Getting Involved





Getting Involved

Table of Contents

Policy 300.02 – Access to Public Records and Retention



Board Policy

  1. The Board of Education is committed to the public’s right to access public records and record retention in accordance with state law, the Government Records Access Management Act (GRAMA) and the Public Records Management Act (PMRA), while protecting individual and statutory rights of privacy. The Board of Education also values transparency regarding public actions by the Board, and therefore the Board may provide supplemental materials regarding Board agenda items on the Board’s e-governance system website for public review solely at the discretion of the Board.
  2. The Board of Education authorizes the Superintendent and District Administration to establish administrative regulations consistent with this policy, subject to review and approval by the Board.



Records Classification; Definitions for Records Officers and Managers; GRAMA Definitions - 300.02-1

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 Director of Planning and Enrollment and the Director of Responsive 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.



Access to Records/GRAMA Request; Fees; Appeals - 300.02-2

GRAMA Request/Records Access:  

  1. A requester may request a District record or records by filing a written GRAMA request.
  2. The GRAMA request must contain the necessary information on the requester form and a specific description of the record(s) being requested.
  3. All GRAMA requests shall be submitted to the District GRAMA/Officers.
    1. Any inspection of a “public” record shall be during normal business hours in accordance with Utah Code §63G-2-201.
    2. All “private,” “controlled,” and “protected” records shall be disclosed only in accordance with Utah Code §63G-2-202.
  4. The District’s GRAMA/Officer shall review each request and render a decision to:
    1. approve the request and provide a record copy; or
    2. deny the request; or
    3. notify the requester it does not maintain record and provide, if known, the name and address of the governmental entity that does maintain the record; or
    4. notify the requester it cannot approve or deny the request because of extraordinary circumstances consistent with Utah Code, §63G-2-204; and provide a description of the circumstances and when the records will be available.
  5. The GRAMA/Officer’s decision must be completed no later than 10 business days after receiving a written request or five business days, if the requester demonstrates that expedited response to the record request benefits the public rather than the person.


  1. A fee shall be charged to duplicate a requested record and also for the personnel time in compiling and obtaining the records. (See, Policy 300.02 Exhibit 2 – Fees for Duplication of Records).
    1. Waiver of Fees: Fees for duplication and compilation of a record may be waived under certain circumstances described in Utah Code §63G-2-203 (4).  
    2. Requests for a fee waiver must be made in writing to the District’s GRAMA/Records Officer(s).
    3. A GRAMA/Records Officer(s) decision to waive fees requires consultation and approval from a District Records Manager.


  1. A requester or interested party may appeal an access denial to the chief administrative officer of the District, the Superintendent, by filing a notice of appeal within 30 days after receiving a notice of denial.  See, Utah Code, §63G-2-401.  
  2. The notice of appeal shall contain:
    1. the name, mailing address, and daytime telephone number of the requester or interested party; and
    2. the relief sought.
  3. The Superintendent shall issue a decision within:
    1. Five business days after receipt of the notice of appeal; or 12 business days after the governmental entity send the notice of appeal to a person who submitted a claim of business confidentiality consistent with Utah Code §63G-2-401.
    2. If the Superintendent fails to make a decision in the time frame listed in 3.1, the failure is the equivalent of a decision affirming the access denial.   
  4. If the Superintendent affirms the access denial in whole or in part, the notice shall include a statement that the requester or interested party has the right to appeal the decision to the State Records Committee or district court, as provided in Utah Code §63G-2-402.



District Records Committee - 300.02-3

District Records Committee:  

The Superintendent or designee may establish a Records Committee under the direction of the Records Officers to:  review record management practices, review retention schedules, review disposal practices, and implement best practices for records management.  



Records Retention - 300.02-4

  1. The District shall adhere to the general schedule for records retention approved by the State Records Committee.
  2. Records which are not covered by the general schedule shall be submitted to the State Records Committee for scheduling.



Document History

Adopted – 10.20.2015.

This online presentation is an electronic representation of the Canyons School District’s currently adopted policy manual. It does not reflect updating activities in progress. The official, authoritative manual is available for inspection in the office of the Superintendent located at 9361 South 300 East Sandy, UT 84070.

Board Meeting Schedule

PUBLIC NOTICE is hereby given that the Board of Education for Canyons School District will hold a regular study session and public business meeting at the Canyons District Office building, 9361 S. 300 E., Sandy, UT each month unless otherwise posted. The Board may determine to conduct some business during a study session. All business meetings will begin at 7:00 p.m. unless changed by the Board and appropriately posted for the public.

