Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education

84422--School evaluative criteria manuals
84435--Utah Schools newsletter
28860--Carson Smith scholarship records
28861--Internal audit reports
85311--Higher Education Act of 1965, Title V reports
412--Superintendent's opinions
1312--Minutes
1368--Minutes and supporting documents
3269--Budget and appropriation requests
3349--Minority education reports
6377--Rosecrest attendance records
10670--Extended year summer school statistical report
10671--Adult Education Basic Skills Task Force reports
10728--Core curriculum standards reports
10631--Critical issues affecting education reports
10657--Alcohol, tobacco, and drug reports
14062--Evening high school student records
14063--Student history and transfers
14071--Jordan Junior High School student records
12954--Utah State Education Strategic Planning Committee files
17732--Ibapah Indian School correspondence
17687--Publications
17691--History of the state board of education
17698--Student records and reports
17699--Central Utah vocational student records
22660--Internal audit work papers

AGENCY: Board of Education

SERIES: 84422
TITLE: School evaluative criteria manuals
DATES: i 1960-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains guides designed to assist school evaluation committees. These is one manual for elementary schools and another for secondary schools. Each includes a general outline for assessing the efficiency of school functions, focusing on the quality and processes of the teaching staff. Specific directions for analyzing school programs and activities provide a format for determining areas of needed improvement. They were produced by special steering committee appointed by the State Superintendent of Public Instruction. HOLDINGS: 1960, 1967.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 04/07/2015

FORMAT MANAGEMENT

Paper: For records beginning in 1960 and continuing to the present. Retain in State Archives permanently 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

Administrative Historical

These records document the decision-making process. They have research value.


AGENCY: Board of Education

SERIES: 84435
TITLE: Utah Schools newsletter
DATES: 1962-
ARRANGEMENT: Chronological.

DESCRIPTION: This newsletter provides news about the Department of Education and developments in the educational environment. The newsletter contains information pertaining to current programs and policies, briefs and special reports on specific programs or educators, and outlines of conferences and meetings.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 06/02/1989

FORMAT MANAGEMENT

Paper: 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

SERIES: 28860
TITLE: Carson Smith scholarship records
DATES: 2005-
ARRANGEMENT: Chronological, thereunder alphabetical by surname.

DESCRIPTION: These records support the agency's function to determine the eligibility of students to participate in the Carson Smith Scholarship program for students with special needs (Utah Code 53A-1a-707(2008)). Records contain applications, issuance documentation, renewal requests, as well as meeting review notes and related records.

RETENTION

Retain 3 years after expiration of the scholarship.

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 until expiration of scholarship and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Computer data files: Retain in Office for 3 years after expiration of scholarship and then delete.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Exempt. 34 CFR Part 99.30,31 (2015); Utah Code 63G-2-201(3)(b)(2014)

SECONDARY DESIGNATION

Protected. Utah Code 63G-2-305(5)(2015)

Private. Utah Code 63G-2-302(1)(b)(2015)


AGENCY: Board of Education

SERIES: 28861
TITLE: Internal audit reports
DATES: 1990-
ARRANGEMENT: Chronological by year, thereunder numerically

DESCRIPTION: These records support the agency's function to evaluate and recommend improvements for each program administered by the agency (Utah Code 63I-5-201(4)(2014)). Reports include the conclusions of the financial, compliance, and performance audits for all entities governed by the agency.

RETENTION

Retain 10 years after the completion of the publication or report.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 80.

AUTHORIZED: 04/18/2016

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of the publication or report and then transfer to State Records Center. Retain in State Records Center for 9 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office for 10 years after completion of the publication or report and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Records document the agency efforts to improve, and provide transparency in governance.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 85311
TITLE: Higher Education Act of 1965, Title V reports
DATES: 1968-
ARRANGEMENT: Chronological

DESCRIPTION: Title V of the Higher Education Act of 1965 used grant money to recruit qualified individuals into the teaching profession. A requirement of the grant was to develop a statewide plan to further this objective and to report to the federal government on any programs funded by this act. The state plan outlines administrative and fiscal procedures, objectives of the plan and a progress report of programs operating in school districts.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 05/24/2011

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently 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 the historical value of these records.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 412
TITLE: Superintendent's opinions
DATES: 1966-
ARRANGEMENT: Chronological by date.

