Board of Education. Office of Education. Teaching and Learning
6746--Out of state applications6951--Teacher licensing records
7046--University recommendations
7720--Christa McAuliffe Fellowship award files
12846--Publications
12848--Background check release forms and fingerprint cards
16704--Inservice credit request files
19575--State Advisory Committee on Teacher Education (SACTE) minutes
84011--Robert C Byrd scholarship files
84119--Certification committee files
84009--Certification verifications
84800--Certification standards manuals
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 for 50 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1987
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
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: 6951
TITLE: Teacher licensing records
DATES: 1909-
ARRANGEMENT: Alphabetical by teacher surname.
DESCRIPTION: The Board of Education is designated to license all educators for the state (Utah Code 53A-6-104(2003)). Records document the training and experience of teachers who have been licensed to teach in the state, including previous certifications, educational degrees, and teaching positions.
RETENTION
Retain for 75 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1987
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.
Computer data files: Retain in Office for 75 years and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(1)(g), Utah Code 63G-2-302(2)(d)
AGENCY: Board of Education. Office of Education. Teaching and Learning
SERIES: 7046
TITLE: University recommendations
DATES: 1981-
ARRANGEMENT: Chronological by date of recommendation
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 for 50 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Teacher certification system, GRS-1441
AUTHORIZED: 07/18/2013
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 the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Public
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 for 5 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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: 12846
TITLE: Publications
DATES: 1985-
ARRANGEMENT: Chronological.
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 10/20/1993
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
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
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 for 6 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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 for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1987
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: 19575
TITLE: State Advisory Committee on Teacher Education (SACTE) minutes
DATES: 1983-
ARRANGEMENT: Chronological
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 permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/16/2015
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
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: 84011
TITLE: Robert C Byrd scholarship files
DATES: 1987-
ARRANGEMENT: Numerical by congressional district, thereunder alphabetical by student name
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 for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 07/1989
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
DESCRIPTION: These records include the agenda and related records of the Certification Committee of the State Board of Education.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1989
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: 84009
TITLE: Certification verifications
DATES: 1980-
ARRANGEMENT: Chronological
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 06/18/2013
FORMAT MANAGEMENT
Microfilm master: For records beginning in 1980 through 1988. Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office for 65 years and then destroy.
APPRAISAL
Administrative
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: 84800
TITLE: Certification standards manuals
DATES: 1911-
ARRANGEMENT: Chronological.
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
Permanent. Retain until completion of publication or report
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 08/04/1989
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
Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.
PRIMARY DESIGNATION
Public