Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City School District (Utah). West High School

84902--Administrative subject files
84903--Career ladder files
84904--Initial registration cards
84905--Employee's absence verification file
84906--Official transcripts
84907--Grade sheets
84908--Locator cards
84909--Roll books
84911--Purchase order and requisition files
84912--Attendance office subject files
84913--Invoices
84914--Treasurer's office subject files
84915--Activities report files
84922--West High School directories
84924--West Winds (publication)
84926--Panther (yearbook)
84928--General ledgers
84929--Receipt books
84931--Withdrawal slips
84932--Student class schedules
84934--Attendance cards
84941--Discipline files
84942--Home excuse files
84943--Historian's books
84949--West associated girls minute book
84959--Class reunion programs
84962--Red and Black (newspaper)
84965--Student withdrawal cards
84966--Counselor's student files
84967--Vocational education files
84973--Vocational teacher account files
84696--Daily absence reports
84574--Telephone calling tapes
17867--High school graduates and withdrawn students cards

AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84902
TITLE: Administrative subject files
DATES: 1978-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are subject files used for reference purposes. They include both the principal's and his secretaries' files. The contain general correspondence, notes, memos, maps, charts, brochures and other information. The wide range of subjects include attendance policy, capital improvements, emergency procedure plan, field trips, Homecoming, immunizations, legislature, minority lists, smoking policies, Tongan students, and yearbook.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until updated or superseded and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the principal.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84903
TITLE: Career ladder files
DATES: 1987-
ARRANGEMENT: Alphabetical by teachers' names
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files document the promotion process under the career ladder program. Teachers submit two copies of an application for promotion to the personnel office. A committee reviews the applications and determines whether a promotion is warranted. Each file contains: an administrator's and a principal's report, a report on student achievement, a student's survey, and parent's survey.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school. The district's personnel office use this data to compile reports on the "Career Ladder" Process at the Salt Lake City School District.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84904
TITLE: Initial registration cards
DATES: 1984-
ARRANGEMENT: Chronological, thereunder by student's name

DESCRIPTION: These cards are the initial forms used to register students into the high school classes. The card contains the student's name, student number, sex, birth date and birthplace, guardian's name, father's name, mother's name, home address, home telephone number, student's race, and the last school the student attended.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84905
TITLE: Employee's absence verification file
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are forms completed by individual employees and the secretary in the principal's office. They are used to verify that the employee was absent on a given date. The form includes: the employee's name, employee number, date absent from work, number of days that the employee was absent, type of absence (personal, illness, death in the family), and the name of the substitute if the employee was a teacher.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84906
TITLE: Official transcripts
DATES: 1923-
ARRANGEMENT: alphabetical by students' names
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These are the official student records. Each file contains important information concerning the student including: the student's name, student number, birth date and birthplace, sex, parents' names, home address, home telephone number, health and immunization record, schools previously attended, courses and grades, test scores, graduation date (for those who have graduated from high school), and, with a large number of the files, and photograph of the student.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office for 75 years and then destroy.

APPRAISAL

Administrative

These are the official transcripts for students attending West High School.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84907
TITLE: Grade sheets
DATES: 1941-
ARRANGEMENT: Chronological, thereunder alphabetical by teachers' names
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are bound volumes of grade sheets. The sheets include a description of the course, course number, teacher's name, room number, student number, student's name, sex, grade, and the grade received in the class.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

The three-year retention period is based on the administrative needs of the Salt Lake City School District. District administrators have determined that any discrepancy would likely be identified within this three-year period. The grades are maintained permanently on the transcript record.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84908
TITLE: Locator cards
DATES: 1985-
ARRANGEMENT: Alphabetical by student's name
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These are cards used to locate students during regular school hours. The cards contain the student's name, student number, sex, grade, age, birth date, address, home telephone number, guardian's name, business or work telephone number, student's locker number, a description of all classes, room numbers, and teacher's name.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until the end of the school year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84909
TITLE: Roll books
DATES: 1979-
ARRANGEMENT: Chronological, thereunder alphabetical by teacher's name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These roll books are used to keep track of the number of days in which a student is absent from class. The roll books include the name of the teacher, name of the school, course title, student's name, sex, grade, attendance record, and the total number of days absent.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84911
TITLE: Purchase order and requisition files
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These files contain copies of purchase orders and requisitions. They are used by the school to obtain goods and/or services of requests from the school. They include the description of the item ordered, date, price, amount and person ordering.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Fiscal

