Utah Department of Administrative Services

Division of Archives & Records Service

Jordan School District (Utah)

28492--Sandy Junior High School attendance registers
21956--National Junior Honor Society and National Honor Society student rating/evaluation records
25864--Student witness statements
25865--Security surveillance tapes
25866--School police reports
27949--Union Elementary and Junior High School attendance registers
27950--Mt. Jordan Junior High School attendance registers
27951--Herriman School attendance registers
27952--Copperton School attendance registers
27957--Annual Enumeration of School Population
26803--Student health cards
27236--Guidance, intake, and counseling records

AGENCY: Jordan School District (Utah)

SERIES: 28492
TITLE: Sandy Junior High School attendance registers
DATES: 1953-1954
ARRANGEMENT: Chronological by school year, thereunder alphabetical by teacher name.

DESCRIPTION: Minors between age 6 and 18 are legally required to attend school. These are records of student attendance, absence and tardiness.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Exempt. The federal Family Educational Rights and Privacy Act (FERPA) designates that records created after 1970 containing student grades and evaluations are private.

SECONDARY DESIGNATION

Private. Records in this series created prior to 1970 contain information about individuals under the age of 21 years that is considered private for 100 years. (Utah Code 63G-2-305)


AGENCY: Jordan School District (Utah)

SERIES: 21956
TITLE: National Junior Honor Society and National Honor Society student rating/evaluation records
DATES: 1998-
ARRANGEMENT: Alphabetical by student's name, thereunder chronological by high school graduation year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These rating/evaluation forms document evaluations completed by school personnel for students applying for membership in the National Honor Society. They are used in conjunction with academic records and extracurricular and service activities to select students for membership. Information includes the student's name and an evaluation of student's character (i.e, honesty, reliability, courtesy, friendliness) and indicate whether the student is outstanding, above average, average or below average).

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(25)


AGENCY: Jordan School District (Utah)

SERIES: 25864
TITLE: Student witness statements
DATES: 1995-
ARRANGEMENT: Chronological by case number and thereunder alphabetical by last name.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records are collected for use in school and/or police investigations involving student misconduct at the schools. The records are either written or recorded and contain information that is used in solving a variety of cases or problems at the school.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided not related to contractual obligation or pending litigation.

Audiotapes: Retain in Office for 1 year and then destroy provided not related to contractual obligation or pending litigation.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(9)(10)(16)(25)


AGENCY: Jordan School District (Utah)

SERIES: 25865
TITLE: Security surveillance tapes
DATES: 1992 -
ARRANGEMENT: Chronological by date and thereunder alphabetical by name.

DESCRIPTION: These video tapes are collected for use in school and/or police investigations involving students on school campuses. The records contain personally identifiable information and other information that is used in solving a variety of cases at the school that include but are not limited to: vandalism, assault, harassment, theft, burglary, trespass, truancy, and safety violations.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Video recordings master: Retain in Office for 1 year and then destroy provided not related to contractual obligation or pending litigation.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(9)(11)


AGENCY: Jordan School District (Utah)

SERIES: 25866
TITLE: School police reports
DATES: 1995-
ARRANGEMENT: Chronological by case number and thereunder alphabetical by last name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are created for use in school and/or police investigations involving students at the schools. The records are either written or recorded. The records contain personally identifiable information and other information about the case that is used in solving a variety of cases at the school. Student safety and anonymity is a priority.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided not related to contractual obligation or pending litigation.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9)(11)


AGENCY: Jordan School District (Utah)

SERIES: 27949
TITLE: Union Elementary and Junior High School attendance registers
DATES: 1905-1972
ARRANGEMENT: Chronological by school year, thereunder by grade.

DESCRIPTION: This series contains registers used to record basic student information for Union School and Union Jr. High. The registers list the names of teachers and students at the school. Male students are listed first in the registers, beginning with the lowest grade or class in the room; female students are listed next in the same order. Registries include each student's name, age, parents, residence, prior attendance, duration of each student's membership at the school, time of attendance, amount of absences and tardies, deportment, and scholarship in each subject. The registries also include a list of visitors to the school, a general summary of enrollment at the school, and teachers' compensation for the school year.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has historical value as documentation of the operation of the Union School and the students who attended the school.

PRIMARY DESIGNATION

Private. This series contains information about individuals under the age of 21 years that is considered private for 100 years. (UCA 63G-2-305)

SECONDARY DESIGNATION

Public. Records in this series are considered public 100 years after their creation. (UCA 63G-2-305)


AGENCY: Jordan School District (Utah)

SERIES: 27950
TITLE: Mt. Jordan Junior High School attendance registers
DATES: 1954-1963
ARRANGEMENT: Chronological by school year, thereunder alphabetical by teacher name.

DESCRIPTION: These records document student attendance. They are used to create reports. They include biweekly bubble sheets, computer reports, and term-to-date reports. The biweekly bubble sheets record hourly student attendance and are scanned daily. They serve as a worksheet for the district's attendance system. The daily computer report is a compilation of all student absences and is printed at the end of the day. The term-to-date report is a computer report that records all student absences by classes. It is printed weekly and is given to each teacher for verification. The records include date, district and school codes, grade, student's name and number, days absent, days tardy, and totals.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This series has permanent historical value as representative documentation of the function and operation of public schools in the state.

