Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Division of Instructional Services

84626--School evaluation reports
12937--Technical reference files
12938--Associate superintendent's executive correspondence
12939--Personnel evaluations
12940--Instructional Services travel records
12941--Staff meeting minutes
1399--Student teaching guides

AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 84626
TITLE: School evaluation reports
DATES: 1956-
ARRANGEMENT: Chronological by year and month of report

DESCRIPTION: This series contains evaluations of school programs throughout the state. The reports present observations and recommendations for each school's specific educational program based on committee and self-evaluations. Analysis of the guidance and administrative services, extra-curricular activities, school health, food services, and school facilities are also included.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1956 and continuing to the present. Retain in State Archives permanently with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

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

Publications document agency history and functions. Publications have research value.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 12937
TITLE: Technical reference files
DATES: ca._1896-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records consist of copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and similar documents which are used for reference purposes by the associate superintendent of the Utah State Office of Education.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: 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 29.

Disposition based on value of this broad array of reference materials in documenting information used by the Associate Superintendent of the State Office of Education in making decisions and formulating policy.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 12938
TITLE: Associate superintendent's executive correspondence
DATES: ca._1896-
ARRANGEMENT: Chronological by date of correspondence
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.

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 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 12939
TITLE: Personnel evaluations
DATES: 1989-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: For administrative convenience purposes, copies of personnel evaluations for the associate superintendent and immediate staff, and the section coordinators who report directly to the associate superintendent, are kept with the administrative secretary for Instructional Services. These evaluations include the employee name and evaluation of the employee's job performance in connection with their performance plan. retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

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(2)(a)


AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 12940
TITLE: Instructional Services travel records
DATES: 1993-
ARRANGEMENT: Numerical by low organization number, thereunder chronological by travel date

DESCRIPTION: For administrative convenience, a record of all travel for employees in the Instructional Services Section is maintained by the administrative secretary for Instructional Services. This record shows the section name, amount budgeted, balance, amount encumbered, name of traveler, and beginning dates of travel.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 12941
TITLE: Staff meeting minutes
DATES: 1992-
ARRANGEMENT: Chronological by meeting date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Instructional Services has semi-monthly staff meetings, including the associate superintendent and the coordinators within Instructional Services. These minutes document the people present at the meeting, date of meeting, items discussed, and the decisions made or directives issued there.

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 6.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Instructional Services

SERIES: 1399
TITLE: Student teaching guides
DATES: 1968-
ARRANGEMENT: Chronological

DESCRIPTION: Holdings: 1968, 1971

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative

Disposition based on value of records documenting curriculum guides and other teaching aids for three different years.