DESCRIPTION: The State Superintendent is required by law to issue, publish and circulate opinions to school offices on questions regarding school law. The opinions contain information pertaining to finance, personnel matters, school dress standards and student voting, etc.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 12/11/1989

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Disposition based on the historical value of these records in documenting a variety of important changes in the Utah educational system over time.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 1312
TITLE: Minutes
DATES: 1896-
ARRANGEMENT: Chronological by meeting date.

DESCRIPTION: The State Board of Education, organized at statehood, serves to provide a uniform system of quality secondary education throughout the state. This series includes the official minutes of board meetings. The State Board of Education considers such things as budgets and distribution of education funds, contracts, program and district administration, legislative proposals and administrative rules, and licensure. These are the minutes of regular, special, and emergency meetings of official district committees, boards, and task forces. They may also include an official agenda. See Internal committee records

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 1, Item 15.

AUTHORIZED: 09/25/2006

FORMAT MANAGEMENT

Paper: For records beginning in 1896 and continuing to the present. Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

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

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

Digital image: 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 Legal

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 1368
TITLE: Minutes and supporting documents
DATES: 1930-
ARRANGEMENT: Chronological by meeting date.

DESCRIPTION: The State Board of Education, organized at statehood, serves to provide a uniform system of quality secondary education throughout the state. This series includes copies of the minutes of board meetings as well as related documents and appendixes. Related documents include such things as agenda, committee reports, and correspondence. These are the minutes of regular, special, and emergency meetings of official district committees, boards, and task forces. They may also include an official agenda. See Internal committee records

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 1, Item 15.

AUTHORIZED: 08/20/2009

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

Compact disc: For records beginning in 1995 through 2004. Retain in State Archives permanently 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

Administrative Historical

Minutes and supporting documents are the fundamental documentary history of the state office of education.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 3269
TITLE: Budget and appropriation requests
DATES: 1967-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains budget estimates and justifications prepared or consolidated by budget offices. The reports contain information pertaining to appropriation language sheets, narrative statements, workload/expansion plans and related schedules and data.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 2, Item 7.

AUTHORIZED: //

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently 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 the Board's achievements, policies, procedures, and function.

PRIMARY DESIGNATION

Public. Including the 18 personal data elements identified by the State Records Committee

SECONDARY DESIGNATION

Private. Schedule Six planning report (described in Schedule 10, Item 21)


AGENCY: Board of Education

SERIES: 3349
TITLE: Minority education reports
DATES: 1968-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains bibliographies, assessments, and surveys pertaining to minority education.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: //

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

These reports document educational attainment of an important but often undocumented and overlooked group of Utah's citizens.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 6377
TITLE: Rosecrest attendance records
DATES: undated
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

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

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

APPRAISAL


AGENCY: Board of Education

SERIES: 10670
TITLE: Extended year summer school statistical report
DATES: 1966-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains reports which contain statistical and financial data for the extended year and summer school program. The reports contain information pertaining to courses offered, number of staff involved, enrollment, and financial reports.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 02/25/2010

FORMAT MANAGEMENT

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

APPRAISAL

Historical

Disposition based on the value of these records in providing statistics that influence future policies and summer school programs.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 10671
TITLE: Adult Education Basic Skills Task Force reports
DATES: 1982-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: Holdings: Arithmetic Computation; Writing Skills

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL


AGENCY: Board of Education

SERIES: 10728
TITLE: Core curriculum standards reports
DATES: 1987-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains reports pertaining to the standards which must be completed by all students as a requisite for graduation from Utah's secondary schools. The core curriculum represents standards of learning that are essential for all students. They are the ideas, concepts, and skills that provide a foundation on which subsequent learning may be built. The core curriculum standards are intended to occupy a major part of the school program, but not the total curriculum of a course.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 08/31/1992

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Disposition based on the value of these records in documenting minimal educational standards for high school students in Utah.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 10631
TITLE: Critical issues affecting education reports
DATES: 1981-
ARRANGEMENT: Chronological, thereunder alphabetical by title.

