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Author: communications

Published on
  • Effective: 6/28/1977
  • Revision: 3/31/2020
  1. Board Directive
    The Board of Education encourages employees to avoid absenteeism and to schedule vacations, trips, and other personal activities at times which do not interrupt work schedules. However, the Board recognizes that circumstances may make it necessary for employees to request a leave of absence from time to time. Therefore, the Board authorizes the District Administration to implement a Leave of Absence policy.
  2. Administrative Policy
    The Leave of Absence policy shall be administered according to the following administrative policy provisions:

    1. Employees shall be discouraged from requesting a personal leave of absence during the school year.
    2. In the event that an employee has a serious or compelling need for a leave of absence, a request may be made in writing to the appropriate Administrator of Schools.  This request must be made and approved prior to the leave being taken.  Failure to receive approval prior to the leave may result in disciplinary action, up to and including termination of employment as outlined in DP316 NEG – Orderly Termination Procedures – Licensed.  The request must clearly state the reason that a leave of absence is necessary. After due consideration, the request shall either be granted or denied.  Notification will be provided to the employee in writing.
    3. Leaves of absence granted under this policy shall be without pay.
    4. Contract employees shall not be granted more than fifteen (15) days' leave of absence under this policy in any three-year period.
    5. Extended contract employees shall be granted an additional ten (10) days' leave of absence under this policy in any one-year period.
      1. Extended contract employees who, prior to July 15, declare intent to take up to ten (10) days of unpaid personal leave during the contract year shall have the option of having their contract modified to reflect equal monthly payments.
        1. An Assignment Change form and calendar, signed and dated by the principal, indicating the specific days to be taken as unpaid personal leave must be submitted to the Human Resources Department.
        2. Employees may revise their calendar no more than two times each contract year. To change or delete dates submitted on the original calendar, the following procedures must be used:
          (1) A revised calendar, signed by the principal, must be submitted to the Human Resources Department indicating the change.
          (2) If an emergency arises and the employee must work on a calendared no-pay day, a time sheet and copy of the calendar must be submitted to the Payroll Department with the reason indicated.
      2. Extended contract employees who do not give notice of the intent to take personal leave prior to July 15 shall have the appropriate amount deducted from the next regular paycheck following the absence.
    6. Leave of absence for job share and part-time employees shall be prorated according to the percentage of a full-time contract; e.g., a half-time teacher would receive 15 half days.
    7. An employee whose request for an unpaid leave is denied and who chooses to absent himself/herself from his/her assignment despite the denial shall be deemed to have voluntarily terminated his/her employment with the District.
    8. This leave does not negate the other official administrative leave provisions as listed below:
      1. Adoption
      2. Military
      3. Released Time (Jury Duty)
      4. Bereavement
      5. Personal
      6. Released Time (Professional)
      7. Educational
      8. Sabbatical
      9. Sick Leave
    9. Emergency School Dismissal by Order of the Governor
      1. The limit to the number of no-pay days that an employee may use in a year and still retain his/her position shall be suspended during an emergency school dismissal.
      2. Any no-pay days taken during an emergency school dismissal shall not count toward the limit of fifteen (15) days in three (3) years.
      3. No pay-days must be reported to the employee’s supervisor and recorded in Skyward.

Published on
  • Effective: 6/28/77
  • Revision: 6/10/14
  1. Board Directive
    It is the directive of the Board that all education support professionals have one (1) year of provisional employment.  Education support professionals having given satisfactory service during their first year of employment by the District may be continued in employment upon the recommendation of the Superintendent, and in accordance with established administrative policy.  The Board delegates to the Administration the responsibility for implementing a policy for provisional and probationary education support professionals and overseeing the probationary period.
  2. Administrative Policy
    Provisional employment shall be established in accordance with the following administrative policy provisions:

    1. Education support professionals employed by the District shall have a provisional period of one (1) year.
    2. The provisional employee shall have access to information, which includes:
      1. A statement of the procedures and personnel policies of the Administration for education support professionals.
      2. A statement of the criteria for evaluation.
      3. A statement indicating the sources of supervisory help.
    3. Provisional employees shall be evaluated in writing prior to the end of each six-month period of their first year of employment.  This evaluation shall be discussed and signed by both employee and immediate supervisor.
    4. All employees entering or returning to the system shall be placed on first year provisional status.
    5. Continuance of service following a provisional appointment shall be dependent upon the employee's continued successful performance.
    6. Any education support professionals may be recommended by his/her immediate supervisor to be placed on probation at any time, as established by policy DP312—Evaluation of Education Support Professionals (refer to guidelines in the “Supervisors Guide to Evaluation”).  A conference with the employee must be held explaining the reason for probation.  Prior to the conference, the employee must be notified of the right to representation by an agent of his/her choice.  The recommendation and all supportive information shall be forwarded to the Administrator of Human Resources.
    7. After notification from the Administrator of Human Resources of being placed on probation, the employee shall also be informed that his/her unsatisfactory performance must be rectified within thirty (30) days of notification or his/her termination will be recommended.  A copy of the probation report shall be placed in the employee’s file at the District Office.  After the thirty (30) days of probation, the employee shall be reevaluated or released from probation if termination is not recommended. If termination is recommended after thirty (30) days, the employee shall be given an additional fifteen (15) days' notice prior to his/her being terminated.
    8. When an employee is taken off probation as a result of improved performance, a written notice will also be submitted to the employee by the Administrator of Human Resources and a copy shall be placed in the employee's personnel file at the District Office.
    9. Provisional employees shall not be eligible for transfer to another job assignment or promotion until he/she has worked one year of continuous employment at the current assignment.  However, this requirement may be waived based on either of the following:
      1. In the event there are no non-provisional employees who apply and qualify for the position.
      2. Both the current administrator of the provisional employee and the hiring administrator submit his/her approval through email to Human Resources.

