Old Page New Page Change 23 Changed the Destruction information for the Request for Educational Records 5 5 Changed LEP for ELL 7 7 Updated Language Survey Form (HLS) 9-10 9-10 Updated ELL (LEP) Plan and ELL Documentation 20 20 Changed LEP for ELL Changes 5/1/18
Enrollment/Student Information Form – Pre-K, Elementary, Middle and High Schools: This form should be completed by the parent or guardian when enrolling a student. This form should be reviewed and updated annually. Paper-clipped to Enrollment Form (if applicable): Proof of Residency – Attach the proof of residency provided by the parent or custodial adult. Proofs of Residency accepted are: Copy of a current lease, deed, property tax, homeowner’s insurance policy or current renter’s insurance policy. Residency/Registration Affidavit – If a parent or custodial adult does not have a verifiable residence but is living with a resident of , the parent or custodial adult and the resident must sign a notarized Residency/Registrations Affidavit to satisfy the residency requirement. Application for Open Choice/Transfer – An application to a school where the parent/guardian must provide transportation. Completion of School Year – A student assigned to his or her school who changes domicile to a different school district during an instructional year may choose to stay in the current school (with the parent/guardian providing transportation) for the remainder of the school year. Form is completed and approved or denied by the Deputy Superintendent of Student Support. Employee Benefit – Employees of NHCS may elect to have their student attend the school in which they work, or the school nearest to where they work, as per Policy 8130. Benefits for bus drivers are those schools for which they drive. Employees (for the purpose of this benefit) are defined as persons who are employed in full-time positions. Attendance Summary – PowerSchool generated report that documents each school year’s attendance. NHCS Unofficial Transcript: Elementary & Middle (Formerly Scholastic Record) – Each year a computer-generated unofficial transcript is filed in chronological order. If student has a Scholastic Record sheet in Module 1, clip unofficial transcript to it. (Starting in the 9th grade, a computer-generated transcript is filed in chronological order. All old transcripts should be removed after the senior transcript is filed.) Standardized Test Record: Elementary & Secondary - Copies of assessment, test results (EOG testing, writing tests, Iowa Test, Competency Tests). New for the 2016-2017 school year (and only for students in grade 3 and/or grades 3 – 4 transitional class) Read to Achieve Proficiency Status along with corresponding evidence which may include, but not limited to: mClass Student Summary Report, RTA Promotion Recommendation
Should the Physician’s Medication Authorization be maintained with the log and/or the educational record? A physician’s medication authorization is an Administrative Record, maintained by the school nurse during the school year. Health-related records are to be filed yearly and placed in a secured, locked area in the school where services were rendered. Health Records must be labeled “Health Records for school year ____-____. Destroy in year ____” (add 29 years to the end of school year). Does the Student Portfolio get sent to a student’s new school when transferring? The only time the Student Portfolio is sent to a student’s new school is when a student in grade 3 or grades 3 – 4 transitional class has not met proficiency (The transfer can occur during the school year or at the end of the school year). The Read to Achieve Proficiency Status form should also be completed by the sending school and forwarded with the Student Portfolio. DESTRUCTION OF EDUCATIONAL RECORDS The destruction of educational records procedure must be followed as outlined in Board Policy File 8700. The following items are never to be destroyed and should be permanently maintained: NHCS Unofficial Transcript/Scholastic Record (Elementary and Middle) Standardized Test Record Final NC Transcript (High School) Students Permanent Health Record At the time of destruction, the educational records which contain personally identifiable information must be destroyed by shredding or incineration. Educational records which contain personally identifiable information which go to the landfill may compromise confidentiality. The contents of a student’s Educational Record must be destroyed according to the following schedule: RECORDS PROCESS DOCUMENTS Annual Notice about Educational Records Not maintained
Formal Evaluation/Reevaluation 5 years after student Process documents graduates or receives certificate of completion; or student turns 28 Individual Accommodation/504 Plan 5 years after student graduates or receives certificate of completion; or student turns 28 Individualized Education Program 5 years after student Process documents graduates or receives certificate of completion; or student turns 28 MODULE THREE Disciplinary Records 5 years after student leaves current school Infectious Disease Notification Return to agency providing information when student leaves current school Safe Schools Act Notification Return to agency providing information when student leaves current school MODULE FOUR All Module Four records may be destroyed at the discretion of the person who maintains the record. Destruction Questions & Answers: Should Module 3 information that is returned to the sending agency be sent by registered mail? This is not required. When will old files be collected from the school? The educational records of the students who have left the system (inactive records) remain at the student’s last school noted in PowerSchool for five years. After five years Modules 1 and 2 should be sent together with an inventory list to Electronic Records located at
APPENDIX A: FORMS – RECORDS PROCESS A-1 A-3 A-4 A-5 A-6 A-7 A-8 Module Check Out/In Click here for Spanish forms APPENDIX B: FORMS – MODULE ONE LEFT SIDE: B-1 RIGHT SIDE: B-2E Enrollment Form – Pre-K – 8 B-2S Enrollment Form – High School (9-12) B-2.1 Residency/Registration Affidavit B-2.2 B-2.3 B-2.4 B-3 Attendance Summary B-4E B-4S B-5E B-5S B-6 Report Card B-7 NC Transcript (beginning in 9th grade) B-8 B-9 B-10E Elementary Pupil Transfer/Withdrawal