Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Curriculum Section

17576--Utah topic educational media
13168--Media catalog/depository system data
12499--Experimental and developmental education grant files
12501--Experimental and developmental education unapproved applications
12377--National Diffusion Network (NDN) grant disbursement records
12672--Career Ladder Program administration records
12396--Receipts
12397--Curriculum expenditures journal
12400--Budget printouts
12401--Travel expenditures files
12402--Purchase authorizations
12403--Administrative reference files
12673--Career Ladder Program history records
27821--Public Education Job Enhancement Program files
10622--National Diffusion Network (NDN) grants to Utah

AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 17576
TITLE: Utah topic educational media
DATES: ca. 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These educational films and slides produced by the Utah State Office of Education and are shown in classrooms throughout the state. Topics include reenactments of historical Utah events, such as pioneer life.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Motion picture film master: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

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

This disposition is based on the informational value these films hold.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 13168
TITLE: Media catalog/depository system data
DATES: 1980-
ARRANGEMENT:

DESCRIPTION: This information is used to track audiovisual tapes and equipment which are checked out of the Utah State Office of Education. Information includes the name of who checked out the material, when due, how much they owe for the use, description of the media, the format it is in, and date published.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 year and then delete.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(c) (2008)


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12499
TITLE: Experimental and developmental education grant files
DATES: 1993-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by school district name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document funds applied for and received by school districts to be used toward experimental education projects. They include applications, correspondence, and mid-year and final reports. The information includes the district name, title, amount approved, distribution of funds among the school districts in Utah, abstracts of the projects, project director, proposed funding source, budget, narrative summaries of the project, conformity with program rules, statement of need, basis of evaluation and evaluator, objectives, and costs by category.__The final reports include how the project did or did not meet its objectives and time schedule, summary of evaluation information, potential for statewide or district-wide use of the program, narrative outline of project to date, plans for continuation, and financial reports. In 1991, the State Legislature merged several previously existing grant programs into the Experimental and Developmental Education Program. This program replaced the following:__Outcome Based Education, Productivity, Technology, and Promoting Excellence and Efficiency in the Public Schools. This program was administered by Project Assistance Services until 1993 when it was transferred to Curriculum.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives permanently provided documents other than final reports are destroyed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives provided documents other than final reports are destroyed.

APPRAISAL

Fiscal Historical

This disposition is based on the audit requirements of the financial records and the historical value of the program reports.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12501
TITLE: Experimental and developmental education unapproved applications
DATES: 1991-
ARRANGEMENT: Numerical by assigned project number
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These records document grants applied for but not received by school districts. The information includes applicant agency identification; project director; proposed funding source; a budget; narrative summaries of project, conformity with program rules, statement of need, basis of evaluation and evaluator, objectives, and costs by category.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after rejection or withdrawal and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12377
TITLE: National Diffusion Network (NDN) grant disbursement records
DATES: 1978-
ARRANGEMENT: Alphabetical by program name and school district
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Monthly reports on grants received by State agencies from the Federal Government and may contain applicaltions, notice of award, program reports, and correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12672
TITLE: Career Ladder Program administration records
DATES: 1984-
ARRANGEMENT: Alphabetical by district, thereunder chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Established by the Utah State Legislature, the Career Ladder Program provides funds to districts, allocated by the number of students in the district, through which teachers can receive additional compensation for various kinds of professional development activities and additional professional assignments. These records comprise the plans created by the districts (with supporting documentation), according to which districts suballocate funds for acceptable uses, and correspondence. The records created in administering the Career Ladder Program include lists of Career Ladder Review Committee (CLRC) membership; correspondence; accounting forms, both for expenditures of the CLRC and disbursement of funds to districts; consent calendars submitted to the State Board of Education for its approval; approval letters sent to districts; and abstracts of approved district plans. Also included are the records created in planning and conducting the annual Career Ladder conference for school districts, such as correspondence, conference programs and other conference materials, and accounting forms. In the case of certain districts, which received single or multiyear waivers or participated in the block grant pilot program, the only records for certain years may be correspondence, and the only documentation of plans will be records from a previous year.

RETENTION

Retain 2 years after funding year.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after funding year and then transfer to State Archives with authority to weed.

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

APPRAISAL

Historical

This disposition is based on the evidential value these records hold for documenting the history of teacher development in Utah.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12396
TITLE: Receipts
DATES: 1983-
ARRANGEMENT: Alphabetical by program name, thereunder reverse chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are receipts for money received by Curriculum from schools and teachers. School districts are assessed for rights to use the Instructional Television Network. Also, receipts are issued when a teacher or other individual purchases art booklets sold by Curriculum. The receipts show the name of the program credited with the receipt, person from whom the money was received, date, and amount.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12397
TITLE: Curriculum expenditures journal
DATES: 1983-
ARRANGEMENT: Alphabetical by specialist surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This journal documents travel, conference expenses, and purchases for curriculum specialists. Some of the expenditures are paid through federal grants. The record shows the specialists's name, vendor receiving payment, purchase order number, object code, and amount of the expenditure.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Fiscal Legal

This disposition is based on 34 CFR 76.730, 76.731, and 76.734, which require that records of state-administered Department of Education projects be retained for five years "after completion of activity for which [the state] uses grant or subgrant funds."

