Beginning of Year Maintaining Student Cumulative Records Training Systemic Professional Development Day August 25, 2016 Theresa Jones, Chief Achievement and Accountability Officer Heather Nolan, Director, Knowledge Management Achievement and Accountability Office

Welcome! By the end of the training, Student Records Contacts will know: Components of a Students Cumulative Record File How to handle transferring of a Student Cumulative Record File Best Practices for managing Student Cumulative Records Resources for Support

Agenda Impact of Student Records Components of a Student Cumulative Record Stress-Free Maintenance of Students Records Timeline for maintaining records Procedure for transferring and exiting a student Maintenance of inactive Student Cumulative Records Handling a subpoena Staying in compliance with FERPA Tips for Successfully Managing Student Records Questions

Why Is This Important? Benefits students It’s the law – Ensures that wherever a child receives an education, educators can support the student based on their academic history. Students’ transcripts are kept forever and are used to validate alumni’s graduation status. We are occasionally unable to verify a student’s graduation due to poor record keeping. It’s the law – The Code of Maryland Regulations (COMAR) requires schools to have systems of information on enrollment, attendance, and promotion MSDE Biennial Audit Every two years, MSDE audits City Schools’ cumulative folders. MSDE may ask for funding to be returned if records are inadequate for a student.

Student Cumulative Record Guide The Student Record (SR) Cards listed below comprise a system for keeping written student records All of the data elements contained on the cards are required, but the actual formatted cards are not mandatory, except for SR Card 7 SR Card Type of Data 1 Personal Data, Student’s School Attendance Data 2 Annual Performance, Data Summary Prek-8 3 Annual Secondary School Performance, Data Summary 9-12 3B High School Assessment Performance Data 4 State Mandated and Local School system Testing 5 Health Screening 7 Maryland Student Withdrawal/Transfer Record The Student Records System Manual 2016 can be located at www.MarylandPublicSchools.org

Not Part of a Student Cumulative Record Child Abuse Records Reportable Offense or Criminal Records MSAP (Maryland Student Assistant Program) Bullying and Harassment Forms Reports of Gang Related Activity (Safe Schools Act 2010) if the report is created by law enforcement

Timeline for Maintaining Records Records should be updated and reviewed for completeness and accuracy multiple times per year Review for Completeness At time record received from a transfer student Before transferring a record for a student to a receiving schools High Schools: Work with counselors to review all seniors’ records to ensure their credit, SSL and high school assessment information is correct in Infinite Campus before 2nd semester so students can be scheduled for remaining requirements if needed Update Student change address Change of guardian Immunizations are updated Students identified to receive specialized services Test scores are received Grades entered quarterly; semester (if semester course) End of year: attendance, final grades, promotion status, transfer codes (transitional grades) and transcripts (for high schools)

Timeline for Maintaining Student Cumulative Records Month District Activities Focus in Student Cumulative Record Folder Details in Student Cumulative Record Folder September 9/30 enrollment SRC 3 – side 1 Print transcript for summer graduates (high school only) October SRC 1- side 1 SRC 2- side 1 SRC 5 Side 1, side 2 Personal info entered, 2 proof of address up to date Early care and Educational Experience prior to Kindergarten; Health Screening November End of Quarter 1 SRC 3A Side 2 SRC 3B SRC 4 Side 1 Print PARCC results; AP, SAT, PSAT, Alt MSA, MSA Science (will either be given labels or can print from Infinite Campus) December Winter Holiday Print out KRA results for Kindergarten students (when available) January End of Quarter 2 ; January Graduates SRC 2, side 2 SRC 3, side 1,2 Print report card with final semester 1 grades Print transcript for January graduates February Begin Review Records for Transitional Grades March End of Quarter 3 PARCC testing April Systemic PD (tentative) May Senior Graduation Validation SRC 3 Print SRC 3 (green card) and transcript for graduating seniors from Infinite Campus June End of Quarter 4 SRC 2 Print report cards with final semester 2 grades and final grades; Prepare for transfer of records July Transfer of Records for Transitional Grades

