{"data":{"id":"us-ut/utah-code-53e-3-526","jurisdiction":"us-ut","citation":"Utah Code § 53E-3-526","heading":"Student data systems and reporting study.","body":"(1) As used in this section:\n(a) \"Advisory committee\" means the Data Systems and Reporting Advisory Committee created in Subsection (3).\n(b) \"Data retention schedule\" means a schedule for maintaining and disposing of student data in accordance with Section 63G-2-604.\n(c) \"Legacy system\" means a student information system that:\n(i) was implemented before May 1, 2025; and\n(ii) may require manual data transmission to the state board in varying formats.\n(d) \"Manual data transmission\" means a process that requires LEA staff to:\n(i) extract data from a student information system;\n(ii) modify the data format; or\n(iii) manually enter data into a separate system.\n(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:\n(i) statute;\n(ii) state board rule; or\n(iii) state board policy.\n(f) \"Student information system\" means a computer database that:\n(i) provides the functions described in Section 53E-3-518; and\n(ii) maintains student records and data over time.\n(g) \"Student personally identifiable information\" means student data that:\n(i) identifies a student; or\n(ii) is used by the holder to identify a student as defined in Section 53E-9-301.\n(h) \"System modification\" means a change to a student information system required or caused by:\n(i) statutory amendments;\n(ii) administrative rule changes; or\n(iii) state board policy updates.\n(2) The state board shall:\n(a) conduct a comprehensive study of LEA data practices, systems, and reporting;\n(b) coordinate with the advisory committee throughout the study process;\n(c) seek input from relevant stakeholders, including:\n(i) school district superintendents;\n(ii) charter school administrators;\n(iii) LEA technology directors;\n(iv) LEA student data managers;\n(v) the Utah School Boards Association;\n(vi) the Utah Association of Public Charter Schools;\n(vii) student information system vendors; and\n(viii) other parties the state board determines necessary; and\n(d) establish working groups as needed to examine specific study components.\n(3) The state board shall create a Data Systems and Reporting Advisory Committee that:\n(a) includes representatives from:\n(i) urban school districts;\n(ii) rural school districts;\n(iii) charter schools;\n(iv) the state board;\n(v) the Department of Administrative Services with expertise in regulations related to government records; and\n(vi) other stakeholders as determined by the state board;\n(b) provides guidance on study scope and methodology;\n(c) reviews preliminary findings and recommendations;\n(d) meets at least quarterly during the study period; and\n(e) assists in preparing the final report.\n(4) The advisory committee shall ensure the study of student data retention examines:\n(a) types of student personally identifiable information collected by LEAs, including:\n(i) information required by federal law;\n(ii) information required by state law;\n(iii) information required by administrative rule;\n(iv) optional information collected by an LEA; and\n(v) retention requirements for each type;\n(b) methods used by LEAs to:\n(i) store student personally identifiable information;\n(ii) secure stored data;\n(iii) control access to data;\n(iv) maintain data quality;\n(v) track data retention schedules; and\n(vi) dispose of outdated data;\n(c) compliance with:\n(i) retention schedules under Section 63G-2-604;\n(ii) privacy requirements under Chapter 9, Student Privacy and Data Protection;\n(iii) security standards established by the state board; and\n(iv) federal privacy laws;\n(d) potential requirements for:\n(i) annual data audits;\n(ii) regular purging of non-essential data;\n(iii) standardized retention schedules; and\n(iv) data disposal verification; and\n(e) fiscal and operational impacts of recommended changes.