Section F-- Student Records | CCSD HealthOffice Support

Section F-- Student Records

  STUDENT RECORDS

I. PERMANENT CUMULATIVE RECORD FOLDER

It is the responsibility of the assigned person at each school to ensure that records are complete for every student enrolled.  Particular emphasis must be given to recording grades, attendance enrollment-withdrawal information, test results, and promotion. Grades and attendance should be cumulative for Clark County School District attendance in the current school year.

The permanent cumulative folder of a student should contain the appropriate academic and/or data forms as discussed below and listed in the Cum Folder Documents section of the Student Record folder (InterAct > District Link > Student Data Services > Student Records > Cum Folder Documents).  Some items may have been used for the student in previous years of CCSD attendance and must be maintained.

Administrators will ensure that disciplinary records, with respect to a suspension or expulsion, will be transferred to any private or public elementary school or secondary school for any student who is enrolled or seeks, intends, or is instructed to enroll, on a full- or part-time basis, in the school.
II. STUDENTS CONTINUING IN THE CLARK COUNTY SCHOOL DISTRICT
A. EXPECTED STUDENTS

1. ELEMENTARY SCHOOLS

In August, each elementary school will receive a CCF-706, Elementary Student Data Record, for all students who completed the previous school year and are expected for the new school year.  This record will contain the previous elementary data, including grades, attendance and testing information.  The form will become a part of the permanent student record.

2.   MIDDLE SCHOOLS – GRADE 6

In August, each middle school will receive a Sixth Grade Permanent Data Record for students who completed the previous school year and are expected for the new school year.  This record will contain the fifth grade elementary data, including grades, attendance and testing information.  This form will become a part of the permanent student record.

Expected students who start sixth grade at a middle school will receive Test Data/ERW History form, CCF-757.  This form will be used to record where copies of transcripts/records were sent out of district, to record entry/withdrawal history for students who withdraw during the school year, and for placement of test data labels.  To eliminate recording entry/withdrawal history manually, an ERW history can be printed from the Enrollment Atom in SASI.

The last transcript for the school year will remain in the student cumulative record.

 

3.   MIDDLE SCHOOLS – GRADE 7

  Expected students who start seventh grade at a middle school will continue using the Test Data/ERW History form, CCF-757 from the sixth grade to record where copies of transcripts/records were sent out of district, to record entry/withdrawal history for students who withdraw during the school year, and for placement of additional test data labels.  (To eliminate recording entry/withdrawal history manually, an ERW History document may be requested from Central Information Services (CIS) when a student withdraws from Clark County School District).  If a CCF-757 was not initiated in sixth grade, the form must be prepared at the school.  At the end of the school year CIS will print an ERW History document for all students completing the school year.  This form will show the student’s complete enrollment, re-enrollment, and withdrawal history in CCSD, eliminating the need to record the entry/withdrawal information manually on the CCF-757.  The most recent form will be retained as part of the permanent student record.

At the end of each grade-reporting period an updated transcript must be placed in the student’s cumulative file.  This computer form will show grades and attendance.  The last transcript for the school year will remain in the student cumulative record.

4.    MIDDLE SCHOOLS – GRADE 8

Expected students who actually start eighth grade at a middle school will continue using the Test Data/ERW History form, CCF-757 from the 6th or 7th grade to record where copies of transcripts/records were sent out of district, to record entry/withdrawal history for students who withdraw during the school year, and for placement of additional test data labels To eliminate recording entry/withdrawal history manually, an ERW History document may be printed from the Enrollment Atom in SASI.  The most recent form will be retained as part of the permanent student record.

At the end of each grade-reporting period an updated transcript must be placed in the student’s cumulative file. This computer form will show grades and attendance.  The transcript becomes a PERMANENT RECORD upon completion of the second semester of the 8th grade.  In the case of withdrawal from CCSD, the most recent transcript becomes a permanent record.

5.   SENIOR HIGH SCHOOLS – GRADE 9

Expected students who start ninth grade at a high school will receive a high school Test Data/ERW History form (CCF-756).  This form will be used to record where copies of transcripts/records were sent out of district, to record entry/withdrawal history for students who withdraw during the school year, and for placement of test data labels. To eliminate recording entry/withdrawal history manually, an ERW History document may be printed from the Enrollment Atom in SASI. 

At the end of each grade-reporting period an updated transcript must be placed in the student’s cumulative file. This computer form will show grades, attendance and credits earned.  In the case of withdrawal from CCSD, the most recent transcript becomes a permanent record.

6.   SENIOR HIGH SCHOOLS – GRADES 10, 11 AND 12

Expected students who start tenth, eleventh or twelfth grade will continue to use the existing Test Data/ERW History form, CCF-756 from the previous year to record where copies of transcripts/records were sent out of district, to record entry/withdrawal history for students who withdraw during the school year, and for placement of additional test data labels. To eliminate recording entry/withdrawal history manually, an ERW History document may be printed from the Enrollment Atom in SASI.  The most recent form will be retained as part of the permanent student record.