Published on
  • Effective: 6/28/1977
  • Revision: 2/25/2014
  1. Board Directive
    The Board recognizes that maintaining a high level of immunization among the students contributes to the health and well-being of the total community.  Therefore, the Board authorizes the Administration to establish immunization screening procedures and to exclude from school those students who are not either immunized or exempted as required by Utah Code Ann. §53G-9-302  et seq. and any applicable Utah Department of Health rules.
  2. Administrative Policy
    The Administration shall be responsible for establishing policy by which the level of immunization of all students can be determined and appropriate action can be taken in cases where immunization levels do not comply with the law.

    1. Local schools shall be responsible to monitor the immunization records and compliance of all students.  District nurses shall serve as advisers to the school in this process.
    2. A student may not enter school without a certificate of immunization from a licensed physician or authorized representative of the state or local health department stating that the student has received immunization against communicable diseases as required by rules adopted by the Utah Department of Health unless the student qualifies for a conditional enrollment or an exemption from immunization as follows:
      1. Conditional Enrollment
        A student who at the time of school enrollment has not been completely immunized against each disease specified by the Utah Department of Health may attend school under a conditional enrollment if the student has received one dose of each specified vaccine prior to enrollment and is on schedule for subsequent immunizations.  A military child, as defined in Utah Code §53E-3-903, shall be given 30 days from the day of enrollment to receive one dose of each specified vaccine and to be on schedule for subsequent immunizations.  If subsequent immunizations are one calendar month past due, the student may no longer be conditionally enrolled and shall be excluded from school (Utah Department of Health Rule 396-100-7).  The student's parent, guardian, a legal-age brother or sister of a student who is without parent or guardian, or the student if of legal age shall ensure that immunizations are completed on schedule and provide satisfactory evidence to the school that the student's immunization has been obtained.

        1. Conditional Enrollment Review
          The immunization status of those students enrolled conditionally shall be reviewed by the school every 30 days to ensure conformed compliance (Utah Department of Health Rule 396-100-7).
        2. Exclusion of Conditionally Enrolled Students
          Students enrolled conditionally shall be excluded from school if the school is not provided with appropriate documentation of adequate immunization being completed on schedule.  Exclusion from school shall begin five days after the conditional enrollment time period expires.  Within these five days, the school shall mail to the last known address of a parent, guardian, or legal-age brother or sister of a student who is without parent or guardian a final written notice of pending suspension and of the student's right to file for an exemption.
        3. Referral to Juvenile Court
          Parents or guardians of children who are prohibited from attending school for failure to comply with the provisions of conditional enrollment shall be referred to the juvenile court.
      2. Exemption from Immunization
        A student is exempt from receiving the required immunization if there is presented to the school one or more of the following:

        1. A Utah State Medical Exemption form from a licensed health care provider stating that due to the physical condition of the student one or more specified immunizations would endanger the student's life or health.
        2. An official Utah State Personal Exemption form obtained at the local health department where the student resides indicating that the person has a personal belief opposed to immunizations.
        3. An official Utah State Religious Exemption form obtained at the local health department where the student resides indicating that the person is a bona fide member of a specified, recognized religious organization whose teachings are contrary to immunizations. (Utah Code Ann. §53G-9-303).
      3. The administration will comply with the McKinney-Vento Act (see Policy AS63(II)(F) – Student Eligibility to Attend School.)
    3. With respect to any student for whom a school does not have a Utah School Immunization Record, the school shall notify by mail, telephone or in person the parent, guardian, a legal-age brother or sister of a student who is without parent or guardian, or the student if of legal age, at least 30 days before school begins that:
      1. The school has no Utah School Immunization Record for the student.
      2. The school may not admit the student without proof of immunization or evidence that the student qualifies for conditional enrollment or is exempted on medical, personal or religious grounds.
      3. The student may be immunized and receive certification by a private physician or public health authorities.
      4. Immunizations are available from the local health department.
    4. Students moving into Utah during the summer shall be notified of these requirements at the time of first registration.
    5. Each school shall maintain on file an official Utah School Immunization Record for each student or a Utah Department of Health Personal Exemption Form if the student claims a personal exemption.  A copy of the certificate shall be made available to the parent or guardian, or the student is of legal age, when the student withdraws, transfers, is promoted, or otherwise leaves the school, or the school shall transfer the certificate with the student's school record to the new school.
    6. The principal shall identify all who have not completed their immunization program as outlined by the State Board of Health and notify the coordinator of Educational Support Services of any students who are excluded from school because of failure to meet immunization requirements.
    7. During the first week of August, elementary schools shall notify middle schools and middle schools shall notify high schools of any incoming students who have not met the immunization requirements.
    8. Exclusions of students who are under exemption or conditionally enrolled status will follow Utah Code Ann. §53G-9-303 and Utah Department of Health Rule 396-100-8.

