Lists of requested students' transcripts of permanent academic record for use in the academic departments of the institutions of higher education.

Retain for 1 year, and then destroy records.

Effective 1990-07-01

Applications for identification cards for non-matriculated individuals participating in activities sponsored by an institution of higher education.

Retain for 6 years, and then destroy records.

Effective 1990-07-01

Cash register tapes collected monthly noting monies received by the sale of copies of students' transcripts.

Retain for 3 years, and then destroy records.

Effective 1990-07-01

Applications for identification cards for students traveling out of the country in order to receive international student benefits.

Retain for 1 year, and then destroy records.

Effective 1990-07-01

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 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

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 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 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

State employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime systems.

Retain for 3 years, and then destroy records.

Effective 1999-07-01

These files document the history of offenders in the State of Utah for youths over 10 and under 21 years of age who have been committed or admitted to the custody of the division by the court following adjudication for a delinquent act. Information includes discharge order; information sheet; consumer information sheet; request for discharge from parole; hearing notice; youth parolee's quarterly evaluations; psychological evaluations; Utah State Industrial School admission sheet; scholastic case records; and placement agreement. This record also includes court summons; mug shots; restitution work program; case report; verification of medical eligibility; application for financial, medical, and food stamps; primary person characteristics; service activity form; authorized needs approval/one time payment; correspondence; service activity form; supply list; birth certificate; parole documentation list; social security card; birth certificate; grievance procedure for parent; visiting arrangements; juvenile court review; and medical release summary.

Retain for 23 years after separation, and then destroy records.

Effective 2005-09-01

The Shelter Care and Receiving Centers offer immediate care to youth offenders in the case that an arresting officer cannot find a responsible adult to take custody of the youth. Efforts to contact the youth's parents are immediately taken. These centers are one of the early intervention services administered by the Division of Juvenile Justice Services for youth offenders between the age of 8 and 21. A file is kept on each youth during his/her stay at one of these centers. Specific types of records contained in this series include numerous reports, assessments, psychological evaluations, treatment summaries, correspondence, tracking logs, intake assessments, academic and medical histories, and release/discharge summaries.

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

Effective 2006-02-01

These files document the prevention or early intervention services provided to youth offenders between the ages of 10 and 21 in the state of Utah. These files are created and compiled by the staff while the youth are in the custody of the Division of Juvenile Justice Services. Specific types of records contained in this series include mental and psychological evaluations, court orders and reports, logs, treatment summaries, risk and intake assessments, correspondence, probation reports, rap sheets, academic and medical histories, and release/discharge summaries. Records in this series may also be referred to as "Day Program Case Files" or "Alternative Program Case Files".

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

Effective 2006-02-01

These are health assessments performed on new or current clients to determine whether they qualify for Title XIX programs.

Retain for 7 years, and then destroy records.

Effective 1995-06-01

These files document control registers that pertain to requistions and work orders for printing, binding and duplicating services.

Retain for 3 years, and then destroy records.

Effective 1995-06-01

Daily cash register tapes noting monies received for transcripts of the students' permanent academic record.

Retain for 1 year, and then destroy records.

Effective 1990-07-01

Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.

Permanent. Retain for 10 years. Transfer records to the archives.

Effective 1990-07-01

Files which document student enrollment, registration, and participation in course work and other academic activities at any of Utah's institutions of higher education.

Retain for 5 years after separation, and then destroy records.

Effective 1990-07-01

Request form for a transcript of student's permanent academic records and the record of payment received for the copy.

Retain for 1 year, and then destroy records.

Effective 1990-07-01

These records and reports are the primary case files generated by state university or college police officers who are investigating or responding to a felony-offense-level incident. They include all records associated with the incident, and may include arrest and investigative reports, photographs, lab tests, arrest warrants, and any other pertinent records.

Retain for 10 years, and then destroy records.

These files document treatment programs for both victims of domestic violence, and perpetrators. Information includes address, age, birthdate and birthplace, court actions, victim information, psychiatric and psychological information, medical and dental information, and family information.

Retain for 4 years, and then destroy records.

Effective 1995-08-01

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 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

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.

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