grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
GRS-1503,Education performance and testing,"These records document student performance and educational history. They include test scores, grades, and any other progress or performance measures.","Retain for 3 years after separation, and then destroy records.",2013-08-01,Current,Education
GRS-1504,Student discipline,"Student misconduct may be the subject of disciplinary action if the conduct disrupts the educational environment, threatens or harms persons or property, or disrupt school activities. Any record or information that is created or used to address student misconduct is included.","Retain until resolution of issue, and then destroy records.",,Current,Education
GRS-1501,Student enrollment and registration,These records capture the necessary information to enroll a student in a particular school and document their attendance and course of study. The application process of those seeking to home school or participate in alternative programs is included in this schedule.,"Retain until superseded, and then destroy records.
OR
Retain for 4 years, and then destroy records.",2013-08-01,Current,Education
GRS-1437,Student employee files,"These files document students temporarily hired by the school district for groundskeeping, building maintenance, answering telephones, and office assistance. They include application, evaluation, work schedule,and related correspondence.","Retain for 1 year after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-2042,Educational advising records,These records document the interactions between students and advisors regarding education requirements and planning.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-16583,Emergency contact records,"These are records of emergency contacts for participants in programs for which such information is requested. Examples may include emergency contact information for senior center program participants, participants in special events, enrolled students, or employees for whom such information is requested or required. Records may include name and contact information of emergency contact, relation to subject, and other relevant notes.","Retain until separation, and then destroy records.
OR
Retain until superseded, and then destroy records.",2021-10-25,Current,Education
GRS-516,Library patron requests,"These are requests by library patrons for materials currently checked out or to add new materials to the library collection. They may include library card number; patron's name, address, telephone number, and signature; call number, author, and title of material requested; patron's signature, and indication of material's status (checked out, overdue, reordered, out-of-print).","Retain for 1 year, and then destroy records.",1993-12-01,Current,Library
GRS-1604,Student membership summary report (student information system),"This computer report is required to be completed on student enrollment as of October 1 of each year to qualify for state funding. Secondary schools directly update the computer Student Information System (SIS) Program and submit a report to the district office. The report includes district, school, code number, grade, enrollment as of October 1 (girls, boys, totals), special education students (boys, girls, totals), total enrollment and enrollment by race and ethnicity.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1427,Student requests,"These are requests by students or staff for materials currently checked out or to add new materials to the media center collections. They may be a form and/or electronic record. They may include library card number; patron's name, address, telephone number, and signature; call number, author, and title of material requested; patron's signature, and indication of material's status (checked out, overdue, reordered, out-of-print).","Retain for 1 year after resolution of issue, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1499,Student history,"This information includes each student's name, date of birth, parents or guardians; date student entered and exited the school and the number of days in attendance.",Permanent. Retain for 40 years after separation. Transfer records to the archives.,2013-08-01,Current,Education
GRS-1492,Student dead files,"These are student cumulative files for students in grades 9-12 who are no longer enrolled or who did not graduate. They contain the copies of achievement test scores, copies of report cards, health records, and immunization cards. The official transcript is not included here.","Retain for 4 years after separation, and then destroy records.",2008-12-18,Discontinued,"School District,Student"
GRS-1579,Student injury report,"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.","Retain for 7 years, and then destroy records.",2008-08-27,Discontinued,"Elementary School,School District"
GRS-1578,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document student's school participation. They include test scores, immunization record, attendance records, and all pertinent information on the student.","Retain until separation, and then destroy records.",2008-08-27,Discontinued,Elementary School
GRS-1603,Student injury report,"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/guardian's name, district name and number, school name and number, student's sex, birthdate, grade, accident's date and time, number of days absent, action taken by school and parent/guardian , 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. A copy may also be sent to the district office. The state's copy is retained for five years.","Retain for 7 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1561,Student report cards,"These cards document official term grades. They are sent at the end of each trimester/quarter. They are used for reference purpose. The report cards include student's name and identification number; grade level; school; district; school year; subject; teacher's name; period; grades for first, second, and third terms; current term's citizenship grade, days absent and tardy per period; term grade point average; parent's or guardian's name and address; and telephone numbers for parents/guardians to call for questions. The grades are recorded in the cumulative file.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1602,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document students' participation in school. They include test scores, immunization record, eye testing, grades and credits earned, and all pertinent information on the student.","Retain for 3 years after separation, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1555,Student class schedules,"These are copies of individual student class schedules. They are used to direct the student to the assigned classes. The class schedule includes the student's name, student number, sex, age, grade, birth date, address, home phone, parent or guardian, locker number, description of the various courses, class times, and teachers' names.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1605,Student withdrawal records,"This form documents student school transfer requests. After the form is submitted the school sends the student's records to the receiving school. A copy is given to the student. The form includes address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, sex; parent's name and new address; new school; whether student is receiving additional school services; indication whether fees paid, library books returned, cumulative folder completed; and if parent was given a copy of immunizations and academic progress.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1642,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document students' participation in school. They include test scores, immunization record, eye testing, and all pertinent information on the student.","Retain for 3 years after separation, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1644,Student injury report,"This report is completed by school personnel immediately after a severe student injury and copies are then submitted to the district office and 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, school name and number, student's sex, birthdate, grade, accident's date and time, number of days absent, action taken by school/guardian 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.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1473,Student compliance report,"This monthly report tracts the number of days students enrolled in special education. It maintained by the individual teacher. A copy is kept by the district and is used for creating other reports. Information includes date, name of school, student name, state number, handicap classification code, entry date, exit date for special education, birth date, referral date, date classified, and individualized education program (IEP) date.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"School District,Special Education"
