Utah Department of Administrative Services

Division of Archives & Records Service

Canyons School District (Utah)

27733--Special Education student records
28340--Gifted student test results
28371--Indian Hills Middle School Student Test Results
28131--Legal files

AGENCY: Canyons School District (Utah)

SERIES: 27733
TITLE: Special Education student records
DATES: 1984-
ARRANGEMENT: Chronological by date of birth thereunder alphabetical by surname
ANNUAL ACCUMULATION: 150.00 cubic feet.

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.

RETENTION

Retain until student is 27 years old

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 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: 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 15 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 29.

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 3 years after graduation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 29.

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


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 30 years after case closes

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