Utah Department of Administrative Services

Division of Archives & Records Service

Provo City School District (Utah)

84669--Student attendance class rolls
84670--Student cumulative record
84671--Official transcripts
84449--Elementary and middle school non-transferred student files
84790--Teachers' personnel files
84791--University teacher recommendation packets
83026--Payroll records
83027--Audit reports
83037--Special education student records
25275--Publications
27644--Timpanogos School registers
27656--Timpanogos School history book
27657--Timpanogos School class photos
27658--Timpanogos School P.T.A. scrapbook
27548--Grandview School histories
27549--Grandview School Student of the Year plaques
27550--Grandview School class photos
27588--Accounts payable, invoices, and journal entries
26641--Business storage
26646--Monthly financial reports
26647--District injury reports
1820--Administrative records
6366--Minute books
7423--Accounts payable

AGENCY: Provo City School District (Utah)

SERIES: 84669
TITLE: Student attendance class rolls
DATES: 1920-
ARRANGEMENT: Alphabetical by name of school and teacher
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: These are the class rolls maintained by each teacher in Provo School District. They are used to record student attendance. The rolls contain teacher's name, names of students, name of school and class, entry date, exit date, days of absence, and sometimes grades.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs of the district. It was determined the rolls were only needed for statistical reports and could be destroyed after their administrative value has passed. The district believes the class rolls and transcripts cover the same years, but there may be a few rolls which precede the creation of transcripts.

PRIMARY DESIGNATION

Private


AGENCY: Provo City School District (Utah)

SERIES: 84670
TITLE: Student cumulative record
DATES: 1987-
ARRANGEMENT: Chronological, thereunder alphabetical by name of student
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain information on students attending school in the Provo School District. They contain the copies of achievement test scores, copies of report cards, health records, and immunization cards.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office. The transcript is the permanent part of the student record. Other records in the file are only needed while the student is enrolled in classes. The immunization card is transfe rred to the County Health Department to verify information on their computer system and then destroyed. Other items should be destroyed one year after student has graduated.

PRIMARY DESIGNATION

Private


AGENCY: Provo City School District (Utah)

SERIES: 84671
TITLE: Official transcripts
DATES: 1920-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This card is the official record of school attendance and high school graduation. It is used to document graduation from high school and to verify classes attended and credits earned. It is used for college admission and employment. The card includes the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). It contains: student's name, address, birthdate, names of parents, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until scanned 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.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Computer data files: Retain in Office until administrative need ends and then delete.

Paper: For records beginning in 1998 and continuing to the present. Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection.

APPRAISAL

Administrative

This transcript is critical for verification purposes not only for both admission to college and employment purposes, but also, for students who have not graduated, for readmission to high school. It has potential for educational research.

PRIMARY DESIGNATION

Private


AGENCY: Provo City School District (Utah)

SERIES: 84449
TITLE: Elementary and middle school non-transferred student files
DATES: 1975-
ARRANGEMENT: Alphabetical by student's name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are the files of elementary and middle school students who attended school in the Provo School District, but have moved from the district without having their files transferred. These files contain: schools and years attended, classes attended, copies of report cards, health records, and test scores. It is the policy of the district when a student transfers from kindergarten through eighth grade that the student's file is sent to the new district. For high school students only a copy of the file is sent.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after student leaves district and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs of the district and reflect a previously approved policy of the Provo School Board.

PRIMARY DESIGNATION

Private


AGENCY: Provo City School District (Utah)

SERIES: 84790
TITLE: Teachers' personnel files
DATES: 1900-
ARRANGEMENT: Alphabetical by name of teacher

DESCRIPTION: These are the official personnel files for all teachers employed by the Provo School District. They are used to document employment in the district and for retirement purposes. They contain: the employment application, teachers' certification, health records, employee evaluations, personnel data, and other pertinent data.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after termination and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 25 years after termination and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the Section and reflects the previously approved retention for State agencies. This retention shortens the previous approved retention of 56 years in the School District General Records Retention Schedule.


AGENCY: Provo City School District (Utah)

SERIES: 84791
TITLE: University teacher recommendation packets
DATES: 1960-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are packets sent by universities on potential employees thathave made application to teach in the Provo School District. They are used in the hiring process. They include: recommendations on teaching abilities, letters of recommendation, evaluations of student teaching, statements from cooperating and university supervisors.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after hiring process and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the office. These files are only needed by the district for the hiring process and only until teacher establishes an employment history with the district. If the qualifications of a teacher were questioned after the two years an additional copy could be obtained from the university.