GRS-1562,Student withdrawal records,"This form documents student school transfer requests. The official copy is retained by the school, while a copy is submitted to the school district office with the student's cumulative record and another is given to the student's parent/guardian. The district then sends the student's records to the receiving school. The form includes name, address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, and sex; parent's name and new address; new school; whether student is receiving additional school services; indication whether lunches and fees are paid, library books returned, cumulative folder completed; whether a copy of immunizations and academic progress is given to parents. The student's teacher adds name, student's reading level, reading text (page or chapter), math text (page or chapter), other comments, date and teacher's signature.","Retain for 2 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1560,Student registration records,"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/guardian'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, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1556,Student discipline files,"These are files maintained by the vice-principal or counselors on students who have misbehaved in class or on the school grounds. The files include notes, teachers' reports, memoranda, standard violation tickets, reprimands, related correspondence, individual progress reports, and student counseling reports.","Retain for 1 year after separation, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1569,Counselor's student files,"These are student files maintained by the school's counselors. They are used to become better acquainted with students and to better track their progress during the course of the school year. Although the files may vary somewhat between students, the files usually contain a student course credit summary, Academic Achievement Record, correspondence, test results, academic reports, notes from discussions with students, a locator card, class changes, and notes on disciplinary actions taken on students.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1645,Student registration records,"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, and then destroy records.",2008-08-27,Discontinued,High School
GRS-1643,Student information card,"These cards are completed by the parents or guardians of each high 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/guardian that the school either has a closed or open campus. If campus is closed, student cannot be released without custodial parent's written consent.","Retain until superseded, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1646,Student report cards,"These cards document official term grades. They are sent at the end of each trimester/quarter. They are used for reference purpose. The report cards include student's name and identification number; grade level; school; district; school year; subject; teacher's name; period; grades for first, second, and third term and fourth (if quarter) grades; current term's citizenship grade, days absent and tardy per period; term grade point average; parent's or guardian's name and address; and a telephone number for parents to call for questions. Official grades are recorded in the cumulative files.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1478,Student cumulative files,"These student files contain information on students attending school in the district. They are used to document student's attendance. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. They are also called Student cumulative cards.","Retain for 3 years after after graduation and then destroy, provided official transcript has been pulled and retained. For elementary/junior high schools: retain until student leaves and then send to transferring school..",2014-07-21,Discontinued,Student
GRS-1647,Student withdrawal records,"This form documents student school transfer requests. After the form is submitted the school sends the student's records to the receiving school. A copy is given to the student. The form includes address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, sex; parent's/guardian name and new address; new school; whether student is receiving additional school services; indication whether fees are paid, library books returned, cumulative folder completed; and if parent/guardian was given a copy of immunizations and academic progress.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,High School
GRS-1494,Homeless student report,"This report documents homeless students attending schools within the district. UCA 53A-11-101 (2007) requires minors between the ages of six and eighteen to attend school during the school year while UCA 53A-2-201(3) (1997) makes each school district responsible for providing education services for all school age children within the district. The State Office of Education distributes monies from the federal Homeless Children and Youth program (34 CFR 74) to ensure that a child's education is not needlessly disrupted because of homelessness. The report includes Student's name, reasons for homelessness, date, month, and student's address.","Retain for 2 years, and then destroy records.",1998-10-01,Current,Education
GRS-2045,Student housing records,"These records document the occupancy of student residences. Information includes residence hall or apartment applications, contracts, accounting records, maintenance, and related information.","Retain for 3 years after expiration of contractual agreement, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-2048,Student academic records,"These records document students ' academic performance. Information includes final grades, supplemental grade changes, Master's theses and Ph.D. dissertations, graduation, and related records.",Permanent. Retain for 20 years after graduation. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2044,Student athletic records,These records document student eligibility and participation in athletic clubs and teams. They are used to monitor students athletes' medical histories during their association with the college or university athletic program.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1488,Exchange student records,"This State Office of Education form is used to document students within the district participating in student exchange programs in accordance with UCA 53A-2-206 (2012) and the Utah Administrative Code, R277-612-3 (2013). Each state has an authorized exchange student quota and each student is authorized by the State to participate in the program. The application includes exchange student's name, local address, host family information, high school, school year, and entry and exit dates.","Retain for 4 years after separation, and then destroy records.",1998-10-01,Discontinued,Education
GRS-2038,Student employee records,"These records document students temporarily employed by the educational institution. Information includes application, evaluation, work schedule, and related records.","Retain for 1 year after end of employment, and then destroy records.",2017-09-01,Discontinued,Colleges and Universities
GRS-1558,Student information card,"These cards are completed by the parents or guardians of each 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/guardian that the school has a closed campus and student cannot be released without custodial parent's/guardian written consent.","Retain until superseded, and then destroy records.",1999-10-01,Discontinued,Education
GRS-1533,Student locator cards,"This is used to locate students during regular school hours. It contains the student's name, student number, sex, grade, age, birth date, address, home telephone number, guardian's name, business or work telephone number, student's locker number, a description of all classes, room numbers, and teacher's name.","Retain for 1 year, and then destroy records.",1999-12-01,Discontinued,Education