Please note that ALL DATES, TIMES and LOCATIONS listed on this scheduled are TENTATIVE and are subject to change at any time.  Please check this schedule often to be informed of any changes.

Unless otherwise specified, all meetings in the schedule below will take place as the Canyons District Office located at 9361 S. 300 E. in Sandy, Utah.

District Leaders

Dr. Rick Robins


Dr. Rick L. Robins is the superintendent of Canyons School District. Dr. Robins, who was selected by the Canyons Board of Education after a national search, brings 24 years of experience as an educator to his role as the chief executive officer of Utah’s fifth-largest school district. Prior to joining Canyons, Dr. Robins, who earned an Ed.D. from the University of Las Vegas, for six years was Superintendent of the Juab School District, based in Nephi, Utah. While there, Dr. Robins, who also was the Juab High School Principal from 2009-2013, helped oversee efforts to improve the district’s graduation rate to 97 percent, a double-digit increase over a 10-year period. Other innovations he led in Juab included a partnership with Arizona State University for blended-learning opportunities; the launch of a districtwide competency-based personalized learning model driven by a 1:1 technology initiative and standards-based reporting system; and the construction of the STEM-focused West Campus Innovations Center, funded largely through private and corporate sponsorships. Dr. Robins began his career as a history teacher at Copper Hills High in the Jordan School District and has worked as an assistant principal and principal in the Alpine, Nebo and Juab school districts. He was the 2012 Utah High School Principal of the Year for the Utah Association of Secondary School Principals, and in 2014 earned the Lexington Institute Superintendent Fellowship Award presented to innovative superintendents across the country. Dr. Robins was starting quarterback for the football team at Southern Utah University Thunderbirds from 1991-1995, and in 2013 was inducted into SUU’s Athletic Hall of Fame. He has four children and one grandchild.

Leon Wilcox

Business Administrator and CFO

Leon Wilcox is a seasoned professional with 20 years of governmental accounting experience, with an emphasis on financial reporting, budgeting, and auditing. As Canyons District’ Director of Accounting from 2009-2013, Wilcox was intricately involved with the 2009 division of $1.5 billion in assets of the former Jordan School District, and was responsible for establishing Canyons’ original and subsequent budgets. Wilcox, a certified public accountant who earned bachelor’s and master’s degrees in accounting from Utah State University, also has worked nine years in the Granite School District and six years in the State Auditor’s Office.

Supervises:  Accounting and Budget Services, Facilities and Maintenance, Insurance, New Construction Budget, Nutrition Services, Purchasing, Payroll

Dr. Robert M. Dowdle

Assistant Superintendent for Curriculum and School Performance

Robert Dowdle has a Doctor of Education degree with an emphasis in Educational Leadership and Policy from the University of Utah, and more than 31 years of experience as a teacher and educational leader. He began his career at Mount Jordan Middle School, where he taught Earth Science, English and Social Studies. He later taught Advanced Placement Economics, U.S. History and World History at Bingham High School, and served as Principal of Jordan High School and Assistant Principal for Alta High School and Brighton High School. Dowdle has served in the District office for 11 years as Assistant Superintendent. This role has included various leadership responsibilities, including Chief of Staff and Chief Operating Officer. Dr. Dowdle currently serves as the Assistant Superintendent for Curriculum and School Performance.

Lucie Chamberlain

Alta View Elementary

If a movie about super teachers were ever made, Lucie Chamberlain would be a prime candidate for a leading role. Fortunately for her kindergarten students at Alta View Elementary, she already thrives in a supporting role for them. Parents thank her for being a “super teacher.” She is also described as an “amazing colleague.” Whether students need help in the classroom or from home while sick, Lucie goes above and beyond to help them learn, overcome fears, and feel important and cared for. Lucie is the reason a number of kids went from hating school to loving it, according to parents. The way she exudes patience, sweetness, positive energy, and love for her students with special needs melts is appreciated and admired. One parent noted: “Both my kids wish she could be their teacher forever.” Another added:  “She treats every student like their learning and their feelings are her priority.” Super teacher, indeed!

Specialty Schools

High Schools

Elementary Schools

Middle Schools

Americans with Disabilities Act (ADA) Statement

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