents the board with an opportunity to recruit individuals who will implement the board's goals.  The board shall recruit candidates who can best accomplish this objective.  The board shall consider only candidates who meet both state and local qualifications and who display the ability to successfully carry out the superintendent's duties.

The board may solicit applications from qualified members of the staff and may list the vacancy with placement offices.

Applications to serve as district superintendent shall be screened by a committee selected by the board. Finalists' districts may be visited by persons designated by the board. Selected candidates shall be interviewed by the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CED   Appointment  

The board may offer a superintendent a contract for a term not to exceed three years and which shall include provisions consistent with the Kansas cash basis law.

The superintendent's contract shall be considered for renewal on or before the statutory date for nonrenewal.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CEE Compensation and Benefits (See KB)

The board shall annually determine the superintendent's compensation and benefits.  Compensation shall be based on recent performance and the superintendent's ability to carry out board policy.

Approved:  October 12, 1998

Updated:  July 7, 2003

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CEF Expense Reimbursement

The superintendent's use of a district motor vehicle and a district credit card shall be confined to necessary school business.  The board shall annually prescribe limits and restrictions on the use of credit cards and shall monitor receipts and reimbursement expenses at least once a month.  Use of District credit cards shall be in accordance with the district’s Purchasing Guide and credit card use shall be reported monthly to the board. Expenses for district travel in personal vehicles or extended travel incurred in the performance of official duties shall be reimbursed in accordance with the provisions of GAN.

Approved:  October 12, 1998

Updated:  September 10, 2001

Updated:  November 9, 2009

Revised:  August 26, 2013

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CEG  Staff Development Opportunities

The superintendent shall keep updated on new educational practices by: study, visiting other districts, attending educational conferences and by other means approved by the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CEI  Evaluation

The board and the superintendent shall develop an evaluation form that will provide the basis for formal evaluations and any informal discussions of the superintendent’s performance.  The board shall evaluate the superintendent using the appraisal instrument in accordance with the minimum statutory requirements for the first four years of employment and annually thereafter by February 15th.  The appraisal instrument may be used by the superintendent as a self-evaluation instrument prior to this evaluation by the board.

Each individual board member may submit input regarding the superintendent’s

performance to the board president.  The president shall allow time for necessary discussion then formulate a summary of the individual responses.  The summative evaluation shall be completed using the summative evaluation prescribed by B/SR-5-E.  The board president shall sign the summative evaluation. .  The board shall review the summary with the superintendent in an executive session.

After the evaluation is complete, any individual appraisal forms shall be destroyed.  The summary and any written response from the superintendent shall be maintained in the superintendent’s personnel file.

The superintendent’s evaluation shall be confidential and be made available only to the board, the superintendent and others as provided by law.  

The evaluation instrument shall be on file with the clerk at the district office.  Current evaluation procedures and policies shall be filed with the Kansas State Department of Education.

Purpose of Superintendent Evaluation

The evaluation of the superintendent by the board shall accomplish the following:

  • Provide an opportunity for the board and superintendent to periodically meet to  discuss the superintendent's performance and the district's management;
  • Review, clarify and discuss the immediate and long-term goals for the district and the superintendent;
  • Establish, clarify and discuss the major functions, responsibilities and roles of the superintendent and the board;
  • Facilitate a good working relationship between the board and the superintendent;
  • Encourage and recognize good administrative performance;
  • Improve the superintendent's leadership performance and management of the district by suggesting areas of responsibility and operating techniques that may be strengthened; and
  • Establish reasonable standards for continued employment of the superintendent.

Procedures

The following procedures shall be used to evaluate the superintendent's performance:

The board shall continually monitor the performance of the superintendent through its actions taken on Operational Expectation Reports 1-13, Board/Superintendent Relations 1-5,  and Results Policy Reports 2-6.Executive sessions may be scheduled during the year to discuss the status of the superintendent's performance and the district's management.

The superintendent shall make monthly reports on Operational Expectations and

Results Policies according to the schedule contained in the annual work plan GC-6. 

