SUBJECT: District Records Management
- Board Policy
The Board of Education is committed to see that Jordan School District records are managed in an efficient, responsible manner. Therefore, the Board delegates to the Administration responsibility for establishing criteria for maintaining, classifying, preserving, accessing, and destroying district records in compliance with the Government Records Access and Management Act (GRAMA), Utah Code §63-2-701, annotated 1991.
- Administration Policy
Records shall be defined as written or electronic records that are owned and maintained by the District. The District Records Policy shall be implemented according to the following guidelines:
- Records Management
- Jordan District records shall be managed under the direction of the principal and/or the appointed records officer of each school and department.
- The Business Administrator shall be the records officer for all general district records including Board of Education minutes and all documents related to fiscal matters such as property, budgets, payroll, accounts, contracts, etc.
- The Administrator of Human Resources shall be the records officer for all records related to personnel.
- The Director of Planning and Student Services shall be the records officer for all records related to students.
- The Director of Planning and Student Services shall serve as the District's liaison to the State Archives.
- Records Classification
- All Jordan District records created after July 1, 1992, shall be classified as either public, private, controlled, protected, or exempt.
- The Director of Planning and Student Services shall inform the State Archives no later than July 1 each year of the classification of any new record series created during the previous 12 months.
- Public Records
- Public records shall include:
- Official minutes, actions and decisions of the Board of Education and District Administration unless the record involves information which is classified as private, controlled, or protected.
- Official District and school policies, contracts, minutes, and accounts.
- Names, gender, job titles, job descriptions, business addresses, business telephone numbers, gross salaries, working hours, and dates of employment of all current and former employees.
- Documents showing formal criminal charges against an employee unless, in the judgment of the Superintendent, the charges are groundless or the charges are not sustained.
- Public records shall be open for public inspection during regular office hours.
- Private Records
- Private records shall include:
- Personnel files including applications, nominations, recommendations, evaluations, and proposals for advancements or appointments.
- Documents related to eligibility for unemployment benefits, social services, welfare benefits, personal finances, individual medical condition, and military status.
- Individual student records. (See policy AS61—Student Records.)
- Private records shall be open only to the subject of the record and other authorized individuals or agencies. Access to student records shall be provided in accordance with the Family Educational Rights and Protection Act (FERPA). (See policy AS61—Student Records.)
- Controlled Records
- Controlled records shall include records containing medical, psychiatric, or physiological data on an individual which, if disclosed, could be detrimental to the individual's mental health or safety.
- Controlled records shall be open only to authorized persons or agencies but are not open to the subject of the record.
- Protected Records
- Protected records shall include:
- Any information that, if disclosed, would jeopardize the life or safety of an individual or security of district property or programs.
- Documents that, if disclosed, would place the District at a disadvantage in contract negotiations, property transactions, or bargaining position or could enable circumvention of an audit.
- Records related to potential litigation or personnel hearings.
- Records generated in meetings which are closed in accordance with the Utah Open and Public Meetings law.
- Test questions.
- Protected records shall be open only to authorized individuals and agencies or in response to court order.
- Exempt Records
- Exempt records shall include student records which are protected by the Family Educational Rights and Protection Act (FERPA).
- Access to District Records
- Requests to view District records should be addressed to the appropriate records officer during regular business hours.
- Individuals requesting to view records classified as private, controlled, or protected shall be required to submit their request in writing. Requesters must prove their right to access the record through personal identification, written release from the subject of the record, power of attorney, court order, or other appropriate means.
- The records officer shall determine whether access to the requested record(s) is to be granted or denied.
- If the request is approved, the records shall be provided as soon as possible and not more than 10 working days from the date the request was received.
- If the request is denied, the records officer must specify the reason, and the requester shall be informed of the right to appeal.
- Appeals Process
- Appeals to the District Administration
- An appeal cannot be filed to access records that would require the District to compile, format, manipulate, package, summarize or tailor information.
- An appeal cannot be filed to access records that are not prepared, owned, received or retained by the District.
- The requester shall file a written request for a hearing with the Director of Planning and Student Services at least 10 working days prior to the desired hearing date.
- Upon receiving the request, the Director of Planning and Student Services shall schedule a mutually convenient date, time, and location for the hearing and notify all parties.
- The requester has the right to be represented by legal counsel at the hearing.
(1) If the requester is to be represented by legal counsel, the administration must be notified at least 10 working days in advance of the hearing.
(2) If the requester has legal counsel present at the hearing, the administration may also be represented by legal counsel.
- Within 10 working days of the hearing, the Director of Planning and Student Services shall notify the requester in writing of the action recommended.
- If the requester is not satisfied with the action recommended, an appeal may be filed with the Board of Education.
- Appeals to the Board of Education shall follow the same procedures and time lines outlined in items E.1. above.
- If the Board upholds the action recommended in the hearing with the District Administration, the requester has the right to appeal the Board's decision in Third District Court.
- Copying District Records
- The District shall charge a fee for duplicating District records that is equal to the actual duplication cost plus any employee time involved.
- The District shall refuse to allow duplication of copyrighted materials.
- The District shall charge 50 cents per page for duplicating records. If more than 15 minutes of research is involved, the district shall also charge for all personnel time (actual salary and benefit costs) of the employee fulfilling the GRAMA or other record request.
- Retention of District Records
- The District shall adhere to the general schedule for records retention approved by the State Records Committee.
- Records which are not covered by the general schedule shall be submitted to the State Records Committee for scheduling.
- Public Access to District Records
- If public access is granted to view or inspect District records, files, documents, etc., the District shall charge for all personnel time (actual salary and benefit costs) of the individual fulfilling the request necessary to facilitate such access. Fees will also be charged for requests for information involving extensive searches. The fee will be based on the actual salary and benefit costs of the employee fulfilling the request.
- The District is not required to create a document or file to answer a GRAMA or other request for records. Should the requestor request a document that does not already exist, and if the District agrees to prepare such a document in its sole discretion, all personnel time (actual salary and benefit costs and duplicating costs to prepare that document) will be charged to the requestor.
- If possible, the District should estimate the preparation cost for such documents in advance, and receive the funds from the requestor, prior to preparing the requested material.