\n(5) The advisory committee shall ensure the study of student information systems examines:\n(a) current LEA expenditures for:\n(i) system licensing;\n(ii) hosting services;\n(iii) technical support;\n(iv) staff training;\n(v) data extraction;\n(vi) custom programming; and\n(vii) system modifications;\n(b) staff time required for:\n(i) manual data transmission;\n(ii) data validation;\n(iii) error correction;\n(iv) report generation; and\n(v) system maintenance;\n(c) frequency and cost of system modifications required by:\n(i) legislative changes;\n(ii) rule updates; and\n(iii) new data requests;\n(d) capabilities and limitations of:\n(i) current LEA systems;\n(ii) the state board system under Section 53E-3-518; and\n(iii) potential alternative solutions;\n(e) examples of statewide student information systems in other states;\n(f) analysis of:\n(i) total statewide spending on individual LEA systems;\n(ii) projected costs of a single statewide system;\n(iii) potential savings from consolidation;\n(iv) implementation challenges; and\n(v) transition requirements; and\n(g) recommendations for improving system efficiency and cost-effectiveness.\n(6) The advisory committee shall ensure the study of reporting requirements examines:\n(a) existing reporting obligations, including:\n(i) statutory reports;\n(ii) administrative rule reports;\n(iii) grant-required reports;\n(iv) federal reports; and\n(v) other regular data submissions;\n(b) for each identified requirement:\n(i) legal basis;\n(ii) intended purpose;\n(iii) current uses;\n(iv) submission frequency;\n(v) required data elements;\n(vi) collection burden; and\n(vii) continued relevance;\n(c) potential criteria for:\n(i) evaluating reporting necessity;\n(ii) consolidating similar reports;\n(iii) eliminating obsolete requirements; and\n(iv) sunsetting provisions;\n(d) methods to:\n(i) track reporting obligations;\n(ii) evaluate requirement impacts;\n(iii) coordinate review processes; and\n(iv) implement sunset procedures;\n(e) processes for:\n(i) annual reporting review;\n(ii) sunset recommendations;\n(iii) requirement reauthorization; and\n(iv) stakeholder input; and\n(f) proposed structures for:\n(i) managing reporting requirements;\n(ii) implementing sunset provisions; and\n(iii) maintaining transparency.\n(7) On or before September 15, 2025, the state board shall:\n(a) prepare a report that includes:\n(i) study findings related to student information systems as described in Subsection (5);\n(ii) stakeholder input related to student information systems;\n(iii) fiscal impacts;\n(iv) implementation considerations; and\n(v) specific recommendations for:\n(A) student information system improvements;\n(B) statutory changes related to student information systems;\n(C) rule modifications related to student information systems; and\n(D) implementation timelines; and\n(b) present the report to the Education Interim Committee.\n(8) On or before September 15, 2026, the state board shall:\n(a) prepare a report that includes:\n(i) study findings related to:\n(A) student data retention as described in Subsection (4); and\n(B) reporting requirements as described in Subsection (6);\n(ii) stakeholder input related to these components;\n(iii) fiscal impacts;\n(iv) implementation considerations; and\n(v) specific recommendations for:\n(A) data retention policies;\n(B) reporting requirement management;\n(C) statutory changes related to these components;\n(D) rule modifications related to these components; and\n(E) implementation timelines; and\n(b) present the report to the Education Interim Committee.\n(9) The Education Interim Committee shall:\n(a) review the state board reports described in Subsections (7) and (8);\n(b) accept public testimony on the recommendations;\n(c) evaluate implementation requirements; and\n(d) consider whether to recommend legislation for:\n(i) the 2026 General Session based on the report described in Subsection (7); and\n(ii) the 2027 General Session based on the report described in Subsection (8).","path":["Title 53E Public Education System -- State Administration","Chapter 53E-3 State Board of Education Organization, Powers, and Duties","Part 53E-3-5 Miscellaneous Duties"],"source_url":"https://le.utah.gov/xcode/Title53E/Chapter3/53E-3-S526.html","current_through":"2026 General Session","vintage":"","retrieved_at":"2026-09-03T11:34:33Z","sha256":"92f144dee2880f6a2d19c455706f5ec3a4df1147d62861290e2310e43363f689","source_id":"us-ut","stale":false,"prev":"us-ut/utah-code-53e-3-525","next":"us-ut/utah-code-53e-3-527"},"notice":"GroundRules: Original legal text. Not legal advice."}