General Retention Schedule Items

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This tally is completed daily by the teacher to report absent students. It is taken by a student each morning to the school's office. The information may be used to confirm absences. This form includes the student's name, teacher's name, and date.
 
After absences are verified, then destroy records.

Effective Jun 1994
This computer report documents the daily collection of meal service. This report records deposits made to the lunch and breakfast funds. It includes the student's name, identification number, amount received, account balance, and total student sales.
 
Retain for 1 year; then destroy records.

Effective Jun 1994
These are subject files maintained for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, and district memoranda, and instructions.
 
Retain for 1 year; then destroy records.

Effective Jun 1994
These are records maintained by the school's principal on all school employees. They are used for easy reference. The school district office maintains the official personnel files on all district employees. These files include evaluation forms, career ladder information, and teaching observation forms. All significant information is duplicated in the teacher's personnel file.
 
Retain for 65 years; then destroy records.

Effective Jun 1994
These histories are are compiled by the schools. They are used for reference purposes. They describe the school's beginnings and developments and are updated annually to include significant school activities.
 
Retain permanently; then records may be transferred to the archives.

Effective Jun 1994
These forms are completed for all enrolled students registering for specific classes. They are used to notify students of course requirements and to register for specific classes. The forms include grade, student's name, parent's signature, birthdate, sex, and address and telephone number, course requirements for grade level, listings of courses (required, resource, elective, etc.), and indication of class selections.
 
Retain for 1 year; then destroy records.

Effective Jun 1994
This tally is completed daily by the teacher to report absent students. It is picked up each morning and taken to the school's office by a sixth grader. The information is used to create a list used by volunteers to call parents. This form includes the parents' name, date, list of students absent, and comments.
 
Retain for 1 year; then destroy records.

Effective Dec 1992
These are subject files maintained for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, and district memoranda, and instructions.
 
After or until administrative need ends, retain for 1 year; then destroy records.

Effective Jun 1994
These are the actual checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.
 
Retain for 4 years; then destroy records.

Effective Jun 1994
This monthly report is submitted to the district's business administrator on all school building rentals. It is used for accounting purposes and the following forms are submitted: building rental and supervision report and the application and agreement for use of school property. The building rental and supervision report includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. The application and agreement for use of school property form is a three-part form completed by persons/organizations requesting use of school buildings. It is used to obtain approval for school rentals. If approval is granted the contract is signed between parties. The first copy (white) is retained by the applicant, the second (yellow) is kept by the school, and the third copy (pink) is sent to the school district at the end of the month as part of the building rental and supervision report. A school check is made payable to the Box Elder School District and is also submitted to pay for rentals received during the month.
 
Retain for 3 years; then destroy records.

Effective Jun 1994
These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid.
 
Retain for 4 years; then destroy records.

Effective Jun 1994
This report is completed by school personnel immediately after a severe student injury and a copy is then submitted to the State Child Injury Prevention Program. An injury is considered severe if it requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's name, district name and number, and school name and number; student's sex, birthdate, and grade; accident's date and time; number of days absent; action taken by school and parent; nature of injury; area affected; contributing factors; period; surface; location; activity; equipment; injury description; signature of person making report; title code; and principal's signature. The state's copy is retained for five years.
 
After or until 2 years after resolution of issue, retain for 4 years; then destroy records.

Effective Jun 1994
This management plan is required by 40 CFR 763.93 (1992) to be developed for each school on or before October 12, 1988. The management plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building. Also to include if the school building has damaged Asbestos Building Material (friable ACBM), nonfriable ACBM, friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1992)) and must contain "a true and correct statement, signed by the individual designated by the local education agency" certifying that local agency responsibilitie have been or will be met (40 CFR 763.93(h) (1994). A copy is submitted to the District Maintenance Department and the duplicate is retained by the school. Each local educational agency "shall maintain and update its management plan to keep it current with ongoing operations and maintenance" (40 CFR 763.93(d) (1992). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1992)). A copy of this report becomes part of the management plan (40 UCA 763.92(b)(2)(iii) (1992)). The surveillance reports include district name, school, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.
 
After final action, then destroy records.

