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.

Effective 2013-08-01

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.

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Retain until superseded, and then destroy records.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.

Effective 2013-08-01

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.

Effective 1998-05-01

These records document the interactions between students and advisors regarding education requirements and planning.

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

Effective 2017-09-01

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 OR Retain until superseded, and then destroy records.

Effective 2021-10-25

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.

Effective 1993-12-01

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.

Effective 2008-08-27

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.

Effective 1997-06-01

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.

Effective 2013-08-01

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.

Effective 2017-09-01

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.

Effective 2017-09-01

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.

Effective 2008-12-18

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.

Effective 2014-07-21

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.

Effective 2008-08-27

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.

Effective 2008-08-27

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.

Effective 2008-08-27

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.

Effective 2008-08-27

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..

Effective 2014-07-21

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.

Effective 1998-10-01

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.

Effective 2017-09-01

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.

Effective 1998-10-01

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.

Effective 1999-12-01

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.

Effective 2008-08-27

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.

Effective 2008-08-27