GRS-1557,Student enrollment registration records,"These enrollment forms are completed by the parents (or guardians) of all enrolled students for reference use during the school year. They include the date, pupil's name, grade, social security number, birthdate and place, sex, age, pupil's home address and telephone number; mother's and father's/legal guardian's full names, business, and home telephone numbers; name, address, telephone number, and relationship of person authorized to pick up child in case of emergency; medical information including physician's name or medical group and telephone number; indication whether child is allergic to any medication and whether child is currently taking any medication; school last attended (name, address, and telephone number); and parent's or guardian's signature. The enrollment form may also include language spoken at home, names and birthdates of siblings, kindergarten preference (morning or afternoon), whether birth certificate was verified, and teacher's signature.","Retain until superseded, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1577,Special education student records,"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 (1998)).","Retain until separation, and then destroy records.",2008-09-02,Discontinued,"Elementary School,School District"
GRS-1601,Special education student records,"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 300.300??(1997)).","Retain until separation, and then destroy records.",2008-09-02,Discontinued,Junior High/Middle School
GRS-1649,Student membership summary report,"This computer report is required to be completed on student enrollment as of October 1 to qualify for state funding. Secondary schools directly update the computer Student Information System (SIS) Program and submit a report to the district office. The report includes district, school, code number, grade, enrollment as of October 1 (girls, boys, totals), special education students (boys, girls, totals), total enrollment and enrollment by race and ethnicity.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1641,Special education student records,"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 300.300??(1997)).","Retain until separation, and then destroy records.",2008-09-02,Discontinued,"High School,School District"
GRS-16548,Section 504 student records,"These records document the progress and participation of students under Section 504 of the Rehabilitation Act. Records may include 504 plans, manifestation review records, parental information and correspondence, financial assistance, assessments and related records.","Retain for 3 years after separation, and then destroy records.",2018-06-14,Current,Education
GRS-1477,Student attendance class rolls,"These are the class rolls maintained by each teacher. They are used to record student attendance. Attendance has been computerized in all Utah school districts and the use of class rolls has been discontinued. These rolls contained teacher's name, students' names, school and class, entry date, exit date, days of absence, and sometimes grades. Some class rolls may be the only surviving record of student attendance and grades and would require permanent retention (See Official transcripts, item 17-3).","Retain for 3 years after and destroy, provided official transcript exists; permanent if no official transcript exists..",2014-07-21,Discontinued,Student
GRS-1393,Student dropout annual report,"This report was required by the State Office of Education to create their annual report. In 1996, it was discontinued and the information was incorporated into the fall enrollment report. The report is used to give basic information and statistics on those who dropped out of school during the course of the school year. The information about the students includes name, address, phone number, race, sex, and grade.","Retain for 3 years, and then destroy records.",2008-09-15,Discontinued,Education
GRS-1502,Student medical log records,"These records are maintained to ensure that students meet mandated health requirements to attend school and to ensure that, as appropriate, medical needs are met during school hours.","Retain for 3 years after separation, and then destroy records.",2013-08-01,Current,Education
GRS-1493,Non-resident student report,"This report documents non-resident students attending schools within the district and is submitted to the State Office of Education. ""Resident districts pay nonresident district one-half the amount by which the resident district's per student expenditure exceeds the value of the state's contribution"" to district in accordance with UCA 53A-2-210(2) (2008). The report is separated by school and includes district, number of days nonresident students enrolled, and grade level of nonresident students.","Retain for 3 years, and then destroy records.",1998-10-01,Current,Education
GRS-1505,Student permission and passes,These records document parent or guardian consent for their student to participate in an activity or leave school during school hours.,"Retain for 1 year, and then destroy records.",2013-08-01,Current,Education
GRS-1522,Student fee waiver records,"These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(2008). The application is sent to all students with a statement of fees owed as part of the registration process. They are completed annually. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.","Retain for 4 years after separation, and then destroy records.",1999-10-01,Current,Education
GRS-1559,Student membership summary records,"This report is completed on student enrollment and dropouts as of October 1. It is used to qualify for state funding. Individual schools directly update the State computer system. The report is printed, signed and audited by district external auditors and sent to the State Office of Education. The report includes student enrollment by school, by grade, and ethnic group. The report also includes the dropout report.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-2037,Graduate student personnel records,"They records document graduate student employment with the educational institution. Information includes application, contracts , evaluations, and related records.","Retain for 7 years after expiration of contractual agreement, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1487,Student visa case files,"These files document foreign students attending district schools. Students must be certified eligible to attend an authorized school in the United States and have a valid student visa. All fees must be paid before admission. These files include student's name, local address, Form I-20 (school copy), home country, admission number, Immigration and Naturalization (INS) number, district information, school attendance, type of study, cost to the United States, payment schedule, visa information, immunization information, payment agreement, student form, school transcripts, affidavit of financial support from family, application for admission, and host family agreement.","Retain for 4 years, and then destroy records.",1998-10-01,Current,Education
GRS-2047,College student registration records,"These records document students' registrations for classes. Information includes classes added, dropped, withdrawn, and related records.","Retain for 3 years, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1497,Non-transferred student files,"These are student cumulative files for students whose records were not transferred but no longer attend this school. They were used to document the student's attendance. They include test scores, immunization record, eye testing, and all pertinent information on the student. These student files are commonly known as ""dead files.""","Retain for 3 years after separation, and then destroy records.",1999-10-01,Current,Education
GRS-1476,Special education student records,"These records document the progress and participation of students or clients enrolled in special education programs. A student with a disability under the age of 22 who has not graduated from high school with a regular diploma may participate in a public school program or extracurricular activity (Utah Code 53G-6-709). Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.

