Utah Department of Administrative Services

Division of Archives & Records Service

Logan School District (Utah)

22312--School board minutes
22313--Audit reports
25519--Special education student files
26563--Student cumulative files
27240--Personnel records

AGENCY: Logan School District (Utah)

SERIES: 22312
TITLE: School board minutes
DATES: 1872-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Logan School District (Utah)

SERIES: 22313
TITLE: Audit reports
DATES: 1917-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1995)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1) (1995)).

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 4.

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public. UCA 51-2-3(3) (2008)


AGENCY: Logan School District (Utah)

SERIES: 25519
TITLE: Special education student files
DATES: 1997-
ARRANGEMENT: Chronological by student's last date of service, thereunder alphabetical by student's surname

DESCRIPTION: These files document students enrolled in the district's special education programs in accordance with the provisions of 34 CFR 300.560-300.577 (2003). The records are required to receive federal and state special education funding. Services can be discontinued when student is reclassified as no longer needing special education services, the student moves, or refuses the services. They contain various reports and completed forms including individual education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys, parent information, third party information, placement documents, refusal of services forms, and other legal documents required by federal regulations and state rules to verify a student's disability and need for special education services.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after last date of special education received and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the legal requirements specified in 34 CFR 300.562 (2004) and the recommendations of the State Office of Education. A student can receive special education services until the age of twenty-one.

PRIMARY DESIGNATION

Exempt. 34 CFR 300.562 (2008); 34 CFR 99 (2008)


AGENCY: Logan School District (Utah)

SERIES: 26563
TITLE: Student cumulative files
DATES: 2002-
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: These student files contain information on students attending school in the district. They are used to document student's attendance. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. They are also called student cumulative cards.

RETENTION

Retain 6 years after graduation.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after graduation and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided official transcript has been pulled and retained.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 2.

PRIMARY DESIGNATION

Exempt. Family Educational Rights and Privacy Act 20 U.S.C.1232g (2008); 34 CFR part 99 (2008)


AGENCY: Logan School District (Utah)

SERIES: 27240
TITLE: Personnel records
DATES: 1930-
ARRANGEMENT: Chronological by estimated last year of employment, thereunder alphabetical
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These are the personnel files for all 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 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 55 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.

Personnel files are kept for administrative purposes.

PRIMARY DESIGNATION

Private