Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. School Law and Legislation

12852--Annual report on state trust lands
12630--Attorney General's opinions
12632--Attorney General's opinions log
12633--Administrative rulemaking files
12634--Education law correspondence
12636--Administrative hearing files
12638--Technical reference files
12641--Vendor contract files
12642--Travel and purchases accounting book
12643--Interim committee meeting notices
12644--Education law seminar records
12645--Personnel records
12646--Telephone logs
12647--Time sheets
23860--Utah Professional Practices Advisory Commission case files
25634--Utah Professional Practices Advisory Commission investigative files

AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12852
TITLE: Annual report on state trust lands
DATES: 1987-
ARRANGEMENT: Chronological by date of report
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12630
TITLE: Attorney General's opinions
DATES: 1983-
ARRANGEMENT: Numerical by topic number
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records contain opinions from the Utah Attorney General's office which were solicited by the Utah State Office of Education (USOE). The opinions could relate to any education law issue which would be of concern to the State Board of Education, USOE, or any of its constituent parts, local school boards, or districts. The record copies are with the Attorney General's office.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12632
TITLE: Attorney General's opinions log
DATES: 1982-
ARRANGEMENT: Chronological by date of request for opinion
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log is used as a record of opinions requested from the Attorney General's office and as a finding aid for the opinions themselves. The records are maintained in a three-ring binder and have two parts. The log records the name of the Utah State Office of Education (USOE) attorney requesting the opinion, date requested, date received, the subject number used for arrangement of the filing of the opinion, the Attorney General's opinion number, and the subject of the opinion. Behind the summary log described above is the second part of the record which contains the letter from USOE to the Attorney General's office; also included with this letter would be any correspondence from third parties which prompted the request for the opinion.

RETENTION

Retain until referenced opinions are no longer valid.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until referenced opinions are no longer valid and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12633
TITLE: Administrative rulemaking files
DATES: 1986-
ARRANGEMENT: Numerical by rule number, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the administrative rules established by the Utah State Board of Education. For each rule, up to three individual files may exist. The first contains the rule in its current form. The second, if present, contains work on current revisions to the rule which are under consideration. The third contains copies of the rule in all of its forms from its creation to the present. In addition, all current rules are maintained in electronic format. Record copies of all rules are kept by the Division of Administrative Rules.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until superseded or administrative need ends and then destroy.

Computer data files: Retain in Office until paper copy is filed or administrative need ends and then delete.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 49.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12634
TITLE: Education law correspondence
DATES: 1983-
ARRANGEMENT: Alphabetical by attorney surname, thereunder chronological by date of correspondence
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records contain correspondence between the School Law and Legislation attorneys and people outside of the Utah State Office of Education. Generally, this correspondence is with school districts, but could be with anybody interested in education law matters. Copies of incoming correspondence are usually attached to the responses. Computer copies of the outgoing correspondence are also maintained.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until paper copy is filed or until 3 years, whichever comes first, and then delete.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Any correspondence concerned with investigations of criminal or civil wrongdoing of a school or employee [UCA 63G-2-305(8), (15), (16)] or personal recommendations [UCA 63G-2-305(24)]

Private. Any personnel-related information [UCA 63G-2-302(1)(e), (2)(a)]


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12636
TITLE: Administrative hearing files
DATES: 1990-
ARRANGEMENT: Alphabetical by appellant name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: One attorney in the School Law and Legislation Section is designated to serve as the hearing officer for appeals of actions taken by the Utah State Office of Education's constituent parts. This series is a record of the hearings which are heard and includes the decision memorandum, documentary evidence (if not returned to appellant), notes of the hearing officer, and audio tapes of hearings for early cases in the series.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Notes of Hearing Officer [UCA 63G-2-305(33)]


