Mississippi Administrative Code › Title 7 - Education K-12 › Part 22 - Mississippi Cumulative Folders and Permanent Records Manual of Directions › Section 7-22-Ill - RECORDING INFORMATION ON THE CUMULATIVE FOLDER

Current through June 25, 2024
A. Personal
			 and Family Data Name
Print or type the full name copied from the certified birth
				certificate or other prescribed evidence established in MS Code 37-15-1.
Certified Birth Certificate Number
Record and properly identify all numbers (such as State no.,
				State file no., and Registrar no.) found on the certified birth certificate. If
				not numbered, record and categorize any identifying information that is on the
				certificate. If the certified birth certificate is not available, record and
				identify the type of evidence used to verify date of birth.
Birth certificate means a certificate issued by the Bureau of
				Vital Statistics. The school is not required to keep the certified copy of the
				birth certificate. Keeping a copy of the birth certificate in the student's
				cumulative folder for future reference is based on local district
				policy.
Verification Initials
The school official who is responsible for verifying the
				information on the birth certificate or other evidence used for verification
				should initial this section.
MSIS ID Number
Record the MSIS 10 Number.
Social Security Number
This information is optional. Copy the student's social
				security card if the school decides to include this information.
Hispanic/Latino Ethnicity
Check Yes or No on the revised cumulative folder.
Race
Record race using the following abbreviations for the various
				classifications:
NA American Indian or Alaska Native
AS Asian
B Black or African American
PI Native Hawaiian or Other Pacific Islander
W White
H Hispanic or Latino or Spanish
TM Two or More Races
Sex
Record M for male or F for female.
Place of Birth
Record City, County, and State.
Date of Birth
Record Month, Day, and Year.
Address and Telephone Number
Record this information in
penci
l
and keep it current.
Father, Mother, and/or Guardian
Record full name of father and mother to include mother's
				maiden name. Record legal guardian's name, if applicable.
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B. Entrance Record
Record the date, grade level, and school name and address. No
				other entry will be made to the entrance record until the student transfers to
				another school or re-enters the same school after withdrawal. Use State Codes
				listed in Appendix B to indicate the reason for entry. (See Part L regarding
				additional form if needed for recording data.)
C. Withdrawal Record
Record the date and grade level when the student withdraws from
				school. Use State Codes listed in Appendix B to indicate the reason for
				withdrawal. (See Part L regarding additional form if needed for recording
				data.)
D. Record of Transfer
When the student's cumulative folder is requested, record the
				date and name and address of the school to which the cumulative folder is sent.
				Use State Codes listed in Appendix B to indicate the reason for the transfer.
				To mail the cumulative folder, use a large envelope with a metal clasp (10" X
				13"). The written consent of the eligible student is not required if the school
				district includes a notice of its policies and procedures developed under
				Section 99.5 of the Family Education Rights and Privacy Act that indicates the
				district forwards education records to a school on request. (See Part L
				regarding additional form if needed for recording data.)
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ENTRY CODES
WITHDRAWAL CODES
E1
First regular enrollment this year
T1
Transfer to another grade i11 this school
E2
Transfer from another grade in this school
TZ
Transfer to another school in this district
E3
Transfer from another school in this district
T3
Transfer to another public school in Mississippi
E4
Transfer from another public school in Mississippi
T4
Transfer to a nonpublic school in Mississippi
ES
Transfer from a nonpublic school in Mississippi
TS
Transfer to another state or country
E6
Transfer from another state or country
T6
Transfer to another room within school (same grade)
E7
Transfer within school (same grade)
T7
Transfer to an approved community-based GED program
E8
Transfer from an approved community-based GED program
TS
Transfer to home school
E9
Transfer from home school
C1
Completers-High School Graduates {Diploma)
R1
Re-entries of withdrawals
C2
Completers-Other High SchoolGraduates {Certlficates/GED)
DROPOUTS
01
Physical illness or physical disability
11
Over compulsory attendance age
02
Drug and/or alcohol problems
12
Entered aGED program or an institutional program not
						primarily educational
03
Emotional disturbances
13
Lack of parental support/interest
04
Behavioral difficulty exclusive of
						suspension/expulsion
14
Must care for family member
15
Economic reasons
05
Suspended/Expelled
16
Married
06
Restrained by court action
17
Pregnant
07
Would/could not keep up with work/was failing
18
Whereabouts unknown
08
Peer pressure
19
Reason unknown
09
Felt I did not belong
20
Other (Specify)
10
Disliked school experience
Z1
Death of pupil
E.
