Retention and Classification Reports

DESCRIPTION:
Minutes of open and closed committee and board meetings as required by UCA 52-4-203 (2014), et seq. "Written minutes shall be kept of all open meetings" UCA 52-4-203 (2013). May include agenda, meeting minutes, transcripts, and other supporting documentation.

RETENTION:
Permanent. Retain until administrative need ends

PRIMARY DESIGNATION:

Public

DESCRIPTION:
This report documents account payable. The report shows item description, transaction type, date posted, and check number.

RETENTION:
Retain for 4 year(s)

PRIMARY DESIGNATION:

Public

DESCRIPTION:
This monthly budget report is prepared by the business administrator for the school board in accordance with UCA 53A-19-108 (1995). The report includes amounts of all budget appropriations, disbursements from the appropriation, and percentage of disbursement, and reporting date. The report usually becomes part of the School Board Minutes.

RETENTION:
Retain for 1 year(s)

PRIMARY DESIGNATION:

Public

DESCRIPTION:
This is a check Payment Register for the Carbon School District it shows the check number, vendor number, Name Description, Invoice and the amount of the check. 

RETENTION:
Retain for 7 year(s)

PRIMARY DESIGNATION:

Public

DESCRIPTION:
This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION:
Retain for 65 year(s)

APPRAISAL:
These records have administrative, fiscal, and/or historical value(s).
These records document payroll history for the Carbon County School District.

PRIMARY DESIGNATION:

Private

DESCRIPTION:
This is a monthly report submitted to State Retirement on amounts contributed to retirement system. It is used for verification purposes. The Office of Education sends monthly the information on magnetic tape to State Retirement and prints a paper copy for the school district, later the Retirement Office sends the district worksheets to check data. Includes social security number, member name, fund agency, period covered, amount contributed, earnings, and amounts employee and employer paid.

RETENTION:
Retain for 3 year(s)

PRIMARY DESIGNATION:

Private

DESCRIPTION:
These are student cumulative files for students where records were neither transferred nor the student graduated. They were  used to document the student's attendence. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. The student may have dropped out of school and will later return.

RETENTION:
Permanent. Retain for 75 year(s)

APPRAISAL:
These records have administrative, and/or historical value(s).
These records need to be maintained permanently because they include the official transcript which proof that an individual attended school. 

PRIMARY DESIGNATION:

Exempt

34 CFR 99

DESCRIPTION:
These are the personnel files for all classified district employees. They are used to document employment. The files usually contain the employment applications, authorization for hire forms, employee history card, pay and leave history, work performance and evaluation records, reassignment of personnel forms, termination forms and related correspondence. May also include fingerprint records and verification of a criminal background check. 

RETENTION:
Retain for 65 year(s)

PRIMARY DESIGNATION:

Private

DESCRIPTION:
This monthly computer report lists all the district's financial transactions. It provides year-to-date detail information for all individual postings for the general ledger. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor.

RETENTION:
Retain for 4 year(s)

PRIMARY DESIGNATION:

Public

DESCRIPTION:
This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION:
Retain for 65 year(s)

APPRAISAL:
These records have administrative, and/or historical value(s).
Disposition based on value of historical records of payroll for one year.

PRIMARY DESIGNATION:

Private

DESCRIPTION:
This is a monthly computer report of all cash receipts issued by the district. It includes receipt number, date of receipt, account number, description of account, source of funds, amount of receipt, and totals.

RETENTION:
Retain for 4 year(s)

PRIMARY DESIGNATION:

Public

DESCRIPTION:
These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published.

RETENTION:
Permanent. Retain until administrative need ends

APPRAISAL:
These records have historical value(s).
Disposition based on the value of these records in documenting agency achievements, policies, procedures, and function.

PRIMARY DESIGNATION:

Public

DESCRIPTION:
These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

RETENTION:
Retain permanently

PRIMARY DESIGNATION:

Public

DESCRIPTION:
The tentative budget is prepared by the superintendent and filed with the school board prior to June 1. "Prior to June 22 of each year, each local school board shall adopt a budget and make appropriations for the next fiscal year" (Utah Code 53A-19-102 (1995). According to Utah Code 53A-19-101(1995), "the budget and its supporting documents are required to include: the revenues and expenditures of the current fiscal year, estimate of revenues for the succeeding fiscal based upon the lowest tax levy that will raise the required revenue, using the current year's taxable value as the basis for this calculation; and a detailed estimate of the essential expenditures for the purposes for the succeeding fiscal year." The school board is required to file a copy of the adopted budget with the state auditor and the State Board of Education.

APPRAISAL:
These records have administrative, and/or fiscal value(s).

DESCRIPTION:
These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.

RETENTION:
Retain until administrative need ends

APPRAISAL:
These records have administrative, fiscal, and/or legal value(s).