53E-3-526. Student data systems and reporting study.
(1) As used in this section: "Advisory committee" means the Data Systems and Reporting Advisory Committee created in Subsection (3). "Data retention schedule" means a schedule for maintaining and disposing of student data in accordance with Section. 63G-2-604 "Legacy system" means a student information system that: was implemented before May 1, 2025; and may require manual data transmission to the state board in varying formats. "Manual data transmission" means a process that requires LEA staff to: extract data from a student information system; modify the data format; or manually enter data into a separate system. "Reporting requirement" means any obligation that requires an LEA to submit data or information to the state board or another governmental entity established in: statute; state board rule; or state board policy. "Student information system" means a computer database that: provides the functions described in Section; and 53E-3-518 maintains student records and data over time. "Student personally identifiable information" means student data that: identifies a student; or is used by the holder to identify a student as defined in Section. 53E-9-301 "System modification" means a change to a student information system required or caused by: statutory amendments; administrative rule changes; or state board policy updates.
(2) The state board shall: conduct a comprehensive study of LEA data practices, systems, and reporting; coordinate with the advisory committee throughout the study process; seek input from relevant stakeholders, including: school district superintendents; charter school administrators; LEA technology directors; LEA student data managers; the Utah School Boards Association; the Utah Association of Public Charter Schools; student information system vendors; and other parties the state board determines necessary; and establish working groups as needed to examine specific study components.
(3) The state board shall create a Data Systems and Reporting Advisory Committee that: includes representatives from: urban school districts; rural school districts; charter schools; the state board; the Department of Administrative Services with expertise in regulations related to government records; and other stakeholders as determined by the state board; provides guidance on study scope and methodology; reviews preliminary findings and recommendations; meets at least quarterly during the study period; and assists in preparing the final report.
(4) The advisory committee shall ensure the study of student data retention examines: types of student personally identifiable information collected by LEAs, including: information required by federal law; information required by state law; information required by administrative rule; optional information collected by an LEA; and retention requirements for each type; methods used by LEAs to: store student personally identifiable information; secure stored data; control access to data; maintain data quality; track data retention schedules; and dispose of outdated data; compliance with: retention schedules under Section; 63G-2-604 privacy requirements under Chapter 9, Student Privacy and Data Protection; security standards established by the state board; and federal privacy laws; potential requirements for: annual data audits; regular purging of non-essential data; standardized retention schedules; and data disposal verification; and fiscal and operational impacts of recommended changes.
(5) The advisory committee shall ensure the study of student information systems examines: current LEA expenditures for: system licensing; hosting services; technical support; staff training; data extraction; custom programming; and system modifications; staff time required for: manual data transmission; data validation; error correction; report generation; and system maintenance; frequency and cost of system modifications required by: legislative changes; rule updates; and new data requests; capabilities and limitations of: current LEA systems; the state board system under Section; and 53E-3-518 potential alternative solutions; examples of statewide student information systems in other states; analysis of: total statewide spending on individual LEA systems; projected costs of a single statewide system; potential savings from consolidation; implementation challenges; and transition requirements; and recommendations for improving system efficiency and cost-effectiveness.
(6) The advisory committee shall ensure the study of reporting requirements examines: existing reporting obligations, including: statutory reports; administrative rule reports; grant-required reports; federal reports; and other regular data submissions; for each identified requirement: legal basis; intended purpose; current uses; submission frequency; required data elements; collection burden; and continued relevance; potential criteria for: evaluating reporting necessity; consolidating similar reports; eliminating obsolete requirements; and sunsetting provisions; methods to: track reporting obligations; evaluate requirement impacts; coordinate review processes; and implement sunset procedures; processes for: annual reporting review; sunset recommendations; requirement reauthorization; and stakeholder input; and proposed structures for: managing reporting requirements; implementing sunset provisions; and maintaining transparency.
(7) On or before September 15, 2025, the state board shall: prepare a report that includes: study findings related to student information systems as described in Subsection (5); stakeholder input related to student information systems; fiscal impacts; implementation considerations; and specific recommendations for: student information system improvements; statutory changes related to student information systems; rule modifications related to student information systems; and implementation timelines; and present the report to the Education Interim Committee.
(8) On or before September 15, 2026, the state board shall: prepare a report that includes: study findings related to: student data retention as described in Subsection (4); and reporting requirements as described in Subsection (6); stakeholder input related to these components; fiscal impacts; implementation considerations; and specific recommendations for: data retention policies; reporting requirement management; statutory changes related to these components; rule modifications related to these components; and implementation timelines; and present the report to the Education Interim Committee.
(9) The Education Interim Committee shall: review the state board reports described in Subsectionsand (8); (7) accept public testimony on the recommendations; evaluate implementation requirements; and consider whether to recommend legislation for: the 2026 General Session based on the report described in Subsection (7); and the 2027 General Session based on the report described in Subsection (8).