Records Classification:

1. A record shall be classified under one of the following categories:
   1. “Public” records as described in Utah Code, §63G-2-301;
   2. “Private” records as described in Utah Code, §63G-2-303;
   3. “Controlled” records as described in Utah Code, §63G-2-304;
   4. “Protected” records as described in Utah Code, §63G-2-305; or
   5. A record to which access is restricted pursuant to court rule, another state statute, federal statute, or federal regulation, including records for which access is governed or restricted as a condition of participation in a state or federal program or for receiving state or federal funds.  Utah Code, §63G-2-201 (3)(b).
2. All student records are designated as “education records” and the disclosure of such education records is not governed under GRAMA but under the Family Education Rights and Privacy Act of 1974 (FERPA) (20 U.S.C. Section 1232 (g); 34 C.F.R. 99, et seq.).  The District may not release information related to educational records without parental consent, except as provided in FERPA.  

Records Officers and Managers:

1. The Superintendent shall designate one or more GRAMA/Records Officer (s).
   1. The GRAMA/Records Officer(s) shall be trained and certified according to Utah state laws and administrative rules.
   2. The GRAMA/Records Officer(s) will review and respond to any request for access to records (e.g., “GRAMA request”).
2. A record manager (s) is assigned to assist the Records Officer(s) in performing the duties and responsibilities set forth in Utah Code §63G-2-201, et seq.
   1.  Record managers will coordinate with the Records Officer in maintaining, classifying, scheduling, preserving, and disposing of District records; and
   2. Reporting to the Utah State Archives each record or record series produced, received, or maintained by the District.
3. Records Managers are designated as follows:
   1. The Superintendent is designated as Records Manager for all files and records of the District.
   2. The Business Administrator/CFO is designated as the Records Manager for all business and financial files and records of the District.
   3. The Director of Human Resources is the Records Manager for all employee and personnel files and records of the District.
   4. The Director of Special Education and Federal Programs is the Records Manager for all special education/federal program files and records of the District.
   5. The Directors of School Performance and the Director of Student Services are designated as Records Managers for student records.
   6. Each Principal or Supervisor is a Records Manager responsible for managing and maintaining records at his/her school and department site. (See, Exhibit—1-District Records Officers and Managers).

GRAMA Definitions:

1. “Access denial”: means a governmental entity’s denial to provide the requested records or issue a denial within the specific time period (See, Utah Code §63G-2-204 (8)) or a denial under Utah Code §63G-2-205, in whole or in part, of a record request.
2. “Appellate affirmation” means a decision of a chief administrative officer, local appeals board, or records committee affirming an access denial.
3. “Interested party”: means a person, other than a requester, who is aggrieved by an access denial or an appellate affirmation, whether or not the person participated in proceedings leading to the access denial or appellate affirmation.
4. ‘Requester” means a person who submits a record request to a governmental entity.