1. 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

2. 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

3. 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

4. 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.

5. 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

6. 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

7. 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)

8. 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

9. 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.

10. 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.

11. 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.

12. 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.

13. 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 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.

14. 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

15. 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. (
Closed high schools – Requests/inquiries should be directed to the Office of Student Records ONLY.

16. 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

17. 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.

18. 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 , use only their student ID number, last name, and first initial.
For example: ID # 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. .

19. 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. .

20. Resources
City Schools’ official Records Retention Policy (EHB), Records Retention Administrative Regulation (EHB-RA) and the Retention Schedule (EHB-RB)
Completion and Transfer of Student Records
Maryland Student Records Manual

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