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

12630--Attorney General's opinions
12632--Attorney General's opinions log
12634--Education law correspondence
12636--Administrative hearing files
12641--Vendor contract files
12642--Travel and purchases accounting book
12644--Education law seminar records
12646--Telephone logs
12647--Time sheets
12852--Annual report on state trust lands
29135--Local Education Agency fee waiver reports

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

DESCRIPTION: Copies of legal interpretations of the Attorney General's office written at the request of an agency asking for guidance in enforcing, obeying, and/or interpretation of the law. The Attorney General's Office maintains the record copy of all official opinions.

RETENTION

Retain Administrative need

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/18/2015

FORMAT MANAGEMENT

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

APPRAISAL

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

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Retain Until superseded

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1996

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Paper: Retain in Office until referenced opinions are no longer valid and then destroy.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: 12634
TITLE: Education law correspondence
DATES: 1983-
ARRANGEMENT: Alphabetical by attorney surname, thereunder chronological by date of correspondence

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

Retain Permanently

DISPOSITION

Permanent. Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 03/27/2015

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

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

DESCRIPTION: Records of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. UCA 52-4-200 (2009) requires that written minutes be kept of all open meetings. May include audio and video recordings.

RETENTION

Retain Permanently

DISPOSITION

Permanent. Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/28/1993

FORMAT MANAGEMENT

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

APPRAISAL

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: 12641
TITLE: Vendor contract files
DATES: 1986-
ARRANGEMENT: Alphabetical by vendor name

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

Retain 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 02/19/2016

FORMAT MANAGEMENT

Paper copy: Retain in Office for 7 years or until contract ends and then destroy.

APPRAISAL

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

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

Retain 4 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 09/29/1993

FORMAT MANAGEMENT

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

APPRAISAL

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

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 Permanently

DISPOSITION

Permanent. Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1996

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: 12646
TITLE: Telephone logs
DATES: 1984-
ARRANGEMENT: Chronological

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 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1996

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

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

Retain 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 07/13/2015

FORMAT MANAGEMENT

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

APPRAISAL

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: 12852
TITLE: Annual report on state trust lands
DATES: 1987-
ARRANGEMENT: Chronological by date of report

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

Retain Permanently

DISPOSITION

Permanent. Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 10/20/1993

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


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

SERIES: 29135
TITLE: Local Education Agency fee waiver reports
DATES: 1994-
ARRANGEMENT: Chronological.

DESCRIPTION: These reports are collected from districts and charter schools to verify compliance with state fee waiver laws. The reports include annual certifications of compliance, school fee waiver policies, and current annual fee schedules.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 06/2017

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

These reports are required per Utah Code 53A-12-103 (2008) and Utah Administrative Code R277-407 (2017).

PRIMARY DESIGNATION

Public


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