Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Evaluation and Assessment Section

12382--Publications
12383--Budget books
12384--Leave request files
12385--Core assessment test forms
12386--Personnel files
12387--Travel and purchases accounting book
12388--Executive correspondence
12390--State testing program correspondence log
12391--Core assessment correspondence log

AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12382
TITLE: Publications
DATES: 1993-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.20 cubic feet.

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

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.

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 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12383
TITLE: Budget books
DATES: 1976-
ARRANGEMENT: Chronological by date of activity
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: The Division of Finance prepares reports on a monthly basis for each state agency. The reports for Evaluation and Assessment are sent both to Internal Accounting and directly to Evaluation and Assessment. These reports show the expenditures of the section 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 after end of fiscal year and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12384
TITLE: Leave request files
DATES: 1993-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: In 1993, the State of Utah adopted new payroll bookkeeping procedures which eliminated the old leave request forms. This record series was initiated in order to maintain a record, for administrative purposes, of leave requests within Evaluation and Assessment. The requests for leave show the name of applicant, dates or hours requested, and indicate the director's approval or disapproval.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 11.

PRIMARY DESIGNATION

Private. UCA 3-2-302(2)(d) (2008)


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12385
TITLE: Core assessment test forms
DATES: 1987-
ARRANGEMENT: Grouped by subjects which are in no particular order
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Test questions and answer sheets for criterion-referenced tests sdministered annually in the spring to all students to evaluate their mastery of the material specified in the standards for the Utah core curriculum, as begun by the State of Utah in 1987.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

Paper copy: Retain in Office for 10 years and then destroy.

APPRAISAL

Historical

This disposition is based on the informational value the records hold for researchers interested in educational testing.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(4) (2008)


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12386
TITLE: Personnel files
DATES: 1976-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: Evaluation and Assessment maintains its own copy of certain personnel information concerning its employees. This information includes performance evaluations, notices of grade or step changes, and letters. Complete personnel records are maintained by Human Resource Management.

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) (2008)


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12387
TITLE: Travel and purchases accounting book
DATES: 1990-
ARRANGEMENT: Alphabetical by activity type, thereunder reverse chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records are a compilation of most of the accounting records maintained directly in Evaluation and Assessment. They include travel requests and reimbursements, communication from Accounting, and documentation of the purchasing activities of Evaluation and Assessment. Purchases may be for supplies or for workshops and conferences attended by section employees. These records are accumulated in 3-ring binders during the fiscal year and transferred to file folders at the conclusion of the fiscal year. Included are Request for approval of trip forms (DF-5) and Purchase authorization forms (C-8).

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 18.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12388
TITLE: Executive correspondence
DATES: 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records contain the correspondence of the head of Evaluation and Assessment and may include information on the activities, policies, and accomplishments of the section.

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. Evaluation and Assessment Section

SERIES: 12390
TITLE: State testing program correspondence log
DATES: 1990-
ARRANGEMENT: Reverse chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series is a compilation of the office copies of major communications to the school districts about the State Testing Program. The records are maintained in a 3-ring binder and include memoranda and policy releases to the Utah school districts concerning the program. There is some overlap between this series and Executive correspondence, series 12388; however, neither series is completely inclusive of the other.

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.

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 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Evaluation and Assessment Section

SERIES: 12391
TITLE: Core assessment correspondence log
DATES: 1987-
ARRANGEMENT: Reverse chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series is a compilation of the office copies of major communications to the school districts about the State Core Assessment Program. The records are maintained in a 3-ring binder and include memoranda and policy releases to the Utah school districts concerning the program. There is some overlap between this series and Executive correspondence, series 12388; however, neither series is completely inclusive of the other.

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.

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 1, Item 9.

PRIMARY DESIGNATION

Public