Revised Elem Checklist 03 2011

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					                                                                                                                                             LCS-9860-1029
                                                            Cumulative Folder/                                                               Revised: 03/2011
                                                         Records Transfer Checklist                                                          Expiration: Annually
                                                                For Elementary Schools

 Student’s Name_________________________________ DOB_____________________ Student No._________________

 Items should appear in the cumulative folder in the following order and should be checked for current/up-to-date
 information before transferring the cumulative folder. Please be sure to include ALL applicable items listed on this
 checklist for the student.

                                                                                                                     2011/   2012/   2013/      2014/    2015/
                           CUMULATIVE FOLDER CHECKLIST                                                               2012    2013    2014       2015     2016
1. Student Photo Card

2. Access to Record Card
3. Student Placement Form (if retained, placed for cause, or promoted
   based upon alternative assessment)
4. Pupil Progress Report (original end-of-year Report Card).

5. Promote with Intervention Form (if applicable)

6. Attendance Letter
7. Original Registration Form (1st Day Entrance) and current Registration/ Personal History Form (by 1990 ELL
   Consent Decree) include Registration Supplement.
8. Standardized Test Record Card (put all standardized test results in pocket). See the following examples:
   Kindergarten Readiness Inventory/CELLA/FCAT SSS/NRT
9. Update Cumulative School Health Record to include: birth certificate, cumulative health record (HRS-H Form
   3041; Florida Certificate of Immunization (DH Form 680); Student’s health history and provision of health
   services including chronic conditions; allergies; screening tests, results, follow-up and corrective actions.
10. Pre-school documentation if applicable (LCS)
11. Exceptional Student Education Information and Pertinent evaluation information. All documentation should
    be placed in the BROWN ESE envelope in the cumulative folder (white-original copy)
12. Maintain ELL records (don’t purge) RED Folder

13. Custody or other legal documents (if applicable)

14. Proof of Residence

15. Student Residency Form

16. Caregiver Authorization Form (if applicable)

17. Student Internet Use / Access Permission Form (AUP)

                                                                                                                     2010/   2011/   2012/      2013/    2014/
                                 OTHER STUDENT RECORDS                                                               2011    2012    2013       2014     2015
1. 504 Plan BLUE Folder

2. Response To Intervention (RTI) ORANGE Folder

3. Summer Reading Academy: 1st Grade: PURPLE Folder

4. Summer Reading Academy: 3rd Grade: YELLOW Folder

                                                                                                          Initials

                         Please be sure to include ALL applicable items listed on this checklist for the student
                                                                                                              LCS-9860-1029
                                              Cumulative Folder/                                              Revised: 03/2011
                                           Records Transfer Checklist                                         Expiration: Annually
                                                For Elementary Schools



A. SENDING SCHOOL PROCEDURES - for completing progress report for students WITHDRAWING from your
   school.


     1) For students that have spent thirty (30) or more student school days in the 9 week grading period at your
        school:
                                                         th
        Note: The school that owns the student on the 30 day is responsible for the Official PPR.

             A) In the Blue School House, mark all areas in Behavior, Work/Study Skills and grades in all subject areas
             B) The teacher MUST put grades in the Genesis Blue School House PRIOR to the registrar withdrawing the
                student from that school. Record conference dates requested and held, and if retention was discussed.
                Enter comments. This is considered an OFFICIAL Pupil Progress Report.
             C) Confirm with appropriate school staff that the automated attendance record is correct, and make any
                updates or changes in the Genesis Blue School House.
             D) Before the student has withdrawn and leaves the school, print the PPR and provide a copy to the parent
                and place a copy into the student’s cumulative record.. The withdrawal date will print on the report card.
             E) The report card grades will forward to the new LCS school. If the student withdraws out of county the
                report card will remain printable by your school.
             F) It is the responsibility of the sending school to have completed the report card for all transferring students
                during that nine weeks.


     2) For students that have less than thirty (30) days in the 9 weeks grading period at your school: Complete an
        Unofficial PPR available on the Registrar’s website.


             A) No report card data should be entered in the Genesis Blue School House for the current grading period.

             A) Immediately after withdrawing a student, print a copy of the PPR from the Blue School House. This will
                serve as an Unofficial PPR. The withdrawal date will print on the report. Attach to the Official PPR if the
                Cumulative folder contains one.
             B) Confirm that the automated attendance record is correct; enter on the Unofficial PPR.
             C) On the Unofficial PPR, the teacher may hand write comments and/or grades that would be helpful for the
                new teacher. Give one copy to the parents and put one copy into the cumulative folder.

B.    RECEIVING SCHOOL PROCEDURES - for completing progress report for students TRANSFERRING within
     the district to your school.


     1)    For students that have spent thirty (30) or more student school days in the 9 week grading period at your
                                                            th
          school, the school that owns the student on the 30 day is responsible for the Official PPR.

     2) For students that have spent less than thirty (30) student school days in the 9 week grading period at your
        school:
            A) Use what is in the cumulative folder and hand write attendance (or attach a copy of the student’s official
                attendance report from Genesis) and any other comments helpful to the parents.
            B) If the student is from outside of the school district, request cumulative folder and FASTER report
                information for that student.


For further information or assistance with these procedures, contact the Records Office OR make a request
through the district’s Help Desk.

				
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