Published on
  • Effective: 6/28/1977
  • Revision: 2/25/2014
  1. Board Directive
    School officials are charged with protecting the health and safety of all students and promoting the effective operation of the schools.  Fulfillment of these duties may conflict with a student's right to and need of privacy.  The interest of individual students in securing personal privacy must be balanced against the interest of society in protecting students against disruptive or illegal conduct by other students.  The Board delegates to the Administration the responsibility for determining policy in order to permit school officials to carry out their duties while preserving a student's reasonable expectations of privacy.
  2. Administrative Policy
    1. A search shall be conducted or directed by a school official who has the responsibility for maintaining school discipline, or by a designee of the official.
    2. A school official may conduct a search of a student or a student's effects when:
      1. The official has reasonable grounds to believe that the search will turn up evidence of a violation of the law or of school rules; and
      2. The measures taken to conduct the search are reasonably related to the objectives of the search and are not excessively intrusive in light of the circumstances, including the student's age and sex, and the nature of the infraction.  The measures taken to conduct the search include those taken to compel a student's compliance with the school official's requests.
    3. The school district regulates the use of school property, and may also regulate vehicles brought onto school property.  School officials may undertake surveillance of school property and of vehicles located on the property.  An official, who has reasonable grounds to believe that a search of a vehicle will turn up evidence of alcoholic beverages, controlled substances, weapons, stolen property, or other violation of either law or the rules of the school, may ask the driver of the vehicle to open the vehicle and may inspect the vehicle in the driver's presence.  If a driver fails to comply with the requests of the officials, or if an inspection turns up any of the above-mentioned evidence, the official may take measures reasonably calculated to maintain the safety and proper control and management of the school, including disabling the vehicle until police or parents can be summoned.
    4. While lockers, desks, and other storage areas are provided to students by the school, the school retains control and access to all lockers, desks, and other storage areas.  These areas are assigned to students for their use on the condition that they will be used in a manner consistent with the law and school rules.  School officials may conduct inspection of these areas at any time, with or without the student present, in order to fulfill their responsibility of maintaining proper control and management of the school.  A school official may inspect the contents of these areas under the standards for conducting a search as specified in this policy.
    5. School disciplinary procedures may be brought against a student who fails to comply with the reasonable requests of a school official.
    6. The police may be contacted or called in at the discretion of the school official.
    7. The fruits of a search conducted under this policy may be:
      1. Turned over to the police for inspection
      2. Used in a judicial proceeding
      3. Retained by a school official for use in a school disciplinary proceeding
    8. In addition to searches permitted under one or more of the preceding sections, a school official may conduct a search of a student, a student's effects, a vehicle driven by the student, or other property controlled by a student if the student voluntarily gives consent to the search.
    9. School officials may require, as a condition of granting students the right to use parking facilities at the school, that students and parents give consent to reasonable searches of student vehicles parked on campus.

Published on
  • Effective: 5/24/1977
  • Revision: 6/8/2021
  • Reviewed: 4/26/13
  1. Board Directive
    The Board authorizes the release of the licensed employee agent group president as specified below and directs the Administration to allow such absences according to the following provisions:
  2. Administrative Policy
    The following administrative policy provisions shall be followed in administering this policy:

