Transcript Mississippi Cumulative Folders and Permanent Records

Mississippi Department of Education
Mississippi Cumulative Folders
and Permanent Records
August 28, 2013
Agenda
• Purpose
• Overview of Manual
• Discussion of Cumulative Folders and
Permanent Records
• Wrap-up
2
Purpose
• Provide guidance in completing and
maintaining cumulative folders and
permanent records as required by
Mississippi law.
• Establish a degree of consistency of
student records across Mississippi
school districts.
3
Mississippi Cumulative Folders
and Permanent Records Update
• Revised the Mississippi Cumulative Folders and
Permanent Records Manual of Directions (approved
by the State Board of Education January 2011)
• Revised the cumulative folder and permanent
record documents
• Created an optional additional form for recording data if
space is insufficient on the cumulative folder
• Posted the revised manual to the Office of
Accreditation web page
• Developed online tutorials for completing cumulative
folders and permanent records
4
MUST
State
Law
State
Board
Policy
Federal
Law
Accreditation
Standards
5
SHOULD
Best
Practice
Good
Judgment
6
What is the purpose of the
cumulative folder and
permanent record?
These are legal documents designed to chart
the educational growth and progress of a
student.
7
What is a cumulative folder?
The cumulative folder is the actual folder
that serves as an active database about the
student.
8
What is a permanent record?
The permanent record is the legal school
record for the student that contains most of
the information recorded on the cumulative
folder.
9
What information should be kept
in the cumulative folder?
Pages 7-8 and 14
• Date of birth
• Record of attendance
• Grades
• Withdrawal from school
• Expulsion act and date
• Immunization
• State Board of Education requirements
10
Should information be recorded in
ink or pencil on the cumulative
folder and permanent record?
Pages 17, 19, 21, and 30
• All information should be typed or recorded in
permanent black ink unless otherwise
designated.
• Record the address and telephone number in
pencil and keep it current.
• If a student transfers before the end of the
semester, record the attendance in pencil.
11
Is the birth certificate required
for enrollment?
Pages 7-8, 18, and 29
• Yes, the school must verify date of birth.
• The hospital birth record is not the same as the
certified birth certificate.
• It is required to enroll grades K-1.
• Grades 2-12 must be verified within 60 days of
enrollment.
12
Residency Verification
• Local school board policy for residency
verification must comply with State Board
of Education Policy 7301.
• Documentation of residency is not a
required item that must be kept in the
cumulative folder.
13
MSIS ID Number
Pages 18 and 29
Record the MSIS ID Number in the
designated space on the new cumulative
folders and permanent records.
14
Are social security numbers
mandatory for cumulative
records?
Pages 18 and 30
• No, this information is optional.
• Copy the student’s social security card if the
school decides to include this information.
• Contact the Office of Management Information
Systems (MIS) concerning data collection and
legal issues.
15
Race
Pages 19 and 30
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 Pacific Islander
W - White
H - Hispanic or Latino or Spanish
TM - Two or More Races
16
Ethnicity
Pages 19 and 30
• Check Yes on the revised cumulative
folder and permanent record if student is
of Hispanic or Latino origin.
• Check No on the revised cumulative folder
and permanent record if student is not of
Hispanic or Latino origin.
17
Immunization
Pages 7, 12-14, 24, and 34-35
• Immunization verification is required.
• Certificate of Vaccination must be obtained on or
before the expiration date on a temporary
certificate.
• Immunization verification is also required for
transferring students.
• Certificate of Compliance is issued by the
Mississippi State Board of Health.
• The form should be filed in the student’s
cumulative folder.
18
How much disciplinary action is
recorded on the cumulative folder?
Pages 23-24
• Record the date of expulsion and
description of the behavior in the
Significant Facts Section.
• Additional information concerning
disciplinary action is based on local
district policy.
19
Can “white-out” be used on
cumulative folders and
permanent records?
Page 17
• No! Do not use white-out to alter any
data.
• Document the date and reason for
making a correction. Include the name
or initials of the person who changes the
data.
• If necessary, include a written description
of the details concerning a change of
grades.
20
How should a student’s name be
changed when there has been a
legal name change?
Page 17
• Document the date and reason for
making a correction.
• Include the name or initials of the
person who changes the data.
21
Can labels be covered on the
cumulative folder?
• No, do not place a new label on top of an
existing label.
• Never remove or cover up any data that has
been recorded on the student’s cumulative
folder.
• If necessary, include a written description of
the details concerning a change of grades.
• If space is insufficient, the school district may
use the new Additional Form for Recording
Data.
22
Who is responsible for the
cumulative folder?
• The principal is responsible for
supervising the proper maintenance of
cumulative folders although this
responsibility may be delegated to
other staff.
• The principal is ultimately
responsible for maintaining security,
confidentiality, and accuracy
of student records.
23
Who has access to student
records?
Page 9
• School Officials
• State Education Agency
• Parents or Eligible Student
Except as limited under Sec. 99.12,
a parent or eligible student must
be given the opportunity to inspect
and review the student’s education
records.
24
Where are the documents kept?
Pages 8-9, 16, and 27
The cumulative folders and
permanent records must be
stored in a secure, fireresistant location.
