Contained Within This Document Are the Directions for the Following Procedures

/ Baltimore City Public Schools (City Schools)
Department: Office of Student Support and Safety
Subject:Completion and transfer of student records

1. Purpose: Explain the process for the completion and transfer of Maryland student record cards and the transfer of cumulative folders for grades fifth to sixth and eighth to ninth. Additionally, to provide principals with an overview of the guidelines prescribed in the Maryland Student Records Manual 2011.

Contained within this document are the directions for the following procedures:

1. Completion of Maryland Student Record Cards for the Baltimore City Public Schools.
2. Transfer of Maryland Student Record Cards for Baltimore City Public Schools students who are transitioning from grade 5 to grade 6 and from grade 8 to grade 9.
3. Completion of Maryland Student Record Cards for graduating seniors.
4. Completion of Maryland Student Exit/Transfer Record form.

Forms in this document include the following:

The Checklist of Required Elements for Student Record Cards

This form should be completed each year and placed in front of each student’s Cumulative folder. Additional forms can be obtained from the Office of Student Records.

Certification of Completion and Transfer of Maryland Student Record Folders

This form, completed annually, provides for the verification of the accuracy and completeness of student records and the persons involved in the verification process. This form needs to be submitted to the appropriate Executive Director no later than August 9, 2013.

Re-creating a Cumulative Folder

This form assists school personnel with the re-creation of a cumulative folder when a folder has been lost, damaged, destroyed, or never received from a previous school.

Certification of Completion and Close Out of Student Records for Graduation Seniors

This form provides for the verification of the accuracy and completeness of student records for graduating seniors. This form needs to be submitted to the appropriate Executive Director no later than May 31, 2013.

1. Guidelines:

Completing Maryland Student Record Cards

For assistance in the completion of student record cards (SRC) refer to “The Checklist of Required Elements for Student Record Cards.” This form should be completed each year and placed in front of each student’s Cumulative folder. Additional forms can be obtained from the Office of Student Records. All record cards contain the following required data elements: legal name (Last, First, Middle), student ID number, State Identifier, birth date, race, gender, grade level, school year and school name. This information, as appropriate, needs to be recorded on both sides of each card, with exception of state identifier.

1.1Student Record Card 1, Side 1 personal data

Review all elements on student record card (SRC) 1, side 1, and verify completeness and accuracy. Use “The Checklist of Required Elements for Student Record Cards” to accomplish this task.

1.2Student Record Card 1, Side 2 Attendance data

Side 2 of SRC 1 is for the recording of attendance data. The following additional elements will need to be updated:

1. Local education agency/unit. Baltimore City Public Schools is LSS 30.
2. Days absent.
3. Days present.
4. Entry code (include status and code) and date.
5. Transfer code (include status and code) and date.

2.1Student Record Card 2, Annual Performance Data Summary for students in Pre-K-8

The following additional elements will need to be updated annually:

a)Academic progress.

b)Promoted (P) or not promoted (N) for each year.

c)Special services.

d)Final grades for subjects (indicate progress).

e)Service learning hours and high school credit for grade 8 only.

f)Early care and education prior to kindergarten.

3.1Student Record 3, Side 1 Annual Secondary School Performance Data Summary for Grades 9 – 12.

This card is often referred to as the “official” transcript card. The graduation credit requirements, service learning hours, and grades are recorded on this card and updated annually for every student. In addition to the common required information, the following elements need to be provided:

a) Credits earned.

b) Courses listed with the final grades and credits earned by course. Summer school grades will be provided to the school in which the student is enrolled for the regular session and be recorded as soon as possible.

3.2Student Record 3, Side 2 Annual Secondary School Performance Data Summary for Grades 9-12.

On side 2, of SRC 3, verify the following information:

a)Completion and passing of the Maryland High School Assessments (HSA).

b)Credits earned in middle school. All courses are listed with the final grades and credits earned by course.

c)Record the completion of the Bridge Project (if applicable)

d)Signature of school principal or designee, certifying graduation.

4.1Student Record Card 4, Side 1 State-Mandated Test Information

Please verify that all Maryland School Assessment test labels have been placed on card.

