These files document information collected to determine whether or not a family and home are appropriate for the placement of children currently in foster care. If the home is determined to be suitable, children may be released from the custody of the Division of Child and Family Services to the approved family and home. Information includes criminal background checks, autobiographies, physical, psychiatric, and psychological examinations, interviews, income information, and home study evaluations.

Retain for 10 years, and then destroy records.

Effective 1998-02-01

This is the raw data received from county sheriffs in the state indicating the number and types of juveniles held in jails. This information is used to prepare the Detention Data Report.?This record includes the name of county; the name of the youth offender; the youth's sex, age, and race; the alleged violation; the date the youth was admitted to jail and the date released; to whom the youth was released; and the total length of time the youth was held.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

These records document bank statements from client trust accounts and are used to manage financial and audit records. Information includes returned checks, financial statements, and bank transactions.

Retain for 4 years, and then destroy records.

Effective 1999-03-01

These are public hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of youth corrections facilities and to provide contracting procedures for youth corrections programs.

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

These files document detention records for youths over the age of 10 and under 21 years of age who have been placed in juvenile detention facilities for care and services. Juvenile detention records are kept for three years after the detainee's 18th birthday unless expungement of the record is ordered by the Juvenile Court. Records of juveniles 21 years of age or older are destroyed. Information includes name, birthdate, birthplace, court actions, criminal histories, fingerprints, education, psychological and psychiatric information, medical information, and victim information.

Retain for 21 years after date of birth, and then destroy records.

Effective 2006-06-01

These records document adoption placements for children whose birth parents have either been deprived of or have permanently relinquished their parental rights. Information includes face sheet, intake information, social history, closing information, medical, genetic, and birth information, educational records, psychological evaluations, birth certificates, legal documents, adoption reports, summons, paternity rights, administrative reviews, investigative reports, handwritten notes, financial reports, and correspondence.

Retain permanently. Records may be transferred to the archives.

Effective 1995-08-01

These are by-laws that established the Utah Board of Juvenile Justice and Delinquency Prevention as required by the federal Juvenile Justice and Delinquency Prevention Act of 1974. The board was responsible for the development of a plan to implement the objectives of the act, to promote an effective and coordinated juvenile justice system, and to disburse federal funds within the state. This board was replaced by the Commission on Criminal and Juvenile Justice in 1983.?This record includes both draft copies of the by-laws and the final by-laws.

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

These are denials pertaining to the adoption of children. They indicate the reasons for Family Services' denial of adoption applications. They include a profile summary of the adoptive family which contains parent surname, religion, income, education, occupations, and children's names and ages.

Retain for 4 years, and then destroy records.

Effective 1995-08-01

These records are subsidy agreements with adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one-time, time-limited, or long term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18 or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993).

Retain for 20 years, and then destroy records.

Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These are subsidy agreements to adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one time, time-limited, or long-term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18, or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993)).

Retain for 20 years, and then destroy records.

Effective 2009-02-01

This is a record of private providers with approved youth rehabilitation programs who contract for services with the Division. These case files document provider responsibility to youths while in the care of the private agency, as well as Youth Correction's responsibility to provider. This series includes a copy of the contract, a program plan, monitoring report, program evaluations, budget statement, and all related correspondence.

Retain for 7 years, and then destroy records.

Effective 1995-09-01

Employee training correspondence, memoranda, reports and other records relating to the availability of training and employee participation in training programs sponsored by other government agencies or non-government institutions.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These are records created by committees or conferences, including advisory committee's relating to executive establishments, organiztions, memberships, and policies.

Retain permanently. Transfer records to the archives.

Effective 1995-06-01

These files document individual and family counseling records for clients receiving services from the Division of Child and Family Services. Counseling and services may be ordered by the courts. Information includes activity logs, personal and family counseling reports, payment documents, court records, progress reports, medical information, and psychological and psychiatric information. There may be child protective services information included in these records.

Retain for 10 years, and then destroy records.

Effective 1998-02-01

These are the legal interpretations written by the Attorney General's Office upon request by the division to guide them in enforcing and obeying the law. The official copy of this record is maintained by the Attorney General's Office. Opinions are also published in the State Bulletin.?This record includes opinions on custody and guardianship definitions and certification of programs and providers.

Retain for 2 years, and then destroy records.

Effective 1999-07-01

These files document the supervision of delinquent youths in the community. The Division of Youth Corrections keeps daily logs, tracks school records, and implements court orders to accomplish these tasks. Information includes court records, name, age, family information, assessments, daily contact reports, and correspondence.

Retain for 21 years, and then destroy records.

Effective 1999-07-01

These are actions taken by the Board of Youth Corrections to ensure the Division's continual compliance and conformity with the provisions of its programs.

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

This is a record of administrative correspondence for all management staff. Content ranges from a wide variety of subject matter.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

This is the result of the activities required under 28 CFR 31.303(f) and section 223(a)(15) of the Juvenile Justice and Delinquency Prevention Act that the state monitor jails, detention facilities, correction facilities, and non-secure facilities. The purpose of the monitoring is to ensure that juveniles are not being held in adult jails and lockups. This record includes the total number of status and non-status offenders held in jail, the number held less than 24 hours, the number of federal wards held, and the total number of juveniles held 24 hours or more.

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

These are licensing and certification actions by the Division of Youth Corrections. They include quality assurance information and providers licensed to provide services to the division (Utah?Administrative?Code?R840-8?(1992)).

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

These are requests for reimbursement of expenses for members of the Utah Board of Juvenile Justice and Delinquency Prevention who traveled on board business. The information on these forms includes date of request, department or finance number, departmental number, the employee's name, home address, division, department, and bureau, the agency's low organizational and activity numbers, the amount of requested reimbursement, if transportation expenses claimed, the date(s) of travel, the type of transportation used (private car, commercial plane, etc.), where travel to and from, the actual miles traveled, the mileage rate, and the amount of reimbursement claimed per trip and total, and the total amount of actual miles, if subsistence and incidental expenses are claimed, the date(s) of the travel, the destination, the departure and return times, the days and hours of lapsed time, the amount claimed for meals, the total per diem claimed, the type and amount of other expenses claimed, the total expenses for meals, per diem, and other expenses, the signature and title of the traveler, and the signature of the approving official.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These records document information gathered by staff regarding foster parents who are providing services to children in out-of-home care. Records are used to disperse payments as well as determine potential foster parents eligibility for foster care licensure and ability to provide for the needs of children in their care. Records include agreements, trainings, licenses, case worker's notes, and related information.

Retain for 50 years, and then destroy records.

Effective 2016-02-01

These are transcripts of hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of the Youth Corrections Facility and to determine the contracting procedures for the Youth Corrections program. This record includes the date and time of the hearings and the individuals present.

Retain permanently. Transfer records to the archives.

Effective 1999-07-01

These records are used to determine eligibility of program participants for Medicaid services for youth offenders under state supervision. Specific types of documents include Medicaid applications, copies of birth certificates, parental income declaration forms, and copies of placement services contracts.

Retain for 10 years after after case closes, and then destroy records.

Effective 2006-02-01