South Summit School District (Utah)

1811--Audit reports
23827--Personnel files
26738--Investigation case files
30386--Student history records
30111--Student transcripts
29550--Policy and procedure
29477--Board minutes
30406--Miscellaneous administrative records

AGENCY: South Summit School District (Utah)

SERIES: 1811
TITLE: Audit reports
DATES: 1914-1972
ARRANGEMENT: Chronological by audit period.

DESCRIPTION: These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1995)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1) (1995)).

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727

AUTHORIZED: 03/02/2023

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

Audit reports verify financial activity in the agency. Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public. 63G-2-201(2)


AGENCY: South Summit School District (Utah)

SERIES: 23827
TITLE: Personnel files
DATES: 1960-
ARRANGEMENT: Alphabetical by surname

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) or until separation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years or until 2 years after retirement and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private

Controlled

Protected. attorney work product, collective bargaining strategies, settlement negotiations


AGENCY: South Summit School District (Utah)

SERIES: 26738
TITLE: Investigation case files
DATES: 2008-
ARRANGEMENT: Chronological by date

DESCRIPTION: These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684

AUTHORIZED: 05/01/2008

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after case is closed and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(9), 63G-2-305(10), 63G-2-305(11)


AGENCY: South Summit School District (Utah)

SERIES: 30386
TITLE: Student history records
DATES: 1914-
ARRANGEMENT: Alphabetical.

DESCRIPTION: These records includes student's name, date of birth, parents or guardians, date student entered and exited the school, and the number of days in attendance. May contain grades, attendance record, course study, name of teacher, and school name.

RETENTION

Permanent. Retain until administrative need ends

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Student history, GRS-1499

AUTHORIZED: 08/09/2022

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 38 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Contribute substantially to knowledge and understanding of the people and communities of our state.

PRIMARY DESIGNATION

Exempt. 20 U.S.C. Secs. 1232g and 1232h

SECONDARY DESIGNATION

Private. Utah Code 53E-9-202 (1999)

Public


AGENCY: South Summit School District (Utah)

SERIES: 30111
TITLE: Student transcripts
DATES: 1913-
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: These are the official transcripts of students who attended school in South Summit School District. They document the educational achievements and grades of each student.

RETENTION

Retain permanently

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Graduation and transcripts, GRS-1506

AUTHORIZED: 04/23/2021

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 38 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

These records have permanent historical value as documentation of students who attended high school in the school district.

PRIMARY DESIGNATION

Private. Utah Code 63G-2-310 (2020)


AGENCY: South Summit School District (Utah)

SERIES: 29550
TITLE: Policy and procedure
DATES: 2010-
ARRANGEMENT: none

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

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

APPRAISAL

Administrative Fiscal Legal


AGENCY: South Summit School District (Utah)

SERIES: 29477
TITLE: Board minutes
DATES: 1915-
ARRANGEMENT: Chronological by meeting date.

DESCRIPTION: Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken (Utah Code 52-4-203(2014)). This includes the agenda, notices, and any public materials distributed at the meeting.

RETENTION

Retain permanently

DISPOSITION

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709

AUTHORIZED: 08/18/2017

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives.

Microfilm master: Retain in State Archives permanently with authority to weed.

Computer data files: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Fiscal Historical

This series has permanent historical value as documentation of the issues discussed and decisions made at the highest level of the school district.

PRIMARY DESIGNATION

Public


AGENCY: South Summit School District (Utah)

SERIES: 30406
TITLE: Miscellaneous administrative records
DATES: 1951-2011
ARRANGEMENT: Roughly chronological.

DESCRIPTION: These historical records are compiled by the school district. They were created in the process of establishing to school district and describe the school district's beginnings and developments. Records may include bond records, Singer-Swapp records, and school consolidation reports.

RETENTION

Permanent. Retain until administrative need ends

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule School histories, GRS-1551

AUTHORIZED: 09/13/2022

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

The records in this series have permanent historical value as documentation of administration of various aspects of education in the school district.

PRIMARY DESIGNATION

Public. Utah Code 63G-2-201(2) (2019)

SECONDARY DESIGNATION

Private. Records relating to the education of the Singer-Swapp family may be regarded as private because they deal with the welfare of minors. Utah Code 63G-2-310