General Retention Schedule Items

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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 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
These records capture the necessary information to enroll a student in a particular school and document their 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Retain until superseded, and then destroy records.

Effective 2013-08-01
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
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
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 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.

Effective 1999-10-01
Minors between age 6 and 18 are legally required to attend school. These are records of student enrollment, attendance, absence, and tardiness.
 
Retain for 4 years, and then destroy records.

Effective 2013-08-01
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
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.

Effective 2018-06-14
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.

Effective 1999-10-01
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.

Effective 1998-10-01
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.

Effective 1998-10-01
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.

Effective 1999-06-01
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.

Effective 2013-08-01
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.

Effective 2013-08-01
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.

Effective 1999-10-01
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.

Effective 1999-06-01
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.

Effective 2017-09-01
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.

Effective 1999-10-01
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.

Effective 1997-06-01
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.

Effective 2017-09-01
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.

Effective 1998-10-01
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.

Effective 1998-10-01
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.

Effective 1999-06-01

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