Transferring Students These guiding principles are true for all transfers: Never exit a student from Infinite Campus or send a students’ cumulative folder to another school until a request for records has been received. Schools should transfer student records to the receiving school within one week when a request is submitted. Keep the request for records in the cumulative folder as documentation of the transfer. Review the entire records before sending to ensure all required documents are included and complete; remove all documents that should not be included. The sending school must retain all or some of the original or copies of the student record for 4 years. For more details see, “Steps for Accurately Transferring Students”. Child Abuse and Neglect Records, Reportable Offense Records, Maryland Student Assistance Program (MSAP) records, Bullying, Harassment and Intimidation forms, and Reports of Gang Related Activity are not part of a student’s records and shall not be transferred with the student’s records to any school.

How to Physically Transfer Records (within City Schools) Records may be transferred via interoffice mail Use school number and name on the interoffice mail folder Include a label on the interoffice mail folder with the words “Cumulative Folder” in an attention-grabbing fashion Schools should transfer student records to the receiving school within one week when a request is submitted.

How to Physically Transfer Records (to a public school in the state of Maryland) Records should be transferred via US Postal mail Include a label on the envelope with the words “Cumulative Folder” in an attention-grabbing fashion Schools should transfer student records to the receiving school within one week when a request is submitted.

How to Physically Transfer Records (to a school outside of the state of Maryland) A copy of records should be transferred via US Postal mail Include a label on the envelope with the words “Cumulative Folder” in an attention-grabbing fashion Schools should transfer student records to the receiving school within one week when a request is submitted.

What to do if a student is not showing up at school? Withdrawing Students What to do if a student is not showing up at school? 1. Try to reengage the student by (document each of these steps): Calling the parent(s)/guardians; Sending at least one letter to the last known home address; and Conducting a home visit to the last known address 2. If engagement efforts are not successful and have been documented, schools may begin the withdrawal process. All student withdrawals must be submitted to School Support through studentsupportdata@bcps.k12.md.us and must be approved by the Office of School Support prior to withdrawal. 3. See the “No Show Students and Withdrawal Process Guidance” document for additional information. 4. Complete the Statewide Educational Exit Interview Form and maintain it with the student record. 5. Review the entire record for completion and accuracy and then store it in accordance with the Records Retention guidelines.

Maintenance of Inactive Student Cumulative Record SR Card Type of Data Maintenance Schedule 1 Personal Data, Student’s School Attendance Data Card 1 must be retained permanently. Supporting documents to be placed behind card/s include: copy of proof of birth; copy of social security card (optional); copy of the parent/guardian’s identification; copy of two forms of proof of address; copy of most recent Home Language Survey; school registration information; legal documents; any other pertinent personal data 2 Annual Performance, Data Summary Prek-8 Card 2 must be retained until the end of the student’s 21st birthday. Supporting documents to be placed behind the card/s include: final report cards/IEP report cards; if appropriate, benchmark results and/or any other needed progress reports 3 Annual Secondary School Performance, Data Summary 9-12 Card 3 must be retained permanently. Supporting documents to be placed behind card/s include: graduation requirements document, transcript; record cards; exit documents for graduated special education students 3B High School Assessment Performance Data Card 3B must be retained until the end of the student’s 21st birthday. Supporting documents to be placed behind the card/s include: any HSA printouts 4 State Mandated and Local School system Testing Card 4 must be retained until the end of the student’s 21st birthday. Supporting documents to be placed behind the card/s include: work sampling worksheets; standardized test results printouts 5 Health Screening Card 5 must be retained until the end of the student’s 21st birthday. Supporting documents to be placed behind the card/s include: 896-immunization form; health assessment form, parts I and II; blood lead certificate; authorization for dispensing of medication; any other health related information 7 Maryland Student Withdrawal/Transfer Record Card 7 must be retained for four years (copy). For student with disabilities, record must be kept for 6 years. Supporting documents to be stapled include: report card; IEP if appropriate; two forms of proof of address documentation; immunization (896); blood lead certificate

Procedures for the Request of a Student’s Transcript To request a copy of a high school transcript: Requests for transcripts after year 2000 may be obtained at the last school attended. Requests for transcripts before year 2000 may be obtained from the Office of Student Records ONLY using our online transcript request system. (https://bcsmd.scriborder.com) Closed high schools – Requests/inquiries should be directed to the Office of Student Records ONLY.

