Canyons School District (Utah)

27733--Special Education student records
29009--Official student transcripts for alternative education programs
29461--School board minutes
29500--Budget and finance
29528--Policies and procedures
28131--Legal files
28340--Gifted student test results
28371--Indian Hills Middle School Student Test Results

AGENCY: Canyons School District (Utah)

SERIES: 27733
TITLE: Special Education student records
DATES: 1984-
ARRANGEMENT: Chronological by date of birth thereunder alphabetical by surname

DESCRIPTION: These individual case files document students enrolled in the district's special education programs. To provide archival information on students previously served in a Special Education program in the Canyons School District. They contain various reports and completed forms including learning disability assessment reports, approvals for special education services, completed tests and surveys, information on parents or guardians, and approval of placement in the Special Education Program. "All students with disabilities, who are between the ages of 3 and 22 and have not graduated from high school with a regular diploma, are entitled to a free, appropriate public education." (Utah Code 53A-15-301(1)(a)(2015)) These records document the progress and participation of students or clients enrolled in special education programs. Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.

RETENTION

Retain for 27 year(s) after separation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Special education records, GRS-1476

AUTHORIZED: 10/24/2016

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after special education services have terminated and then transfer to State Records Center. Retain in State Records Center for 22 years and then destroy.

APPRAISAL

Administrative

The agency has expressed an administrative need to retain these records for two additional years beyond the three-year retention specified in the state school district general retention schedule and by federal and state guidelines.


AGENCY: Canyons School District (Utah)

SERIES: 29009
TITLE: Official student transcripts for alternative education programs
DATES: 1975-
ARRANGEMENT:

DESCRIPTION: These records support the agency's administrative function to verify the classes attended and credits earned by students, and to document graduation of students attending the various alternative education programs provided by the district. Records may include students' personal information, class lists, test scores, school attendance, and graduation information. Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule.

RETENTION

Retain for 20 year(s) after separation

DISPOSITION

Permanent. Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Graduation and transcripts, GRS-1506

AUTHORIZED: 02/15/2017

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after graduation and then transfer to State Records Center. Retain in State Records Center for 15 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Historical

These records have long-term historical value documenting student participation in school systems and residency.

PRIMARY DESIGNATION

Exempt. 34 CFR Part 99.30 and 31(2015); Utah Code 63G-2-201(3)(b)(2016)


AGENCY: Canyons School District (Utah)

SERIES: 29461
TITLE: School board minutes
DATES: 2009-
ARRANGEMENT: none

DESCRIPTION: Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken (Utah Code 52-4-203(2014)). This includes the agenda, notices, and any public materials distributed at the meeting.

RETENTION

Retain Permanently

DISPOSITION

Permanent. May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & public materials, GRS-1709

AUTHORIZED: 08/15/2017

FORMAT MANAGEMENT

APPRAISAL

Administrative Fiscal Historical Legal


AGENCY: Canyons School District (Utah)

SERIES: 29500
TITLE: Budget and finance
DATES: 2009-
ARRANGEMENT: chronological

DESCRIPTION: The tentative budget is prepared by the superintendent and filed with the school board prior to June 1. "Prior to June 22 of each year, each local school board shall adopt a budget and make appropriations for the next fiscal year" (Utah Code 53A-19-102 (1995). According to Utah Code 53A-19-101(1995), "the budget and its supporting documents are required to include: the revenues and expenditures of the current fiscal year, estimate of revenues for the succeeding fiscal based upon the lowest tax levy that will raise the required revenue, using the current year's taxable value as the basis for this calculation; and a detailed estimate of the essential expenditures for the purposes for the succeeding fiscal year." The school board is required to file a copy of the adopted budget with the state auditor and the State Board of Education.

RETENTION

Retain until administrative need ends

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Adopted annual budget, GRS-1292

AUTHORIZED: 08/29/2017

FORMAT MANAGEMENT

APPRAISAL

Administrative Fiscal


AGENCY: Canyons School District (Utah)

SERIES: 29528
TITLE: Policies and procedures
DATES: 2015-
ARRANGEMENT: none

DESCRIPTION: These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.

RETENTION

Retain until administrative need ends

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Policy and procedure case files, GRS-1269

AUTHORIZED: 08/29/2017

FORMAT MANAGEMENT

APPRAISAL

Administrative Fiscal Legal


AGENCY: Canyons School District (Utah)

SERIES: 28131
TITLE: Legal files
DATES: 2004-
ARRANGEMENT: chronological

DESCRIPTION: These records document civil litigation and Individuals with Disabilities Education Act (IDEA) due process hearings. The records are used to document educational services and complaints, including Individualized Education Profiles (IEPs), Office for Civil Rights (OCR) complaints, etc. Included are court documents, correspondence, copies of deposition testimony, case file copies, and attorney work product. May also include police reports, witness statements, photographs, contracts, reports, etc. Case file copies may contain vital statistics worksheets, admission information, request for prior approval, client background history, social summary, and psychological and psychiatric evaluations. Information includes name of client, client Social Security number, client case number, case worker name, agency attorney name, legal issue, case number, and litigation outcome.

RETENTION

Retain for 30 year(s) after case is closed

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 case closes and then transfer to State Records Center. Retain in State Records Center for 30 years and then destroy.

APPRAISAL

Legal

These files document legal proceedings. There is a two-year waiting period for petitioners (parents or guardians) to refile, however there is no statute of limitations and petitioners may refile at any time while the student is eligible.

PRIMARY DESIGNATION

Private


AGENCY: Canyons School District (Utah)

SERIES: 28340
TITLE: Gifted student test results
DATES: 2004 -
ARRANGEMENT: Alphanumeric

DESCRIPTION: These records support the agency's function to prepare students for college and careers by creating and maintaining a comprehensive public educational system with varied programming appropriate to the student's cognitive and academic abilities. Records document students' eligibility for placement in the advanced learner magnet school programs. Records include the original Supporting Advanced Learners Toward Achievement (SALTA) test final results, test-question booklets, and answer sheets for all tested students.

RETENTION

Retain for 15 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Performance and testing, GRS-1503

AUTHORIZED: 10/20/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 14 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Exempt. 34 CFR Part 99.30,31 (2015); Utah Code 63G-2-201(3)(b)(2013)

SECONDARY DESIGNATION

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


AGENCY: Canyons School District (Utah)

SERIES: 28371
TITLE: Indian Hills Middle School Student Test Results
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These documents are individual student end of quarter or end of year test scores. This data is used to monitor progress as well as for student placement.

RETENTION

Retain for 10 year(s) after separation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Performance and testing, GRS-1503

AUTHORIZED: 05/26/2015

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 provided student has graduated.

APPRAISAL

Administrative Historical

Records are used for student and program management purposes.

PRIMARY DESIGNATION

Private. 63G-2-302


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