This retention is based on the administrative and audit needs expressed by the office.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84912
TITLE: Attendance office subject files
DATES: 1983-
ARRANGEMENT: alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These subject files are used for administrative and reference purposes within the attendance office. The files include: attendance information, school year calendar, discipline information, Lagoon Day field trip, and school sponsors.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until updated or superseded and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the attendance office.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84913
TITLE: Invoices
DATES: 1980-
ARRANGEMENT: Alphabetical by names of vendors and other suppliers

DESCRIPTION: These invoices are used to document items and services purchased by West High School. The files include invoices, copies of requisitions, notes and various items containing financial information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative and audit needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84914
TITLE: Treasurer's office subject files
DATES: 1980-
ARRANGEMENT: alphabetical by subject
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are the subject files for the Treasurer's Office and are used for reference purposes. The files contain notes, correspondence, completed forms, brochures, and memoranda. The subjects include bulletin board, correspondence, insurance, payroll, reimbursements, and ticket tallies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until updated or superseded and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84915
TITLE: Activities report files
DATES: 1948-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are files which describe the school's special activities such as dances, tournaments, awards banquets, homecoming activities, school plays, workshops, and the annual prom. These files have been used by other teachers and student committees as a planning tool. The file folders contain: receipts, programs, and the activity report which has a description of the activity, items purchased for the activity, amount of money spent, date and name of the event.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the principal. They consist primarily of receipts and a summary activity report and are only used for planning purposes.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84922
TITLE: West High School directories
DATES: 1954-
ARRANGEMENT: Chronological, thereunder alphabetical by student's name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are telephone and address directories of the student body of West High School. A directory is produced each year by the school for the benefit of the students. The directories contain the name of the student, home address and telephone number.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in Office for 1 year and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This retention is based on both the administrative needs and the historical value of the records to document the membership of West High School. Currently, West High School is attempting to create an alumni association and has set aside a room for that purpose. This room will house items of historical interest to be available for students and visiting alumni. This directories will become part of this collection.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84924
TITLE: West Winds (publication)
DATES: 1953-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is the annual literary magazine published by the high school. It contains students' poetry and short stories and is also illustrated with students' artwork.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in Office for 1 year or until administrative needs end and then destroy provided a set is transferred to State Archives.

APPRAISAL

Historical

This retention is based on the historical value of this publication to document the literary contributions made by the student's of West High School.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84926
TITLE: Panther (yearbook)
DATES: 1910-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are the annual yearbooks for West High School. Each yearbook provides a detailed history and directory of the school for the specific year. The yearbooks contain names and photographs of the faculty, staff, and student body. They also contain photographs depicting athletic teams, school clubs, sports as well as cultural, academic and social activities. The books also include an index to all people pictured in each edition of the yearbook.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in Office for 1 year and then transfer to State Archives.

APPRAISAL

Historical

This retention is based on the historical value of the records to document the student body and student activities at West High School. Currently, West High School is attempting to create an alumni association and has set aside a room for that purpose. This room will house items of historical interest to be available for students and visiting alumni. These yearbooks will become part of this collection. One set will be transferred to the State Archives.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84928
TITLE: General ledgers
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These books are a summary of receipts and disbursements by account funds. They are maintained by the school treasurer. They include: the source of income, amounts of credit and disbursments, totals, and remaining balances.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative needs expressed by the school and the audit requirements for these records.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84929
TITLE: Receipt books
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are receipts issued by the treasurer's office for monies received into school accounts. The receipts include the date, place of the business transaction, for whom the money was receivedfrom, amount, and for what the money was received.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Fiscal