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12400
TITLE: Budget printouts
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: The Division of Finance prepares reports on a monthly basis for each state agency. The reports for Curriculum are sent both to Internal Accounting and directly to Curriculum. These reports show the expenditures of Curriculum on a line-item basis and include the Summary by division, series 83738, Summary by revenue, series 83737, and Summary by vendor, series 84008, reports which are also maintained by Internal Accounting.

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 7, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12401
TITLE: Travel expenditures files
DATES: 1983-
ARRANGEMENT: Alphabetical by specialist surname
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records document the travel activities and expenditures of Curriculum personnel. Funding for the trips comes from federal grant monies. The 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 attached. Upon return from the trip, a C-6 Reimbursement form, showing the name, mileage, and per diem expenses for the trip is completed.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Fiscal Legal

This disposition is based on 34 CFR 76.730, 76.731, and 76.734, which require that records of state-administered Dept._of Education projects be retained for five years "after completion of activity for which [the state] uses grant or subgrant funds."

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12402
TITLE: Purchase authorizations
DATES: 1983-
ARRANGEMENT: Grouped by merchandise and service categories, thereunder alphabetical by vendor name and numerical by approval number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are the authorizations for purchases of merchandise and services by Curriculum. The items are paid for by federal grant monies. Included are state purchase orders, purchase authorizations, and supporting documentation for the requests. These records will contain the name of the vendor or contractor, the items or services ordered, and cost of these goods.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Fiscal Legal

This disposition is based on 34 CFR 76.730, 76.731, and 76.734, which require that the records of state-administered Dept._of Education projects be retained for five years "after completion of activity for which [the state] uses grant or subgrant funds."

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12403
TITLE: Administrative reference files
DATES: 1983-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files include miscellaneous documents, such as maps, notes, and other reference materials which are maintained for the purpose of allowing access to these documents to Curriculum staff.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until administrative need ends, whichever is first and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 12673
TITLE: Career Ladder Program history records
DATES: 1984-
ARRANGEMENT: Numerical by volume number, thereunder chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series was created to preserve and summarize important records related to the history of the Career Ladder Program in Utah, due to the data's high reference rate in the Utah Office of Education (USOE). The information is contained in eight volumes:__(1) text of legislation and regulation, (2) detailed breakdown of allocation of funds to districts, (3) miscellany of "other documents," (4) articles from state and local newspapers and newsletters, (5) official annual and other administrative or evaluation reports prepared by USOE staff, (6) research and evaluation reports prepared by university staff or other external organizations on contract, (7) technical reference publications on the evaluation of teachers, and (8) published articles from national journals. In the case of volumes 4 and 8, records have not been added to since 1989.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until records for year are prepared 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 4.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 27821
TITLE: Public Education Job Enhancement Program files
DATES: 2002-
ARRANGEMENT:

DESCRIPTION: These case files document participants in the Public Education Job Enhancement Program (described in the Utah Administrative Code R690-100-5). Records include award applications, transcripts, and reimbursements given to participants.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Education. Curriculum Section

SERIES: 10622
TITLE: National Diffusion Network (NDN) grants to Utah
DATES: 1978-
ARRANGEMENT: Chronological by year of grant request
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: The U._S._Dept._of Education (USDE) is responsible for the National Diffusion Network (NDN), a program to provide funds to allow the implementation of proven educational techniques by local school districts and schools. The NDN actually consists of numerous specific programs for educational improvement. Money originally flows in the form of a block grant from the USDE to the Utah State Office of Education (USOE). Then, individual school districts apply to USOE for funds to use them in particular schools for specified projects.

This series includes applications for federal assistance, a budget for the federally appropriated funds, and correspondence between USOE and USDE. A major grant request, including an extensive report on the proposed use of the funds and the needs which exist in Utah, is filed every five years. In the intervening years, a smaller formal request for funds is filed. The major and annual requests for funds are included in this record series. These records are maintained in a three-ring binder while held in the office. This series was the responsibility of Project Assistance Services until 1993, when Curriculum assumed responsibility for NDN.

DOCUMENT TYPE(S):

Applications, budget, correspondence, reports

FUNCTION(S):

Provide funds to implement proven educational techniques in schools, thereby improving education.

SUBJECT(S):

National Diffusion Network programs, grant request information, and proposed use of funds.

SERIES HISTORY:

Utah State Office of Education (USOE) asks for block grants from U.S._Dept._of Education, then schools receive funds from USOE. Annual requests are filed by USOE for funds, but a major grant request is also filed every five years. This series was generated by Project Assistance Services until 1993, when Curriculum assumed the responsibility.

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

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 4.

The records in this series have historic value.

PRIMARY DESIGNATION

Public