Utah Department of Administrative Services

Division of Archives & Records Service

Jordan School District (Utah)

27235--Roll books from closed schools
26803--Student health cards
25864--Student witness statements
25865--Security surveillance tapes
25866--School police reports
21956--National Junior Honor Society and National Honor Society student rating/evaluation records

AGENCY: Jordan School District (Utah)

SERIES: 27235
TITLE: Roll books from closed schools
DATES: 1900-
ARRANGEMENT: Chronological by school year.

DESCRIPTION: These are the class rolls maintained by each teacher. They are used to record student attendance. Attendance has been computerized in all Utah school districts and the use of class rolls has been discontinued. These rolls contained teacher's name, students' names, school and class, entry date, exit date, days of absence, and sometimes grades. Some class rolls may be the only surviving record of student attendance and grades and would require permanent retention (See Official transcripts, item 17-3).

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 17, Item 1.

AUTHORIZED: 05/20/2009

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private. This series contains private information about minors that is restricted for 100 years after creation of the record. (Utah Code 63G-2-310)


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 19, Item 49.

AUTHORIZED: 07/10/2008

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

PRIMARY DESIGNATION

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


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/2005

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.

RETENTION AND DISPOSITION AUTHORIZATION

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

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/2005

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: 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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 08/1999

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

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