    1. The employee agent group president, when serving on a full-time or half-time basis, will be released from his/her teaching position for the equivalent amount of time.  The employee agent group will reimburse the District the comparable salary and benefits for such released time.
    2. The released-time president will declare by February 15 of the final year of his/her term whether it is his/her intention to return to a full-time teaching assignment.
    3. For a full-time president, the right of return to the same position, school and grade/subject, will exist for a maximum of two (2) years.
      1. If a request is made for additional two-year periods, the president will be guaranteed a return to the District in a position for which he/she is qualified. The assignment will be in the major and/or minor field of certification.
      2. The return after four (4) or more years may not necessarily be in the same building from which the president left.
      3. The right of return will not include reinstatement of extra-curricular or appointed positions previously held.
    4. For a half-time president, the right of return to the same position, school and grade/subject in a full-time position exists as long as the half-time president has remained at the same school and grade/subject he/she held prior to becoming the employee agent group president.
      1. If a half-time president has not remained at the same school and grade/subject he/she held prior to becoming president, the president will be guaranteed a return to the District in a full-time position for which he/she is qualified.
      2. The right to return will not include reinstatement of extracurricular or appointed positions previously held.
      3. An elementary partnership in which a half-time president is working is not considered a job share and cannot be dissolved; however, a new partner can be selected.
    5. The released time employee agent group president cannot be a Reduction in Staff.
    6. The individual(s) replacing the full-time or half-time released president will be advised that they do not have the expectation of continued employment.
      1. The position may be posted and candidates interviewed using standard District procedures.
      2. For an elementary partnership in which a half-time president is working, the president will assist with the selection of the partner.
    7. Time served as released-time employee agent group president will be counted for purposes of experience credit on the District salary schedule.  The released-time president will accrue all annual leave and other benefits allowed by District policy.
    8. If the employee agent group president is not serving on a full-time or half-time basis, the following provisions will apply:
      1. The employee agent group shall be allowed up to twenty-five (25) days per year for its president to perform employee agent group business.
      2. The employee agent shall pay appropriate salary and benefit costs for days used up to twenty-five (25) days.
      3. For continuity of the teaching programs, the same substitute shall be used whenever possible.
      4. The released-time president shall follow notification procedures used for leave and request a substitute if needed.
    9. The released time employee agent group president is subject to all other District policies.

Published on
  • Effective: 2/22/1977
  • Revision: 8/25/2015
  • Reviewed: 5/28/2013
  1. Board Directive
    Jordan School District is an equal opportunity employer.  The District  recruits, employs, retains, and promotes employment without regard to race, color, sex, pregnancy, childbirth or pregnancy-related conditions, religion, national origin, age (if the individual is 40 years of age or older), disability, sexual orientation or gender identity.  Utah Code 34A-5-160.  The Board of Education commits itself to ensuring minority groups equal opportunity for employment, for on-the-job training and for advancement in responsibilities and remuneration.  Responsibility is delegated to the Administration to develop and implement policy regarding affirmative action.
  2. Administrative Policy
    The District shall make the employment practices policy known within and without the District, conduct periodic self-evaluations, and in the course of recruitment, ensure that minority group members are given full opportunity to compete for available positions. The District shall abide by the following administrative policy provisions:

    1. Consider men and women applicants on an equal basis.
    2. Ensure that personnel programs affecting compensation, benefits, and other aspects of employment are administered without discrimination.
    3. Publicize in a variety of ways (by brochures, recruitment, announcements, internet, etc.) the District's commitment to provide equal opportunity employment.
    4. Review the status of equal employment opportunity with individuals responsible for the selection, promotion, and reclassification of staff to ensure compliance and to remind them of the District's commitment to equal employment.
    5. Ensure minority representatives complete access to all available employment opportunities.

Published on
  • Effective: 9/1/1976
  • Revision: 9/8/2009
  • Reviewed: 4/26/13
  1. Board Directive
    It is the feeling of the Board that all teachers should be provided a duty-free lunch period and directs the District Administration to administer the following policy.
  2. Administrative Policy
    The Administration shall operate the following duty-free lunch policy:

    1. A thirty (30)-minute duty-free lunch period should be provided for each elementary teacher, and any schedule developed for adequate inside supervision should be designed with this point in mind.
    2. Teachers shall be scheduled for student supervision as little as possible when meeting local needs. However, schedules to provide adequate supervision of students when inclement weather necessitates keeping them inside during lunch, shall be designed and implemented by each school administration and staff.
    3. Rotational duties shall be equitable among all licensed personnel.
    4. Teachers shall not be assigned outside duty during the noon hour. Such duties will continue to be handled by the aides.