Retention note: Utah State Board of Education Special Education rules set a standard retention of 3 years after the records are ""no longer needed to provide educational services to the student,"" which is further defined as ""three years after the student graduates or three years after the student turns 22."" Local education agencies that bill to Medicaid are required to keep the records for 5 years after separation.","Retain for 3 years after separation, and then destroy records.
OR
Retain for 5 years after separation, and then destroy records.",2023-05-22,Current,Education
GRS-1498,Student executive board minutes,"These minutes are of regular and special meetings of the Student Executive Board or Student Council. The minutes concern school activities and other school events. They include dates, times, meeting location, members in attendance and absent, summary of proceedings including votes taken, and time adjourned.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Student
GRS-1568,Gifted and talented student tests,"These tests are given to elementary students. They are used to determine student eligibility and placement into elementary school gifted and talented programs. They include test score summary sheet, answer sheet (matrix analogy), parent survey, teacher survey, and school ranking of students tested.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1386,Student and patron injury records,These records document incidents on government agency property where a student or patron suffers significant injuries that are required to be reported.,"Retain for 7 years, and then destroy records.",1997-06-01,Current,Risk Management
GRS-1482,Non-utah resident student files,"These applications document requests for out-of-state and out-of-country students to attend schools within the district in accordance with UCA 53A-2-205 (1988). These records include the application forms, resident alien card, copies of social security cards, and a police background check. They may also include consent guardianship forms filed by the court, guardianship papers, and court appointed guardianship records.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1520,Student daily meal payment report,"These reports document the daily collection of payments for 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, and then destroy records.",1999-06-01,Current,Education
GRS-2046,Military and veteran's student records,"These records document the academic and enrollment status of students in the military or receiving veterans' benefits. Information includes certificates of release or discharge from active duty, changes pf program or location of training, benefits received, tuition details, and related records.","Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1500,Student enrollment and registration records,"These records capture the necessary information to enroll a student in a particular school and document their course of study. Information includes enrollment, attendance, absence, and tardiness. The application process of those seeking to home school or participate in alternative programs is included in this schedule.","Retain for 4 years, and then destroy records.",2013-08-01,Discontinued,Education
GRS-599,School students immunization assessment annual report,"These forms document surveys taken by schools or local health departments of children entering kindergarten and child care to determine immunization status. Copies of the forms are sent to the State Department of Health. The forms include name of facility and responsible party, number enrolled in kindergarten or day care, number of children with immunization cards or records turned in to the school, number of children with no record, number of children adequately immunized, number of exemptions (medical, religious, personal), and total number of exemptions. These records are also called Preschool immunization survey sheets.","Retain for 2 years, and then destroy records.",1992-12-01,Current,Health
GRS-2041,Higher education admitted student application records,"These records document admitted students' applications to the educational institution. Information may include visas, admission test, and proofs of financial support, high school transcripts, and related records.","Retain for 5 years after graduation or separation, and then destroy records.",2017-09-01,Current,"Colleges and Universities,Education"
GRS-1617,Daily absence reports,"This is a daily computer printout listing the students who were absent. This printout is used to track students who were absent, particularly students with frequent absences. The printout contains the date, the student's name and number, home phone number, grade, sex, section number and description, and class periods that the student missed.","Retain for 1 year, and then destroy records.",2008-09-08,Discontinued,"High School,School District"
GRS-1532,Literary publications,"These literary publications are published by individual schools to showcase student's literary talents. The booklets include student's poems, short stories, and usually include student illustrations.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1491,Applied technology rollbooks,"These are rollbooks for students enrolled in vocational training. They are used to record student attendance. The rolls include the teacher's name, student's names, school and class, entry date, exit date, and days absent.","Retain for 4 years, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1618,Discipline files,"These files are maintained by the attendance office or assistant principal on students who have had disciplinary problems. The files also contain reports, notes, correspondence, and memoranda. The files include: the student's name and home address; sex; grade; a disciplinary report (the report gives the reason for the disciplinary act taken against the student); notice of suspension; progress report on attendance and grades; contingency contract (an agreement between the student and high School that the student would follow certain rules in order to stay in the school); and student conference reports.","Retain for 1 year after separation, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1635,Registration fee report,"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, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1546,Registration fee report,"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, and then destroy records.",1999-10-01,Discontinued,"Education,Financial Management"
GRS-1554,Scrapbooks/photo albums,"These are albums containing photographs taken annually of the school's students, teachers, and school activities. They document the school's student body.",Permanent. Retain until final action. Records may be transferred to the archives.,2017-08-29,Discontinued,"Education,Intrinsically Historical"
GRS-1637,School handbook,"This handbook is an annual publication describing current school information. It is used for reference purposes. It includes a brief history of the school, student association constitution, school and district calendars, listings of student officers and teachers, school policies, and a student directory.",Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1550,School handbook,"This handbook is an annual publication describing current school information. It is used for reference purposes. It includes a brief history of the school, student association constitution, school and district calendars, listings of student officers and teachers, school policies, and a student directory.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,"Administrative,Education"