PRIMARY DESIGNATION

Protected


AGENCY: Provo City School District (Utah)

SERIES: 83026
TITLE: Payroll records
DATES: 1980-
ARRANGEMENT: numerical by pay period; account codes
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

APPRAISAL


AGENCY: Provo City School District (Utah)

SERIES: 83027
TITLE: Audit reports
DATES: 1940-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 permanently.

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 with authority to weed.

Microfilm duplicate: Retain in Office permanently.

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: Provo City School District (Utah)

SERIES: 83037
TITLE: Special education student records
DATES: 1982-
ARRANGEMENT: Alphabetical by name of student
ANNUAL ACCUMULATION: 4.00 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

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after Graduation from High School and then microfilm and destroy provided microfilm has passed inspection.

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

Administrative Legal

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

PRIMARY DESIGNATION

Private


AGENCY: Provo City School District (Utah)

SERIES: 25275
TITLE: Publications
DATES: 1929-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

These records serve to document the history of the agency and to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27644
TITLE: Timpanogos School registers
DATES: 1892-1936
ARRANGEMENT: Chronological by school year, thereunder numerical by grade.

DESCRIPTION: This series contains official student registers from the Timpanogos School. All the registers are in a standardized booklet format, presumably published by the Territorial and later the State Office of Public Instruction. The earliest registers date from the 1892-1893 school year, which is the year the school opened. The registers typically record such information as student names, ages, parent names, place of residence, daily attendance, and some scholastic evaluations. The earlier registers also note whether students can read and write and whether their parents are Mormon or not. The registers are generally arranged by school year, teacher, and grade. Some registers also include lists of visitors, school-year schedules, and various school statistics. All the records in this series date from the time period when the Timpanogos School was housed in its original building located on the northwest corner of 5th West and 4th North, prior to the construction of a new school building just to the north in 1939.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This series has historic value as representative documentation of the operation of a public school in the late 19th and early 20th centuries.

PRIMARY DESIGNATION

Exempt. Access to individual student educational information in these records is restricted under the provisions of the federal Family Educational Rights and Privacy Act (FERPA)

SECONDARY DESIGNATION

Private. This series contains private information about minors, including educational evaluations


AGENCY: Provo City School District (Utah)

SERIES: 27656
TITLE: Timpanogos School history book
DATES: 1954-1967
ARRANGEMENT: Chronological

DESCRIPTION: This series contains a year-by-year history of the Timpanogos School located on 5th West between 4th and 5th North. It contains such information as lists of students, names of faculty and staff with photos, listings of receipts and disbursements, and an annual log of events and activities at the school. Some school-related newspaper clippings are pasted in the book and one photo of the school orchestra is included.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 43.

This series has historic value as documentation of the operation and activity of a public elementary school in the mid-twentieth century.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27657
TITLE: Timpanogos School class photos
DATES: 1956-1965
ARRANGEMENT: Chronological by school year, thereunder numerical by grade.

DESCRIPTION: This series contains yearly sets of class photos apparently provided to the school by the photographer. The photos are composites made up of images of each individual student, along with a photo of the principal, the class teacher, and sometimes the school building. Some of the photos have no information identifying the students, but the photos from 1964-65 are accompanied by sheets giving the names of students.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Photographs: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 46.

This series has historic value as documentation of the students and faculty of the Timpanogos School and as a representative example of school class photos in the mid-twentieth century.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27658
TITLE: Timpanogos School P.T.A. scrapbook
DATES: 1951-1960
ARRANGEMENT: Chronological

DESCRIPTION: This series contains a single scrapbook compiled by the Parent Teacher Association of the Timpanogos School in the 1950's. It contains a variety of materials including documents relating to P.T.A .business, school staff contact lists, announcements and programs for school activities, and newspaper clipping about the school and the P.T.A.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 46.

