South Carolina Administrative Code

12-812.8. Project Grant Awards And Contracts. A. Description: Document grants and contracts awarded to faculty, staff and graduate assistants for sponsored projects. Information includes name of project, award notification, contract number, and other related information. B. Reten…

12-813.10. Request Cards. A. Description: Document patrons’ requests for information on holdings. Information includes call number, collection number, title, location, number of items used, researcher’s name, and date. B. Retention: 3 years; destroy. HISTORY: Added by State Regis…

12-813.5. Interlibrary Loan Request Records (Processed and Unprocessed). A. Description: Used to record successfully processed interlibrary loan requests and loan requests the staff was unable to process. Information includes patron’s name, identification, requested informa- tion…

12-813.6. Library Catalog (Books, Periodicals, and Other Publications). A. Description: Used as a finding aid to the library holdings. Information includes name of author, title, subject, publisher, publication date, and call number. B. Retention: Until updated or no longer neede…

12-813.7. Library Fines and Fees. A. Description: Documents money received for library fines, library computer information searches, lost books, and inter library loan requests. Information includes amount of money received, what the money was received for, date, and signature of…

12-813.8. Newspaper and Manuscript Collection. A. Description: A collection of documents concerning the state or communities’ heritage or culture. Included are Bible records, wills, diaries, letters, photographs, maps, newspapers and other related items. B. Retention: Permanent. …

12-813.9. Photo Duplication Request Forms. A. Description: Created to document photocopy requests. Forms reflect information concerning copyright restrictions, author, book title, manuscript box and folder number, items to be copied, duplication costs, and patron’s signature. B. …

12-814.5. Alumni Fund Raising Files. A. Description: Used to document contributions to the alumni fund and contacts made during fund raising drives. Information includes contributors’ names and addresses, telephone numbers, Social Security numbers, dates, contribution amounts, ty…

12-814.6. Alumni Fund Reports. A. Description: Used to report information concerning contributions to the alumni fund on a monthly, quarterly or annual basis. Information includes report dates, contributors’ names, Social Security numbers, amounts of contribution, types of contri…

12-814.7. Alumni Files. A. Description: Used to retain current information on former students. The series consists of student forms, alumni information forms, and related records. Information includes student names, gender, Social Security numbers, spousal names, addresses, paren…

12-815.5. Student Career Placement and Planning Files. A. Description: Used to assist students in planning career goals and objectives. This series also provides prospective employers with a comprehensive record of students’ scholastic and personal data. Information includes care…

12-815.6. Job Locator Service Files. A. Description: Used to document placement and tracking of students in part time positions off campus. Information includes annual reports, salary summaries, Equal Opportunity Employment agreements, Job Locator Participant registration cards, …

12-816.5. Student Residence Files. A. Description: Used to document occupancy of student residences. Information includes resi- dence hall or apartment applications, housing contracts, contract expiration or termination date, bills/charges for occupancy, room assignment sheets, r…

12-817.5. Health Records. A. Description: Used to document health services and/or treatment provided to students, employ- ees and other persons. Information includes medical histories, personal data, examinations, com- plaints, laboratory test results, diagnoses, identification o…

12-818.5. Sole Source Document Files. A. Description: Used to document procurements made when there is only one source for the required supply, service, or construction item. These files contain such forms as Justification for Sole Source Procurement and Record of Sole Source Con…

12-818.6. Trade-in Document Files. A. Description: Used to document transactions for property traded-in as partial or full payment for an agency purchase. These files may contain forms such as Request for Trade-In Document and Record of Trade-In Sales. Information includes instit…

12-818.7. Emergency Procurement Files. A. Description: Used to document authorized emergency procurement purchases. These files contain such forms as Justification for Emergency Procurement and Record of Emergency Contracts. Information includes types of emergency procurements, v…

12-819.10. Motor Vehicle Parking Registration File. A. Description: Used to register student, staff, and faculty motor vehicles for parking. Informa- tion include owners’ names, make of vehicles, model, year, license plate numbers, decal registration numbers, Social Security numb…

12-819.5. Incident Reports. A. Description: Used to record the original report of a felony or incident and pertinent facts surrounding the offense. Information includes agency identification, incident type, case numbers, National Crime Information Center (NCIC) entries, administr…

12-819.6. Parking Tickets. A. Description: Used to document parking violations. Information includes date and time of violations, automobile license tag numbers, locations, violations, decal numbers and amount of fines. B. Retention: 3 years after fine is paid; destroy. HISTORY: …

12-819.7. Parking Ticket Appeals. A. Description: Used to document appeals by persons receiving parking tickets. Information includes violations, locations, reasons for appeal, names, addresses, and Social Security numbers. B. Retention: 1 year after completion of appeal process;…

12-819.8. Shift Reports. A. Description: Used to document officers’ responses to requests for assistance. Information includes times calls are received, dates, names of officers, and brief description of the problem. B. Retention: 5 years or until of no further legal or administr…

12-819.9. Uniform Traffic Collision Reports (Accident Reports). A. Description: Used to document investigations of motor vehicle accidents occurring on state college and university campuses. Information includes dates, times, county codes, name of town or city, collision location…

12-901. Introduction and General Matters; Application of Schedules. The following general schedules contain minimum records retention periods for the official copy of the records. These retentions and dispositions apply regardless of physical format, i.e. paper, microfilm, electr…

12-901.1. School District Board Meeting Tapes. A. Description: Cassette tape recordings of school district board meetings used in preparing the school district board minutes. Information includes date of meeting, meeting time, meeting place, board members present, order of busine…

12-901.10. South Carolina High School League Student Eligibility Files. A. Description: Documents student eligibility to participate in sanctioned athletic events. Informa- tion includes League Handbook, birth certificate, parent permission/physical form, certificate of eligibili…

12-901.11. Media Center Records. 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 instruc…

12-901.2. School Board Meeting Agenda Packets. A. Description: Record of items submitted for the school board’s consideration. Information includes date, time, and locale; order and description of proposed business. B. Retention: Permanent. Microfilm optional. HISTORY: Added by S…

12-901.3. School District Board Meeting Minutes. 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. …

12-901.4. Committee Meeting Minutes. 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 hearin…

12-901.5. Deeds. 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 opti…

12-901.6. Basic Education Data System Survey. 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, sc…

12-901.7. Federal Project Files. 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 f…

12-901.8. General Correspondence And Subject Files. 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 oth…

12-901.9. Blueprints and Maps of School Buildings. 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: Permanen…

12-902.1. General Ledgers (Superintendent’s Ledgers). 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 affec…

12-902.10. Monthly Financial Reports. 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. H…

12-902.11. Interim Pupil Activity Audit Report. 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…

12-902.12. Budget Status By Location. 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. HISTORY: Added by State Register Volume 18, Issu…

12-902.13. Budget Transfers. 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. HISTORY: …

12-902.14. Journal Entries. A. Description: Record series used for reviewing and adjusting various accounts before transfer- ring information to the general ledger. Information includes name of department, account number, description, voucher number, date, reference number, debit…

12-902.15. Expenditure Report. A. Description: Monthly status of expenditures for each department, office and school. Informa- tion includes date, account number, purchase order number, vendor code, transaction code, and totals. B. Retention: 2 years, then destroy. HISTORY: Added…

12-902.16. Banking Records. 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 stateme…

12-902.17. Paid Invoices. 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…

12-902.18. Purchase Orders. 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 i…

12-902.19. Accounts Payable Check Registers. 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. HISTORY: Added by State…

12-902.2. Chart of Accounts. 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 include…