Ogden-Weber Technical College (Utah)
13116--Student academic records19019--Student assessment records
19667--Veteran's files
19668--Scholarship files
19541--Financial aid awards files
30178--Personnel records
29662--Course catalogs
30457--Compliance Files
30458--Americans with Disabilities Act accommodation records
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 13116
TITLE: Student academic records
DATES: 1970-
ARRANGEMENT: Alphabetical by student surname.
DESCRIPTION: Files containing official documentation listing student's courses, grades, credits earned, and status achieved (e.g. student training files). Often referred to as a transcript.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Academic record files, GRS-2445
AUTHORIZED: 11/19/1993
FORMAT MANAGEMENT
Paper: Retain in Office permanently and then transfer to State Archives.
Computer data files: Retain in Office permanently.
APPRAISAL
Transcripts have value for genealogy.
PRIMARY DESIGNATION
Exempt. 34 CFR 99(2008)
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 19019
TITLE: Student assessment records
DATES: 1975-
ARRANGEMENT: Alphabetical by surname.
DESCRIPTION: These records are created by the Assessment Office to test student knowledge in math,
reading, and written language. Individuals would take the specific tests necessary for their field of study
prior to enrollment in the school. Not all who take the tests choose to enroll. The test scores are
considered valid for at most for 5 years. If enrollment does not occur while scores are considered valid,
the tests need to be retaken. Some students may not need to take tests if they have acceptable forms of documentation such as ACT or SAT scores or transcripts that meet admissions standards. Information includes test scores and the demographic information form (also labeled
"Admissions Application"). Demographic information includes name, address, social security number,
birth date, ethnic background, emergency contact, citizenship status, marital and military status,
schooling completed, welfare or disability benefits, employer, and means of financing training at Ogden-
Weber Technical College.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper copy: Retain in Office for 5 years after scanned and then destroy.
Computer data files: Retain in Office for 5 years and then delete.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency. The test scores are considered valid for two years.
PRIMARY DESIGNATION
Exempt. 34 CFR 99
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 19667
TITLE: Veteran's files
DATES: 1980-
ARRANGEMENT: Alphabetical by student surname.
DESCRIPTION: These records document aid to military veterans, paid by the Veteran's Administration. Information includes enrollment certifications, DD214 form indicating release from the military, student change report which documents how many hours a student is enrolled for, eligibility letter, and an application for benefits. The benefit amount is dependent on the number of hours a student spends in class.
RETENTION
Retain for 5 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2001
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after student is no longer enrolled and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 19668
TITLE: Scholarship files
DATES: 1990-
ARRANGEMENT: Alphabetical by student surname.
DESCRIPTION: These records document students who have received scholarships. Information includes scholarship application, a letter awarding the scholarship, thank you note, and student progress reports. Students must maintain 80 percent attendance and satisfactory progress to continue receiving the scholarship.
RETENTION
Retain for 2 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2001
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after student leaves school and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 19541
TITLE: Financial aid awards files
DATES: 1970-
ARRANGEMENT: Chronological, thereunder alphabetical by student name.
DESCRIPTION: These records document grants and other financial aid (not loans) received by students to fund their education at the Applied Technology Center. Information includes the award letter, indicating how much was awarded for the year; cost of attendance, which corroborates why the amount granted was given; eligibility statement, including the student's signature; eligibility standards; the federal Institutional Student Aid Record (ISAR) application, documenting how much family contribution is expected before financial aid is granted; proof of taxes and income received; probation letters, if any; and attendance and progress sheets. The latter are used to determine if further financial aid is warranted.
RETENTION
Retain for 5 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2001
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after student is no longer enrolled and then destroy.
APPRAISAL
Legal
This disposition is based on 34 CFR 690.100 (1992) which says to retain these records "5 years after the award year in which the recipient ceases enrollment."
PRIMARY DESIGNATION
Private
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 30178
TITLE: Personnel records
DATES: 1971-
ARRANGEMENT: Chronological by date of separation, thereunder alphabetical by surname.
DESCRIPTION: These records are created by the Ogden Weber Technical College's HR department and document each employee's work and wage history. Information may include personal information, wage information, medical and retirement forms, I-9s, W-4s, and onboarding records.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 09/22/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.
Computer data files: Retain in Office for 65 years after date of hire and then delete.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(a), 63G-2-302(1)(e), 63G-2-302(2)(a) (2021)
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 29662
TITLE: Course catalogs
DATES: 1977-
ARRANGEMENT: Chronological.
DESCRIPTION: These records are annually published student handbooks containing general policies and procedures applicable to students, as well as program outlines and course descriptions. These are referred to collectively as the catalog.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 05/15/2018
FORMAT MANAGEMENT
Computer data files: Retain in Office permanently.
Paper: Retain in Office permanently.
APPRAISAL
Administrative Historical
These records are historical as they document the activities , policies and classes offered at the college.
PRIMARY DESIGNATION
Public
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 30457
TITLE: Compliance Files
DATES: 2022-
ARRANGEMENT: Alphabetical by surname.
DESCRIPTION: These are student compliance files containing report, investigation, and resolution information involving
harassment, assault, pregnancy related matters, or discrimination against a protected class.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Equal employment opportunity (eeo) compliance case files, GRS-153
AUTHORIZED: 12/28/2022
FORMAT MANAGEMENT
Computer data files: Retain in Office for 3 years and then delete.
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302 (p)
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(g)
AGENCY: Ogden-Weber Technical College (Utah)
SERIES: 30458
TITLE: Americans with Disabilities Act accommodation records
DATES: 2022-
ARRANGEMENT: Alphabetical by surname.
DESCRIPTION: Documentation of the need for and rendering of services and accommodations to students with
documented disabilities. Records include, but are not limited to, applications for services, disability
disclosure forms, release of information forms, documentation of disability, accommodation letters,
referral information, medical information and correspondence from health professionals, interview
notes, and related correspondence.
RETENTION
Retain for 5 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Americans with disabilities act (ada) accommodation requests, GRS-1434
AUTHORIZED: 12/28/2022
FORMAT MANAGEMENT
Computer data files: Retain in Office for 5 years after separation and then delete.
Paper: Retain in Office until scanned and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302 (b)
SECONDARY DESIGNATION
Private