Published on
  • Effective: 6/22/1976
  • Revision: 7/1/2023
  • Reviewed: 6/25/2013
  1. Board Directive
    Jordan School District will comply with federal law in relation to hours of work for all education support professionals.  The Board of Education directs the District Administration to establish policy respecting hours of work.
  2. Administrative Policy
    1. The established work week for all education support professionals begins Monday at 12:01 a.m. and ends Sunday night at midnight.
    2. The maximum workweek by full-time education support professionals at their regular rate of pay shall be forty (40) hours.
    3. Education support professionals who fall under the guidelines of the Fair Labor Standards Act (personnel included on the classified master salary schedule) must be paid at one and one-half times the regular rate of pay for all hours worked over 40 in a work week or receive compensatory time off during the two successive pay periods (first to last day of the month in which work is done) at the rate of one and one-half times the actual overtime worked during any workweek.  Only compensatory time will be considered hours worked for the purpose of calculating the 40-hour work week.  All compensatory time earned must be pre-approved by the appropriate director, principal or supervisor.  The tracking of such earning and using of compensatory time will be done through Skyward Employee Access.
    4. All education support professionals shall receive a minimum of two (2) hours call-back time at their regular rate of pay for any time they are required to return to work after their regularly scheduled work time.
      1. An employee is eligible for call-back time when he/she is called to return to work after his/her regularly scheduled contract.  The call to return to work is generally made outside the employee’s regularly scheduled contract (before or after) and is made with short notice to the employee. An extension of the work day is not considered call-back time.  This would include a request to extend an employee’s work day after the employee’s normal work time or a request for the employee to report to work prior to the employee’s normal work time.
      2. Employees who are called on an emergency basis to return to work shall be paid for actual travel time to and from work, up to a maximum of 15 minutes each way.  Travel time will be included in the two hour minimum call-back time.  If there are extenuating circumstances that require travel time longer than the 15 minute allocation, the principal or director must be notified and must approve the additional time.
      3. If an employee is eligible for call-back time and the amount of work required, including travel time, is less than two hours, the District, in its discretion, may require the employee to work the full two hours.  Mutual agreement of time worked must be made between the employee and supervisor at the time of the request.  The employee may waive the two hour call-back time and be paid for time worked and travel time only.
    5. All benefit eligible (contract) education support professionals shall track all leave time (hours not worked) using Skyward Employee Access.
    6. All hourly (non-contract/non-benefit eligible) education support professionals shall submit all time worked using Skyward True Time.  If circumstances prevent use of Skyward True Time. and if approved by the Director of Payroll, a paper timesheet may be submitted.
    7. Any overtime work or call-back time shall be granted only upon the approval of the appropriate education support professionals director or supervisor.
    8. A duty-free lunch period shall be provided for all education support professionals scheduled to work more than five (5) hours per day.  An employee shall not be compensated for his/her lunch period and may not be accumulated for use at a later date.
      1. Education support professionals may leave their assigned work site for their lunch period provided they receive prior approval from their immediate supervisor.
      2. Schedules to provide adequate coverage to meet specific program and site needs shall be designed and implemented at each site by the immediate supervisor or staff.
      3. Employees shall not be required to work longer than five (5) hours without rest and food.  At least 30 minutes must be provided for meals.
      4. Lunch periods may range from thirty (30) minutes to one (1) hour depending on the number of hours in the employee's work day.
    9. Education support professionals shall be provided with a ten (10) minute duty-free break period for each four (4) hour period worked.
      1. Employees' minimum ten (10) minute rest periods are counted as time at work.
      2. Employees' ten (10) minute rest periods may not be accumulated for use at a later date.
    10. Employees who are required to work on the six (6) holidays listed below shall receive pay at the rate of time and one-half, and compensatory time will not be allowed.
      1. Independence Day (July 4)
      2. Pioneer Day (July 24)
      3. Thanksgiving Day
      4. Christmas Day
      5. New Year's Day
      6. Easter
    11. Traditional, comprehensive high school custodians who work full-time, 40 hours a week, 242- or 245-day contracts who are required to work on the following holidays or observed holidays listed below shall receive pay at the rate of time and one-half, and compensatory time will not be allowed.
      1. Martin Luther King Day / Human Rights Day
      2. Washington and Lincoln Day
      3. Spring Break
      4. Memorial Day
      5. Juneteenth (as observed Utah)
      6. Independence Day (July 4)
      7. Pioneer Day (July 24)
      8. Labor Day
      9. Fall Break
      10. Winter Break
    12. Flexible work hours may be established for education support professionals if flexible work hours do not impede a department's ability to provide necessary services or they adversely affect department morale.  Requests for flexible work hours will be submitted to the department supervisor who will submit the request to the appropriate Administrator for Cabinet approval.  Requests for flexible work hours must be applied for and approved at the Cabinet level annually.
    13. Education support professionals may not perform work for or receive compensation from another employer during contract time with Jordan School District.
    14. The following disciplinary action shall be taken against employees who do not follow the above procedures:
      1. The immediate supervisor will confer with the employee.
      2. Reprimand shall be entered on the employee's personnel file.
      3. A five (5) day suspension without pay may be imposed in the next pay period.
      4. A second disregard of policy and/or procedure may result in immediate termination.

Published on
  • Effective: 6/22/1976
  • Revision: 10/17/2006
  1. Board Policy
    It is the policy of the Board to operate each facility owned or utilized by the school district in a manner which will reasonably assure the safety of individuals participating in school district functions and activities and in a manner to avoid disruption of all school district activities and functions.  The Board maintains the right to close any school activity or facility or school bus to persons and organizations not specifically authorized by the Board or by local school administrators under authority delegated by the Board.
  2. Administration Policy
    The local school administrator shall be responsible to handle any situation that may arise because of a trespasser or any acts therefrom.  The following procedures and guidelines will be used in administering this policy.
    Guidelines