4.2Student Record Card 4, Side 2 Local School System Test Information

This card is used to record local school system test information. Please verify that all test labels have been placed on card.

5.1Student Record Card 5, Side 1 Health Screening Information

The following additional elements will need to be updated and verified:

a)Type of screening (vision, hearing, scoliosis).

b)Pass/Fail

c)Parent notification

d)Name and title of authorized school staff member.

e)Additional comments may be recorded.

5.2Student Record Card 5, Side 2

The following additional elements will need to be verified if additional information is added:

a) Health comments

b) Name and title of authorized school staff member (if comments are recorded).

In addition to completing the required procedures for student record cards, the administrative staff is responsible for finalizing communication information before transferring student records. A list of students who have not received their required immunizations can be obtained through SMS. Once a list is obtained, the cumulative folders of these students need to be reviewed for records of immunization, particularly for Chicken Pox and Hepatitis which were not entered into SMS. If the documentation of immunizations is located, the student’s record must be updated in SMS. If no documentation can be located, verification of due diligence must be noted. All schools must make attempts to contact the parent/guardian(s) of students who have not received the required immunizations. If the telephone numbers listed in SMS are incorrect, it is important to update the telephone numbers in SMS.

Completing the Maryland Student Exit Record from SR Card 7

Student data must be cumulative and continuous if data are to assist the teacher in providing optimum instruction to each student. Accordingly, if the student’s record is to be complete, it should follow the student from grade to grade and from school to school. A hand carried transfer card will be provided to the parent/guardian of the student at the time of the “Exit”, if the parent is present. If not, the transfer card must be faxed, sent electronically, or mailed by the sending school immediately.

When a student transfers to another public school in Maryland, the original student record must be sent (including special education and discipline records). Before sending the original records, please make copies of all sides of Student Record Cards 1, 2, and 3, as well as a copy of the documentation of the disability for students with disabilities who have received/are receiving special education services. Please do not send any student records until a “written” request is received from the school in which the student has entered.

7.1Student Record Card 7

The following information needs to be recorded on the Maryland Student Exit form:

a) Complete all school identifying data; name, address, phone number and fax number, as well as the contact person’s name, title and date.

b)Complete all personal student data, including the State Identifier assigned by MSDE, and parent/guardian information.

c)Record the date of exit, as well as the student’s grade at the time of transfer/exit.

d)Complete boxes noting immunization, special health concerns and special services.

e)Record the text title for elementary students and course title for secondary students.

f)Record the grades at the time of transfer.

g)Record any comments that would help the receiving school place the student correctly, such as lunch status, Title I participation, and/or instructional needs. The new address should also be recorded.

h)Note the disciplinary status of the student at the time of exit.

i)Record the attendance at the time of exit, noting the number of days absent and present.

j)Record Graduation Requirements and Service Learning Hours, if applicable.

k)Record the signature of the principal or the principal’s designee, title and date.

Supporting documentation is to be stapled to SRC 7 and includes:

• Report card
• IEP, if appropriate,
• Immunization (896) form
• Blood Lead Certificate (if applicable)

Transferring Maryland Student Records Cards

Before beginning the process of transferring student records, an alphabetical listing of all the students enrolled in the school must be used to confirm whether or not a cumulative folder exists for each student who is enrolled in the school. If a cumulative folder cannot be located, the first step is to request the cumulative folder from the last school the student attended. If no cumulative folder exists, one must be created by the attending school using the procedures outlined in, “Re-creating a Cumulative Folder”. Facilitate an effective transfer of records, principal or the principal’s designee should collaboratively schedule an appointment with the principal of principal’s designee of each receiving school for the delivery and review of each cumulative record for accuracy. Additionally, the principal or the principal’s designee should assure that all records received are for incoming students enrolled in the school.

The information provided in this document will help verify the accuracy and completeness of records. The transfer of all “active” cumulative record folders (confidential, discipline as appropriate) to identified receiving schools should be completed by Friday, August 9, 2013. The principal or principal’s designee of the receiving school should document the receipt of the cumulative records by completing the “Certification of Completing and Transferring Maryland Student Record Folders”, and provide a copy for the principal or designee of the sending school. This form is due to the appropriate Executive Director no later than August 9, 2013.

