Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 17 Student Records

 

APPLIED TECHNOLOGY ROLLBOOKS (Item 17-16)

These are rollbooks for students enrolled in vocational training. They are used to record student attendance. The rolls include the teacher's name, student's names, school and class, entry date, exit date, and days absent.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99.

(Approved 10/98)

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Retain for 5 years or until superseded and then destroy.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)

These files document participation in court ordered community service projects. A district or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by which date, and any expectations; a copy of the court order; and the time sheet showing how many hours are completed. The court having jurisdiction of the case retains the record copy of these records.

RETENTION

Retain for 1 year after completion of community service and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 05/98)

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)

These are applications from parents requesting to teach their children at home. These applications include student's name, grade, certificate of compulsory attendance, and date approved.

RETENTION

Retain until application superseded or family moves from district and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

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 permenently. and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99 (2008).

(Approved 10/99)

NON-UTAH RESIDENT STUDENT FILES (Item 17-7)

These applications document requests for out-of-state and out-of-country students to attend schools within the district in accordance with UCA 53A-2-205 (1997). These records include the application forms, resident alien card, copies of social security cards, and a police background check. They may also include consent guardianship forms filed by the court, guardianship papers, and court appointed guardianship records.

RETENTION

Retain until graduation or 1 year after student leaves district and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

OFFICIAL TRANSCRIPTS (Item 17-3)

These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contain: student's name, address, birthdate, parents' names, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation .

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99.

(Approved 10/98)

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)

This log documents the dispensing of approved medication to students during school hours in accordance with UCA 53A-11-601(1)(a)(iv) (1991). It includes child's name, date, and initials of school personnel administering medication.

RETENTION

Retain for 7 years after student leaves elementary school and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

SCHOOL CHOICE APPLICATIONS (Item 17-11)

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.

RETENTION

Retain until student graduates, or moves from district and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)

STUDENT ATTENDANCE CLASS ROLLS (Item 17-1)

These are the class rolls maintained by each teacher. They are used to record student attendance. Attendance has been computerized in all Utah school districts and the use of class rolls has been discontinued. These rolls contained teacher's name, students' names, school and class, entry date, exit date, days of absence, and sometimes grades. Some class rolls may be the only surviving record of student attendance and grades and would require permanent retention (See Official transcripts, item 17-3).

RETENTION

Retain for 3 years and destroy, provided official transcript exists; permanent if no official transcript exists.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99.

(Approved 10/98)

STUDENT CUMULATIVE FILES (Item 17-2)

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.

RETENTION

Retain for 3 years 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.

SUGGESTED PRIMARY DESIGNATION

Exempt:34 CFR 99.

(Approved 10/98)

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)

These minutes are of regular and special meetings of the Student Executive Board or Student Council. The minutes concern school activities and other school events. They include dates, times, meeting location, members in attendance and absent, summary of proceedings including votes taken, and time adjourned.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/99)

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)

These applications document young mothers requesting to attend alternative programs rather than regular classes. They include student's name, address, telephone number, age, grade, and reasons for wanting to attend alternative program, and approval information.

RETENTION

Retain until graduation from high school or until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 10/98)