Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Strategic Planning Section

12755--Serve America workshop records
12756--Serve America committee files
12758--Centennial schools unapproved applications
12933--Publications
12934--Associate superintendent's executive correspondence
12935--Technical reference files
12669--Publications
12670--Centennial schools financial records
12671--Serve America grant files

AGENCY: Board of Education. Office of Education. Strategic Planning Section

SERIES: 12755
TITLE: Serve America workshop records
DATES: 1992-
ARRANGEMENT: Chronological by date of workshop
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: In 1992, the State of Utah began participation in the National Community Service Program of the Commission on National and Community Service, a federal entity. Under this program, funds are made available to local schools or school districts (public or private) to develop and implement community service programs. These programs are particularly to be aimed at students at-risk in the following categories:__drop-outs and out-of-school youth, economically and educationally disadvantaged, disabled, or homeless.

These records document workshops sponsored by the Utah State Office of Education (USOE) which provide for training of teachers. The front of the binder in which these records are maintained includes the Serve America committee files, series 12756. Following those records are the workshop files, which include a copy of an invitation to the particular program; an expenditure approval form (C-7) for the USOE funds expended to establish the program; preliminary warrant requests (C-14); reimbursement vouchers for the invited participants; hotel receipts; lists of people registered to attend; Service Learning Project plans which indicate the name of the teacher or contact person, school name and address, needs to be met through the service project, description of proposed project, the clientele to be served, and the beginning and ending dates of the project; correspondence from teachers concerning service projects; and, occasionally, letters from students who have participated in the service projects.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after grant has expired and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Strategic Planning Section

SERIES: 12756
TITLE: Serve America committee files
DATES: 1992-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records document Utah's grant proposal to the federal Commission on National and Community Service. In 1992, Utah began participation in the commission's program, which makes funds available to local schools (public or private) to develop and implement community service programs. Information includes a list of the local Serve America Committee members, a limited amount of correspondence among committee members, and minutes of this committee's meetings. The grant proposal indicates the proposal title (I.O.U.--"I Owe Utah"), a brief summary of the proposal, identification of the lead agency (governor's office), staff contact at the Utah State Office of Education, amount of funds requested, population expected to participate, anticipated clientele, a detailed narrative discussion of the project, and a directory of committee members. The committee directory includes the names of members along with their organizational affiliation, address, and phone numbers. Minutes include an agenda, names of people present, and a summary of the discussions at the meeting. These records are maintained in the same binder as the Serve America workshop files, series 12755.

RETENTION

Retain 3 years after grant has expired.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after grant has expired 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

SECONDARY DESIGNATION

Private. Home phone numbers of committee members [UCA 63G-2-302(1)(e) (2008)]


AGENCY: Board of Education. Office of Education. Strategic Planning Section

SERIES: 12758
TITLE: Centennial schools unapproved applications
DATES: 1993-
ARRANGEMENT: Chronological by year received, thereunder alphabetical by school name
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Rejected or withdrawn grant applications, memoranda, correspondence, and other records relating to the decision to reject the grant proposal.

RETENTION

Retain 3 years after rejection.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after rejection and then transfer to State Records Center. Retain in State Records Center for 2 years 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. Strategic Planning Section

SERIES: 12933
TITLE: Publications
DATES: 1992-
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

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.

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. Strategic Planning Section

SERIES: 12934
TITLE: Associate superintendent's executive correspondence
DATES: ca._1982-
ARRANGEMENT: Alphabetical by project or person name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

RETENTION

Retain 5 years.

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. Strategic Planning Section

SERIES: 12935
TITLE: Technical reference files
DATES: ca._1982-
ARRANGEMENT: Alphabetical by project name or subject
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: 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 29.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Strategic Planning Section

SERIES: 12669
TITLE: Publications
DATES: 1993-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 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

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.

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. Strategic Planning Section

SERIES: 12670
TITLE: Centennial schools financial records
DATES: 1993-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by school district name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: The Centennial Schools Program was enacted by the Utah State Legislature in 1993, and is described in UCA 53A-1a-302. This program was designed to provide nonlapsing funds to schools on a competitive basis. The funds may be used in conjunction with other grant monies to pay for areas such as reducing class size or experimental programs. The program is administered by the Strategic Planning section of the Utah State Office of Education (USOE). These records document the allocation of funds under the Centennial Schools Program. Included are the awarded funds approval forms, which provides an abstract of the expenditures, the objective of the award, funding source and type, USOE distribution codes, and approval of the superintendent. Also included are award letters sent to the superintendent of the local school districts.

RETENTION

Retain 3 years after use of all grant funds.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after use of all grant funds and then destroy.

APPRAISAL

Fiscal

This disposition is based on the general audit requirements of financial records.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Strategic Planning Section

SERIES: 12671
TITLE: Serve America grant files
DATES: 1992-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by applicant's name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: In 1992, the State of Utah began participation in the National Community Service Program of the Commission on National and Community Service, a creation of the United States Congress. Under this program, funds are made available to local schools or school districts, public or private, to develop and implement community service programs. These programs are particularly to be aimed at students at-risk in the following categories:__drop-outs and out of school youth, economically and educationally disadvantaged, disabled, or homeless. These records document this program and funds allocated to schools. The information includes abstracts of the applications indicating the title, director, and purpose of the project; C-20 Awarded Funds Approval Forms, indicating the recipient agencies, abstract and object of award, funding source and type, USOE distribution codes, and approvals; copies of Card 4 forms indicating the distribution of funds to individual school districts; letter of approval or disapproval of the grant request; and an application for grant funds, which includes a summary of the project explanation of how the program relates to the Utah strategic plan for education, table of objectives, and date activities are to be completed.

RETENTION

Retain 3 years.

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 9.

PRIMARY DESIGNATION

Public