Embedded Files
Governance
Governance
This covers the documentation associated with the board of trustees and its activities relating to the control and management of the school.
Notes
The schedule covers all possible records a school may create. Not all schools may create/keep records in all categories.
The stated retention period is a minimum period and you can keep the record longer if you wish. You should consider any possible issues involved in doing this (e.g., privacy, liability, etc).
Do not destroy any record older than 1945 – contact Archives New Zealand for advice.
Minutes and agendas of board of trustees meetings, and other records documenting the board’s decisions and discussions (including its committees)
Minutes and agendas of board of trustees meetings, and other records documenting the board’s decisions and discussions (including its committees)
Board of trustees minutes and agendas
Board of trustees committee minutes and agendas
Papers, such as reports attached to the minutes
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Must be sent to Archives NZ after 25 years, unless arrangements are made with Archives NZ for the school to keep them longer
If the school is closing, sort, list, box and send these records to the local/ regional Ministry of Education office for off-site storage and eventual transfer to Archives NZ
Charter, strategic plans and goals documents, Annual report
Charter, strategic plans and goals documents, Annual report
Charter
Strategic plan
School goals
10YPP or its equivalent in integrated schools
Keep indefinitely
Keep an audit trail of changes
May be sent to Archives NZ after 10years (not sooner)
Significant school policies and procedures
Significant school policies and procedures
Policies
Board of trustees bylaws
Procedures
Guidelines
School rules
Codes of practice
Codes of conduct
Health and safety
Personnel
Sexual harassment
Accident and sickness
School transport
Complaints and discipline
Treaty of Waitangi
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Routine school policies, plans, procedures, guidelines, rules, codes of practice, etc. (includes those developed under the NEGs or NAGs)
Routine school policies, plans, procedures, guidelines, rules, codes of practice, etc. (includes those developed under the NEGs or NAGs)
Curriculum delivery
Evaluation and assessment
Reporting on student achievement
Meeting procedure
Property
Purchasing
Financial
Student attendance, suspension or withdrawal
Special needs
Operational plans
Keep for as long as the school needs them for administration or reference purposes, then they may be destroyed with the permission of the board of trustees
If the school is closing, these records may be destroyed with the permission of the board of trustees/residual agent
Board of trustees election administration records
Board of trustees election administration records
Advertisements
Candidate statements
Voting forms
Electoral Rolls
Send voting forms to the District Court as soon as possible after the election result is declared
Significant correspondence of the board of trustees
Significant correspondence of the board of trustees
such as matters of significant community interest, matters relating to major school programmes and activities, and matters relating to the legal rights and interests of principals, staff, students and parents. Includes significant correspondence with associations, such as parents, friends and old students associations, but note that they are separate associations and their own records are not covered by this schedule
Erecting monuments to mark significant community or cultural events such as statues, and carved gateways
Visits of dignitaries such as the Governor General, and a famous ex-student
School jubilees
Significant facilities developed as a result of major fund-raising initiatives, such as community pools, arts centres, and gymnasiums
Major changes of school uniform
Major disasters
School closures
Complaints
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Operational correspondence of the board of trustees kept for audit purposes,
Operational correspondence of the board of trustees kept for audit purposes,
Includes operational correspondence with associations, such as parents, friends and old students associations, but note that they are separate associations and their own records are not covered by this schedule
Correspondence and other documentation regarding conflicts of interest notification to the Ministry of Education
Requests for funding
Student achievement
Setting up sports clubs
Discipline matters of a general nature
Routine fund-raising activities
Keep for 7 years after the date of the last action, then it may be destroyed with permission of the board of trustees
If the school is closing, sort, list, box and send these records to the local/regional Ministry of Education office for off-site storage. They may then be destroyed when the 7 year period expires
Routine correspondence and other records of the board of trustees
Routine correspondence and other records of the board of trustees
Includes routine correspondence with associations, such as parents, friends and old students associations, but note that they are separate associations and their own records are not covered by this schedule
Advertising
Ministry circulars/gazettes
Training brochures
Thank you letters to parents
General procedural information from Audit NZ
Keep for as long as the school needs them for administration or reference purposes, then they may be destroyed with the permission of the board of trustees
Google Sites
Report abuse