MEMO
To:
All Principals
School Staff Responsible for Student Records
From:
Achievement and Accountability Office – Knowledge Management Department –
Student Records
CC:
Chief Academic Office
Date:
June 10, 2015
Subject:
Important Dates and Resources for Cumulative Record Maintenance and End of Year
Transfer of Records for Students Transitioning from Grade 5 to Grade and Grade 8 to
Grade 9
The purpose of this memo is to provide specific dates and directions regarding the maintenance of
cumulative record folders and the end of year transfer of student cumulative record folders for those
going from grade 5 to grade 6 and grade 8 to grade 9. In addition, to certify the completion and closeout of student records for graduating seniors. Additional details and resources are available on City
Schools Inside in the Year End Action Items tab. Please contact the Office of Student Records at
[email protected] or 443.396.8627 with any questions.
Important Dates:
June 8 – 19
The accuracy of all students’ Official High School Transcripts must be
verified. For High School Graduates, GPA, Class Rank and certification with the
principal’s signature and graduation date must be completed on each
graduating senior’s transcript. When a student graduates, the older versions of
transcripts should be replaced with a final copy of the transcript that includes an
official signature. Please refer to Attachment 5 “Completing Maryland Student
Record Cards for Graduating Seniors” for additional guidance. Please submit the
Completion and Close-Out of Student Records of Graduating Seniors” form
(Attachment 6) by August 14, 2015
June 9 -16
All teachers must enter Quarter 4 or Trimester 3 marking term grades in PTG.
Final grades for each course are also entered. PTG sync with SMS occurs
For elementary school grades (K-8): Grade level teacher reviews and updates
the cumulative record folder at the end of the year with quarter 4/trimester 3
As of June 10, 2015; page 1
grades, test scores, service learning hours (if applicable) for their class(es).
Teacher reviews the cumulative folder to ensure that all the required
documents are present and completes the STUDENT RECORD REQUIRED
ELEMENTS CARD CHECKLIST identifying what is and is not present. The
CHECKLIST is placed in the student’s cumulative folder
For secondary school grades (9-12): Principal designates trained school staff
members in the maintenance of student records (e.g., registrars, guidance
counselors) to review and update the cumulative folder at the end of the year
with quarter 4/trimester 3 grades, test scores, service learning hours. The
school counselor completes the SRC #3 (green card). Principal designates
trained school staff members in reviewing the cumulative folders to ensure that
that all the required documents are present and completes the STUDENT
RECORD REQUIRED ELEMENTS CARD CHECKLIST (Attachment 4) identifying
what is and is not present. The CHECKLIST is placed in the student’s cumulative
folder
June 16-19
Principal designee produces and places a copy of the report card for all students
in the cumulative folders
June 25 – July 13
PowerSchool SMS down for upgrades and year end processes
Week of July 13
PowerSchool SMS rollover completed. Records of students transferring to
another school or from Grade 5 to Grade 6 or Grade 8 to Grade 9 is organized
by school staff as part of the end of year transfer of records process
For transfers of students within the school district, school staff uses the City
Schools – Enrollment Reports titled “Principal Enrollment Gaining Report” and
“Principal Enrollment Losing Report” within the “Reports” page of SMS to access
the list of sending and receiving for their school to prepare the transfer of
records
July 20 – 24
End of year transfer of records between schools occur.
The end of year transfer of record process for folders of students being
transferred within the school district from grade 5 to grade 6 and grade 8 to
grade 9 is coordinated through the Office of Student Records. In addition, the
Office of Student Records is managing the transfer of records of closing schools
to RECEIVING schools. Attachment 1 is a checklist of documentation that should
accompany records to the RECEIVING schools when a student is transferred
within the district. Schools are to follow this checklist in preparing their folders
for transfer.
However, over the summer, your school may receive parent visits or be
contacted by a school (either in the same LEA, another Maryland school,
or outside of Maryland) stating that a student is to be transferred to
As of June 10, 2015; page 2
another school. This process is managed entirely at the school level.
The SENDING school is held accountable for the student until the
RECEIVING school provides acceptable documentation. Please review
Attachment 1 for the process of transferring records to a public school
in Maryland.
Records are reviewed, updated, and cleaned out by the SENDING school using
the “Completion and Transfer of Student Records” guidance (Attachment 2), to
ensure accuracy and completeness. The SENDING school must check for
documentation of residency verification before transferring records to the
RECEIVING school. There must be two proofs of residence. When sending 8th
grade folders to the high school, please indicate which students will be
attending summer school, so the RECEIVING school is aware of students they
may receive after classes have been successfully completed
For the transfer of records for students transitioning from grade 5 to grade 6
and grade 8 to grade 9:
July 20-21: Schools SENDING records to RECEIVING schools are responsible for
delivering cumulative records to be transferred to OAA - Student Records
(location TBD). SENDING school personnel delivers the records with signed
verification of accuracy (Attachment 3)
July 22: Student Records staff review and verify that all transfer records have
been collected from SENDING schools. RECEIVING schools notified by Student
Records staff via email and phone call of July 23 -24 pick-up dates
July 23-24: RECEIVING schools pick up cumulative records of students
July 27-31
For the transfer of records for students transitioning from grade 5 to grade 6
and grade 8 to grade 9: RECEIVING schools submit final requests for missing
student records to Student Records office. Student Records coordinates transfer
of final records from SENDING schools. Records of students transferring schools
within the district, including records of students transferring from Grade 5 to
Grade 6 or Grade 8 to Grade 9 is COMPLETE no later than July 31
August 10
Grades and promotion status of students in summer school entered in SMS by
the home school. Records of students in grades 5 or Grade 8 that attended
summer school and are being promoted to the next level are prepared by the
SENDING school and sent to the RECEIVING school. Student Records office
conducts follow up communication to SENDING and RECEIVING schools to
confirm transfer of records of summer school students
Principals complete by August 14 the Certification of Completion and Transfer
of Maryland Student Record Folders form. This form, completed annually,
provides for the verification of the accuracy and completeness of student
records and the persons involved in the verification process. Additional
information about completion of this form will be provided in July
As of June 10, 2015; page 3
August 14
Completion and Close-Out of Student Records of Graduating Seniors form
(Attachment 6) due to Office of Student Records
Certification of Completion and Transfer of Maryland Student Record Folders
form due to Office of Student Records
October 1 – 9
Student records folder of all “No-Shows” will be returned to the sending
school(s) with appropriate explanations. (After attendance report filed)
October 15 -16
In-house final reviews of student records and transcripts conducted by the
school-based team members (at minimum) responsible for maintaining accuracy
of cumulative folders. The school-based team members may be comprised of a
professional counselor, Special Education Coordinator/Chair and
Secretary/Registrar. A school administrator may assume the role of one or more
of the designated team members. Please note that the review period is during
the district’s Staff Professional Development Days to allow for time to review,
discussion, and follow up on records.
Important Resources
Student Records Contact Information:
[email protected]
Attachment 1: Checklist of documentation to accompany transfer of student cumulative record folders
Attachment 2: Completion and transfer of student records guidance
Attachment 3: Signed verification of accuracy
Attachment 4: Student Record Required Elements Card Checklist
Attachment 5: Completing Maryland Student Record Cards for Graduating Seniors
Attachment 6: Completion and Close-Out of Student Records of Graduating Seniors
Recreating a cumulative folder SY 2014-15
Maryland Student Records Manual 2016
City Schools: SMS End of Year Procedures
As of June 10, 2015; page 4
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Key dates and processes - Baltimore City Public School System