Utah Department of Administrative Services

Division of Archives & Records Service

All Schools

 

Contents

 

Activities Report Files (Item 19-1)

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.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/99)

 

Administrative Subject Files (Item 19-2)

These are subject files maintained solely for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, district memoranda, and instructions.

RETENTION

Retain for 1 year or until administrative need ends whichever is longer and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/99)

 

Annual Financial Summary Report (Item 19-3)

This report is submitted annually to the district's business administrator and is used for auditing purposes. It includes the beginning cash balances in checking and savings accounts as well as total annual revenues, expenditures, changes in investments, and the cash balance at the end of the fiscal year.

RETENTION

Retain for 4 years.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

***Attendance Records (Item 19-4) OBSOLETE

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

 

***Attendance Summary Report (Item 19-5) OBSOLETE

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

 

Bank Statements (Item 19-6)

These are monthly statements showing the amount of money deposited to or withdrawn from the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/99)

 

Budget Expenditure Report (Item 19-7)

This report form is used by the schools to track expenditures for comparison with district reports. The district audits these records annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/99)

 

Bus Transportation Request (Item 19-8)

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.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Bus Transportation Rules and Regulations (Item 19-9)

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.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/99)

 

Canceled Checks (Item 19-10)

These are canceled checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.

RETENTION

Retain for 4 years and then destroy, for schools with total expenditures of less than $20,000; 7 years and destroy, for schools with expenditures of more than $20,000.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Career Ladder Files (Item 19-11)

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.

RETENTION

Retain for 3 years or until updated and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 06/99)

 

***Counselor's Student Files (Item 19-61) OBSOLETE

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

 

Daily Meal Payment Report (Item 19-12)

This computer report documents 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.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Daily School Food Service Report (Item 19-13)

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.

RETENTION

Retain until beginning of next school year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Fee Waiver Records (Item 19-14)

These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA_ 53A-12-103_(1993). 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.

RETENTION

Retain for 4 years and destroy; provided student has left junior high.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/99)

 

Fixed Asset Reports (Item 19-15)

This computer report is sent by the district's business administrator to all schools annually. It is used to determine the status of all fixed assets in the school. Schools review the listing and make any necessary additions and corrections and return the report to the district. A corrected report is then sent to all schools. The report includes school name and location code, room, date, page number, asset number, classification number, quantity, manufacturer's description, acquisition date, model number, serial number, and cost.

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Food Payable Voucher (Item 19-16)

This voucher is compiled from all milk, produce, bakery, and other miscellaneous food bills and is submitted at the end of the month to the district office. It is used to reconcile invoices with various company statements and to make payments.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Food Production Record Sheet (Item 19-17)

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.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Free and Reduced Meals Applications (Item 19-18)

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.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 06/99)

 

General Ledgers (Item 19-19)

These books (or computer reports) are a summary of receipts and disbursements by account funds. They are maintained by the school treasurer. They include the source of income, amounts of credit and disbursements, totals, and remaining balances.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/99)

 

***Gifted and Talented Student Tests (Item 19-60) OBSOLETE

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

 

***Grade Sheets (Item 19-20) OBSOLETE

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

 

Graduation Programs (Item 19-21)

These are programs for high school graduations. The programs include high school, date, time and location of the commencement ceremonies, scheduled program, lists of honor graduates, and listing of all graduates.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 02/00)

 

Historian's Books (Item 19-22)

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.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/99)

 

***Home Excuse File (19-23) OBSOLETE

Please refer to the new student schedule for Permission and Passes. SD 17-31

 

***Literary Publications (Item 19-24) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

Locator Cards (Item 19-25)

This is a card file or automated system 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.

RETENTION

Retain for 1 year or until end of school year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99 (2008).

(Approved 12/99)

 

Lunch Room Summary of Meals Served Report (Item 19-26)

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). It is computed on a daily basis and is sent to the district office at the end of each month with a summarized cover sheet.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Lunch Tally (Item 19-27)

This form is completed each morning by the classroom teacher to report the anticipated lunch count for the noon meal. It is used for food preparation purposes and is submitted to the principal's office. This form includes the number of students and adults planning to have lunch as well as the milk count.