DESCRIPTION: This series contains reports produced by the Statewide Education Planning Commission. The members of the commission were appointed by the Board of Education on November 16, 1979 to identify the critical issues facing education in the 1980s and to prepare a proposed plan of action for addressing these issues. The reports contain information pertaining to a master plan, governance of public education, public involvement and participation, purpose and nature of schooling, quality staff, school facilities, school finance, and student potentialities.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Disposition based on the value of these records in documenting the Board's perception of the major issues facing education in Utah.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 10657
TITLE: Alcohol, tobacco, and drug reports
DATES: 1939-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains reports pertaining to the effects of alcohol, tobacco and drugs; federally and state funded drug abuse projects and drug and alcohol testing policies and procedures.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 05/24/2011

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently 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 reports in documenting the effects of alcohol, tobacco and drugs; and drug and alcohol testing policies and procedures.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 14062
TITLE: Evening high school student records
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

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

APPRAISAL


AGENCY: Board of Education

SERIES: 14063
TITLE: Student history and transfers
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

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

APPRAISAL


AGENCY: Board of Education

SERIES: 14071
TITLE: Jordan Junior High School student records
DATES: 1921-
ARRANGEMENT: alphabetical by surname

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

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

APPRAISAL


AGENCY: Board of Education

SERIES: 12954
TITLE: Utah State Education Strategic Planning Committee files
DATES: 1990-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 59.

AUTHORIZED: 03/17/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 17732
TITLE: Ibapah Indian School correspondence
DATES: undated
ARRANGEMENT:

DESCRIPTION: Resolution of the tribes of the Goshute Reservation. Resolution #66-G-23

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 03/26/2015

FORMAT MANAGEMENT

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

Disposition based on value of records documenting the history of the Ibapah Indian School through the correspondence. May have research value.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 17687
TITLE: Publications
DATES: 1926-
ARRANGEMENT: Chronological.

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, and other published or processed documents. These records include administrative, academic, and fiscal information; facilities; legislative action; and all other activities of the State Board of Education. Consists primarily of isolated publications not part of a more specific series.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 08/25/2000

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently 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

SERIES: 17691
TITLE: History of the state board of education
DATES: Undated
ARRANGEMENT:

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, annual reports, other published or processed documents, and the last manuscript report, if not published, relating to management projects.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 10/16/2008

FORMAT MANAGEMENT

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

Microfilm duplicate: Retain in State Archives permanently 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

History with bibliographic citations, circa 1969

PRIMARY DESIGNATION

Public


AGENCY: Board of Education

SERIES: 17698
TITLE: Student records and reports
DATES: 1945-
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently after microfilming.

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

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

APPRAISAL


AGENCY: Board of Education

SERIES: 17699
TITLE: Central Utah vocational student records
DATES: Undated
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

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

APPRAISAL


AGENCY: Board of Education

SERIES: 22660
TITLE: Internal audit work papers
DATES: 1990-
ARRANGEMENT: Chronological by year, thereunder numerically
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records support the agency's function to evaluate programs and recommend financial, performance, and compliance improvements for each program administered by the agency (Utah Code 63I-5-201(4)(2014)). Records generated by the agency's Internal Audit Unit provide documented support for each issued audit report and may include personnel records, student information, minutes of legally closed meetings, interviews, legal research, copies of applicable laws, administrative rules and policies, findings and recommendations.

RETENTION

Retain 10 years after the completion of publication or report.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 81.

AUTHORIZED: 04/18/2016

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of publication or report and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy.

Computer data files: Retain in Office for 10 years after completion of publication or report and then delete.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Protected. Utah Code 63G-2-305(10, 16, 25, and 32)(2015)

SECONDARY DESIGNATION

Exempt. 34 CFR Part 99.30 and 31(2015); Utah Code 63G-2-201(3)(b)(2014)

Private. Utah Code 63G-2-302(1)(g) and (2)(a)(2015)

Public