Steps for handling a Subpoena, part I Carefully read the subpoena Notify the parent (if student is under 18) unless the subpoena specifies the subpoena must not be disclosed. Follow the more detailed steps in the instructions. Identify the due date If the due date has passed or you cannot meet the deadline contact the law office and discuss options Identify the name of the student Only provide documents for your student or former student Identify the records requested Identify the address of the law office requesting the documents Do not send subpoenaed documents to the district office unless explicitly requested in the communication sent out with the subpoena request

Steps for handling a Subpoena, part II What should not be included when responding to a subpoena? • Health records Please note that a subpoena for educational records does not cover health records that might be maintained by the nurse if your school has a School-Based Health Suite. On the other hand, if your school has a School Health Suite, the records maintained in the Suite would be educational records and subject to a subpoena. Do not forward the subpoena to your School-Based Health Suite for handling. If those records are requested than the primary records contact should retrieve those records from the School-Based Health Suite and forward as necessary. • Police records Please note that a subpoena for education records does not cover police records unless the police records is physically located in the student’s cumulative folder at the time the subpoena is received. Police records should not be kept in cumulative folders. However, if the police record is located in the cumulative folder at the time of the subpoena and all education records or police records are specifically requested, it must be submitted. If you have any questions, contact the Office of Legal Counsel for assistance.

Staying in Compliance with FERPA Important information for staying in compliance with FERPA when sharing student information: FERPA is a federal law that protects the privacy of student information. When communicating about students via email, use only their student ID number, last name, and first initial. For example: ID #12345678 Hudgins, T. Do Not provide student information to third parties without written consent (i.e., military recruiters, volunteers, attorneys without a subpoena, family friends). Keep records in a secured location such as a locked cabinet. Student cumulative records should never be place in an unsecured trash or recycling receptacles unless first rendered unrecognizable. Ideally the records should be shredded. .

Tips for successfully Managing Student Records Keep copies of records according to the records retention policy. Keeping records in the order of the checklist provided makes it easier to find document and notice if something is missing. Use paper clips rather than staples to make it faster to transfer the record and keep papers from tearing. Don’t accumulate unnecessary documents in the folder. For example, full transfer packets should not be in the folder. Only keep the placement letter, transfer exit page, and proof of address Use school number and name when using interoffice mail. Before a student transfers, update the record with the exit code and check the record for completeness. Train teachers to help you update grades for students each quarter. .

Resources City Schools’ official Records Retention Policy (EHB), Records Retention Administrative Regulation (EHB-RA) and the Retention Schedule (EHB-RB) https://www.boarddocs.com/mabe/bcpss/Board.nsf/files/9QCTKT59CB9D/$file/EHB%20-%20Data-Records%20Retention%20Program%20FINAL%202014.pdf https://www.boarddocs.com/mabe/bcpss/Board.nsf/files/9QCTUL5A676E/$file/EHB%20-%20RA%20-%20Data%20Records%20Retention%20Program%20FINAL%202014.pdf http://www.boarddocs.com/mabe/bcpss/Board.nsf/files/9QCTVZ5A9A39/$file/EHB%20-%20RB%20-%20Retention%20Schedules%20FINAL%202014.pdf Completion and Transfer of Student Records http://www.baltimorecityschools.org/cms/lib/MD01001351/Centricity/Domain/9392/YearEndActions/Attachment%202%20Completion%20and%20Transfer%20of%20Student%20records.docx Maryland Student Records Manual http://marylandpublicschools.org/about/Documents/JSE/MDStudentRecordsSystemManual2016.pdf

Director, Knowledge Management knolan@bcps.k12.md.us Ben Goldberg studentrecords@bcps.k12.md.us Heather Nolan Director, Knowledge Management knolan@bcps.k12.md.us Ben Goldberg Manager – Data Quality bgoldberg@bcps.k12.md.us Tyra Hudgins Student Records Technician tnhudgins@bcpd.k12.md.us