Utah 2025 Regular Session

Utah House Bill HB0508 Compare Versions

Version 1 (Old)

Version 2 (New)

Old	New		Differences
1		-	Enrolled Copy H.B. 508
	1	+	03-04 16:01 1st Sub. (Buff) H.B. 508
	2	+	Matt MacPherson proposes the following substitute bill:
2	3		1
3	4		School Data Amendments
4	5		2025 GENERAL SESSION
5	6		STATE OF UTAH
6	7		Chief Sponsor: Matt MacPherson
7	8		Senate Sponsor: Lincoln Fillmore
8	9		2
9	10
10	11		3
11	12		LONG TITLE
12	13		4
13	14		General Description:
14	15		5
15	16		This bill requires the State Board of Education (state board) to study and make
16	17		6
17	18		recommendations regarding local education agency (LEA) data collection, retention, student
18	19		7
19	20		information systems, and reporting requirements.
20	21		8
21	22		Highlighted Provisions:
22	23		9
23	24		This bill:
24	25		10
25	26		▸ defines terms;
26	27		11
27	28		▸ creates a Data Systems and Reporting Advisory Committee;
28	29		12
29	30		▸ requires the state board to study LEA practices for collection and retention of student
30	31		13
31	32		personally identifiable information;
32	33		14
33	34		▸ requires analysis of LEA student information system costs and capabilities;
34	35		15
35	36		▸ requires examination of LEA reporting requirements and potential sunset provisions;
36	37		16
37	38		▸ establishes requirements for stakeholder input and coordination;
38	39		17
39	40		▸ requires the state board to report findings and recommendations to the Education Interim
40	41		18
41	42		Committee; and
42	43		19
43	44		▸ requires legislative review of recommendations.
44	45		20
45	46		Money Appropriated in this Bill:
46	47		21
47	48		None
48	49		22
49	50		Other Special Clauses:
50	51		23
51	52		None
52	53		24
53	54		Utah Code Sections Affected:
54	55		25
55	56		ENACTS:
56	57		26
57	58		53E-3-526, Utah Code Annotated 1953
58	59		27
59		-	~~H.B. 508 Enrolled Copy~~
	60	+
60	61		28
61	62		Be it enacted by the Legislature of the state of Utah:
	63	+	1st Sub. H.B. 508 1st Sub. (Buff) H.B. 508 03-04 16:01
62	64		29
63	65		Section 1. Section 53E-3-526 is enacted to read:
64	66		30
65	67		53E-3-526 . Student data systems and reporting study.
66	68		31
67	69		(1) As used in this section:
68	70		32
69	71		(a) "Advisory committee" means the Data Systems and Reporting Advisory Committee
70	72		33
71	73		created in Subsection (3).
72	74		34
73	75		(b) "Data retention schedule" means a schedule for maintaining and disposing of student
74	76		35
75	77		data in accordance with Section 63G-2-604.
76	78		36
77	79		(c) "Legacy system" means a student information system that:
78	80		37
79	81		(i) was implemented before May 1, 2025; and
80	82		38
81	83		(ii) may require manual data transmission to the state board in varying formats.
82	84		39
83	85		(d) "Manual data transmission" means a process that requires LEA staff to:
84	86		40
85	87		(i) extract data from a student information system;
86	88		41
87	89		(ii) modify the data format; or
88	90		42
89	91		(iii) manually enter data into a separate system.
90	92		43
91	93		(e) "Reporting requirement" means any obligation that requires an LEA to submit data
92	94		44
93	95		or information to the state board or another governmental entity established in:
94	96		45
95	97		(i) statute;
96	98		46
97	99		(ii) state board rule; or
98	100		47
99	101		(iii) state board policy.
100	102		48
101	103		(f) "Student information system" means a computer database that:
102	104		49
103	105		(i) provides the functions described in Section 53E-3-518; and
104	106		50
105	107		(ii) maintains student records and data over time.
106	108		51
107	109		(g) "Student personally identifiable information" means student data that:
108	110		52
109	111		(i) identifies a student; or
110	112		53
111	113		(ii) is used by the holder to identify a student as defined in Section 53E-9-301.
112	114		54
113	115		(h) "System modification" means a change to a student information system required or
114	116		55
115	117		caused by:
116	118		56
117	119		(i) statutory amendments;
118	120		57
119	121		(ii) administrative rule changes; or
120	122		58
121	123		(iii) state board policy updates.