GRS-1570,Absentee tally,"This tally is completed daily by the teacher to report absent students. The information may be used to confirm absences. This form includes the student's name, teacher's name, and date.","Retain for 1 year, and then destroy records.",2008-09-08,Discontinued,Elementary School
GRS-1512,Attendance records,"These records document student attendance. They are used to create reports. They include biweekly bubble sheets, computer reports, and term-to-date reports. The biweekly bubble sheets record hourly student attendance and are scanned daily. They serve as a worksheet for the district's attendance system. The daily computer report is a compilation of all student absences and is printed at the end of the day. The term-to-date report is a computer report that records all student absences by classes. It is printed weekly and is given to each teacher for verification. The records include date, district and school codes, grade, student's name and number, days absent, days tardy, and totals.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1513,Attendance summary report,"This is a computer report on student attendance generated by the school secretary from data entered throughout the quarter/semester/trimester. It is used for reference purposes. The year end report lists attendance by students for the school year. It includes date, student number and name, sex, number of days absent, and number of days present.","Retain for 5 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1531,Home excuse file,"This is a file of permission slips or ""passes"" that allow the student to leave school during school hours. This pass is usually given if the student is ill or has a doctor's appointment. The slip contains the student's name, date, time to be excused, course or courses to be excused, name of school personnel issuing, parents'/guardian's remarks and their signature.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1388,Annual public school enrollment report,"This report is completed on student enrollment and dropouts as of October 1. It is used to qualify for state funding. The report includes student enrollment by school, by grade, and ethnic group. The report also includes the dropout report.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Education
GRS-1528,Grade sheets,"These are bound volumes of grade sheets. The sheets include a description of the course, course number, teacher's name, room number, student number, student's name, sex, grade, and the grade received in the class. Grades are recorded in official transcripts.","Retain for 3 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1506,Graduation and transcripts,Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule.,Permanent. Retain for 40 years after separation. Transfer records to the archives.,2017-09-01,Current,Education
GRS-1626,Medication authorization and dispensing record,"These records document the authorization of school personnel to administer the actual dispensing of prescribed medication during the school day. ""A public or private school .??.??.??may provide for the administration of medication to any student of the school"" subject to conditions specified by UCA 53A-11-601(1) (1998). ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule for administration and a statement that administration of medication by school employee is . . . medically necessary"" (UCA??53A-11-601(b)??(1998)). These records include an authorization form and a dispensing log.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,High School
GRS-1621,Fee waiver records,"These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(1993). The application is sent to all students with a statement of fees owed as part of the registration process. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1595,Pupil transportation permission slip,"This form documents parents or guardians consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The form includes student's name, school's name, school year, date, parent's or guardian's signature","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1543,Pupil transportation permission slip,"This form documents parent's or guardian's consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The form includes student's name, school's name, school year, date, and parent's or guardian's signature.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1631,Pupil transportation permission slip,"This slip documents parents or guardians consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The information includes student's name, school's name, school year, date, parent's or guardian's signature.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1490,Early graduation certificates,"These records document the issuance of certificates to students graduating early from high school in accordance with UCA 53A-15-102 (1997). This program allows flexibility in high school graduation to appropriately meet individual student's needs. If a student graduates any time following the eleventh grade year and enters a Utah post-secondary institution, the district shall receive a reimbursement designated for the public high school from which the student graduated early. The post-secondary institution receives an Early Graduation Centennial Scholarship Certificate signed by the high school principal entitling the early graduate to a partial tuition scholarship following the date of graduation according to the schedule established by, Utah Administrative Code, Rule 277-703-2 (2013). These records include school district; high school name; telephone number; student's name, social security number, address, and telephone number.","Retain for 1 year, and then destroy records.",1998-10-01,Current,Education
GRS-1591,Medication authorization and dispensing record,"These records document the authorization of school personnel to administer and dispense prescribed medication during the school day. ""A public or private school .??.??.??may provide for the administration of medication to any student of the school"" subject to conditions specified by UCA 53A-11-601(1) (1998). . ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule for administration and a statement that administration of medication by school employees is . . . medically necessary "" (UCA??53A-11-601(b)??(1998)). These records include an authorization form. They include student's name, address, telephone number, birthdate; school; district; parent's name and business telephone number; signature of parent or legal guardian; date; physician's name; address, and telephone number; and name and type of medication, dosage/amount to be given, frequency/times to be administered, and duration/length of time medication is anticipated to be needed.","Retain for 4 years after separation, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1639,School newspapers,"This is the school newspaper that reports on students, teachers, and school activities. It is compiled by the newspaper staff with the assistance of teacher advisors. Articles and photographs concerning the students, teachers and other school personnel, the school, and may include some coverage of local, national, and international events of interest to its readers.",Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1552,School newspapers,"This is the school newspaper that reports on students, teachers, and school activities. It is compiled by the newspaper staff with the assistance of teacher advisors. Articles and photographs concerning the students, teachers and other school personnel, the school, and may include some coverage of local, national, and international events of interest to its readers.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Education