Guidelines for completing and verifying student record cards for accuracy for students transferring from grades five to six and grades eight to nine.

Transitioning grade 5 to grade 6 / Transitioning grade 8 to grade 9
Personal data elements are included on Sides 1 and 2 of all SRC / Personal data elements are included on Sides 1 and 2 of all SRC
School year 2012/2013 is recorded on SRC 1 Side 2 / School year 2012/2013 is recorded on SRC 1 Side 2
Correct and complete address information on SRC 2 / Correct and complete address information on SRC 2
Exit status and codes are recorded. R10 is the exit code / Exit status and codes are recorded. R10 is the exit code
All testing labels are affixed to SRC 4 / HSA test labels are affixed to SRC 3 Side 2 & SRC 3B
MSA test labels affixed to SRC 4
Vision and hearing test information is recorded on Student Record Card 5 / Vision and hearing test information is recorded on Student Record Card 5
Updated immunization information has been recorded in SMS / Updated immunization information has been recorded in SMS
Supporting documentation of address, birth date, home language survey, and recent health physical information are in the cumulative folder. / Supporting documentation of address, birth date, home language survey, and recent health physical information are in the cumulative folder.
SRCs are arranged in numerical order. / SRCs are arranged in numerical order.
Student’s Report Cards are arranged in numerical order by grade / Student’s Report Cards are arranged in numerical order by grade
All unnecessary and/or irrelevant information has been purged. Information is not stapled or paper clipped to any Student Record Card / All unnecessary and/or irrelevant information has been purged. Information is not stapled or paper clipped to any Student Record Card
Completed and signed Maryland Immunization Certificate (DHMH 896 FORM)
Completed health inventory part I completed by parent and part II completed by physician
Service learning hours are recorded in the appropriate box on SRC 2, Side 2
If a student earned high school credits, the subjects/courses, final grades, and credits earned are recorded on SRC Side 2

Completing Maryland Student Record Cards for Graduating Seniors

Following the procedures below will assist in the efficient close-out of student records for graduating seniors. Please complete the “Completions and Close-Out of Student Records of Graduating Seniors” form and send to the appropriate Executive Director no later than May 31, 2013.

Please use the table below to verify the student record cards for accuracy and completeness.

Student Record Card I / Student Record Card II
Side 1 is complete and contains all required data. / Side 1 Service learning hours in the appropriate box.
Side 2 has been updated with the 12th grade data. / Side 2 includes updated HSA data
Side 2 all requested data have been completed and includes the principal’s or designee’s signature indicating the student’s completion of high school.
All test labels have been properly affixed.

Additionally, final transcripts as well as copies of SAT and other test reports have been placed behind SRC 3. The EXIT documents for students with disabilities, the exit documents are also filed behind SRC 3.

When a student transfers to an out-of-state school or a nonpublic school, keep the original student record. Copies of SR Card 1, SR Card 2, SR Card 3, SR Card 4, immunization data, special education information/records and discipline records should be sent.

*Child abuse and neglect records shall not be transferred with the student’s records to any school.

Procedures for the preparation and transport of student records to be archived for schools that are closing at the end of the 2012-2013 school year.

The principal of a school designated to close at the end of the 2012-2013 school year should delegate a staff member with the responsibility of identifying a team to complete the work associated with preparing for the archival of cumulative and confidential student records. The principal or designee facilitates the following:

a) Delegate a person responsible for completing the Archiving Student Records Form.

b)Delegate a person(s) responsible for preparing archival student cumulative and confidential records to be removed from the building.

c)Delegate a contact person responsible for communication between the school and the Office of Student Records related to the preparation and removal process of archival student cumulative and confidential records.

1. Governing Policy/Regulatory Implications:

1. COMAR requires schools to have systems of information on enrollment, attendance and promotion. (Code of Maryland Regulations 13A.08.02, Student Records)
2. Annotated Code of Maryland Education Article 2-205.

CONTACT INFORMATION:

Name of Contact Person: Carla R. Jackson

Phone Number: 443.642.4640

Contact Email:

Guidance document – Completion and transfer of student recordPage 1