122	124		59
123	125		(2) The state board shall:
124	126		60
125	127		(a) conduct a comprehensive study of LEA data practices, systems, and reporting;
126	128		61
127	129		(b) coordinate with the advisory committee throughout the study process;
128		-	- 2 - Enrolled Copy H.B. 508
129	130		62
130	131		(c) seek input from relevant stakeholders, including:
	132	+	- 2 - 03-04 16:01 1st Sub. (Buff) H.B. 508
131	133		63
132	134		(i) school district superintendents;
133	135		64
134	136		(ii) charter school administrators;
135	137		65
136	138		(iii) LEA technology directors;
137	139		66
138	140		(iv) LEA student data managers;
139	141		67
140	142		(v) the Utah School Boards Association;
141	143		68
142	144		(vi) the Utah Association of Public Charter Schools;
143	145		69
144	146		(vii) student information system vendors; and
145	147		70
146	148		(viii) other parties the state board determines necessary; and
147	149		71
148	150		(d) establish working groups as needed to examine specific study components.
149	151		72
150	152		(3) The state board shall create a Data Systems and Reporting Advisory Committee that:
151	153		73
152	154		(a) includes representatives from:
153	155		74
154	156		(i) urban school districts;
155	157		75
156	158		(ii) rural school districts;
157	159		76
158	160		(iii) charter schools;
159	161		77
160	162		(iv) the state board;
161	163		78
162	164		(v) the Department of Administrative Services with expertise in regulations related to
163	165		79
164	166		government records; and
165	167		80
166	168		(vi) other stakeholders as determined by the state board;
167	169		81
168	170		(b) provides guidance on study scope and methodology;
169	171		82
170	172		(c) reviews preliminary findings and recommendations;
171	173		83
172	174		(d) meets at least quarterly during the study period; and
173	175		84
174	176		(e) assists in preparing the final report.
175	177		85
176	178		(4) The advisory committee shall ensure the study of student data retention examines:
177	179		86
178	180		(a) types of student personally identifiable information collected by LEAs, including:
179	181		87
180	182		(i) information required by federal law;
181	183		88
182	184		(ii) information required by state law;
183	185		89
184	186		(iii) information required by administrative rule;
185	187		90
186	188		(iv) optional information collected by an LEA; and
187	189		91
188	190		(v) retention requirements for each type;
189	191		92
190	192		(b) methods used by LEAs to:
191	193		93
192	194		(i) store student personally identifiable information;
193	195		94
194	196		(ii) secure stored data;
195	197		95
196	198		(iii) control access to data;
197		-	- 3 - H.B. 508 Enrolled Copy
198	199		96
199	200		(iv) maintain data quality;
	201	+	- 3 - 1st Sub. (Buff) H.B. 508 03-04 16:01
200	202		97
201	203		(v) track data retention schedules; and
202	204		98
203	205		(vi) dispose of outdated data;
204	206		99
205	207		(c) compliance with:
206	208		100
207	209		(i) retention schedules under Section 63G-2-604;
208	210		101
209	211		(ii) privacy requirements under Chapter 9, Student Privacy and Data Protection;
210	212		102
211	213		(iii) security standards established by the state board; and
212	214		103
213	215		(iv) federal privacy laws;
214	216		104
215	217		(d) potential requirements for:
216	218		105
217	219		(i) annual data audits;
218	220		106
219	221		(ii) regular purging of non-essential data;
220	222		107
221	223		(iii) standardized retention schedules; and
222	224		108
223	225		(iv) data disposal verification; and
224	226		109
225	227		(e) fiscal and operational impacts of recommended changes.
226	228		110
227	229		(5) The advisory committee shall ensure the study of student information systems examines:
228	230		111
229	231		(a) current LEA expenditures for:
230	232		112
231	233		(i) system licensing;
232	234		113
233	235		(ii) hosting services;
234	236		114
235	237		(iii) technical support;
236	238		115
237	239		(iv) staff training;
238	240		116
239	241		(v) data extraction;
240	242		117
241	243		(vi) custom programming; and
242	244		118
243	245		(vii) system modifications;
244	246		119
245	247		(b) staff time required for:
246	248		120
247	249		(i) manual data transmission;
248	250		121
249	251		(ii) data validation;
250	252		122
251	253		(iii) error correction;
252	254		123
253	255		(iv) report generation; and
254	256		124
255	257		(v) system maintenance;
256	258		125
257	259		(c) frequency and cost of system modifications required by:
258	260		126
259	261		(i) legislative changes;
260	262		127
261	263		(ii) rule updates; and
262	264		128
263	265		(iii) new data requests;
264	266		129
265	267		(d) capabilities and limitations of:
266		-	- 4 - Enrolled Copy H.B. 508
267	268		130
268	269		(i) current LEA systems;
	270	+	- 4 - 03-04 16:01 1st Sub. (Buff) H.B. 508
269	271		131
270	272		(ii) the state board system under Section 53E-3-518; and
271	273		132
272	274		(iii) potential alternative solutions;
273	275		133
274	276		(e) examples of statewide student information systems in other states;
275	277		134
276	278		(f) analysis of:
277	279		135
278	280		(i) total statewide spending on individual LEA systems;
279	281		136
280	282		(ii) projected costs of a single statewide system;
281	283		137
282	284		(iii) potential savings from consolidation;
283	285		138
284	286		(iv) implementation challenges; and
285	287		139
286	288		(v) transition requirements; and
287	289		140
288	290		(g) recommendations for improving system efficiency and cost-effectiveness.