GRS-1593,Monthly school lunch payment report,"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 teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1628,Monthly school lunch payment record,"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, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1480,Title I records,"These files document participation in the federally funded Title I program in accordance with 34 CFR 200 (1997). Title I is designed to be a supplemental funding source which provides additional, or supplemental educational opportunities to students from ""low-income or economically disadvantaged families."" These funds cannot be substituted for, or used in place of, other monies such as state and local funds to pay for student's basic education. Title I funds go to a district's poorest schools but excess funds may be used to help any low-achieving student, not just those from economically disadvantaged families. Title I funds are designed to assist with school reform and to improve the quality of student educational opportunities.","Retain for 5 years after final action, and then destroy records.",1998-10-01,Current,Education
GRS-2043,Financial aid records,These records document students' applications and awards of financial aid. Information necessary to support the borrower's eligibility and participation is included.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1484,Out-of-district-boundary applications,"These applications document parents requesting choice to attend out of district schools. They include name, address, telephone number, birthdate, a letter from parents explaining why it is best for student to attend this out of district high school, a two year police check, and district's decision. Approved applications are placed in the student's file.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1486,School choice applications,"These are applications from parents requesting school choice to attend schools other than their existing boundary school. They include parent(s) name(s), name of boundary school, name of requested school, indication whether student is requesting provisional enrollment, indication whether student has severe disciplinary infractions, and the decision.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1541,School monthly meals payment report,"This report is submitted monthly with bank deposit slips to the district's business administrator. It reports monies collected for school meals served during the month and is used by the district to reconcile bank deposits. It includes amounts collected from teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1608,Career ladder files,"These files document the promotion process under the career ladder program. Teachers submit two copies of an application for promotion to the personnel office or career ladder committee. A committee reviews the applications and determines whether a promotion is warranted. Each file contains an administrator's and a principal's report, a report on student achievement, a student's survey, and parent's survey.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1576,Bus transportation rules and regulations,"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 is retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",2008-09-02,Discontinued,"Elementary School,School District"
GRS-1537,Medication administration and dispensing records,"These records document the authorization of school personnel to dispense and administer prescribed medication during the school day. ""A public or private school .??.??.??may provide for the administration of medication to any student of the school"" subject to conditions specified in UCA 53A-11-601(1) (2008). ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule for the administration and a statement"" why it was necessary to administer when ""student is under control of school"" (UCA??53A-11-601(b)??(2008)). These records include an authorization form and a dispensing log. The authorization form includes student's name, address, telephone number, birth date; school; district; parent's name and business telephone number; signature of parent or legal guardian; date; date form reviewed and completed by the school health nurse; physician's name, address, and telephone number; and name and type of medication, dosage/amount to be given, frequency/times to be administered, and duration/length of time medication is anticipated to be needed. The log includes the child's name, school, parent, teacher, school year, medication, date initiated dosage and time (with any special instructions), and a daily record of dispensing of the medication during the school year indicating the initials of individual giving medication.","Retain for 1 year after separation, and then destroy records.",2014-11-05,Discontinued,"Education,Health"
GRS-1582,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. These were used to record student attendance. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. Most schools have automated student attendance and have discontinued the use of rolls.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1629,Official transcripts,"These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contain student's name, address, birthdate, names of parents/guardians , lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation.",Retain permanently. Transfer records to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1479,Official transcripts,"These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contain: student's name, address, birthdate, parents' names, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation .",Retain permanently. Transfer records to the archives.,2014-07-21,Discontinued,Student
GRS-1517,Bus transportation rules and regulations,"These rules and regulations document parents'/guardian's 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 is retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",1999-10-01,Current,Education
GRS-1565,School weekly attendance and meals served sheet,"These weekly sheets report on daily student absences and meals served. Each morning the sheets are placed in teacher's boxes and they record the absences and meal counts. The sheets are then sent to the office and information is entered into the computer after lunch is served. They are used to create attendance and lunch reports. The sheets include teacher's name, dates, students names, absence, and lunch preference (hot, cold, or milk).","Retain for 1 year, and then destroy records.",1999-06-01,Discontinued,"Education,Food Service"
GRS-1483,Homeschool applications,"These are applications from parents requesting to teach their children at home. These applications include student's name, grade, certificate of compulsory attendance, and date approved.","Retain until superseded, and then destroy records.",2014-07-21,Discontinued,Student
GRS-2040,Higher Education sponsored research records,"These record document sponsored research conducted by staff and student body. The educational institution ensures the work is managed and financed, consistent with applicable laws and regulations, and findings are disseminated.","Retain for 6 years after final action, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1535,Lunch tally,This records the anticipated lunch count for the noon meal. IT is used for food preparation purposes. This form includes the number of students and adults planning to have lunch as well as the milk count.,"Retain until superseded, and then destroy records.",1999-06-01,Current,Education
