Summit Academy (Utah). Draper Campus
28531--Bank financial records28532--Certified personnel files
28533--Daily meals records
28534--Bond statements
27955--Student files
27517--Accounts payable
27518--General ledger
27519--Time sheets
29667--Special education records
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 28531
TITLE: Bank financial records
DATES: 2005-
ARRANGEMENT: Chronological
DESCRIPTION: These are monthly statements showing all activity connected with the agency's financial account. Includes date, name of bank, deposits, withdrawals, cash balance, interest, and other such transactions. Used in day-to-day maintenance of agency finances, as well as for special reports, as needed.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 08/22/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
PRIMARY DESIGNATION
Public. UC 63G-2-301
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 28532
TITLE: Certified personnel files
DATES: 2009-
ARRANGEMENT: Alphabetical by surname
DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Performance plans and evaluations, GRS-1966
AUTHORIZED: 06/19/2014
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after date of employment and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private. UC 63G-2-302(1)(g)
SECONDARY DESIGNATION
Public. UC 63G-2-301
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 28533
TITLE: Daily meals records
DATES: 2009-
ARRANGEMENT: Chronological
DESCRIPTION: These records track all aspects of the school lunches served. They contain reports of a la carte items, milk and meals served, and sales of lunches by category (free, reduced, paid, adult). The records are computed on a daily basis, are used as a gauge for future planning, and are referenced as needed.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Lunch room summary of meals served report, GRS-1534
AUTHORIZED: 06/19/2014
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public. UC 63G-2-301
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 28534
TITLE: Bond statements
DATES: 2007-
ARRANGEMENT: Chronological
DESCRIPTION: These notes document the borrowing of money by local school boards in anticipation "of the collection of taxes or other revenue of the school district as long as it complies with the Title 11, Chapter 14, Local Government Bonding Act" (UC 53A-18-101 (2005)).
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Bonds, notes & interest payments, GRS-1801
AUTHORIZED: 06/25/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 27955
TITLE: Student files
DATES: August 2004-
ARRANGEMENT: alphabetical by student's last name
DESCRIPTION: These are student cumulative files for students whose records were not transferred but no longer attend this school. They were used to document the student's attendance. They include test scores, immunization record, eye testing, and all pertinent information on the student. These student files are commonly known as "dead files."
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Non-transferred student files, GRS-1497
AUTHORIZED: 06/25/2012
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 13 years and then destroy.
APPRAISAL
Administrative
The general retention schedule requires that these records be retained three years after graduation.
PRIMARY DESIGNATION
Exempt. FERPA
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 27517
TITLE: Accounts payable
DATES: 2004-
ARRANGEMENT: Chronological by year thereunder alphabetical by account name.
DESCRIPTION: These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 06/18/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Fiscal
Records in this series have short-term fiscal value and may be destroyed according to the approved retention schedule. The general schedule cites UCA 70A-2-725 (1995) which says that legal actions for breach of contract must be commenced within four years.
PRIMARY DESIGNATION
Public
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 27518
TITLE: General ledger
DATES: 2004-
ARRANGEMENT: chronological by date of entry
DESCRIPTION: These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule School general ledgers, GRS-1316
AUTHORIZED: 09/15/2010
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy.
APPRAISAL
Fiscal
Records in this series have short-term fiscal value. These records may be destroyed according to the established retention schedule.
PRIMARY DESIGNATION
Public
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 27519
TITLE: Time sheets
DATES: 2004-
ARRANGEMENT: chronological by date thereunder alphabetical by employee surname
DESCRIPTION: These are records which verify hours worked (regular and overtime), leave earned (vacation, sick, emergency, conference/professional) and taken by school district employees.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Fiscal
Records in this series have short-term fiscal value and may be destroyed according to the established retention schedule.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63-3-302 (1)(e) (2008)
AGENCY: Summit Academy (Utah). Draper Campus
SERIES: 29667
TITLE: Special education records
DATES: 2011-
ARRANGEMENT: Chronological, thereunder alphabetical by last name.
DESCRIPTION: These records document the progress and participation of students enrolled in special education. Records includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related information.
RETENTION
Retain for 27 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Special education student records, GRS-1476
AUTHORIZED: 06/18/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 25 years and then destroy.
APPRAISAL
Legal
Legal retention based on Utah Code 53E-7-202(1)(a)(2018).
PRIMARY DESIGNATION
Exempt. 34 CFR 300.562
SECONDARY DESIGNATION
Exempt