289	291		141
290	292		(6) The advisory committee shall ensure the study of reporting requirements examines:
291	293		142
292	294		(a) existing reporting obligations, including:
293	295		143
294	296		(i) statutory reports;
295	297		144
296	298		(ii) administrative rule reports;
297	299		145
298	300		(iii) grant-required reports;
299	301		146
300	302		(iv) federal reports; and
301	303		147
302	304		(v) other regular data submissions;
303	305		148
304	306		(b) for each identified requirement:
305	307		149
306	308		(i) legal basis;
307	309		150
308	310		(ii) intended purpose;
309	311		151
310	312		(iii) current uses;
311	313		152
312	314		(iv) submission frequency;
313	315		153
314	316		(v) required data elements;
315	317		154
316	318		(vi) collection burden; and
317	319		155
318	320		(vii) continued relevance;
319	321		156
320	322		(c) potential criteria for:
321	323		157
322	324		(i) evaluating reporting necessity;
323	325		158
324	326		(ii) consolidating similar reports;
325	327		159
326	328		(iii) eliminating obsolete requirements; and
327	329		160
328	330		(iv) sunsetting provisions;
329	331		161
330	332		(d) methods to:
331	333		162
332	334		(i) track reporting obligations;
333	335		163
334	336		(ii) evaluate requirement impacts;
335		-	- 5 - H.B. 508 Enrolled Copy
336	337		164
337	338		(iii) coordinate review processes; and
	339	+	- 5 - 1st Sub. (Buff) H.B. 508 03-04 16:01
338	340		165
339	341		(iv) implement sunset procedures;
340	342		166
341	343		(e) processes for:
342	344		167
343	345		(i) annual reporting review;
344	346		168
345	347		(ii) sunset recommendations;
346	348		169
347	349		(iii) requirement reauthorization; and
348	350		170
349	351		(iv) stakeholder input; and
350	352		171
351	353		(f) proposed structures for:
352	354		172
353	355		(i) managing reporting requirements;
354	356		173
355	357		(ii) implementing sunset provisions; and
356	358		174
357	359		(iii) maintaining transparency.
358	360		175
359	361		(7) On or before September 15, 2025, the state board shall:
360	362		176
361	363		(a) prepare a report that includes:
362	364		177
363	365		(i) study findings related to student information systems as described in Subsection
364	366		178
365	367		(5);
366	368		179
367	369		(ii) stakeholder input related to student information systems;
368	370		180
369	371		(iii) fiscal impacts;
370	372		181
371	373		(iv) implementation considerations; and
372	374		182
373	375		(v) specific recommendations for:
374	376		183
375	377		(A) student information system improvements;
376	378		184
377	379		(B) statutory changes related to student information systems;
378	380		185
379	381		(C) rule modifications related to student information systems; and
380	382		186
381	383		(D) implementation timelines; and
382	384		187
383	385		(b) present the report to the Education Interim Committee.
384	386		188
385	387		(8) On or before September 15, 2026, the state board shall:
386	388		189
387	389		(a) prepare a report that includes:
388	390		190
389	391		(i) study findings related to:
390	392		191
391	393		(A) student data retention as described in Subsection (4); and
392	394		192
393	395		(B) reporting requirements as described in Subsection (6);
394	396		193
395	397		(ii) stakeholder input related to these components;
396	398		194
397	399		(iii) fiscal impacts;
398	400		195
399	401		(iv) implementation considerations; and
400	402		196
401	403		(v) specific recommendations for:
402	404		197
403	405		(A) data retention policies;
404		-	- 6 - Enrolled Copy H.B. 508
405	406		198
406	407		(B) reporting requirement management;
	408	+	- 6 - 03-04 16:01 1st Sub. (Buff) H.B. 508
407	409		199
408	410		(C) statutory changes related to these components;
409	411		200
410	412		(D) rule modifications related to these components; and
411	413		201
412	414		(E) implementation timelines; and
413	415		202
414	416		(b) present the report to the Education Interim Committee.
415	417		203
416	418		(9) The Education Interim Committee shall:
417	419		204
418	420		(a) review the state board reports described in Subsections (7) and (8);
419	421		205
420	422		(b) accept public testimony on the recommendations;
421	423		206
422	424		(c) evaluate implementation requirements; and
423	425		207
424	426		(d) consider whether to recommend legislation for:
425	427		208
426	428		(i) the 2026 General Session based on the report described in Subsection (7); and
427	429		209
428	430		(ii) the 2027 General Session based on the report described in Subsection (8).
429	431		210
430	432		Section 2. Effective Date.
431	433		211
432	434		This bill takes effect on May 7, 2025.
433	435		- 7 -