PRIMARY DESIGNATION

Exempt. The federal Family Educational Rights and Privacy Act (FERPA) designates that records created after 1970 containing student grades and evaluations are private.

SECONDARY DESIGNATION

Private. Records in this series created prior to 1970 contain information about individuals under the age of 21 years that is considered private for 100 years. (Utah Code 63G-2-305)


AGENCY: Jordan School District (Utah)

SERIES: 27951
TITLE: Herriman School attendance registers
DATES: 1893-1972
ARRANGEMENT: Chronological by school year, thereunder alphabetical by teacher name.

DESCRIPTION: This series contains registers or roll books used to record student attendance and evaluation.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This series has historical value as representative documentation of the function and procedures of schools in the Jordan School district.

PRIMARY DESIGNATION

Private. This series contains information about individuals under the age of 21 years that is considered private for 100 years. (UCA 63G-2-305)

SECONDARY DESIGNATION

Public. Records in this series are considered public 100 years after their creation. (UCA 63G-2-305)


AGENCY: Jordan School District (Utah)

SERIES: 27952
TITLE: Copperton School attendance registers
DATES: 1934-1972
ARRANGEMENT: Chronological by school year, thereunder alphabetical by teacher name.

DESCRIPTION: This series contains teachers' registers used to record student attendance at Copperton Elementary School; some registers were also used to record students' grades. Registers were unique to each teacher each year. Each register includes some or all of the following information: teacher's name, grade taught, school year , student's name, date of birth, age, name of parent or legal guardian, address, phone number, parent's occupation, former school, whether the student was advanced or not, entry and exit dates, absences, and a description of the student's progress throughout the year. Student absences include morning and afternoon tardies, all-day absences, and excused absences. Students are listed alphabetically by surname; in some registers, male students are listed first.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has historical value as documentation of the operation of the Copperton School and the students who attended the school.

PRIMARY DESIGNATION

Private. This series contains information about individuals under the age of 21 years that is considered private for 100 years. (UCA 63G-2-305)

SECONDARY DESIGNATION

Public. Records in this series are considered public 100 years after their creation. (UCA 63G-2-305)


AGENCY: Jordan School District (Utah)

SERIES: 27957
TITLE: Annual Enumeration of School Population
DATES: 1905-1979
ARRANGEMENT: By gender, thereunder alphabetical by surname.

DESCRIPTION: This series contains an enumeration of the students in the Lark precinct or ward of the Jordan School District in 1918. The records were created in order to collect data on the school population in the district. The enumerator recorded information on pre-printed forms in accordance with the mandate pasted in the front of the record. "The Board of Education shall appoint suitable persons for each school representative precinct who shall act as enumerators for school population for said precinct, and visit every house therein between the 15th and 31st of July of each year, and ascertain and enter upon the lists the name of every person between the ages of six and eighteen years residing in such precinct, and also the name, age, post office address, and name of the parent or guardian of every deaf or dumb person over the age of five an under the age of thirty years, too deaf or dumb to receive an education in the public schools . Such enumeration lists shall contain all the information required by law and such other information as the State Superintendent and the Board of Education may require."

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This series has historical value as documentation of the implementation of the school census law of 1905 and of the information compiled by school districts under that law.

PRIMARY DESIGNATION

Public


AGENCY: Jordan School District (Utah)

SERIES: 26803
TITLE: Student health cards
DATES: 1927-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These records are used to document any student health concerns that school personnel should be aware of. These cards are used as an emergency reference only and are available to personnel in the event that a health concern arises. Information contained on the cards includes: student name; date of birth; grade; teacher; parent(s) name, home phone number, and work phone number; medical provider and their phone number;a description of any serious health concerns; special needs; the name, reason, dosage , and time given for any medications; and given permission to share information with school personnel. At the beginning of each new school year, parents are asked to fill out a new health card for each student in their family as part of the registration process. These new cards then supersede the prior years' cards in order to avoid conflicting information being given to personnel.

RETENTION

Retain 2 months after being superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 months after being superseded or until resolution of all litigation or conflicts and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 49.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(b)


AGENCY: Jordan School District (Utah)

SERIES: 27236
TITLE: Guidance, intake, and counseling records
DATES: 1988-1999
ARRANGEMENT: Chronological and thereunder alphabetical by surname.
TOTAL VOLUME: 5.00 cubic feet.

DESCRIPTION: These files document the progress and participation of students enrolled in special education programs provided by Utah school districts. Files are kept in accordance with federal regulations which define record keeping practices and funding requirements. District services can be discontinued when students move, refuse services, or are reclassified as no longer needing special education services. Student folders contain various reports and completed forms including individualized education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys and information, third party information, placement documents, refusal of services forms, and other legal documents. 34CFR 300.562 (2008) & 34CFR 99 (2008).

RETENTION

Retain 22 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 9 years and then transfer to State Records Center. Retain in State Records Center for 13 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 16, Item 1.