The superintendent's performance evaluation shall be based on the following:

Established criteria which are applicable to all administrators;

Responsibilities defined in the superintendent's job description; and

Board/superintendent developed performance goals and objectives as found in Operational Expectations, Board/Superintendent Relations, and Results

Policies of the Board

Approved:  July 24, 2000

Updated:  November 9, 2009, July 22, 2013 

Reviewed:  August 26, 2013

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CEJ  Separation

The board may elect not to renew the superintendent's contract.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013 

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CEK  Resignation

The superintendent may submit a resignation to the board president at a regular or special meeting.  The board will consider the acceptance of the resignation in light of the needs of the district.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CF  Board-Superintendent Relations

The board delegates to the superintendent all administrative duties.  While the board reserves to itself the ultimate decision in all matters concerning policy or expenditures of funds, it will normally proceed in those areas only after receiving recommendations from the superintendent.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CG Administrative Personnel (Also see KB)

The board shall employ administrative personnel as needed.

Compensation Guides and Contracts

Administrative personnel shall be compensated for their services with a contracted salary determined by the board.  Administrative contracts shall be reviewed annually.  The board shall determine the terms and length of each contract.  The board's attorney may develop and review administrator contracts. (See KB)

Qualifications and Duties

The superintendent shall develop appropriate job descriptions for each administrative position.  When adopted by the board, job descriptions shall be filed in the district office and may be published as directed 

Recruitment

The board delegates to the superintendent the authority to identify and recommend the appointment of individuals to fill vacant administrative positions.  The superintendent shall screen all applicants and may use other staff members to assist.  The superintendent shall make recommendations to the board.  The district may pay preapproved expenses incurred by candidates interviewed for an administrative position.

Assignment

The board shall solicit the superintendent's recommendations in appointment, assignment, transfer, demotion, termination or non-renewal of any administrative personnel.

Orientation

The superintendent shall conduct an appropriate administrative orientation program.

Supervision

The superintendent shall be responsible for supervising all administrative personnel.

Administrative Intern Program

The board may establish, by contract with an approved administrator training institution, an administrative intern program.

Travel Expense and Reimbursement

Travel expense for administrative staff shall be provided in accordance with CEF and GAN.

Vacation and Leave for Administrators on Twelve Month Contracts          

Twelve-month administrators will be provided paid vacation days and will be eligible for the same leave benefits other twelve-month employees receive.  When a twelve-month administrator resigns or is terminated, the administrator will be paid for his accumulated sick leave at the rate paid all other employees for unused sick leave.  The administrator is expected to utilize all annual vacation days prior to his last day of employment in the school district.  However, should a twelve-month administrator who is leaving the district, be requested by the superintendent to work what would be considered vacation days, the administrator would be paid for any annual vacation days not used at his daily rate of  pay.  If the department administrator is the superintendent of schools, the Board could request the superintendent to work what would be considered vacation days; the superintendent would then be paid for the unused vacation days at his daily rate of pay.

Qualifications and Duties

Referenced to the appropriate job description 

 Approved:  October 12, 1998

Updated:  July 22, 2002

Updated:  July 7, 2003

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CGI  Evaluation (See CEI, GBI)

Administrative personnel shall be evaluated in writing by the superintendent or by the superintendent’s designee in accordance with the minimum statutory requirements for the first four years of employment and at least annually thereafter.  Administrative personnel files and evaluations shall be available only to the board, the appropriate administrator, the superintendent and others authorized by law.

The board's procedures concerning evaluation of district administrators shall be on file in the administration center and may be published in the appropriate handbook.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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CJ  Consultants (See BBG)

The administration may use professional consultants.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CK  Professional Development Opportunities 

The board may require administrators to attend summer sessions, conferences, workshops or other activities which will directly benefit the schools.  Expenses may be paid by the district to attend meetings approved by the superintendent.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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CL  Councils. Cabinets and Committees

The board advocates the administrative team concept of school administration and hereby establishes an administrative cabinet.

Method of Appointment

All district level administrators are automatically members of the administrative cabinet.

Organization

The superintendent shall serve as the chair of the administrative cabinet and, with the recommendations of the cabinet, will determine the cabinet’s organization.

Resources

The administrative cabinet shall have at its disposal all of the personnel resources of the district normally used by the professional staff.  With board approval, the cabinet may utilize outside consultants and resources to implement the cabinet’s activities.

Material

The administrative cabinet may utilize material purchased by the district to implement the council's activities.

