Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Teaching and Learning

84800--Certification standards manuals
84009--Certification verifications
84011--Robert C Byrd scholarship files
84119--Certification committee files
19574--Utah Professional Practices Advisory Commission (UPPAC) minutes
19575--State Advisory Committee on Teacher Education (SACTE) minutes
12846--Publications
12848--Background check release forms and fingerprint cards
16704--Inservice credit request files
6951--Teacher certification cards
7720--Christa McAuliffe Fellowship award files
7046--University recommendations
6746--Out of state applications
10354--Applications for vocational certification

AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 84800
TITLE: Certification standards manuals
DATES: 1911-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: _____The Certification Standards Manuals outline the requirements for initial and continued teacher certification. Produced as the requirements are revised, the manuals include general information regarding program and individual certification, provisional and minimum requirements as well as administrative and recertification procedures. In addition, they outline the specifics for particular expertise such as elementary, secondary and special education endorsements. Certification specifics on support services such as counseling and instructional media facilities conclude the manuals.

_____The Operations Division currently produces the series. The Instructional Media Division initially produced the series.

RETENTION

Retain until publication.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1919 and continuing to the present. Retain in Office until publication 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.

Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 84009
TITLE: Certification verifications
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This record is a list of teachers certified on a given date. There are different levels of certification, and in order for a teacher to teach they must be accredited at each level. Verification of certification assignment shows the name and address of the teacher, level of certification, and name of recommending official. The official copy of this information is made part of the Board of Education minutes, series 1846, since the Board approves these certifications.

RETENTION

Retain 50 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 5 years and then destroy.

Microfilm master: For records beginning in 1980 through 1988. Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office for 50 years and then destroy.

APPRAISAL

Administrative

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

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home address [UCA 63G-2-302(1)(e) (2008)]


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 84011
TITLE: Robert C Byrd scholarship files
DATES: 1987-
ARRANGEMENT: Numerical by congressional district, thereunder alphabetical by student name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This record series comprises the set of applications for Robert C. Byrd honors scholarship program. The scholarship program exists under the authority of the United States Department of Education and is administered in Utah by the Certification Section of the State Office of Education. Rules governing eligibility for these scholarships and application procedures may be found in 34 CFR 654, but generally the program exists in order to provide funds to outstanding high school students seeking a college or university education. The files include the application form, copies of warrants showing payments to the individual, a letter from the college attesting to the completion of coursework, and the selection criteria used for the particular year.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

This program is addressed in 34 CFR Part 654 - dated September 30,1988, and all requirements relating to it are listed there.

PRIMARY DESIGNATION

Public. Name and amount of award

SECONDARY DESIGNATION

Private. All other information contained in the file


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 84119
TITLE: Certification committee files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records include the agenda and related records of the Certification Committee of the State Board of Education.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

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

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

APPRAISAL

Administrative Historical

See General Schedule 88-1-5(b) which provided retention on this series. This agency opted to microfilm and destroy the paper.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 19574
TITLE: Utah Professional Practices Advisory Commission (UPPAC) minutes
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Records created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken.

RETENTION

Retain 3 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until microfilmed and then destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

Records in this series document agency history and functions. These records have research value.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 19575
TITLE: State Advisory Committee on Teacher Education (SACTE) minutes
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Records created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken.

RETENTION

Retain 3 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until microfilmed and then destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

Records in this series document agency history and functions. The records are useful to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 12846
TITLE: Publications
DATES: 1985-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This series contains the following publications:__Report to the Utah State Board of Education on the Teacher Education Programs at [Weber State University, Westminster College, Southern Utah State University, University of Utah, Brigham Young University, or Utah State University] (issued every 6 years, for each school), Teacher Education Programs Approved for Certification, Alternative Preparation for Teaching Program (1991), Demonstrated Competency and Subject Specific Endorsement Guidelines (1990), Role of Paraprofessionals in Utah Schools (1990), Teacher Resignations in Utah:__A Comparative Study (1985), and Utah State Office of Education Inservice Master Plan (1989).

RETENTION

Retain until publication.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until publication and then transfer to State Archives 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.

Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 12848
TITLE: Background check release forms and fingerprint cards
DATES: 1991-
ARRANGEMENT: Chronological by the date returned from the Bureau of Criminal Identification
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: The Certification Section is responsible for having background checks done on new applicants for certification, according to 53A-6-103(4) (1988). This includes a criminal background check which is performed by the Utah Bureau of Criminal Identification (BCI) and is valid for six months. A release form is signed which authorizes the background check to be performed. This form consists merely of a statement authorizing the investigation and the signatures of the applicant, a witness, and a Certification officer. A set of fingerprints is also taken on a fingerprint card which is returned to the applicant upon completion of the background check. These materials are then sent to BCI. Upon return from BCI, the release form will either have a stamp indicating that no criminal record was found, or (where a past criminal record is present) a rap sheet is returned, and this material is turned over to the Professional Practices Section. The only records maintained by Certification would be the release form indicating that no criminal record was found.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months 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. Teaching and Learning

SERIES: 16704
TITLE: Inservice credit request files
DATES: 1979-
ARRANGEMENT: Alphabetical by school district or subject, thereunder numerical by workshop number

DESCRIPTION: These are files that indicate inservice training offered by school districts, colleges or universities, or outside organizations to teachers. They document approval from the Office of Education to accept the credit offered by the training courses. This information is maintained as a service to teachers to preserve a record of their participation in the training and to issue duplicate certificates of attendance and credit if necessary. These files include information sheets describing the training course, conference, or workshop; place of the training; a letter requesting that the course be authorized to offer inservice credit; a letter granting that approval; and a list of the participants of the training.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1979 through 1990. Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Computer data files: For records beginning in 1987 and continuing to the present. Retain in Office for 15 years and then delete.