Effective Jun 1994
These rules and regulations document parents' receipt and approval of acceptable student behavior on school buses. They are sent home at the beginning of each school year to inform parents of the district policies. One copy is retained by the parents for reference while a signed copy is returned to the school where it retained on file. They include the rules and regulations, parents' and students' signatures, and date.
 
Retain for 1 year; then destroy records.

Effective Jun 1994
These application forms are completed by students from Park Valley and Grouse Creek who must leave home and live with someone other than their parents or guardians to attend high school during their eleventh and twelfth grades. They are used to receive a subsistence and transportation allowance in accordance with district policy. The application forms include date, student(s) name, school, grade, parent's name and telephone number, address, parent's social security number, school year covered by application, distance from school (over sixty miles), parent's signature attesting to the accuracy of information provided, district policies concerning allowances, and a space provided for district use indicating monthly rate to be paid and whether application approved.
 
Retain for 4 years; then transfer records to the archives.

Effective Jun 1994
This report documents monies collected for school lunches. The school collects money from students and teachers for meals eaten and deposits funds in school accounts. This report is submitted monthly with a check to the district for monies collected to the district's business administrator. It reports monies collected for school hot lunches served during the month and is used by the district to reconcile bank deposits. The report includes amounts collected from teacher's and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.
 
Retain for 3 years; then destroy records.

Effective Jun 1994
This computer report serves as a billing for student fees. A copy of the student's schedule is sent to the student during the summer to make any changes if necessary. Fees are published in the local newspaper at least three weeks before school starts. At registration, the student picks up their final schedule stamped with the fees owed. A stamped copy of the report is given to the student as a receipt when fees are paid. It is used to verify fees paid and deposited. The report includes student's name and identification number, grade, sex, fee description, amount, totals, and date paid.
 
Retain for 4 years; then destroy records.

Effective Jun 1994
These cards are completed by the parents or guardians of each middle school student at the beginning of the school year. They provide basic information on all students and are used for reference purposes. The card includes date, student's name, birthdate, grade, sex, mailing address and telephone number, father's name and work telephone number; mother's name and work telephone number; indication with whom the student lives; name, relationship, and telephone number of person to contact in case of an emergency; physician's name and telephone number; whether the student has any special medical concerns; and a signed statement notifying parent that the school has a closed campus and student cannot be released without custodial parent's written consent.
 
After superseded, then destroy records.

Effective Jun 1994
These yearbooks document school activities. They are compiled by a yearbook staff with assistance of a teacher advisor. The yearbooks contain names and photographs of the faculty, staff, and individual students by grade, school clubs, sports, cultural events, and academic and social activities.
 
Retain permanently; then transfer records to the archives.

Effective Jun 1994
This report form is used by the schools to track expenditures and for comparison with district reports. The district audits these reports annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.
 
Retain for 1 year; then destroy records.

Effective Jun 1994
This sheet is prepared daily by the school food service for all meals served. It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.
 
Retain for 3 years; then destroy records.

Effective Jun 1994
These report forms are completed and submitted to the district payroll office on or before the 5th day of each month authorizing payments for services rendered. These records include a variety of report forms including the payroll report form, the absence report, and the payroll voucher. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The absence report form is a three part form documenting the absences of the district contracted employee's. The first copy (white) is sent to the district's payroll department, the second copy (canary) is retained by the school, and the third copy (pink) is kept by the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, instructional aides, specialists, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.
 
Retain for 3 years; then destroy records.

Effective Jun 1994
These individual case files document students enrolled in the district's special education programs. They contain various reports and completed forms including learning disability assessment reports, approval for continued services, completed tests and surveys, information on parents or guardians, approval of placement in the Special Education Program, and a special education card (34 CFR 300.563_(1991)).
 
After date of birth, retain for 27 years; then destroy records.

Effective Jun 1994
These application forms are completed by parents who must transport their student to and from school or the bus stop. Parents of pupils living 1.5 miles or more from their assigned school are eligible to be paid a transportation allowance when regular school transportation is unavailable under State guidelines. These forms include date, student's name, school, grade, parent's name, telephone number, address, parent's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's signature, district policy, and (if approved) indication of rate to be paid.
 
Retain for 4 years; then destroy records.

Effective Jun 1994
This report form is used by the schools to track expenditures and for comparison with district reports. The district audits these records annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.
 
Retain for 1 year; then destroy records.

Effective Jun 1994

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