			 Attendance Record
At the end of the school year, transfer from the register or
				school enrollment database, the days absent and the chief cause of absence.
				When a student transfers to another school during the school year, use a
pencil
for recording attendance data.
ATIENDANCE RECORD
Grade
Days Absent
Chief Cause of Absence
F.
			 Standardized Test Record (Elementary and Secondary)
When standardized tests are administered, record the test
				scores on the cumulative folder in the designated spaces. Begin recording
				elementary results on the inside of the folder continuing on the outside for
				subsequent grade levels allowing for efficient use of space. If space is
				insufficient, a school district may adopt and use an additional form for
				recording test scores. (Also see Part L regarding additional form if needed for
				recording data.)
_____________________________________________
STANDARDIZED TEST RECORD, ELEMENTARY AND
				SECONDARY
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
G. Elementary School Progress (Grades Pre-K
			 to 6)
To complete the cumulative folder, record the year, number of
				days school is in session, the grade level in which the student is enrolled,
				and grades assigned to the student in the various subjects. The area designated
				for passing marks should be completed (e.g., Satisfactory (S), Unsatisfactory
				(U), 1-100, A-F). If the student transfers before the end of the semester, the
				grades should not be entered, but a written evaluation of the student's work,
				or report card, should be placed in the cumulative folder.
The subjects listed on the far left of the cumulative folder
				are designated for pre-kindergarten and kindergarten. (Record pre-kindergarten
				if applicable.) The subjects listed to the left of the first grade column
				pertain to the remaining elementary grades. Record student's grades starting
				with first grade in the spaces to the right of the subject's column. Continue
				recording grades in this section through the sixth grade.
Special codes, such as grade level (GL), below grade level
				(BGL), etc., may be used for the gifted, special education, etc. Promotion
				shall be indicated (with yes or no); the name of the teacher responsible for
				completing the cumulative folder shall be indicated; and the name of the school
				at the end of the school year shall be recorded.
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H. Significant Facts (by counselor,
			 principal, or teacher)
Record the date, grade level, current age, and name of
				counselor, principal or teacher making the entry. Only documented information
				should be recorded. Expulsion shall be documented. Record the date of expulsion
				and description of the behavior or act resulting in the expulsion. Any
				additional information concerning disciplinary action should be based on local
				district policy. [MS Code 37-15-6] (See Part L regarding additional form if
				needed for recording data.)
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I. The mmunization Certificate of Compliance
This information must be obtained from the parent(s) at the
				time the student enrolls. Immunization Certificate of Compliance is issued by
				the local health officers or physicians on forms specified by the Mississippi
				State Board of Health. These forms shall be the only acceptable means for
				showing compliance. The appropriate school official shall write the date of
				immunization compliance on the cumulative folder, initial verification, and
file the certificate in the student's cumulative
				folder
. If the temporary certificate of compliance is received,
				record no data. It is the parent's responsibility to secure and present the
				permanent certificate of compliance according to the date designated on the
				temporary certificate. Compliance certificates for pre-kindergarten and
				kindergarten students will be the same as those for six-year-old students. [MS
				Code 41-23-37]
J. Medical
			 Information
This information should be obtained from the parents at the
				time the student enrolls and should be kept current.
K. Secondary School Progress (Grades 7-12)
Subjects for each grade level should be listed. This also
				includes courses a student takes through distance learning, correspondence, or
				a virtual school program for Carnegie unit credit. Once a student remains
				enrolled in a course following the drop/add period, the student will receive a
				grade for the course. Courses dropped after the course withdrawal deadline will
				still appear on the student's official transcript.
Record name of school, grade level, year, number of days in
				school session, subjects, teachers, semester grades, year average, and credit
				earned when courses have been completed. If a student transfers before the end
				of the semester, the grades should not be entered, but a written evaluation of
				the student's work or a report card should be included in the cumulative
				folder.
If a student demonstrates proficiency in Keyboarding and/or
				Computer Applications, student demonstrated proficiency must be recorded on the
				secondary portion of the cumulative folder. (See the current guidelines for
				demonstrating proficiency.) In the column indicating the amount of credit
				earned, record the letter "P" for proficiency.
If a student attends summer school or takes a correspondence
				course, record date, school, subjects and grades in the summer school (S.S.)
				section.
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L Additional Form for Recording Data
Information should be carefully placed on the cumulative folder
				to maximize the space.
If space is insufficient
for
				recording entrance/withdrawal/transfer data, test data, and/or significant
				facts, the district may use the additional form for recording data or a page of
				heavy card stock that is properly labeled. This form/page should be added to
				the student's cumulative folder only when space on the folder is
				insufficient.