    1. Legal basis for this policy includes:
      Salt Lake County Ordinance: (§10.32.010 Offenses In and About Schools, Colleges, and Universities), and Utah Code Annotated: (§76-9-102 Breaches of the Peace and Related Events; §53G-8-603 Criminal Trespass Upon School Property; §76-9-106 Disrupting the Operation of a School; and §76-9-107 Unauthorized Entry of a School Bus); and the Individuals with Disabilities Education Act (IDEA) as amended in 2004 (20 USC §1415(b)(1); 34 CFR §300.501(a)).
    2. The administrator is to have an understandable knowledge of the legal basis of this policy so that he/she may properly interpret and enforce them.
    3. The administrator shall inform his/her staff and students of the legal basis of this policy.
    4. The administrator shall post in a conspicuous place in his/her building, rules and regulations pertaining to all visitors.  This may be an abridgment of the Salt Lake County Ordinance and/or the State of Utah Criminal Code.
    5. The administrator shall have the right to utilize every effort in the protection of personnel and property.  He/she may, as he/she deems necessary, secure assistance from an appropriate law enforcement agency.
    6. In accordance with federal statutes and local ordinances, school administrators are vested with authority to limit or control access to any school facility or activity.  This includes the authority of the local school administrator to take reasonable steps to prohibit the transport of contraband onto the school facility or to a school activity and to restrict or prohibit access by persons who are not specifically authorized or required by law to be present in school facilities, at school activities, and on school buses.
    7. The local school administrator retains the discretionary authority to restrict access of school visitors to only those portions of the school reasonably associated with the purpose of the visit.  Permitted access to a portion of the school does not grant access to all areas in the school.
    8. Parents, guardians, relatives and acquaintances are invited and encouraged to enter schools to participate in specific activities, meetings and appointments with teachers and administrators.  Parents and guardians do not have the right to attend school with their children or access school premises, including school buses, without specific authorization by school administration.  Such authorization may be withdrawn without prior notice and a parent or guardian’s continued presence after authorization has been withdrawn will be considered school trespass.
    9. In accordance with the Individuals with Disabilities Education Act (IDEA) as amended in 2004, parents of students with disabilities are entitled to the same access as general education parents (see H above) as well as the opportunity to participate in meetings with respect to the identification, evaluation, and educational placement of the child and the provision of a free and appropriate public education (20 USC §1415(b)(1); 34 CFR §300.501(a)).  Beyond this parental participation, parents of students with disabilities have no entitlement to access school premises.

Published on
  • Effective: 1/27/1976
  • Revision: 9/28/2021
  1. Board Directive
    Complete and accurate records are essential to student education.  Therefore, the Board delegates to the administration responsibility for establishing policy that assures accuracy, completeness, appropriate access, and efficiency in the preparation and management of student records.  This policy is to be administered in accordance with the Family Educational Rights and Privacy Act (FERPA) and in compliance with the Government Records Access and Management Act (GRAMA).
  2. Administrative Policy
    The Student Records policy shall be administered according to the following administrative policy provisions:

