Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 17 Student Records

 

***Applied Technology Rollbooks (Item 17-16) OBSOLETE

Please refer to the new student schedule for Attendance. SD 17-26

 

Attendance (Item 17-26)

Minors between age 6 and 18 are legally required to attend school. These are records of student attendance, absence and tardiness.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt: 34 CFR 99.

(Approved 08/13)

 

Compliance Certification Forms (Item 17-14)

These records are submitted to the State Office of Education (USOE)in accordance with UCA 53A-3-403(4) (1997). 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.

RETENTION

Retain for 5 years or until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/98)

 

***Court Ordered Community Service Files (Item 17-21) OBSOLETE

Please refer to the new student schedule for Discipline. SD 17-30

 

Discipline (Item 17-30)

Student misconduct may be the subject of disciplinary action if the conduct disrupts the educational environment, threaten or harm persons or property, or disrupt school activities. Any record or information that is created or used to address student misconduct is included.

RETENTION

Retain until Issue resolved AND Admin. Need ends. Do not retain past graduation. and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Exempt: Rule 4-2-2.03 (10) (2008), CJA.

(Approved 08/13)

 

Early Graduation Certificates (Item 17-15)

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 (1997). These records include school district; high school name; telephone number; student's name, social security number, address, and telephone number.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/98)

 

Enrollment and Registration (Item 17-27)

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.

RETENTION

Retain until end of the school year, superseded or graduation. and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/13)

 

Graduation and Transcripts (Item 17-32)

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.

RETENTION

Permanent. May be transferred to Archives. UCA 53A-11-907 (2013).

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/13)

 

Homeless Student Report (Item 17-19)

This report documents homeless students attending schools within the district. UCA 53A-11-101 (1997) 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.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

 

***Homeschool Applications (Item 17-8) OBSOLETE

Please refer to the new student schedule for Enrollment and Registration. SD 17-27

 

Medical Log Records (Item 17-28)

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.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/13)

 

Monthly Homeless Children and Youth Statistical Report (Item 17-20)

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.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/98)

 

Non-resident Student Report (Item 17-18)

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) (1997). The report is separated by school and includes district, number of days nonresident students enrolled, and grade level of nonresident students.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/98)

 

Non-transferred Student Files (Item 17-23)

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."

RETENTION

Retain for 3 years after graduation and then destroy, provided transcript has been pulled and retained permanently.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99 (2008).

(Approved 10/99)

 

***Non-Utah Resident Student Files (Item 17-7) OBSOLETE

Please refer to the new student schedule for Enrollment and Registration. SD 17-27

 

***Official Transcripts (Item 17-3) OBSOLETE

Please refer to the new student schedule for Graduation and Transcripts. SD 17-32

 

***Out-of-District-Boundary Application (Item 17-9) OBSOLETE

Please refer to the new student schedule for Enrollment and Registration. SD 17-27

 

Performance and Testing (Item 17-29)

These records document student performance and educational history. They include test scores, grades, and any other progress or performance measures.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt: 34 CFR 99.

(Approved 08/13)

 

Permission and Passes (Item 17-31)

These records document parent or guardian consent for their student to participate in an activity or leave school during school hours.

RETENTION

Retain until end of school year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt: 34 CFR 99.

(Approved 08/13)

 

***Prescribed Medication Record (Item 17-5) OBSOLETE

Please refer to the new student schedule for Medical Log Records. SD 17-28

 

***School Choice Applications (Item 17-11) OBSOLETE

Please refer to the new student schedule for Enrollment and Registration. SD 17-27

 

***Student Attendance Class Rolls (Item 17-1) OBSOLETE

Please refer to the new student schedule for Attendance. SD 17-26

 

***Student Cumulative Files (Item 17-2) OBSOLETE

Please refer to the new student schedule for Performance and Testing. SD 17-29

 

Student Exchange Records (Item 17-13)

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 (1997) and the Utah Administrative Code, R277-615-4 (1997). 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.

RETENTION

Retain for 4 years after student leaves and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

 

***Student Executive Board Minutes (Item 17-24) OBSOLETE

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Student History (Item 17-25)

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.

RETENTION

Permanent. DREAM ACT, S. 952, H.R. 1842, S. 1258.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/13)

 

Title I Records (Item 17-4)

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.

RETENTION

Retain for 5 years after final expenditure filed (34 CFR 80.42(c)(1) (1997) and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

 

***Young Mothers Applications (Item 17-10) OBSOLETE

Please refer to the new student schedule for Enrollment and Registration. SD 17-27