grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
GRS-1551,School histories,These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.,Retain permanently. Records may be transferred to the archives.,1999-10-01,Current,Education
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-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-1489,School compliance certification forms,"These records are submitted to the State Office of Education (USOE)in accordance with UCA 53A-3-403(4) (2004). Individual school principals submit information to the District which is then compiled and submitted to the USOE on school fee waivers. The forms include names of superintendent and school board president, district's fee schedule, fee policy, fee waiver policy, and community service policy.","Retain for 5 years, and then destroy records.",1998-10-01,Current,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-1525,School food production record sheet,"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, and then destroy records.",1999-06-01,Current,Education
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-1540,School monthly meals served report,"This is a monthly report of all meals served. Copies of the report are submitted to the district's food service manager. The reports include date, daily number of meals paid, number of reduced meals served, number of free meals served, total meals served to children, number of meals served to adults, paid meals, total meals, total enrollment, monthly totals, and total dollar values.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1530,Historian's books,These books document the events of the year. They are compiled by the school's historian. There is a separate book for each school year. The books contain photographs; newspaper articles; programs for special programs and events; the school newspaper; and short written descriptions of special school activities.,Retain permanently. Records may be transferred to the archives.,1999-12-01,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-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-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-1519,Teacher career ladder files,"These files document the career ladder process at the elementary school. They are used by the school principal to review the teachers' goals and accomplishments and to evaluate their teaching abilities. The school principal meets with each teacher on a regular basis to discuss their career ladder and teaching goals. These files include: the results of inventories taken on prerequisite skills, goals for the teachers and the school, various test results (including the California Achievement Test), teaching and observation results. The district normally maintains the official copies of all career ladder records.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
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-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-1542,Principal's personnel files,"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 file on all district employees. These files include copies of the application form, performance evaluations, career ladder information, and teaching observation forms. The official copies of all personnel files are usually maintained by the district's personnel office.","Retain for 65 years after or 3 years after separation, and then destroy records.",2015-05-22,Discontinued,"Education,Human Resources"
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-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-1516,Bus transportation request,"This form is used to request buses for special activities and school trips. The school retains a copy of the form and submits a copy to the district's Transportation Department. These requests are submitted prior to the activity (per district policy) for bus scheduling and driver's assignment. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, and approval signatures.","Retain for 2 years, and then destroy records.",1999-06-01,Current,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-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-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-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-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-1538,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S.??Department of Agriculture (USDA) food. The sheet is provided to the elementary school and lists food totals. The school maintains the inventory and submits it to the district office at the end of each month listing all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
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-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-1529,Graduation programs,"These are programs for graduations. The programs include high school or college, date, time and location of the commencement ceremonies, scheduled program, lists of honor graduates, and listing of all graduates.",Retain permanently. Records may be transferred to the archives.,2000-02-01,Current,"Colleges and Universities,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-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-1391,Family history cards (census cards),"These card files document surveys undertaken of families residing within the school district. These surveys were undertaken during the 1950s, 1960s, and 1970s and were used as an official accounting of children living within the school district boundaries for planning purposes. These time-consuming surveys were discontinued during the 1980s. The cards include date, parents' names and address, children's names, gender, and ages. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Education
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-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-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-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-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-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-1526,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district, which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
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-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-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-1534,Lunch room summary of meals served report,"This monthly sheet records all meals served. It is used to create quarterly and annual reports. It contains a breakdown of a la carte items, milk and meals served by category (free, reduced, paid, adult). 

","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
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-1495,Monthly homeless children and youth statistical report,This monthly report is submitted to the State Office of Education (USOE) on homeless children and youth served by the district. It is used to document the utilization of federal Education for Homeless Children and Youth Grants distributed by USOE. The report includes number of homeless children and youth served and how homeless funds were being used.,"Retain for 2 years, and then destroy records.",1998-10-01,Current,Education