This retention is based on the administrative and audit concerns expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84931
TITLE: Withdrawal slips
DATES: 1983-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are student withdrawal slips that are used for a student to withdraw from the school when the student's family is moving outside the school's boundaries. The completed form includes: name of student, student number, grade, birth date, sex, entry date, withdrawal date, guardian's name, home address, home telephone number, school transferring to, and the course titles and grades.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84932
TITLE: Student class schedules
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are copies of individual student class schedules. They are used to direct the student to the assigned classes. The class schedule includes the student's name, student number, sex, age, grade, birth date, address, home phone, parent or guardian, locker number, description of the various courses, class times, and teachers' names.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84934
TITLE: Attendance cards
DATES: 1983-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are a printed card with a calendar. The student's days of absence are circled on the calendar located on the card. On the back of the card are written the dates that the child's parents called in to excuse the absences from school. The information contained on the card includes: the student's name, sex, grade, home address and telephone number, student number, birth date, and the parents' names.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office to create reports for the district.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84941
TITLE: Discipline files
DATES: 1983-
ARRANGEMENT: Chronological, thereunder alphabetical by student's name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are files kept by the attendance office on students who have had disciplinary problems. The files contain: reports, notes, correspondence, and memoranda. The files include: the student's name and home address; sex; grade; a disciplinary report (the report gives the reason for the disciplinary act taken against the student); notice of suspension; Juvenile Violation Report of the Salt Lake City Police Department; progress report on attendance and grades; contingency contract (an agreement between the student and West High School that the student would follow certain rules in order to stay in the school); and student conference reports.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school. This information is only important during the student's attendance at West High.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84942
TITLE: Home excuse files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: This is a permission slip or "pass" that allows the student to leave school during school hours. This pass is usually given if the student is ill or has a doctor's appointment. The slip contains: the student's name, date, time to be excused, course or courses to be excused, name of school personnel issuing, parents' remarks and their signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84943
TITLE: Historian's books
DATES: 1965-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These books document the events of the year. They are compiled by the school's historian. There is a separate book for each school year. The books contain photographs; newspaper articles; programs for special programs and events; the school newspaper; and short written descriptions of special school activities.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

This retention is based on the historical value of the records to document the activities of the student body of West High School and represent the needs expressed by the school. Currently, West High School is attempting to create an alumni association and has set aside a room for that purpose. This room will house items of historical interest to be available for students and visiting alumni.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84949
TITLE: West associated girls minute book
DATES: 1938-1951
ARRANGEMENT: Chronological
TOTAL VOLUME: 0.10 cubic feet.

DESCRIPTION: This is a minute book of a girls club known as the West Associated Girls (WAG). The minutes include the time and place of meetings, decisions made, officers and committee members, members of the club, and activities conducted by the club.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

This retention is based on the historical value of the records to document the activities of the West Associated Girls and to reflect the attitudes of the 1950s. Currently, West High School is attempting to create an alumni association and has set aside a room for that purpose. This room will house items of historical interest to be available for students and visiting alumni. This books will become part of this collection.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84959
TITLE: Class reunion programs
DATES: 1985; 1989-
ARRANGEMENT: chronological

DESCRIPTION: These are three programs for reunions from the classes of 1935, 1939, 1940, 1941, and 1942. The programs include lists of the members of the reunion committees, scheduled events, short histories of the classes, lists of class members and deceased members.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This retention is based on the historical value of the records to document the student body of West High School and represent the needs expressed by the school. Currently, West High School is attempting to create an alumni association and has set aside a room for that purpose. This room will house items of historical interest to be available for students and visiting alumni.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84962
TITLE: Red and Black (newspaper)
DATES: 1920-
ARRANGEMENT: Chronological.