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12638
TITLE: Technical reference files
DATES: 1983-
ARRANGEMENT: Alphabetical by topic
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series includes news reports, court opinions, reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and publications which are used as reference or research material for the School Law and Legislation section.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12641
TITLE: Vendor contract files
DATES: 1986-
ARRANGEMENT: Alphabetical by vendor name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records include copies of the contracts with vendors for services used by the School Law and Legislation section. Included are the contracts, warrant requests, and related correspondence. Record copies are maintained by the Division of Finance.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until contract ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12642
TITLE: Travel and purchases accounting book
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records are a compilation of most of the accounting records maintained directly in School Law and Legislation. They include travel requests and reimbursements, communication from accounting, and documentation of the purchasing activities of School Law and Legislation. Purchases may be for supplies or for workshops and conferences attended by section employees. These records include a Request for Approval of Trip form (DF-5), which shows the planned itinerary and the costs of the trip. Supporting documentation, such as conference agenda are attaches. Upon completion of the trip, a DF-5A Reimbursement form is completed. Also included are Purchase Authorization Forms (C-8) and the supporting documentation for each request. The authorization includes the name of the vendor, items ordered, and cost of the items.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12643
TITLE: Interim committee meeting notices
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: The State Legislature occasionally hold interim committee meetings which are related to education. Notices are sent from the Office of Legislative Research and General Counsel to the Utah State Office of Education. The records include duplicate copies of the agenda and minutes of the committee meetings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 3.

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12644
TITLE: Education law seminar records
DATES: 1982-
ARRANGEMENT: Chronological by seminar date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: On an annual basis, the School Law and Legislation section sponsors a seminar on education law in Utah. These files contain the program for each seminar in addition to attendance lists, correspondence related to the seminar, and possibly copies of handouts or similar material distributed at the seminar.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the historical insight these records provide on educational law and the role this office has played.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12645
TITLE: Personnel records
DATES: 1983-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series contains miscellaneous personnel information including, but not limited to, performance evaluations. These records are kept in order to have a ready reference within the section. The record copies are maintained by the Office of Education's Human Resource Management.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e), (2)(a). Public data elements should be obtained from Human Resource Management.


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12646
TITLE: Telephone logs
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These logs are maintained by each employee and are intended to provide a record of all telephone calls into the School Law and Legislation section. Since each employee maintains a log, more than one single chronological arrangement exists. The records identify the caller, date and time of call, subject discussed, and action taken or advice given.

RETENTION

Retain 10 years or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years or until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency and by the length of any statutes of limitations to which these records may pertain.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 12647
TITLE: Time sheets
DATES: 1992-
ARRANGEMENT: Alphabetical by surname of employee, thereunder chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series includes copies of all time sheets for School Law and Legislation employees. Time sheets generally indicate the name, social security number, and daily hours worked for each employee over a two-week pay period. These records are interfiled with executive correspondence and technical reference files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security number, home address, and payroll deductions, if shown.


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 23860
TITLE: Utah Professional Practices Advisory Commission case files
DATES: 1973-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These case files are compiled and retained based on complaints against licensed educators. They are used to make disciplinary decisions. Documents include investigative work of Utah Professional Practices Advisory Commission employees, law enforcement and court reports, hearing reports, and letters or agreements completing the disciplinary process. Prior to 1997, attorney work product was included in these files.

RETENTION

Retain 50 years after case closes

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after case closes and then transfer to State Records Center. Retain in State Records Center for 45 years and then destroy.

APPRAISAL

Administrative

These files need to be available throughout the teaching career of the individual.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Education. School Law and Legislation

SERIES: 25634
TITLE: Utah Professional Practices Advisory Commission investigative files
DATES: 1997-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These files document complaints against licensed educators. They are maintained by the staff attorney as a separate investigative file from the Utah Professional Practices Advisory Commission case files (series 23860). They are used to make disciplinary decisions. Documents include investigative work of Utah Professional Practices Advisory Commission employees, law enforcement reports, court records, hearing decisions, attorney work product, and letters or agreements completing the disciplinary process.

RETENTION

Retain 50 years after case closes

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after case closes and then transfer to State Records Center. Retain in State Records Center for 45 years and then destroy.

APPRAISAL

Administrative

These files need to be available throughout the teaching career of the individual.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(17)