Financial

The superintendent may recommend a budget to the board for the administrative cabinet.

Reporting

The board may call for reports from the administrative cabinet.  Reports should pertain to the activities of the cabinet and may take the form of recommendations to the board.

Administrative cabinet meetings shall be held at times as determined by the superintendent.  Representative members of the cabinet shall attend regular board meetings of the board unless excused by the superintendent.

Financial

Funds for the administrative cabinet's budget shall be included in the district's general fund.

Approved: October 12, 1998

Updated:  November 9, 2009,

Updated:  July 22, 2013

Reviewed:  August 26, 2013

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CM  Policy Implementation

Failure of any administrative employee to implement board policies may result in disciplinary action up to and including termination of employment in accordance with district policies and procedures.

Approved:  July 24, 2000

Updated:  November 9, 2009

Revised:  August 26, 2013

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CMA  Administrative Rules

The board delegates to the superintendent the responsibility for developing recommendations and implementing administrative policies and procedures to carry out board policy and to operate the district's schools.  Such administrative policies and procedures shall be considered for approval, modification or disapproval by the board.

Staff Involvement

In developing such administrative policies and procedures for the district's operation, the superintendent may consult with representatives of those employees who will be affected.

The superintendent shall develop procedures utilizing certified and non-certified employees for the exchange of ideas regarding the district's operation.  The advice given by employees, especially that given by groups designated to represent large segments of the staff, shall be considered.  The board shall be informed of such counsel when reports and recommendations are made to the board. (See also GAC)

Community Involvement

The superintendent may involve district patrons on committees or study groups whenever necessary.

Student Involvement

The superintendent is encouraged to consider students' opinions concerning the rules which affect them. (See also JCB)

Rules Adoption

The superintendent shall review all proposed rules before they are submitted to the board.  All administrative policies and procedures rules recommended by the superintendent shall be reviewed by the administrative cabinet before being submitted to the board for their consideration.

Rules Dissemination

Copies of administrative policies and procedures shall be given to all employees who play a role in enforcing the rules or who will be affected by any rule changes.

Rules Review

Administrative policies and procedures shall be subject to periodic review by the board and by the administrative cabinet.

Administration in Policy Absence

In an emergency when action must be taken where the board has provided no guides for administrative action, the superintendent shall have the power to act, but any decision shall be subject to board review at the next meeting.  The superintendent should recommend to the board policies and procedures to address similar circumstances in the future.

No administrative policy or procedure shall be in conflict with board policy.

Rules Drafting

All proposed administrative rules and procedures shall be submitted to the board attorney or a KASB attorney before being submitted to the board for final approval.

Staff Involvement

The superintendent and the superintendent’s designee may appoint committees to perform functions not being performed by existing groups or persons.

Each staff or community committee shall act in an advisory capacity to the administrator officer supervising such committee's area.  All committees shall terminate as of each June 30 unless re-authorized by the board. -

Student Involvement

The use of student input in the formation of policies and rules shall normally be restricted to areas pertaining to attendance center administration.

Administration in Policy Absence

The superintendent may recommend to the board policies or administrative policies or procedures as needed for the board’s consideration.

Approved:  October 12, 1998

Updated:  November 9, 2009 

Revised:  August 26, 2013

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CN  Public Records (See BE, CYA, ECA, IDEA, II, HAI, JGGA, and JR et seq.)

The district shall have a Freedom of Information Officer who may be the superintendent or the superintendent’s designee and who shall have the authority to establish and maintain a system of records in accordance with the Kansas Open Records Act and other applicable laws and the superintendent may assign other district employees to provide assistance in responding to requests for public records and to serve as custodians of particular  records.  The Freedom of Information Officer shall prominently display and distribute or otherwise make available to the public a brochure in the form prescribed by the local Freedom of Information Officer.

Types of Records

A public record means any recorded information, regardless of form or characteristics which is made, maintained or kept by or is in the possession of the district, including those exhibited at public board meetings in accordance with Kansas law.

Central Office Records

Records maintained by the superintendent shall include, but not be limited to, the following: financial, personnel, property (both real and personal) owned by the district.

Building Records

Records maintained in each attendance center shall include, but not be limited to, the following:  activity funds and student records..   (See JR et seq.)

