South Summit School District (Utah)
1811--Audit reports23827--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