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

Current through June 25, 2024
The permanent record contains the legal name and address of the
				student, date of birth as verified by birth certificate, courses taken and
				grades or proficiency level earned, immunization record, date of withdrawal or
				graduation, social security number (optional), record of performance on the
				required graduation tests, and any other information determined by the State
				Board of Education.
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 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 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 should initial this
				section.
MSIS ID Number
Record the MSIS ID 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 permanent record.
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 date, grade level, 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.
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.
D. Record of
			 Transfer
When the student's record is requested, record the date, and
				school name and address to which the record is sent. Use State Codes listed in
				Appendix B to indicate the reason for the transfer. If the student transfers to
				another school within the district, the permanent record will be sent with the
				cumulative folder. However, if the student is transferring outside the
				district, the last school attended in the district will keep the permanent
				record. 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.
ENTRANCE RECORD
WITHDRAWAL RECORD
RECORD OF TRANSFER
Date
Grade
Nam" and Address of School
Date
Grade
State Code
DatE
Name and Address of School
E.
			 Elementary School Progress (Grades Pre-K to 6)
Continue completing the permanent record by recording 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).
The subjects listed on the far left of the permanent record 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 permanent record shall be indicated; and the name of the school
				at the end of the school year shall be recorded.
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F. 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, semester grades, year average, and credit 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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G. Attendance Record
At the end of the school year, record from the register or
				school enrollment database the number of days absent.
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H. Immunization Certificate of Compliance
This information must be obtained from the parents 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 permanent record and initial verification. 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 Coae 41-23-37]
IMMUNIZATION CERTIFICATE OF COMPLIANCE
Date of Compli nce:
Verified by· (Initials]
I.
			 Medical Information
This information should be obtained from the parents at the
				time the student enrolls and should be kept current.
MEDICAl INFORMATION
CONDITION
"
CONDITION
"
Aneml
Asthma
ghgh
ghgh
Diabetes
Allergy
ghgh
ghgh
Epilepsy
Rheumatic Fever
ghgh
ghgh
Tuberculosis
Hearing
ghgh
ghgh
Vision
Other
ghgh
ghgh
J.
			 Summary of High School Units
At the end of the school year, record the number of Carnegie
				units earned in each subject. Record eighth grade unit(s) in the first blank
				column. At the bottom, total the number of units earned each year. When the
				student completes requirements for graduation, complete the total column at the
				right of the chart. This is a required section to record all high school
				units.
SUMMARY OF HIGH SCHOOl UNITS
Yeats
Subje ts
2
2
Total
English
Mathematics
S ience
Soc. Studies
Health
Computer Edu.
The Arts
Vocational
Electives
Total
K.
			 Graduation Facts
When a student meets the required Carnegie units for
				graduation, complete the Graduation Facts section. Record the month, day, and
				year the student graduated, the student's class rank (if applicable), the
				number of students in the graduating class. and the student's grade average
				based on the school district's point system. If a school district gives a
				special diploma or certificate for another program offered by the school,
				complete only the month. day, and year the student completed the other
				prescribed program. Do not include this student in the class rank.
The Principal's original signature is required for
				verification. (A signature stamp is not acceptable.)
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L.
			 Transcript of High School Record
A photocopy of the secondary side of the permanent record may
				serve as the transcript for admission to colleges and universities. Transcripts
				of a record may be mailed upon the written request of the student, the
				student's parents, or the student's legal guardian. Record the date and the
				name of the college, the company, individual, etc., to which the transcript is
				sent in the designated space.
When a transcript is given to one party, it is not to be
				released to any other party without written consent from the person named em
				the transcript. This statement is included in compliance with the Family
				Educational Rights and Privacy Act.
TRANSCRIPT OF HIGH SCHOOL RECORD
Sent to:
Date:
M.
			 Record of Tests
Only test scores which are necessary or significant for college
				and vocational planning in grades 7-12 should be recorded (e.g., PLAN,
				PSAT/NMSQT, SAT, ACT).
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