Utah Department of Administrative Services

Division of Archives & Records Service

Provo City School District (Utah)

84671--Official transcripts
84790--Teachers' personnel files
84791--University teacher recommendation packets
84449--Elementary and middle school non-transferred student files
84669--Student attendance class rolls
84670--Student cumulative record
83026--Payroll records
83027--Audit reports
83037--Special education student records
25275--Publications
27588--Accounts payable, invoices, and journal entries
26641--Business storage
26646--Monthly financial reports
26647--District injury reports
5454--Payroll time sheets
7423--Accounts payable
6366--Minute books

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.

RETENTION AND DISPOSITION AUTHORIZATION

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

APPROVED: 09/1989

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: 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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 09/1989

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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 09/1989

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: 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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 07/1989

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: 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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 09/1989

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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 09/1989

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: 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.

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 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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 7, Item 57.

AUTHORIZED: 05/02/2016

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

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

Retain 3 years after graduation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 16, Item 5.

AUTHORIZED: 08/13/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after Graduation from High School and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Archives for 3 years after graduation and then destroy.

Microfilm duplicate: Retain in Office for 3 years after graduation and then destroy.

Microfilm duplicate: Retain in Archives for 3 years after graduation and then destroy.

APPRAISAL

Administrative Legal

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 1, Item 24.

AUTHORIZED: 04/02/2009

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

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: 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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 5, Item 1.

AUTHORIZED: 12/16/2010

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

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

Retain 5 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 5, Item 34.

AUTHORIZED: 03/09/2010

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

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 5, Item 34.

AUTHORIZED: 12/17/2007

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

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 7 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 8, Item 9.

AUTHORIZED: 12/12/2007

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

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


AGENCY: Provo City School District (Utah)

SERIES: 5454
TITLE: Payroll time sheets
DATES: 1987-
ARRANGEMENT: Chronological by month, thereunder alphabetical by employee's name

DESCRIPTION: These are records which verify hours worked (regular and overtime), leave earned (vacation, sick, emergency, conference/professional) and taken by school district employees.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 10, Item 29.

AUTHORIZED: 07/13/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 3 years and then destroy.

Microfilm duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 5, Item 1.

AUTHORIZED: //

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

PRIMARY DESIGNATION

Public


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 15, Item 2.

AUTHORIZED: //

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

PRIMARY DESIGNATION

Public