Washington County School District (Utah)
10241--Special education student files17490--Payroll registers
24578--School board minutes
24579--Annual financial statements and audits
25284--Publications
30133--School class photographs
29553--Policy and procedure
29721--Student records
AGENCY: Washington County School District (Utah)
SERIES: 10241
TITLE: Special education student files
DATES: 1980-
ARRANGEMENT: Alphabetical by student's surname
DESCRIPTION: These files document the progress and participation of students enrolled in special education programs provided by Utah school districts. Files are kept in accordance with federal regulations which define record keeping practices and funding requirements. District services can be discontinued when students move, refuse services, or are reclassified as no longer needing special education services. Student folders contain various reports and completed forms including individualized education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys and information, third party information, placement documents, refusal of services forms, and other legal documents. 34CFR 300.562 (2008) & 34CFR 99 (2008).
RETENTION
Retain for 75 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Special education student records, GRS-1476
AUTHORIZED: 08/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 75 years and then destroy.
Microfilm duplicate: Retain in Office for 75 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Washington County School District (Utah)
SERIES: 17490
TITLE: Payroll registers
DATES: ca. 1915-
ARRANGEMENT: Chronological, thereunder alphabetical by school
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)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in Archives for 65 years and then destroy.
Microfilm duplicate: Retain in Office for 65 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301 (1)(b) (2008)
AGENCY: Washington County School District (Utah)
SERIES: 24578
TITLE: School board minutes
DATES: 1915-
ARRANGEMENT: Chronological
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
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 Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 11/26/2002
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Washington County School District (Utah)
SERIES: 24579
TITLE: Annual financial statements and audits
DATES: 1964-
ARRANGEMENT: Chronological
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
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 11/15/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Washington County School District (Utah)
SERIES: 25284
TITLE: Publications
DATES: 1958-
ARRANGEMENT: Chronological by year.
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
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 04/02/2009
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
These records serve to document the history of the agency and to inform the public of the agency's services and programs.
PRIMARY DESIGNATION
Public
AGENCY: Washington County School District (Utah)
SERIES: 30133
TITLE: School class photographs
DATES: 2005-2006
ARRANGEMENT: Alphabetical by school name.
DESCRIPTION: T These records are created by governmental entities compiling various items together to tell the story of their office. They include photographs, newspaper clippings, and other items pertaining to government activities, and actions and reactions of citizens.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Scrapbooks, GRS-2051
AUTHORIZED: 06/23/2021
FORMAT MANAGEMENT
Photographs: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
The records in this series have permanent historical value as documentation of students and staff at the schools.
PRIMARY DESIGNATION
Public
AGENCY: Washington County School District (Utah)
SERIES: 29553
TITLE: Policy and procedure
DATES: 2004-
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: Washington County School District (Utah)
SERIES: 29721
TITLE: Student records
DATES: 1968-
ARRANGEMENT: Chronological.
DESCRIPTION: These are the official records of students used to document graduation and to verify class attendance. Information includes student identifying information and related records.
RETENTION
Permanent. Retain for 40 year(s)
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: 11/26/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 39 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records can be used to determine citizenship per the Dream Act (S. 952, H.R. 1842, S. 1258). They also have long-term historical value documenting student participation in school systems and residency.
PRIMARY DESIGNATION
Exempt. 34 CFR 99 (2008)