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General Retention Schedule Items
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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.
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Retain for 6 years, and then destroy records.
Effective 1992-12-01 |
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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).
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Retain permanently. Transfer records to the archives.
Effective 2018-03-19 |
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These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.
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Retain permanently. Records may be transferred to the archives.
Effective 1999-10-01 |
(DISCONTINUED) Government records access and management act (grama) school district appeals ca (GRS-1258) View | PDF
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Please use schedule
GRS-1715: Government records access and management act (grama) appeals board case files
These case files document the appeals for access of school district records to separate district appeals bodies (i.e., school board or separate board) in accordance with school district policies adopted under authority granted in the Government Records Access and Management Act (GRAMA) (UCA 63-3-701 (2009)). These case files include copies of the access request and denial forms, the appeal, research notes, commission or board decision, and any other documentation concerning the appeal process.
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Retain permanently. Records may be transferred to the archives.
Effective 2016-02-02 |
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The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
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Permanent. Retain for 4 years. Transfer records to the archives.
Effective 2016-12-01 |
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These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
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Retain for 4 years, and then destroy records.
Effective 2016-12-01 |
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Please use schedule
GRS-1759: Transitory correspondence
These are daily bulletins printed or e-mailed by the principal's office for the faculty and staff. They include announcements and other items of interest to the school's employees.
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Retain for 1 year, and then destroy records.
Effective 2015-07-20 |
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These histories are compiled by the schools. They are used for reference purposes. They describe the school's beginnings and developments and are updated annually to include significant school activities.
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Retain permanently. Records may be transferred to the archives.
Effective 2008-08-27 |
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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.
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Retain permanently. Records may be transferred to the archives.
Effective 2008-08-27 |
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Please use schedule
GRS-1678: Publications
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.
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Retain permanently. Records may be transferred to the archives.
Effective 2014-07-21 |
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Please use schedule
GRS-1678: Publications
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.
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Retain permanently. Records may be transferred to the archives.
Effective 2008-08-27 |
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Please use schedule
GRS-1678: Publications
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.
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Retain permanently. Records may be transferred to the archives.
Effective 2014-07-21 |
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These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.
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Retain for 4 years, and then destroy records.
Effective 2008-08-27 |
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These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.
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Retain for 4 years, and then destroy records.
Effective 2008-08-27 |
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These are published or unpublished histories of the district and/or individual school, written or financed by the school district. They may include title, author, date written, and the historical narrative.
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Retain permanently. Transfer records to the archives.
Effective 2015-08-12 |
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Please use schedule
GRS-1501: Student enrollment and registration
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.
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Retain until separation, and then destroy records.
Effective 2014-07-21 |
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These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
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Retain for 10 years, and then destroy records.
Effective 1996-12-01 |
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Please use schedule
GRS-1747: Cartographic records
These records provide school access routes for elementary, junior high, and senior high schools for school buses. The routing plans are updated yearly and are transmitted to the local jurisdiction by the school districts. The records include maps, plans, routing changes, safety concerns, and recommendations.
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Retain for 2 years, and then destroy records.
Effective 1997-06-01 |
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Please use schedule
GRS-1747: Cartographic records
These records provide school access routes for elementary, junior high, and senior high schools for school buses. The routing plans are updated yearly and are transmitted to the local jurisdiction by the school districts. The records are maps, plans, and other records. They include routing changes, safety concerns, and recommendations.
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Retain for 2 years, and then destroy records.
Effective 1994-06-01 |
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Please use schedule
GRS-106: Local government accounts payable and receivable records
These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.
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Retain for 4 years, and then destroy records.
Effective 1999-06-01 |
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These files document the implementation of significant school district bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of school district indebtedness.
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Retain for 10 years after final action, and then destroy records.
Effective 1996-12-01 |
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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.
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Retain for 5 years, and then destroy records.
Effective 1998-10-01 |
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Please use schedule
GRS-1551: School histories
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.
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Retain permanently. Records may be transferred to the archives.
Effective 1999-12-01 |
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Please use schedule
GRS-1731: Contract and lease records
These construction records document agreements between the school district, architects, contractors and subcontractors. They include original agreements and contracts, certificates of insurance, and performance bonds.
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Retain for 6 years after expiration of contractural agreement, and then destroy records.
Effective 1997-06-01 |
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Please use schedule
GRS-1731: Contract and lease records
These files contain agreements between the district and persons or organizations for renting space in district buildings. They are used to authorize the rental, collect fees, indicate the need of any equipment, and explain any applicable rules and regulations for the use of district buildings. They include date, name of individual, business, or organization; space to be rented and name of school; date and time of use; equipment needed; amount of rent; date fees due; rules for use of space, signature of district administrator approving rental; signature, address, and phone number of renter. After the use of rental space custodians complete a copy of the form indicating any additional fees to be charged and/or any problems with the rental.
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Retain for 4 years, and then destroy records.
Effective 1997-06-01 |
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