Public Access

All records, except those not required to be open pursuant to the Kansas Open

Records Act, shall be open to inspection by the general public during regular office hours..  The superintendent shall establish policies and procedures for making records available as required by law. 

Requests for access to open records shall be made in writing to the superintendent or the superintendent’s designee.  The official custodian shall examine each request to determine whether the record requested is one required to be open under the Kansas Open Records Act and shall either grant or deny the request.

If the custodian does not grant the request, the person requesting the record shall receive a written explanation of the reason for the denial within three days of the request, if an explanation is requested.  If the requester disagrees with the explanation, the

Freedom of Information officer shall settle the dispute.

To the extent possible, requests for access to records shall be acted on as promptly as possible.  If the request cannot be acted on promptly, the custodian shall inform the requester of when and where the open record will be made available.  The record shall be made available within three business days of the request. 

The board shall annually set a fee for copies of records.  Advance payment of the expense of copying open records shall be borne by the individual requesting the copy. Under no circumstances shall the documents be allowed out of their usual building location without approval of the Freedom of Information Officer

Revenue from copying open records will be deposited in the district's general fund.

Disposition

All district office records shall be kept for at least the minimum length of time required by law.

The clerk is designated as the official custodian of all board records maintained by the district

District employees shall follow the guidelines found in the student records policies. (See JR and JRB)

Retention of Documents in Certain Circumstances (See CYA)

Approved:  KSB Recommendation – 6/00; 01/02; 4/07; 6/07

Board Approved:  August 27, 2007

Updated:  November 9, 2009, July 22, 2013

Revised:  August 26, 2013

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CNA  Official Records of the District

The official records of the District are the sole property of the District. Employees leaving or relinquishing their positions within the District shall leave all official records for their successors or shall deliver such records to the superintendent or the superintendent's designee.

Official records of the District are defined as any documentary materials or items, regardless of physical form or characteristic, which are created or received by or on behalf of any employee in pursuit of the District's objectives or during the course of its operation or business.  For the purposes of this definition, the term employee means each administrative, professional and classified employee of the District.

Such official records include, but are not limited to, correspondence, reports, minutes, memoranda, registers, directives, announcements, manuscripts, publications, architectural and building plans, personnel records of all employees and student records. Also included are audiovisual materials, film, tapes, photographs, drawings, computer software and output data and any other material created or received by the District or any District employee

Excluded from the definition of official records are archival or published materials, in print, electronic or other formats, collected as reference material to support the instructional and curricular programs of the District.  Documents or other materials developed or produced by District employees on their own time and without the use of or the substantial involvement of the District's equipment, personnel and supplies are excluded from the definition of official records.

Uniform procedures for the maintenance, retention and disposal of the District's official records shall be prescribed by the superintendent.

Approved:  July 28, 2003

Updated:  November 9, 2009

Revised:  August 26, 2013

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CO  Reports

The board may require reports from the staff.

Types

The superintendent may submit to the board an annual report summarizing the district's operations for the preceding school year.  The superintendent shall provide the board a monthly treasurer’s report, which shall include a monthly budget and cash summary. The board delegates to the superintendent the authority to request reports from any staff member.

Dissemination (See JR et seq.)

The board, upon request, shall receive copies of all reports submitted to the superintendent.  Copies of staff reports may be sent to staff members for their confidential use if the superintendent approves.  

The superintendent's monthly treasurer’s report shall be included in the board's agenda and shall include each account, the original appropriation, the amount expended to date, the amount encumbered to date, and the remaining balance in each account.

Approved:  October 12, 1998

Updated:  November 9, 2009, July 22 2013

Revised:  August 26, 2013

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CYA  Document Production, Including Electronic Information (See BCBK, BE, CN, ECA, IDEA, II, JGGA, JR et seq. and KBA)

Destroying Documents

 After the district receives knowledge of legal action against the district or its employees, no documents or electronic information pertaining to the subject of the action, maintained in any form, may be destroyed.

Approved:  KASB Recommendation – 02/07; 4/07; 6/07

Board Approved:  August 27, 2007

Updated:  November 9, 2009

Reviewed:  August 26, 2013 

* For detailed information, see Federal Rules of Civil Procedure.  34 Productions of Documents, Electronically Stored information.

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