    1. Confidentiality of Student Information and Student Records
      1. Employees, student aides, and volunteers in public schools who have access to student records shall receive appropriate training annually from the Planning and Student Services administrator regarding the confidentiality of student records including an overview of all federal, state, and local laws that pertain to the privacy of students, their parents, and their families.  They shall become familiar with the laws regarding the confidentiality of student information and student records.
      2. All student records that are electronically maintained shall require password protection.
      3. An employee, student aide, or volunteer shall not share, disclose, or disseminate passwords for electronic maintenance or access to student records.
      4. All public education employees, student aides and volunteers have a responsibility to protect confidential student information and access records only as necessary for their assignments.
      5. Public education employees shall maintain confidentiality concerning a student unless revealing confidential information to authorized persons serves the best interest of the student and serves a lawful purpose (see II.C. of this policy).
      6. Failure to adhere to confidentiality laws and policies may result in licensing discipline as defined in R277-515-1G.
    2. Management of Student Records
      1. The Planning and Student Services administrator shall serve as the District Student Records Officer and shall be responsible to see that student records are classified and maintained according to the Jordan District Student Record Classification and Retention schedule found online in the Planning and Student Services manual.
      2. The principal shall serve as the Student Records Officer for the school.
        1. The principal shall be responsible to see that counselors, teachers, secretaries, and assistants are appropriately trained in record keeping and follow the Jordan District Student Record Classification and Retention schedule.
        2. The principal shall receive requests to access student records and determine whether access is to be granted or denied.
        3. The principal shall be responsible to see that records are appropriately maintained in safe, secure files which will protect the documents and assure privacy.
        4. The principal shall be responsible to see that records are retained, transferred, archived, and destroyed in a timely, efficient, appropriate manner.
      3. Teachers and other school personnel as designated by the principal shall be responsible to see that attendance rolls, student progress reports, grades, health cards, and other necessary student records are prepared and maintained in accordance with this policy, and with all federal, state and local laws.
    3. Health or Safety Emergency (FERPA §99.36)
      1. If a student poses an articulable and significant threat to the health or safety of the student or other individuals, an educational agency or institution may disclose, without consent, personally identifiable information from a student’s education record to any official whose knowledge of the information is necessary to protect the health or safety of the student or other individuals.
      2. Educational agencies and institutions shall record the articulable and significant threat that formed the basis for a disclosure under the health or safety emergency, and the parties to whom the information was disclosed.
    4. Access Rights
      1. All documents in the Student Cumulative/Permanent Record File, which include directory information, ethnic origin, schools and years attended, subjects completed, grades and credits earned, competency evaluations, certain health records, and other documents related to the educational program, shall be classified as private with the exception of certain directory information (refer to Item J).
      2. Student records shall be open to:
        1. Authorized school personnel having responsibility for the student's educational program and to individuals conducting district, state, or federal audits of educational programs.
        2. Parents or guardians.
          1. In the event that parents are divorced or separated, both parents shall be entitled to access their child's student records unless prohibited by court order.
            a) The custodial parent may not prohibit the non-custodial parent’s access to their child’s written record unless prohibited by court order.
            b) A non-custodial parent must make a written request to obtain his/her student’s written educational record.  A new request must be submitted each time records are requested.  Standing requests will not be honored.
            c) A custodial step-parent has the right to written education records only. The noncustodial step-parent has no rights, unless approved in writing by the custodial parent. (34 CFR §99.3 Family Policy Compliance office August 20, 2004).
          2. Information on access rights shall be distributed to parents as part of the school registration packet.
        3. Eligible students who are 18 years of age or older or who are married or enrolled in post-secondary education programs.
      3. Access to student records shall not be given to individuals other than those listed under item 2. a., b., and c. above without written permission of the parent(s)/legal guardian(s) or eligible student or in response to a court order.
      4. Current or future employers, police officers, and public or private agencies have no access rights to student records.
      5. Information from student records classified as private shall not be released by telephone even though the caller may be authorized to access the record.
    5. Access Requests
      1. Requests to access student records should be addressed to the school principal.
        1. The requester may be required to submit the request in writing.
        2. The requester must prove access rights by personal identification, written consent from the parent(s)/legal guardian(s), or a court order.
        3. The principal shall either grant or deny the request as soon as possible.  In no event shall the requester be required to wait more than 15 days for a response.
        4. The principal shall maintain a record of individuals or agencies that are granted access to student records.
    6. Right of Appeal
      1. Parent(s)/legal guardian(s) and eligible students who feel that their privacy rights have been violated because access to student records was granted inappropriately should make a written complaint to the Family Educational Rights and Act Office, Department of Health, Education, and Welfare, 330 Independence Avenue, S.W., Washington, D.C., 20201.
      2. Individuals who feel they have been inappropriately denied access to student records or who have complaints about record content or management have the right to appeal the principal's decision to the District Administration through the Planning and Student Services administrator.
    7. Appeals Process
      1. Appeals to the District Administration
        1. The parent(s)/legal guardian(s) or eligible student shall file a written request for a hearing with the  Planning and Student Services administrator at least 10 days prior to the desired hearing date.
        2. Upon receiving the request, the Planning and Student Services administrator shall schedule a mutually convenient date, time, and location for the hearing and notify all parties.
        3. The parent(s)/legal guardian(s) or eligible student has the right to be represented by legal counsel at the hearing.
          (1) If the parent(s)/legal guardian(s) or eligible student is to be represented by legal counsel, the District Administration must be notified at least 10 days in advance of the hearing.
          (2) If the parent(s)/legal guardian(s) or eligible student has legal counsel present at the hearing, the District Administration may also be represented by legal counsel.
        4. Within 30 days of the hearing, Planning and Student Services administrator shall notify the parent(s)/legal guardian(s) or eligible student in writing of the action recommended.
        5. If the parent(s)/legal guardian(s) or eligible student is not satisfied with the action recommended, an appeal may be filed with the Board of Education.
      2. Appeals to the Board of Education shall follow the same procedures and timelines outlined in G.1. of this policy.