This series has historic value as documentation of school activities and the role of the Parent-Teacher Association in public schools in the mid-twentieth century.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27548
TITLE: Grandview School histories
DATES: 1949-1989
ARRANGEMENT: Chronological by school year

DESCRIPTION: This series contains bound annual histories for each school year from when Grandview Elementary School opened in 1949 through the 1988-89 school year. Each volume contains a compilation of items documenting activities of the school year. Items found in the histories include such things as lists of students enrolled, Provo School District annual financial reports, School District staff directories, supply requisition forms, equipment and textbook inventories, miscellaneous correspondence, staff meeting notes, event programs, newspaper clippings, class activity summaries, student signatures, class photos, student teacher introduction forms, and photographs of events.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 43.

This series has historical value as documentation of the operation and activities of a public elementary school.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27549
TITLE: Grandview School Student of the Year plaques
DATES: 1987-2008
ARRANGEMENT: Chronological

DESCRIPTION: This series contains four plaques listing the students who were honored as Student of the Year. Each year during the time period covered by this series an outstanding student in each grade from Kindergarten through Sixth Grade was selected for recognition. The names of the students were added to the plaques and the plaques were presumably displayed in the school as a record of those who had been honored through the years.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Artifacts: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This series has historical value as documentation of the practice of recognizing student achievement in the public schools and of the names of those so recognized.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27550
TITLE: Grandview School class photos
DATES: 1953-2007
ARRANGEMENT: Chronological by school year, thereunder by grade.

DESCRIPTION: This series contains official school class photographs along with photos of faculty and staff. Photos from the 1953-54 to the 1969-70 school years are black and white and show individual portraits of each student in the class, along with portraits of the teacher and the principal. Beginning with the 1970-71 school year the photos are all color. Those from the 1970-71 to the 1996-97 school years are group photos, while photos from the years after that are compiled images of individual portraits similar to those from the 1950's and 60's. While personal duplicate copies of these photos would have been available to the students and faculty/staff members pictured in the photos, the particular photos in this series were bound in small albums, one for each school year, and were retained as the official school copy. Many of the individuals in the photos have been identified on the photo or on an accompanying sheet, but in some cases the individuals in the photos are unidentified.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Photographs: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 46.

These records have historical value as documentation of the students, faculty, and staff of the Grandview School. They also provide documentation of the practice of creating official class and staff photos in the public schools.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 27588
TITLE: Accounts payable, invoices, and journal entries
DATES: 2006-
ARRANGEMENT: Chronological by fiscal year thereunder alphabetical by name
ANNUAL ACCUMULATION: 30.00 cubic feet.

DESCRIPTION: Records in this series are used in daily accounting, check back up, and fiscal year-end data. They provide back-up documentation. Records include accounts payable invoices, reports, monthly reconciliations, and journal entries.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 1.

Records in this series have limited fiscal value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 26641
TITLE: Business storage
DATES: 2003-
ARRANGEMENT: Numerical by record numbers

DESCRIPTION: This is the annual financial and program report for the previous fiscal year which is submitted to the School Finance and Business Section of the Office of Education in accordance with UCA 53A-3-404 (2004). This report is used to create the Office of Education's annual report and to determine funding allotments to the district.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 26646
TITLE: Monthly financial reports
DATES: 2006-
ARRANGEMENT: Chronological

DESCRIPTION: This is the annual financial and program report for the previous fiscal year which is submitted to the School Finance and Business Section of the Office of Education in accordance with UCA 53A-3-404 (2004). This report is used to create the Office of Education's annual report and to determine funding allotments to the district.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 26647
TITLE: District injury reports
DATES: 1999-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This series contains injury reports related to both students and employees. These reports are used for documenting injury cases for both risk management purposes as well as worker compensation purposes.

RETENTION

Retain for 18 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 17 years and then destroy provided no litigation is pending.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 8, Item 9.

PRIMARY DESIGNATION

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


AGENCY: Provo City School District (Utah)

SERIES: 1820
TITLE: Administrative records
DATES: 1933-1959
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Provo City School District (Utah)

SERIES: 6366
TITLE: Minute books
DATES: 1882-
ARRANGEMENT: Chronological

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Provo City School District (Utah)

SERIES: 7423
TITLE: Accounts payable
DATES: 1987-
ARRANGEMENT: Numerical by vendor number
ANNUAL ACCUMULATION: 30.00 cubic feet.

DESCRIPTION: these are records used to pay school districts bills. These files consist of a copy of the checks, invoices, purchase orders, receiving reports and requisitions.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public