DESCRIPTION: This is the school newspaper. It reports on school activities and students at West High School. Articles and photographs concern students, teachers and other school personnel, the school, and local, national, and international events of interest to its readers. This collection is not complete; numerous issues are missing. Because of budget constraints some gaps reflect its sporadic publication. Others show the loss of issues.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Historical

The retention reflect the historical value of these newspapers to reflect the activities of the school. These newspapers are in very poor conditions and should be microfilmed as soon as possible.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84965
TITLE: Student withdrawal cards
DATES: 1988-
ARRANGEMENT: Alphabetical by student's name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are the counselor's copies of student withdrawal cards. They are used to withdraw students from the school to transfer to another school within or outside the district. The counselors use the cards for informational purposes. The completed cards include: the name of the student, grade, birth date, sex, address, telephone number, name of the guardian, immunization record, course titles and information, teachers' names, grades in the classes, and the reason for withdrawing from the school.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year or until end of school year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84966
TITLE: Counselor's student files
DATES: 1989-
ARRANGEMENT: Alphabetical by name of student

DESCRIPTION: These are student files maintained by the school's counselors. They are used to become better acquainted with students and to better track their progress during the course of the school year. Although the files may vary somewhat between students, the files usually contain a student course credit summary, Academic Achievement Record, correspondence, test results, academic reports, notes from discussions with students, a locator card, class changes, and notes on disciplinary actions taken on students.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention reflects an previously accepted practice to destroy the files at the end of each school year to provide space for incoming students. This also allows each student at the beginning of a new school year to come to the counselor with a clean slate. Disciplinary and other behavorial problems are documented in the student's cumulative file.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84967
TITLE: Vocational education files
DATES: 1985-
ARRANGEMENT: Alphabetical by student's name
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These are files maintained on each of the students in the high school who are involved with vocational education. The files are used to keep track of each student's post high school occupational and/or educational goals. The files include the Stanford Achievement Test Series; tentative career goals sheet; grades; Administrator Report (this rates the student's social skills, professional skills, and public morality); Utah State Office of Vocational Education Cooperative Training Agreement and Plan (a contract for work experience and training); a vocational student follow-up for graduates (to see if the program has been successful); an Occupational Aptitude Patterns and Scales test and report; a career decision-making worksheet; a Picture Interest Exploration Survey; the American College Testing Assessment High School Report; and a Career Clusters Report (a chart showing the categories of careers).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after student has graduated from high school and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school. The file is only used during participation in the program. Classes and grades are transferred to the Official Transcripts.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84973
TITLE: Vocational teacher account files
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are files for teachers involved in vocational education. They are used to document the expenditure of monies by teachers on projects and work related travel. The files include notes, memoranda, requisitions for supplies and teaching materials, copies of invoices, purchase orders, receipts, and travel reimbursement forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative and audit needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84696
TITLE: Daily absence reports
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a daily computer printout listing the students who were absent. This printout is used to help those within the attendance office to keep track of the students who were absent, particularly students with frequent absences. The printouts contain the date, the student's name and student number, home phone number, grade, sex, section number and description, and class periods that the student missed.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 84574
TITLE: Telephone calling tapes
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These tapes provide a printed record of the telephone number of students who were absent on a given day. In appearance, the tapes resemble an adding machine tape. The computer automatically calls the parents' home to inform them that their child was absent from school. The tapes are used as a record that parents at the house had been contacted.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the school.


AGENCY: Salt Lake City School District (Utah). West High School

SERIES: 17867
TITLE: High school graduates and withdrawn students cards
DATES: 1970-
ARRANGEMENT: Alphabetical by student's name

DESCRIPTION: This card is the official record of school attendance and high school graduation. It is used to document graduation from high school and to verify classes attended and credits earned. It is used for college admission and employment. The card includes the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). It contains the following information: student's name, address, birthdate, parents' names, lists of high school classes and grades, date of graduation, and in most cases, test scores, class ranking, grade point average, and social security number. Class rolls may take the place of missing official transcripts.

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 with authority to weed.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 3.

PRIMARY DESIGNATION

Private