SPOKES Program Files Checklist

SPOKES Program Files Checklist

Program Files:

Copy of SPOKES Monthly Supplemental Report(submitted to RESA 3 – C. Harper)

Permanent Program-Intake/Progress File for Each Student:

(maintained by the instructor/aide; not accessible to students)

WVDHHR Referral for Training/Services

SPOKES Student Profile Form

WVAdultEd SPOKES Authorization for Release of Information

SPOKES Personal Attendance Contract

Signed WVAdultEd Student Technology Acceptable Use Policy

Signed local Acceptable Use Agreement (Technology/Internet)

Signed student Code of Conduct or Class/Program Rules form

Signed Dress Code Policy

TABE answer sheets/scores (locator, pre-test, interim progress tests and post-tests)

CITE Learning style inventory results

Career exploration assessment results

Learning Needs Screening(that DOES NOT contain confidential information)

Referrals to external agencies that provide assistance with barriers and special needs (e.g., DHHR, DRS, Lions Club, mental health provider, childcare assistance, etc.).

Correspondence or paper work addressed to external agencies (e.g., DHHR, DRS, county schools in relation to driver’s license maintenance, the court system, etc.) regarding verification of an individual’s attendance, progress, etc.

WV DHHR Participant Time Sheets

SPOKES Life & Employability Module Rubric Record

Employment Portfolio Checklist

Checklists for Certificate of Achievement, Participation, and/or Ready to Work Certificate

Software management print-outs for WIN

Computer Essentials Certificate of Achievement

IC3, MOS, QuickBooks, and ACA certification documents

ACT WorkKeys National Career Readiness Certification(copy) (ACT WorkKeys NCRC®

Additional Items Required for 16-18 Year Olds Student Permanent Folders:

Verification of Withdrawal from school system, alternative education, or home school setting as indicated by initials, signature, and stamp or seal on the WV TASC Form

Additional Items Required for HS Equivalency Diploma Candidates’ Permanent Folders:

WV TASC™ Form

Practice tests for the high school equivalency assessment answer sheets/scores (TRA).

Additional Items Required for Distance Learning Student Permanent Folders:

Software management print-out of student time on task from TASC Academy, Computer Essentials, Edgenuity™, SkillsTutor™, Rosetta Stone®, Burlington English®, or WIN©

Activity log for Proxy hours

Optional items:

Examples of student work

Plan of Study or copy of class assignments or goals/progress sheet

Strictly Confidential Files on Specific Students:

(ONLY accessible by approved personnel; kept in a distinct locked file)

The locked file drawer or cabinet containing these records is to be clearly marked “confidential” and a record or log is to be maintained of the name, date, and reason for any person accessing the strictly confidential records.

File MAY include the following if those documents contain written reference to strictly confidential information:

Special Learning Needs screening instrument

Notations indicating obvious visible disabilities

Records/documents/transcripts from educational institutions

Referrals from DHHR or other agencies

Documentation from counseling, medical, or rehabilitation professionals/institutions

Official transcripts, including GED® and TASC™ transcripts

These documents are only confidential if they contain strictly confidential information that includes any written reference to:

• Diagnosed learning disabilities
• Previous status as a special education student
• Any other diagnosed physical or mental disabilities
• Diagnosed medical conditions
• Use of any prescription drugs
• History of drug/alcohol abuse and/or treatment
• Status as HIV positive or having the AIDS virus

Student Working File/Folder

(maintained by the student):

Personal goal-setting exercises

Instructional working materials

Class assignments and chapter tests

Goals/progress sheet

Student Portfolio (cover letters, resume, copies of certificates)

Revised June, 2017