Utah Department of Administrative Services

Division of Archives & Records Service

Jordan School District (Utah). Office of Student Services

83855--Official transcripts
82448--Student cumulative record
82449--Elementary and middle school non-transferred student files
25456--Student information report
25459--Master daily attendance roll
27229--Student appeals hearings
27230--Annual statistical report and fall enrollment
27231--Enrollment
27239--Special education files

AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 83855
TITLE: Official transcripts
DATES: 1905-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). It contains: student's name, address, birthdate, names of parents, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security. It is part of the Student Cumulative File until it is weeded three years after graduation. Since l984, all official transcript information on graduated seniors is also maintained on-line on the Office of Education Computer System.

RETENTION

Retain permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Historical

This transcript is critical for verification purposes not only for admission to college and employment, but for students who have not graduated for readmission to high school. It has potential for being important for educational research.

PRIMARY DESIGNATION

Private


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 82448
TITLE: Student cumulative record
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by student's name
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: These files contain information on students attending school in the Jordan School District. They document student performance and are used for reference purposes. They contain the student's official transcript (containing student's name, address, birthdate, names of parents, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number); copies of achievement test scores; copies of report cards; and health records.

RETENTION

Retain 3 years after graduation.

DISPOSITION

Destroy provided official transcript has been pulled and refiled.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after graduation and then destroy provided official transcript has been pulled and refiled.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the district and reflect a previously approved policy of the Jordan School Board. The transcript is the permanent part of the student record. Other records in the file are only needed while the student is enrolled in classes. Those items should be destroyed after the student has graduated.

PRIMARY DESIGNATION

Private


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 82449
TITLE: Elementary and middle school non-transferred student files
DATES: 1975-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are the files of elementary and middle school students (K-8) who attended school in the Jordan School District, but have moved from the district without having their files transferred. These files contain: schools and years attended, classes attended, copies of report cards, health records, and test scores. It is the policy of the district when a student transfers from kindergarten through eighth grade that the student's file is sent to the new district. For high school students only a copy of the file is sent.

RETENTION

Retain 15 years.

DISPOSITION

Destroy provided 9th grade students files are removed and retained

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 12 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs of the district and reflect a previously approved policy of the Jordan School Board.

PRIMARY DESIGNATION

Private


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 25456
TITLE: Student information report
DATES: 1977-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

DESCRIPTION: These reports include student name and number, grade, address, phone number, date of birth, sex, ethnicity, school year and Social Security number.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 49 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 50.

This retention is based on Jordan District's administrative need for these records.


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 25459
TITLE: Master daily attendance roll
DATES: 1977-
ARRANGEMENT: Chronological by year, thereunder alphabetical by surname

DESCRIPTION: Jordan School District keeps a master attendance report. For each student this report includes student's name and student number and then details information about absences and tardies.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 49 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 1.

This retention is based on Jordan District's administrative need for these records.


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 27229
TITLE: Student appeals hearings
DATES: 1992-
ARRANGEMENT: Chronological

DESCRIPTION: These files, maintained by the vice principal, relate to students who are suspended from school and must go to a district level hearing for violation of school policy. The files may include suspension record, narratives regarding suspension, committee decisions, witness statements, student data, information about the student?s attendance and grades, and police reports.

RETENTION

Retain 35 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 31 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 48.


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 27230
TITLE: Annual statistical report and fall enrollment
DATES: 1980-
ARRANGEMENT: Chronological and thereunder alphabetical

DESCRIPTION: This report is completed on student enrollment and dropouts as of October 1. It is used to qualify for state funding. Individual schools directly update the State computer system. The report is printed, signed and audited by district external auditors and sent to the State Office of Education. The report includes student enrollment by school, by grade, and ethnic group. The report also includes the dropout report.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 49 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 5.


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 27231
TITLE: Enrollment
DATES: 1977-
ARRANGEMENT: Chronological by year thereunder alphabetical by student's name.

DESCRIPTION: This is a computer report on student attendance generated by the school secretary from data entered throughout the quarter/semester/trimester. It is used for reference purposes. The year end report lists attendance by students for the school year. It includes date, student number and name, sex, number of days absent, and number of days present.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 49 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 5.


AGENCY: Jordan School District (Utah). Office of Student Services

SERIES: 27239
TITLE: Special education files
DATES: 1982-
ARRANGEMENT: Alphabetical by 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 27 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 26 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 16, Item 1.