Microfilm master: For records prior to and including 1985. Retain in Office for 15 years and then destroy.

Microfiche master: For records beginning in 1986 through 1990. Retain in Office for 15 years and then destroy.

APPRAISAL

Administrative

These files are necessary to provide documentation for lane changes (pay increases) and have a high reference rate. A fifteen year retention will allow Teacher Certification to provide this service and then allow for the destruction of these files.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 6951
TITLE: Teacher certification cards
DATES: 1909-
ARRANGEMENT: Alphabetical by teacher surname
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These cards provide a record of training and experience of teachers who have certified to teach in the state. The information is maintained to indicate what is required to recertify an individual to teach. The records are also occasionally used in court. These cards include teacher's name, Social Security number, address, date and place of birth, sex, marital status, and citizenship; certificates applied for; teaching major and minor; degrees and institutions who awarded them; previous Utah certification and information concerning any revocation or suspension. Cards issued prior to 1985 also include a record of teaching experience including names of schools, assignments, and date spans.

RETENTION

Retain 75 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until scanned into an optical disk system and then transfer to State Records Center. Retain in State Records Center for 35 years and then destroy.

Microfilm master: For records beginning in 1955 through 1986. Retain in State Records Center for 75 years and then destroy.

Optical disks: Retain in Office for 75 years and then destroy.

Microfilm duplicate: For records beginning in 1955 through 1986. Retain in Office for 75 years and then destroy.

Microfiche master: For records prior to and including 1960. Retain in State Records Center for 75 years and then destroy.

Microfiche duplicate: For records prior to and including 1960. Retain in State Records Center for 75 years and then destroy.

APPRAISAL

Administrative

These cards are necessary to recertify an individual to teach in Utah and may, therefore, become active even after several years. To preserve the information and to provide for convenient retrieval, a 75 year retention of the microfilm is requested. Previous decision: RDR 75-49: microfilming.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e), 302(2)(d)

SECONDARY DESIGNATION

Public. Name, gender, degrees earned, history of certification, and other employment history relevant to teaching [UCA 63G-2-301(1)(b) (2008)]


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 7720
TITLE: Christa McAuliffe Fellowship award files
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after grant has expired and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Legal

This disposition is based on the general retention length of federal education grant records, as stated in 34 CFR 75.730 (1992).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 7046
TITLE: University recommendations
DATES: 1981-
ARRANGEMENT: Chronological by date of recommendation
ANNUAL ACCUMULATION: 7.00 cubic feet.

DESCRIPTION: The Teacher Certification Section is informed by the colleges and universities in Utah when individuals complete the requirements for certification in an approved teacher-education program. These records are composed of the letters of recommendation, indicating the student's name, the college or university's name, and the name of the dean (or comparable official) of the school's teacher education program.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 50 years and then destroy.

Optical disks: Retain in Office for 50 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 13.

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 6746
TITLE: Out of state applications
DATES: 1967-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These records are composed of applications for certification by persons who received their teaching education outside Utah. For foreign applicants, these records may, de facto, become the record copies of their records if the originals are destroyed in the foreign country. Included are college transcripts, letters of recommendation, a personal information card, copies of any out of state certificates, and occasionally letters of inquiry. The personal information cards include the name, sex, date and place of birth, marital status, ethnic background, degrees earned, social security number, and citizenship status of the applicant. The application contains this information and the phone number of the applicant and any certificates held by the applicant.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until scanned onto optical disk and then transfer to State Records Center. Retain in State Records Center for 50 years and then destroy.

Microfilm master: For records beginning in 1967 through 1991. Retain in Archives for 50 years and then destroy.

Optical disks: Retain in Office for 50 years and then destroy.

APPRAISAL

Administrative Historical Legal

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e), 302(2)(d) (2008)

SECONDARY DESIGNATION

Public. Name, gender, degrees held, and certificates held [UCA 63G-2-301(1)(b) (2008)]


AGENCY: Board of Education. Office of Education. Teaching and Learning

SERIES: 10354
TITLE: Applications for vocational certification
DATES: 1965-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These applications are submitted by people who have six years of vocational experience in a specific area and would like to teach. The applicant applies directly to the Office of Education, provides verification of employment in the field or area he/she wishes to teach, copies of college transcripts or special courses taken to enhance their training or skills, and an "evaluation for certification," which is an original application. This information is used to verify qualifications. The records are transposed onto optical disk for easy retrieval, but the original paper copy is also maintained.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until records are scanned optically and then transfer to State Records Center. Retain in State Records Center for 15 years and then destroy.

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 43.

This disposition is based on the administrative needs expressed by the agency. These records are subject to litigation, so the paper copy needs to be maintained in addition to the optical disk.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e), 302(2)(a)

SECONDARY DESIGNATION

Public. Educational history, employment history, and occupational licenses relevant to teaching [UCA 63G-2-301(1)(b)]