Juvenile Justice Services Records

 

 

Action Plan Records (DHS 3-1)

These are plans prepared by the Juvenile Justice and Delinquency Prevention office to combat juvenile delinquency and crime.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

Approved: 07/1999

 

***Administrative Minutes (DHS 3-3) UPDATED

Please see the State General Schedule for Executive Internal Committee Records (SG 1-79).

 

***Advisory Committee Minutes (DHS 3-4) UPDATED

Please see the State General Schedule for Executive Internal Committee Records (SG 1-79).

 

Attorney General Opinions (DHS 3-5)

Please see the State General Schedule for Legal Counsel Records (SG 1-74).

 

Board-by-law Records (DHS 3-6)

These are by-laws that established the Utah Board of Juvenile Justice and Delinquency Prevention as required by the federal Juvenile Justice and Delinquency Prevention Act of 1974. The board was responsible for the development of a plan to implement the objectives of the act, to promote an effective and coordinated juvenile justice system, and to disburse federal funds within the state. This board was replaced by the Commission on Criminal and Juvenile Justice in 1983. This record includes both draft copies of the by-laws and the final by-laws.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

Approved: 09/1995

 

***Board of Juvenile Justice and Delinquency Prevention Minutes (DHS 3-7) UPDATED

Please see the State General Schedule for Open Meeting Minutes & Public Materials (SG 1-59).

 

***Board of Youth Corrections Minutes (DHS 3-8) UPDATED

Please see the State General Schedule for Open Meeting Minutes & Public Materials (SG 1-59).

 

***Contract Files (DHS 3-9) UPDATED

Please see the State General Schedule for Contract Records (SG 1-84).

 

Detention Information Files (DHS 3-10)

This is the result of the activities required under 28 CFR 31.303(f) and section 223(a)(15) of the Juvenile Justice and Delinquency Prevention Act that the state monitor jails, detention facilities, correction facilities, and non-secure facilities. The purpose of the monitoring is to ensure that juveniles are not being held in adult jails and lockups. This record includes the total number of status and non-status offenders held in jail, the number held less than 24 hours, the number of federal wards held, and the total number of juveniles held 24 hours or more.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

Approved: 09/1995

 

Facility Reports (DHS 3-11)

These reports are created for the purpose of listing the names of youths housed in each correctional facility and group home. The report states the case manager, region, and next court date. Other information includes facility, case number, sex, age, and status.

Retention

Permanent.

Approved: 07/1999

 

Grant Files (DHS 3-12)

These files document grants from various public and private funding agencies. These monies are to be used to improve juvenile justice and delinquency prevention programs, improvement of prosecution and rehabilitation of serious juvenile offenders, de-institutionalize status offenders and non-offenders, eliminate contact between juveniles and incarcerated adults, remove juveniles from adult jails, and administer programs designed to accomplish the above goals. Information includes application, notice of intent, grant change proposals, monitoring reports, audit reports, and grant adjustment notices.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

Approved: 07/1999

 

Home Detention Case Files (DHS 3-13)

These files document the supervision of delinquent youths in the community. The Division of Youth Corrections keeps daily logs, tracks school records, and implements court orders to accomplish these tasks. Information includes court records, name, age, family information, assessments, daily contact reports, and correspondence.

Retention

Retain for 21 years and then destroy.

Approved: 07/1999

 

Jail Monitoring Questionnaire Files (DHS 3-14)

This is the raw data received from county sheriffs in the state indicating the number and types of juveniles held in jails. This information is used to prepare the Detention Data Report. This record includes the name of county; the name of the youth offender; the youth's sex, age, and race; the alleged violation; the date the youth was admitted to jail and the date released; to whom the youth was released; and the total length of time the youth was held.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

Approved: 07/1999

 

Juvenile Detention Records (DHS 3-15)

These files document detention records for youths over the age of 10 and under 21 years of age who have been placed in juvenile detention facilities for care and services. Juvenile detention records are kept for at least three years after the detainee's 18th birthday unless expungement of the record is ordered by the Juvenile Court. Records of juveniles 21 years of age or older are destroyed. Information includes name, birthdate, birthplace, court actions, criminal histories, fingerprints, education, psychological and psychiatric information, and victim information.