GRS-1472,Special education records,"These files document the progress and participation of students enrolled in special education programs provided by Utah school districts. Files are kept in accordance with federal regulations which define record keeping practices and funding requirements. District services can be discontinued when students move, refuse services, or are reclassified as no longer needing special education services. Student folders contain various reports and completed forms including individualized education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys and information, third party information, placement documents, refusal of services forms, and other legal documents. 34CFR 300.562 (2008) & 34CFR 99 (2008).","Retain for 3 years after separation, and then destroy records.",2015-08-21,Discontinued,"School District,Special Education"
GRS-1573,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. They are used to record student attendance and grades. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Elementary School,School District"
GRS-1426,Patron assistance publications,These publications are booklists and other guides created by library staff members. They are used to aid students in locating library materials and to assist in using the library. The information contained in these publications vary but all include the library name and location.,"Retain for 1 year, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1653,Yearbooks,"These yearbooks document school activities. They are compiled by a yearbook staff with the 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. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1475,Scram report,This is a two-part reporting form used to collect data on special education students for entering information on the SCRAM Computer system. This form is used by individual teachers to enter in the information system annually by October 1 and December 1.,"Retain until administrative need ends, and then destroy records.",2008-08-27,Discontinued,"School District,Special Education"
GRS-1485,Young mothers applications,"These applications document young mothers requesting to attend alternative programs rather than regular classes. They include student's name, address, telephone number, age, grade, and reasons for wanting to attend alternative program, and approval information.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1567,Yearbooks,"These yearbooks document school activities. They are compiled by a yearbook staff with the 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. Records may be transferred to the archives.,2014-07-21,Discontinued,Education
GRS-1481,Prescribed medication record,"This log documents the dispensing of approved medication to students during school hours in accordance with UCA 53A-11-601(1)(a)(iv) (2008). It includes child's name, date, and initials of school personnel administering medication.","Retain for 7 years after separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1564,Transportation allowance applications,"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 3 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1413,Annual school lunch and breakfast statistical report,"This is the annual statistical report on the school lunch, special milk, and breakfast programs submitted to the State Child Nutrition Section. It is used to create the state annual report and to comply with federal requirements. Includes district number; period covered; number of institutions in lunch and breakfast programs; average number of days lunch served; variations in number of days schools served lunch; reduced price charged to students for lunch; total number of reimbursable student lunches claimed (free, reduced, paid); average number of days breakfasts served; variations in number of days schools served breakfast; reduced price charge to student for breakfast; total number of reimbursable student breakfasts claimed for regular and severe need (free, reduced, paid); title and the reporter's signature. The Schedule A form is submitted with the annual policy indicating each school's percent of free and reduced price lunch participation in the second preceding year. If the school served at least forty percent free and reduced meals then that school qualifies for severe need breakfast reimbursement. Qualifying schools are entitled to additional breakfast program disbursement federal funding. Summer programs qualify if the percentage of free and reduced lunches are at least fifty percent of lunches served. The State Child Nutrition's copy is retained for ""3 years after final status report is filed with the U.S. Department of Agriculture"" in accordance with 7 CFR 210.23 (1995).?","Retain for 3 years, and then destroy records.",1997-06-01,Current,"Education,Food Service"
GRS-1610,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. They are used to record student attendance. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. Grades and credits are recorded in the official transcript. Attendance records have been automated and the use of attendance rolls have been discontinued.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1606,Transportation allowance application,"These application forms are completed by parents/guardians who must transport their student to and from school or the bus stop. Parents/guardians of pupils living two 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/guardian's name, telephone number, address, parent's/guardian's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's/guardian's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1651,Transportation allowance applications,"These applications are completed by parents/guardian who must transport their student to and from school or the bus stop. Parents/guardians of pupils living two 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/guardian'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/guardian's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1390,Block history monthly reports,These monthly reports provide geographic projections on student enrollment. They are printed as needed and are used for future planning. The reports contain the number of people living on each block (or grid) within city or county and the number of school age per block (or grid).,"Retain until superseded, and then destroy records.",1997-06-01,Current,Education
GRS-1446,University recommendation teacher packets,"These are informational packets sent by university and college placement centers on potential employees that have made application to teach in a school district. They are used in the hiring process. They include recommendations on teaching abilities, letters of recommendation, evaluations of student teaching, and statements from cooperating university supervisors.","Retain for 3 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1237,Supervised fire drill reports,"These monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grade, fire fighters present, number of students involved, and signature of chief or supervisor.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-462,Supervised fire drill reports,"These monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grade, fire fighters present, number of students involved, and signature of chief or supervisor.","Retain for 2 years, and then destroy records.
