Administrative Letters
A018 - Student Cumulative Folder Records
Student Cumulative Folder Records Reviewed and Updated April 2019
WCSD Cumulative Folder Records Order |
| Item | Procedure | |
|---|---|---|
| 1 | ESL (blue folder) |
-> Place in the front of the Cumulative Folder • Ease of identifying ESL students and to maintain security of the records for state audit |
| 2 | Registration Form |
-> Parents will register online (from home or at school) -> Registrar prints off completed form -> Parent/guardian will sign -> Place signed copy in Cumulative Folder |
|
3 |
Legal Documents |
May include: -> Protective Orders -> Custodial Parent Documentation -> Guardianship -> DCFS -> Other Legal Documentation (Contact Students Services with questions) |
| 4 | Signed Parent Forms | -> Testing Opt-out Parent Request (Request given to Testing Director for current year, then place in Cum folder at the end of the year.) |
| 5 | Transcripts from other districts | |
| 6 |
Birth Certificate or other reliable proof of a student’s identity and age together with an affidavit (statement made under oath and notarized) explaining why the birth certificate cannot be provided |
-> Check to insure it is a legal certificate -> Only place 1 copy in Cumulative Folder |
| 7 |
Immunization Cards (or signed Exemption Form) |
-> Print immunization record from USIIS on pink cardstock. If immunization information is not in USIIS, enter immunization information into PowerSchool, then print immunization record from PowerSchool on pink cardstock. -> Immunization record verified and signed by Registrar and placed in Cum Folder |
Cumulative Folder Clarifications |
| Item | Clarification |
| Request from other districts or states |
Only send items listed on request form Retain Cumulative Folder (due to mobility and many students returning) Move Cumulative Folder forward as a “dead file” |
| Dead Files |
Move with the student’s graduating class Default to largest feeder school |
| Health Care Plans, 504 Accommodation Plans, Parental Notification of Incident Forms, Acceleration and Retention |
Records of Health Care Plans and 504 Accommodation Plans are maintained separately on PowerSchool. Health Care Plans are also kept with the school nurse on Google Drive. |
| Report Cards |
Record maintained separately on PowerSchool |
| Transcripts |
Record maintained separately on PowerSchool. Can be printed to include when student is transferring to another district or state. |
| Test Scores |
Record maintained separately on PowerSchool |
| McKinney-Vento Questionnaire |
Maintained in a separate file and shredded at the end of the school year. |
| Access Log |
Maintain in a separate file a log of who is accessing information the Cum Folders |
| Yellow HAL Folders |
Record maintained separately on PowerSchool |