Washington County School District (Utah)

10241--Special education student files
17490--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)