OR
Retain for 1 year after completion of publication or report, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1521,Daily school food service report,"This daily computer report records individual participation in the school's meals program. The information is retained on-line for one month and then a summary report is printed. The monthly report contains a summary of all meals served daily during the month and is broken down by adult meals, students paid, and reduced and free meals.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1389,School annual statistical report (s-3),"This is an annual three-part report submitted to the State Office of Education on student enrollment, adult education, and staffing levels. It is used to create the state annual report. All figures are certified. The first part is a membership summary containing the year-end enrollment and aggregate days memberships including statistics on high school graduates, fee waivers, drivers' education, youth-in-custody, immunizations, fire drill compliance, out-of-district tuition paid students, and incidents of delinquency activity. The second part reports on full time equivalent (FTE) and racial background for all classified employees and summer school certified personnel. . The third part reports on all adult basic education and adult high school programs.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Education
GRS-1509,School activities report files,"These reference files describe the school's special activities such as dances, tournaments, awards banquets, homecoming activities, school plays, workshops, and the annual prom. They are used by teachers and student committees as a planning tool. The files include receipts, programs, flyers, and an activity report which has a description of the activity, items purchased for the activity, amount of money spent, date and name of the event.",Retain permanently. Records may be transferred to the archives.,1999-12-01,Discontinued,Education
GRS-569,Immunization personal exemption record,"This is a statewide form provided by the Department of Health to all local health departments. It is used by parents to claim a personal exemption based on a personal belief opposed to immunization in accordance with Utah Code 53G-9-304(2019). This form must be completed annually to receive continued recognition of the personal exemption. It includes a statement claiming exemption from immunization, parent or guardian's name and signature, address, date, name of child/student exempted, date, school or child care facility's name, witness's signature, title, and date.","Retain until 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-598,School building inspection records,"These files document the inspections conducted by the local health agency to ensure that the school buildings and premises are safe for use by the students and school personnel. This is part of the local health agencies duties as set out in UCA?? 26A-1-114(3) (2011). These inspection forms include school district's name, school type, school's name, enrollment statistics, number of class and work rooms, inspection date, inspector's name, inspector's remarks, and the results of the inspection of the grounds, school rooms, floors, walls, ceilings, chalkboards, heating, ventilation, lighting, seating, water supply, hand washing facilities, toilet facilities, locker facilities, shower rooms, and waste disposal.","Retain for 6 years, and then destroy records.",1992-12-01,Current,Health
GRS-1379,General liability accident report,"This is a report form completed and sent to the district's insurance carrier on accidents where a student or patron was seen or treated by a medical provider (or absent for more than one-half day) or where school liability is an issue. This report includes policyholder name, address, and telephone number; accident's date, time, location, first notification, and name of person making notification; description of accident or occurrence; injured person's name, marital status, age, address, telephone number(s); nature and extent of injuries; name of doctor or hospital; probable cause of accident or occurrence; property damage; names, addresses, and telephone numbers of witnesses; name, position, and telephone number of person completing form; name of person reporting incident; name of person receiving report; date; signature of person completing report; and any remarks.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Risk Management
GRS-16588,Special education mediation agreements,"These records are executed Special Education Mediation Agreements between local education agencies and parents or adult students. A Special Education Mediation Agreement refers to an executed agreement described in 34 CFR § 300.506. Under 34 CFR § 300.506, if the parties resolve a special education dispute through the mediation process, the parties must execute a legally binding agreement that sets forth that resolution and that states that all discussions that occurred during the mediation process will remain confidential and may not be used as evidence in any subsequent due process hearing or civil proceeding and that is signed by both the parent and a representative of the agency who has the authority to bind such agency. A written, signed mediation agreement under 34 CFR § 300.506 is enforceable in any State court of competent jurisdiction or in a district court of the United States. Local education agencies may store these records, as well as the Utah State Board of Education if it is provided them by the parties.","Retain for 6 years after execution of agreement, and then destroy records.",2023-03-29,Current,
GRS-1392,Public law 874 survey forms,"These records document the annual survey taken to qualify for federal impact funds in accordance with 34 CFR 222 (1996). Public Law 874 provides federal funding for eligible school districts with students whose parent(s) or guardian(s) live or work on federal property. Only districts where children equal at least 2,000 average daily attendance (ADA) and 15 percent of the district's total average daily attendance may receive payments. The following report forms are submitted to the district's business administrator: a survey form, a school survey summary, and a statistical report form. The survey form is completed and signed by the parent or guardian and certifies whether parent was a member of the armed services on the survey date or was employed on federal property. The school survey summary is a summary of federal employment and lists the number of parents or guardians employed at a specific federal installation. The statistical report form summarizes the total school membership by grade level on the survey date as well as the number of pupils present and number of pupils absent on that date. All forms are completed in detail, dated, and signed by the school principal.","Retain for 3 years after final action, and then destroy records.",1997-06-01,Discontinued,Education
GRS-1678,Publications,"Any record of enduring value, regardless of format or platform, that is disseminated by a governmental entity for public distribution. These may include website content, printed publications, newsletters, social media posts, and similar records. See Utah Code Section 9-7-101(7)(2017) and 9-7-208(4)(2006).",Retain permanently. Transfer records to the archives.,2018-03-19,Current,Administrative
GRS-1496,Court ordered community service files,"These files document participation in court ordered community service projects. A district or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by which date, and any expectations; a copy of the court order; and the time sheet showing how many hours are completed. The court having jurisdiction of the case retains the record copy of these records.","Retain for 1 year after resolution of issue, and then destroy records.",1998-05-01,Discontinued,Student