      3. If the Board upholds the action recommended in the hearing with the District Administration, the parent(s)/legal guardian(s) or eligible student has the right to appeal the Board's decision in Third District Court.
    8. Transferring Student Records
      1. Within 14 days after enrolling a transfer student, and simultaneous with enrolling a child of active military personnel, a school shall request, directly from the student’s previous school, a certified copy of his/her record.
      2. Any school requested to forward a copy of a transferring student’s record to the new school shall comply within 30 school days of the request, and within 10 days of a request for a child of active military personnel records, unless the record has been flagged as a “Missing Child,” in which case the copy may not be forwarded and the requested school shall notify the police department (refer to item H.3.)  Note:  A parent release is not required when transferring student records from one school to another.
        1. The permanent cumulative record folder, which includes all of the records created as part of the student's instructional program, shall be purged of all outdated or irrelevant materials and of documents containing confidential medical information, social history, teachers' notes, reports from outside agencies, or other sensitive information included as an insert in the file but not part of the cumulative/permanent record.  Items included in the cumulative folder are:
          1. Achievement test scores
          2. Birth certificate
          3. Copies of report cards
          4. Health records
          5. Pertinent information concerning the student
        2. The cumulative/permanent records, including directory information, schools and years attended, grades and credits earned, health records (Utah School Immunization Record), and test scores, and transcripts shall be forwarded to the receiving school as follows:
          1. The original records of students in grades kindergarten through eight shall be transferred.  Copies of the original records may be provided to the parent(s)/legal guardian(s), if a request is received prior to the time the original records are transferred.
          2. A certified copy of the cumulative/permanent record along with the original health record (Utah School Immunization Record) of students in grades 9 through 12 shall be transferred to requesting schools outside of Jordan School District.
          3. The cumulative/permanent records and a copy of the health record (Utah School Immunization Record) of students in grades 9 through 12 shall be archived at the high school until three years after the student would have graduated.  Original records for ninth grade students whose records were requested and certified copies mailed, shall be delivered to the feeder system high school to be archived.
          4. Teacher files on students in resource or other special programs shall be kept until five (5) years after the student graduates or five (5) years after the student turns 22.
          5. The date the record transfer request was received and the date and school where the record was sent shall be entered on each archived file.
        3. It is permissible to transmit individual detailed student records between public schools and the Utah State Office of Education through the Utah eTranscript and Record Exchange (UTREx) (R277-404).
      3. The principal shall not transfer the record of any student whose file is flagged as a "Missing Child" pursuant to Utah Code Annotated.  The principal shall immediately notify the police department of the transfer request.  The flag restricting transfer shall be removed from the student's file and the transfer facilitated only upon official police notification that the child has been located.
    9. Requests to Correct or Expunge Student Records
      1. Parent(s)/legal guardian(s) and eligible students may request a conference with the principal and ask for correction or expungement if they feel information entered on their student record is inaccurate or inappropriate.
      2. If the requested record change or expungement is denied, the parent, guardian, or eligible student has a right to enter a statement of disagreement into the record.
    10. Publication of Directory Information
      1. The principal may authorize the release of certain student directory information for the purpose of publishing school directories, yearbooks, team rosters, honor roll lists, graduation lists, and other school purposes which would not normally be considered an invasion of student privacy.
      2. The Planning and Student Services administrator may authorize the release of certain student directory information for use by United States Military Forces and other authorized agencies.
      3. Parents who object to publication of their child's directory information may block publication by submitting a written notification to the principal.
      4. Parents have 14 days from the first day of school to provide written notification to the principal to block publication of directory information. (PPRA 20 USC section 1232h)
      5. Requests for student records intended to be used for marketing or recruitment other than specified in section J.2. will be denied.
    11. Use of Student Records for Research Purposes
      1. Individual student information may not be released for research purposes without written consent from parents.
      2. Information which does not reveal the individual identity of a student or infringe upon privacy rights; i.e., group test results, enrollment statistics, etc., may be released by the Planning and Student Services administrator for use in approved research projects.
      3. Information involving students which is not generated by the schools such as United States census data may be released to outside individuals or agencies in accordance with state and federal law.
    12. Retention of Student Records
      1. Attendance class roll books and grade sheets shall be retained three years at the local school.
      2. Cumulative/permanent records of students in grades kindergarten to eight, including records created as part of the instructional program and student history shall be maintained at the local school as long as the student is enrolled.  When a student transfers, item H. of this policy should be followed.   Records that are not requested should be kept at the school until at least three years after the student would have graduated, then destroyed.
      3. The original records and a copy of the health record (Utah School Immunization Record) of students in grades 9 through 12 shall be archived at the high school until at least three years after the student would have graduated, then destroyed.
      4. Transcripts, including but not limited to grades, directory information, recorded suspensions and expulsions shall be archived permanently at the local high school.
      5. Teacher files on students in resource or other special programs shall be kept until five (5) years after the student graduates or five (5) years after the student turns 22.
      6. The date the record transfer request was received and the date and school where the record was sent shall be entered on each archived file.
    13. “Transcript” means an official document or record(s) generated by one or several schools and shall be permanently retained at the high school.  The transcript shall include, at a minimum:
      1. Courses in which the secondary student was enrolled
      2. Grades and units of credit earned
      3. State basic standard competency skills test scores and dates of testing
      4. Citizenship and attendance records
      5. Notation of any recorded suspensions and/or expulsions, which shall be defined as 10 or more days for which a due process hearing was conducted. (Utah Code 53G-8-208 (4) (a))
      6. By State Rule 277-404, it is permissible to transmit transcripts through Utah eTranscript and Record Exchange (UTREx) to any post-secondary institution that participates in the e-transcript service.
    14. Diplomas or certificates, credit or unofficial transcripts may not be withheld from students for nonpayment of school fees. (State Board Rule R277-705.)
      1. Cap and gown may be withheld and a student not be allowed to participate in graduation ceremonies for nonpayment of school fees.
      2. The diploma may be withheld until after the graduation ceremony for nonpayment of school fees; however, once the graduation ceremonies are completed, the diploma cannot be withheld and must be awarded to the student.