Utah Department of Administrative Services

Division of Archives & Records Service

Canyons School District (Utah). Hillcrest High School

28077--Grade roll books
28078--Attendance reports
28079--Office reports
6854--Official student transcripts

AGENCY: Canyons School District (Utah). Hillcrest High School

SERIES: 28077
TITLE: Grade roll books
DATES: 1962-
ARRANGEMENT: Chronological

DESCRIPTION: 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. Grades are recorded in official transcripts.

RETENTION

Retain Retain in office 1 year and then transfer to Records Center for 40 years then transfer to Archives permanently.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 32.

AUTHORIZED: 09/19/2012

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 40 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

These records have long term historical value documenting student participation in school systems prior to the advent of official transcripts.

PRIMARY DESIGNATION

Exempt. 34 CFR 99


AGENCY: Canyons School District (Utah). Hillcrest High School

SERIES: 28078
TITLE: Attendance reports
DATES: 1962-
ARRANGEMENT: Chronological

DESCRIPTION: These are the class rolls maintained by each teacher. They are used to record student attendance. Attendance has been computerized in all Utah school districts and the use of class rolls has been discontinued. These rolls contained teacher's name, students' names, school and class, entry date, exit date, days of absence, and sometimes grades. Some class rolls may be the only surviving record of student attendance and grades and would require permanent retention (See Official transcripts, item 17-3).

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 1.

AUTHORIZED: 09/19/2012

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical Legal

These records have long term historical value documenting student participation in school systems prior to the advent of official transcripts.

PRIMARY DESIGNATION

Exempt. 34 CFR 99


AGENCY: Canyons School District (Utah). Hillcrest High School

SERIES: 28079
TITLE: Office reports
DATES: 1962-
ARRANGEMENT: Chronological

DESCRIPTION: These are the class rolls maintained by each teacher. They are used to record student attendance. Attendance has been computerized in all Utah school districts and the use of class rolls has been discontinued. These rolls contained teacher's name, students' names, school and class, entry date, exit date, days of absence, and sometimes grades. Some class rolls may be the only surviving record of student attendance and grades and would require permanent retention (See Official transcripts, item 17-3).

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 1.

AUTHORIZED: 07/23/2012

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical Legal

These records have long term historical value documenting student participation in school systems prior to the advent of official transcripts.

PRIMARY DESIGNATION

Exempt. 34 CFR 99


AGENCY: Canyons School District (Utah). Hillcrest High School

SERIES: 6854
TITLE: Official student transcripts
DATES: 1963-
ARRANGEMENT: Chronological, thereunder Alphabetical by high school graduate's surname

DESCRIPTION: These records support the agency's administrative function to verify the classes attended and credits earned by students, and to document graduation. Records may include students' personal information, class lists, test scores, school attendance, and graduation information. Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule.

RETENTION

Retain 1 year after graduation.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 32.

AUTHORIZED: 12/15/2015

FORMAT MANAGEMENT

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

Microfilm master: For records prior to and including 1989. Retain in State Archives permanently with authority to weed.

Microfilm duplicate: For records prior to and including 1989. Retain in Office permanently.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Historical

These records have long-term historical value documenting student participation in school systems.

PRIMARY DESIGNATION

Exempt. 34 CFR Part 99.30 and 31(2015); Utah Code 63G-2-201(3)(b)(2014)