Retention

Retain for 15 years and then destroy.

Appraisal

This disposition is based on Utah Administrative Code 542-2-6(1)(e) (1993), which specifies that these records be kept for a minimum of three years after the youth reaches his/hers eighteenth birthday unless an expungement is ordered by the courts, and the administrative needs expressed by the agency.

Approved: 09/1995

 

Leave Adjustment Reports (DHS 3-16)

Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.

Retention

Retain for 3 years and then destroy.

Approved: 07/1999

 

***Legal Files (DHS 3-17) UPDATED

Please see the State General Schedule for Civil Case Files (SG 17-12).

 

Licensing and Certification Case Files (DHS 3-18)

These are licensing and certification actions by the Division of Youth Corrections. They include quality assurance information and providers licensed to provide services to the division (Utah Administrative Code R840-8 (1992)).

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in Youth Corrections activities and the administrative needs expressed by the agency.

Approved: 09/1995

 

***Personnel Files (DHS 3-19) UPDATED

Please see the State General Schedule for Employment History Records (SG 11-62).

 

Population and Case Management Reports (DHS 3-20)

These reports are created by the research, evaluation, and planning team from the Division of Youth Corrections for the purpose of insuring the reliability of information used to support decisions concerning youth correctional facilities run by or for the division. This information is also used for research and statistical purposes in compiling reports on facility populations.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in population trends and the administrative needs expressed by the agency.

Approved: 07/1999

 

Program Compliance Files (DHS 3-21)

These are actions taken by the Board of Youth Corrections to ensure the Division's continual compliance and conformity with the provisions of its programs.

Retention

Permanent.

Appraisal

This disposition is based on the secondary historical value to researchers interested in the activities of the Board of Youth Corrections and the administrative needs expressed by the agency.

Approved: 09/1995

 

Program Standards (DHS 3-22)

These are policies and procedures that govern the operation and administration of various programs within the Division of Youth Corrections.

Retention

Permanent.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Approved: 07/1999

 

***Public Hearings Transcripts (DHS 3-23) UPDATED

Please see the State General Schedule for Administrative Hearing Records (SG 1-2).

 

***School Transcripts (DHS 3-28) UPDATED

Please see the School District General Schedule for Graduation and Transcripts (SD 17-32).

 

***Time and Attendance Reports (DHS 3-24) UPDATED

Please see the State General Schedule for Timekeeping Records (SG 10-29).

 

Training Files (DHS 3-25)

Employee training correspondence, memoranda, reports and other records relating to the availability of training and employee participation in training programs sponsored by other government agencies or non-government institutions.

Retention

Retain for 3 years and then destroy.

Approved: 07/1999

 

***Travel Reimbursement Records (DHS 3-26) UPDATED

Please see the State General Schedule for Reimbursement Files (SG 7-44).

 

Youth Offender Case Files (DHS 3-27)

These files document the history of offenders in the State of Utah for youths over 10 and under 21 years of age who have been committed or admitted to the custody of the division by the court following adjudication for a delinquent act. Information includes discharge order; information sheet; consumer information sheet; request for discharge from parole; hearing notice; youth parolee's quarterly evaluations; psychological evaluations; Utah State Industrial School admission sheet; scholastic case records; and placement agreement. This record also includes court summons; mug shots; restitution work program; case report; verification of medical eligibility; application for financial, medical, and food stamps; primary person characteristics; service activity form; authorized needs approval/one time payment; correspondence; service activity form; supply list; birth certificate; parole documentation list; social security card; birth certificate; grievance procedure for parent; visiting arrangements; juvenile court review; and medical release summary.

Retention

Retain for 23 years after release and then destroy.

Approved: 09/2005

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Page Last Updated December 1, 2017 .