53E-3-526. Student data systems and reporting study.

1,115 words·~5 min read·/ut/title-53e/chapter-3/53e-3-526

A research copy — for the controlling text, always check the official state or federal source. Not legal advice.

Effective 5/7/2025

(1)As used in this section:

(a)"Advisory committee" means the Data Systems and Reporting Advisory Committee created in Subsection (3).

(b)"Data retention schedule" means a schedule for maintaining and disposing of student data in accordance with Section 63G-2-604 .

(c)"Legacy system" means a student information system that:

(i)was implemented before May 1, 2025; and

(ii)may require manual data transmission to the state board in varying formats.

(d)"Manual data transmission" means a process that requires LEA staff to:

(i)extract data from a student information system;

(ii)modify the data format; or

(iii)manually enter data into a separate system.

(e)"Reporting requirement" means any obligation that requires an LEA to submit data or information to the state board or another governmental entity established in:

(i)statute;

(ii)state board rule; or

(iii)state board policy.

(f)"Student information system" means a computer database that:

(i)provides the functions described in Section 53E-3-518 ; and

(ii)maintains student records and data over time.

(g)"Student personally identifiable information" means student data that:

(i)identifies a student; or

(ii)is used by the holder to identify a student as defined in Section 53E-9-301 .

(h)"System modification" means a change to a student information system required or caused by:

(i)statutory amendments;

(ii)administrative rule changes; or

(iii)state board policy updates.

(2)The state board shall:

(a)conduct a comprehensive study of LEA data practices, systems, and reporting;

(b)coordinate with the advisory committee throughout the study process;

(c)seek input from relevant stakeholders, including:

(i)school district superintendents;

(ii)charter school administrators;

(iii)LEA technology directors;

(iv)LEA student data managers;

(v)the Utah School Boards Association;

(vi)the Utah Association of Public Charter Schools;

(vii)student information system vendors; and

(viii)other parties the state board determines necessary; and

(d)establish working groups as needed to examine specific study components.

(3)The state board shall create a Data Systems and Reporting Advisory Committee that:

(a)includes representatives from:

(i)urban school districts;

(ii)rural school districts;

(iii)charter schools;

(iv)the state board;

(v)the Department of Administrative Services with expertise in regulations related to government records; and

(vi)other stakeholders as determined by the state board;

(b)provides guidance on study scope and methodology;

(c)reviews preliminary findings and recommendations;

(d)meets at least quarterly during the study period; and

(e)assists in preparing the final report.

(4)The advisory committee shall ensure the study of student data retention examines:

(a)types of student personally identifiable information collected by LEAs, including:

(i)information required by federal law;

(ii)information required by state law;

(iii)information required by administrative rule;

(iv)optional information collected by an LEA; and

(v)retention requirements for each type;

(b)methods used by LEAs to:

(i)store student personally identifiable information;

(ii)secure stored data;

(iii)control access to data;

(iv)maintain data quality;

(v)track data retention schedules; and

(vi)dispose of outdated data;

(c)compliance with:

(i)retention schedules under Section 63G-2-604 ;

(ii)privacy requirements under Chapter 9, Student Privacy and Data Protection;

(iii)security standards established by the state board; and

(iv)federal privacy laws;

(d)potential requirements for:

(i)annual data audits;

(ii)regular purging of non-essential data;

(iii)standardized retention schedules; and

(iv)data disposal verification; and

(e)fiscal and operational impacts of recommended changes.

(5)The advisory committee shall ensure the study of student information systems examines:

(a)current LEA expenditures for:

(i)system licensing;

(ii)hosting services;

(iii)technical support;

(iv)staff training;

(v)data extraction;

(vi)custom programming; and

(vii)system modifications;

(b)staff time required for:

(i)manual data transmission;

(ii)data validation;

(iii)error correction;

(iv)report generation; and

(v)system maintenance;

(c)frequency and cost of system modifications required by:

(i)legislative changes;

(ii)rule updates; and

(iii)new data requests;

(d)capabilities and limitations of:

(i)current LEA systems;

(ii)the state board system under Section 53E-3-518 ; and

(iii)potential alternative solutions;

(e)examples of statewide student information systems in other states;

(f)analysis of:

(i)total statewide spending on individual LEA systems;

(ii)projected costs of a single statewide system;

(iii)potential savings from consolidation;

(iv)implementation challenges; and

(v)transition requirements; and

(g)recommendations for improving system efficiency and cost-effectiveness.

(6)The advisory committee shall ensure the study of reporting requirements examines:

(a)existing reporting obligations, including:

(i)statutory reports;

(ii)administrative rule reports;

(iii)grant-required reports;

(iv)federal reports; and

(v)other regular data submissions;

(b)for each identified requirement:

(i)legal basis;

(ii)intended purpose;

(iii)current uses;

(iv)submission frequency;

(v)required data elements;

(vi)collection burden; and

(vii)continued relevance;

(c)potential criteria for:

(i)evaluating reporting necessity;

(ii)consolidating similar reports;

(iii)eliminating obsolete requirements; and

(iv)sunsetting provisions;

(d)methods to:

(i)track reporting obligations;

(ii)evaluate requirement impacts;

(iii)coordinate review processes; and

(iv)implement sunset procedures;

(e)processes for:

(i)annual reporting review;

(ii)sunset recommendations;

(iii)requirement reauthorization; and

(iv)stakeholder input; and

(f)proposed structures for:

(i)managing reporting requirements;

(ii)implementing sunset provisions; and

(iii)maintaining transparency.

(7)On or before September 15, 2025, the state board shall:

(a)prepare a report that includes:

(i)study findings related to student information systems as described in Subsection (5);

(ii)stakeholder input related to student information systems;

(iii)fiscal impacts;

(iv)implementation considerations; and

(v)specific recommendations for:

(A)student information system improvements;

(B)statutory changes related to student information systems;

(C)rule modifications related to student information systems; and

(D)implementation timelines; and

(b)present the report to the Education Interim Committee.

(8)On or before September 15, 2026, the state board shall:

(a)prepare a report that includes:

(i)study findings related to:

(A)student data retention as described in Subsection (4); and

(B)reporting requirements as described in Subsection (6);

(ii)stakeholder input related to these components;

(iii)fiscal impacts;

(iv)implementation considerations; and

(v)specific recommendations for:

(A)data retention policies;

(B)reporting requirement management;

(C)statutory changes related to these components;

(D)rule modifications related to these components; and

(E)implementation timelines; and

(b)present the report to the Education Interim Committee.

(9)The Education Interim Committee shall:

(a)review the state board reports described in Subsections

(7)and (8);

(b)accept public testimony on the recommendations;

(c)evaluate implementation requirements; and

(d)consider whether to recommend legislation for:

(i)the 2026 General Session based on the report described in Subsection (7); and

(ii)the 2027 General Session based on the report described in Subsection (8).

Enacted by Chapter 505 , 2025 General Session