School Records Procedures

WITHDRAWAL

When a student withdraws from your school, please make sure the original completed withdrawal form is in the cumulative folder. Do not send cumulative folders to the District Student Records Center (DSRC) unless ALL paperwork listed on the Cumulative Folder Checklist is filed within.

1. Temporary Intra-District Transmittal Record (light purple folder)
2. Pupil Identification Data Form (white copy) for the current academic year
3. Birth Certificate (copy) or copy of other acceptable record of birth
4. Social Security Card (copy)
5. Withdrawal Form(s) (white copy) with current on top
6. Health Record (green folder)
7. Standardized Test Scores (most recent on top)
8. A.I.P. - Academic Improvement Plan (most recent on top)
9. 504 Plan (red folder)
10. Exceptional Education (ESE) Information (blue folder)
11. Student Support Team (SST) Infomation including Student Services referrals, attendance letters, etc. (white envelope)
12. Legal Documents (e.g. adoption, custody, In-loco Parentis, official name change, passports, visa, Internet Access Permission signed by both parent and student)
13. Dropout Prevention Information
14. Migrant and/or Title 1 Forms
15. ESOL Envelope including Home Language Survey & LEP English Proficiency Test
16. Transcripts including F.A.S.T.E.R. records from other school districts (most recent on top)
17. Current Transcripts for withdrawals from district and graduates
18. Suspension and/or Expulsion Letters (NO Discipline Referrals)
19. Final Orders of Expulsion
20. Grade Retention Letter

TRANSFER

Transfer is handled by a form in Lotus Notes, the web-based record request system.

This is available to designated staff in their database. This form is being utilized to help track student records activity.

If you receive a request from an out-of-county or private school, to which a student is transferring, and you do not have the cumulative folder, input the request on the form. This request must be made as the "student" rather than "staff," as it is the student you are representing at that point. If this option is not available to you please contact TSD at: 429-Help or 429-4357 or email: support@stlucie.k12.fl.us

Some schools are making copies of their transferred student records prior to sending the cumulative folder to DSRC. It is ultimately, the schools responsibility to forward its student records, therefore, these copies are prepared in the event a request for records has not been made prior to the "30 school day" waiting period.

The "30 school day" waiting period has been set in place in order to give a students new school time to request the record.

If a parent/student should come to your school and need a transcript, please print the transcript and hand it to them. Do not ask that they travel to the District Office for something you can give them.

If the cumulative folder is already at DSRC and more than a transcript is required, assist the parent by giving them our web site address in order to request records. However, if they do not have access to the web site, fill out the form for them.

Staff should respond to requests within 5 school days from the date of withdrawal or request (48 hours if by FASTER). Cumulative folders for withdrawals may be forwarded to DSRC after 30 school days have passed or until the records request from the student's next school has been filled.

Student Transfer Intra-district - Forward cumulative folder to new school site ASAP.

GRADUATE = WO6, W6A, WO7, WFT, WFW, WFA, WFB, W27

Graduates should be boxed in the small letter/legal bankers boxes with removable lids. This is the only size accepted in our storage shelving units. We cannot pick up boxes larger than these when filled with cumulative folders. Do leave plenty of room in your grad boxes to accommodate late graduates and additional records. Boxes must be clearly labeled with, I.E.:

BOX NUMBER 1 OF 24 ADAMS - ALLEN SLW CENTENNIAL 2005 GRADUATES

Be sure all incidental paperwork (Health, ESE, FCAT, etc.,) has been filed in the cumulative folder before forwarding to DSRC. Wait until after school sessions are over and summer graduates have been included in graduate boxes.

Graduate cumulative folders must be mailed to the District, no later than October 1st each year.

NOTE:
W08 & W8A codes are considered withdrawals, not graduates, until they pass the HSCT/FCAT, therefore you should follow instructions above for withdrawal procedure. Please do not file a W08 with current graduates until they have passed the FCAT, however, do leave plenty of room in grad boxes to accommodate possible late graduates. You Must Notify DSRC by e-mail, as soon as a student's code changes from a W08 to a W06. We then pull it from withdrawals and add it to grad boxes.

Transcripts for graduates should be handled by the school as long as you have access to that transcript. However, please direct requestors to the DSRC Website should additional information be needed from the cumulative folder.

Thanks for your cooperation in this process.