RETENTION

Retain until information is compiled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Maintenance Work Order (Item 19-28)

This form is used to request maintenance and repair of school equipment or buildings. It is submitted to the Maintenance Department. A copy may be retained by the school. It includes work order number, date, school name, type of repair (building or equipment), principal's/director's approval, account number, repair problem, brand/make, serial number, special instruction, a section designated for office use listing approval or rejection, whether sent and date, quantity, part number and description, cost, travel time and description, hours, total parts used, total labor, person completing, and date.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

***Medication Administration and Dispensing Records (Item 19-29) OBSOLETE

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

 

Monthly Department of Agriculture Food Usage Sheet (Item 19-30)

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.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Monthly Financial Report (Item 19-31)

This monthly report is sent by each elementary school secretary to the district's business manager. It is used to review the school's deposits and expenditures and consists of the monthly bank reconciliation form, bank statements, and copy of the balance sheet.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Monthly Meals Payment Report (Item 19-33)

This computer 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.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Monthly Meals Served Report (Item 19-32)

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.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Principal's Personnel Files (Item 19-34)

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.

RETENTION

Retain for 65 years or for three years after retirement or death of employee and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301(1)(b)

(Approved 06/99)

 

***Pupil Transportation Permission Slip (Item 19-35) OBSOLETE

Please refer to the new student schedule for Permission and Passes. SD 17-31

 

Purchase Orders and Requisition Records (Item 19-36)

These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Receipt Books (Item 19-37)

These are receipts issued for money paid to the school. Includes payment date, department or fund to which money belongs, receipt number, and amount paid.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

Registration Fee Report (Item 19-38)

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.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/99)

 

Rental and Facility Supervision Report (Item 19-39)

This monthly report is submitted to the district's business administrator on all school building rentals. It is used for accounting purposes. It includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. A school property form completed by persons/organizations requesting use of school buildings may be attached to the report. The form is used to obtain approval for school rentals. If approval is granted the contract is signed between the parties.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

School Bulletins (Item 19-41)

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.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

***School Handbook (Item 19-42) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

School Histories (Item 19-43)

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.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/99)

 

***School Newspapers (Item 19-44) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

School's Accounts Payable (Item 19-45)

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.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:social security numbers

(Approved 06/99)

 

Scrapbook/Photo Albums (Item 19-46)

These are albums containing photographs taken annually of the school's students, teachers, and school activities. They document the school's student body.

RETENTION

Retain until school's closure and then transfer to District Office and may be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

***Student Class Schedules (Item 19-47) OBSOLETE

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

 

***Student Discipline Files (Item 19-48) OBSOLETE

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

 

***Student Enrollment Registration Records (Item 19-49) OBSOLETE

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

 

Student Information Card (Item 19-50)

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.

RETENTION

Retain until superseded or resolution of all litigation and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/99)

 

Student Membership Summary Records (Item 19-51)

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.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

***Student Registration Records (Item 19-52) OBSOLETE

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

 

***Student Report Cards (Item 19-53) OBSOLETE

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

 

***Student Withdrawal Records (Item 19-54) OBSOLETE

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

 

Time and Attendance Reports (Item 19-55)

These report forms are completed and submitted to the district payroll office each pay period authorizing payments for services rendered. These records include a variety of report forms. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The absence report form is a three part form documenting the absences of the district contracted employee's. The first copy (white) is sent to the district's payroll department, the second copy (canary) is retained by the school, and the third copy (pink) is kept by the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:UCA 63G-2-301(1)(b)

(Approved 10/99)

 

***Transportation Allowance Applications (Item 19-56) OBSOLETE

Please refer to the new student schedule for Permission and Passes. SD 17-31

 

Weekly Attendance and Meals Served Sheet (Item 19-57)

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).

RETENTION

Retain until end of school year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/99)

 

***Worker's Compensation Employee's First Report of Injury (Item 19-58) OBSOLETE

Please refer to the state schedule for Worker's Compensation Files. SG 11-35

 

***Yearbooks (Item 19-59) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25