25
Is there a requirement to keep the
permanent record and cumulative
folder in two different locations?
• No, there is no requirement to
store the cumulative folder and
permanent record in two
separate locations.
• This is a local district policy.
• For security, it is recommended
that the permanent record be
kept in a separate location.
26
When can the school district
destroy the cumulative folder
and/or permanent record?
• At no time may a permanent record of a student be destroyed
unless the district makes a complete copy of the inactive
permanent record on photographic film or microfilm, which
may be reproduced as needed and is stored in the central
depository.
• Cumulative folders may be destroyed by order of the school
board of the school district in not less than five (5) years after
the permanent record of the student has become inactive and
has been transferred to the central depository of the district.
• The permanent binding and preservation of the inactive
records shall be the duty of the superintendent of the school
district who shall maintain a central depository of the records.
27
Can the school use photocopies
of the permanent record form?
• No. Photocopies of the permanent
record form printed on regular paper
are not acceptable as a substitute for
the permanent record form prescribed
by the State Board of Education.
• Schools must use the forms prescribed
by the State Board of Education.
• Districts may request additional
permanent record forms by contacting
the Office of Accreditation.
28
What is the process for requesting
blank cumulative folders and
permanent records each year?
A survey is provided to
districts in the fall of each
school year to estimate the
number of documents that
will be needed for the
following school year.
29
State Codes
• The revised manual contains updated
State codes for Entrance, Withdrawal,
and Record of Transfer.
• The State Codes are found in
Appendix B of the revised manual.
30
When a student transfers to a new
school, can the cumulative folder be
“held” until all fees and fines owed to
the school have been paid?
• No! The cumulative folder follows the
student and may not be held for any reason.
• The cumulative folder must be forwarded
promptly upon request.
31
What happens when a student
transfers to a public school
in-state?
Pages 9, 15-16, and 27
• If a student transfers to another school district, the permanent
record shall be kept permanently by the school district from
which the student transferred.
• Only the cumulative folder follows the student.
• The permanent record of a student transferring from one school
to another school within the same district shall follow the
student, as does the cumulative folder.
• Only when a student moves out of a district does the school
which the student last attended in that district retain the
permanent record.
• The school receiving the transfer student from another district
will need to create a new permanent record.
32
What happens when a student
transfers to a private school or nonpublic accredited school in-state?
Pages 9 and 16
A copy of the cumulative folder
shall be furnished to the head of
the school to which the student
transfers.
33
What happens when a student
transfers to a public or private
school out-of-state?
Page 16
A copy of the cumulative folder
shall be furnished to the head of
the school to which the student
transfers.
34
How is attendance recorded?
Pages 21 and 34
• At the end of the school year, transfer
from the register or school enrollment
database, the days absent and the chief
cause of absence(s).
• If a student transfers before the end of
the semester, record the attendance in
pencil.
35
When should student’s grades
be recorded?
Pages 22-23, 25, and 32-33
• At the end of each semester
• Waiting until the end of the school year
requires the following:
― Current schedule of courses and
teachers at the beginning of the
school year
― Copy of semester grades or report
card at the end of the semester
36
When a student retakes a course, is
this information left on the cumulative
folder and how are the grades
computed?
• Never remove any data that has been
recorded on the student’s record.
• Grading procedures are determined by
local school board policy.
37
How are grades recorded for
Credit Recovery?
If a student receives a failing grade or an
Incomplete (I) for a course and is enrolled in
Credit Recovery:
• Enter the Credit Recovery course code 80100
in MSIS.
• Change the grade in MSIS and on the
student’s record after the student completes
the Credit Recovery course.
• Indicate that change of grade was due to
Credit Recovery.
38
Is the Summary of High School Units
on the permanent record required?
• Yes, this is a required section to record
all high school units.
• Counselors should have a system to
monitor units necessary to meet district’s
graduation requirements.
39
What procedures are followed when a
student transfers from a home school
program or a non-accredited school?
The district must…
• assess the student to determine the
appropriate classification/placement of the
student within 30 days after filing for transfer.
• develop and adopt a policy that specifies the
test given for placement.
• Provide notice of the assessment to the
applicant not less than five days prior to date
of test administration.
• Refer to Accreditation Standard 13 regarding
timeframe.
40
How do you transfer credit for a
student who moves in from another
accredited school?
• Accept the credit on the
transcript without question.
• When course titles do not
match MDE’s list of approved
secondary courses, request an
outline of the course content
to determine if specific course
requirements have been met
for graduation.
41
Who signs the permanent record?
The principal signs off at the point of
graduation.
42
Transcripts
• 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.
• When a transcript is given to one party at the
written request of the student, it is not to be
released to any other party without another
written consent.
43
Graduation Concerns
• Transfer students must meet the
graduation requirements of the local
district that issues the diploma.
• School Board Policy establishes local
graduation requirements.
• All grading and GPA procedures are based
on local school board policy.
• See State Board Policy 3801 regarding
students taking end-of-course tests.
44
Contact Information
Office of Accreditation
Mississippi Department of Education
601-359-3764
http://www.mde.k12.ms.us/accreditation
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