Jefferson County Public Schools
Elementary & Middle School
Student Cumulative Record Folder Check List
For ______-__-____
(print student name) (Birth date)
Please CHECK boxes if required items are included in student’s record folder, SIGN and DATE.
STUDENT CUMULATIVE RECORD FOLDER (Outside)
□ A pre-printed or typewritten label must be at top of student record folder. Ink must be in black and readable, colors with not scan. (Student information must be on label and/or typed, including student’s address, telephone number, student’s district ID number, race, sex, and birth date.)
□ School name (‘School’ column, do not abbreviate)
□ Entry code/date (‘Entry Code and Date’ column – do not include ‘No show’ enrollments)
□ Withdrawal code/date ( ‘WD Code and Date’ column;)
□ Include all courses names and grades (not recorded on transcript)
Elementary school grades must be written on front of permanent record folder if not
included on transcript. (If transcript is included, write ‘see attached’.)
Middle school grades, including Summer school grades (print final transcript for students
transitioning to high school or leaving the district)
Labels should NOT be adhered to or information stamped on transcript.
□ Middle school Assessments labels (on back below middle school grade tabs)
STUDENT CUMULATIVE RECORD FOLDER (Inside) DO NOT STAPLE anything to record folder. The old record folder is placed inside the new record folder, no staples, tape, or glue.
□ Health Card (green) Staple (only one staple) health documents to card, including Immunization Certificate, Physical forms, Eye Exams, Dental exams, Birth Certificate, SS card, and if applicable, Medication Administration Record, Primary Care Provider Authorization form, and the Health Services Log (if not requested by ECE). HEALTH records, BC & SS card may be scanned and attached in Infinite Campus. Exception: each Medication Authorization form is only kept for one year in the student’s health record.
INCLUDE ANY OF THE FOLLOWING INSIDE, AS APPLICABLE:
□ 504 Plan
□ Advance Program Placement/Permission (includes test scores, evaluations, classes attended, etc.)
□ Attendance Certificates (Perfect Attendance Awards)
□ Cumulative Test Record – Include labels and testing reports for all state and district assessments.
□ Grade Reporting – Grades from kindergarten thru the eighth grade should be recorded on the permanent record or transcript. Also include grades from out of district, private and home schools, as well as grades converted from report card to folder. Please do not include progress reports.
□ Legal Documents - Includes adoption papers, legal name changes, change of custody or guardianship, student marriage, etc. Permanent student record should reflect legal name of student.
□ P5 Forms
□ PSP (Program Services Plan) current plan only - for LEP (Limited English Proficiency) students
□ Record of Disclosure (only one per student, not one per school)
□ Record Requests (from outside of the district)
□ Withdrawal Forms, including Responsible Adult Verification form
Early childhood work is not included in the permanent student cumulative record folder.
______
Signature of Teacher (Elementary ONLY – MS optional) Date
______
Signature of Counselor (for both ESC & MSC) Date
04/24/14