At the end of each grade-reporting period an updated transcript must be placed in the student’s cumulative file. This computer form will show grades, attendance and credits earned.  The last transcript for the school year will remain in the student cumulative record.  The transcript becomes a PERMANENT RECORD upon completion of the second semester of the 12th grade.  In the case of withdrawal from CCSD, the most recent transcript becomes a permanent record.
B. UNEXPECTED STUDENTS
1. ELEMENTARY SCHOOLS
Elementary schools enrolling unexpected students will receive a CCF-706 Elementary Student Data Record when the enrollment is activated.  The form will display previous elementary data and will become a part of the permanent student record.
2.  MIDDLE SCHOOLS – GRADE–6
Schools enrolling unexpected sixth grade students must contact the school that the student was projected to attend to acquire the Sixth Grade Permanent Data Record, (containing fifth grade data) and the Test Data/ERW History form, CCF-757.  It is imperative that the projected Sixth Grade Permanent Data record be located and placed in the student permanent cumulative folder.
C. STUDENTS NEW TO THE CLARK COUNTY SCHOOL DISTRICT
1. ELEMENTARY SCHOOLS
  Central Information Services will generate an Elementary Student Data Record, CCF-706, when an enrollment is activated for any student new to the Clark County School District. 
2. SECONDARY SCHOOLS – GRADES 6-12
 The following are permanent record forms that will be printed by Central Information Services for secondary students new to the Clark County School District:

a) Central Information will initiate a Test Data/ERW History, CCF-756 for grades 6-8 and a CCF-757 for grades 9-12, for all new students to CCSD who enroll through the end of the first attendance period in September.  Following that date, these forms must be prepared at the individual schools.  These forms will become a part of the students’ permanent records.  Use them to record where copies of transcripts/records were sent out of district, to record entry/withdrawal history for students who withdraw during the school year and for placement of test data labels.  An ERW History document will be printed for all students completing the school year.  This form will show the student’s complete enrollment, re-enrollment and withdrawal history in CCSD.  The most recent form will be retained as part of the permanent student record.
b) At the end of each grade-reporting period an updated transcript must be placed in the student’s cumulative file.  The computer form will show grades, attendance and credits earned.  The last transcript for the school year will remain in the student cumulative record.  The transcript becomes a PERMANENT RECORD upon completion of the second semester of the 8th grade and the second semester of the 12th grade.  In the case of withdrawal from CCSD, the most recent transcript becomes a permanent record.
III. TRANSFERRING RECORDS TO ANOTHER CLARK COUNTY SCHOOL

ELEMENTARY and MIDDLE SCHOOLS

When a student transfers to another CCSD school, the receiving school will request the cumulative record.  The cumulative record should be forwarded within three days.  If the student owes money at the last school of attendance, the record of the monies owed will be transferred to the receiving school in the fees atom in SASIxp.  Refer to District Regulation 5125.

If a request for the records is not received, check the current status of the student using SASIxp or the Mainframe (Option 19).
A. If the student has entered another CCSD school, contact the school for record transmittal.
B. If the student is not showing a current enrollment, send the records to Student Data Services using a CCF-745 Student Academic Records Transmittal Sheet.

 DO NOT HOLD RECORDS FOR MORE THAN TWO WEEKS

IV. REQUESTING RECORDS FROM ANOTHER SCHOOL WITHIN THE CLARK COUNTY SCHOOL DISTRICT

Student records can be requested within CCSD using form CCF-751 or using InterAct. 
Go to District Link > OnLine Forms > CCF-751 School Record Request.

DO NOT SEND DUPLICATE REQUESTS.  During the first three months of the school year, records for non-return students may still be at the school of projection.

V. REQUESTING RECORDS FROM STUDENT DATA SERVICES

Student records can be requested from Student Data Services by using form CCF-750 or using InterAct.   Go to District Link > OnLine Forms > CCF-750 Dead File Record Request.
 
DO NOT SEND DUPLICATE REQUESTS.  During the first three months of the school year, records for non-return students may still be at the school of projection.
VI. RECORDS MAINTAINED IN STUDENT DATA SERVICES
A. Student Data Services maintains the records of students who have previously attended Clark County School District and whose last attendance was in Grades K-8.
B. Student Data Services also maintains records of all students in grades K-12 whose last attendance in Clark County School District preceded August of 2003.
C. For High School students whose last Clark County School District attendance was after August 2002, the records are maintained at the last school of attendance.  Request these records directly from that school using form CCF-751 or by using Inter-Act.
D. The permanent records housed in Student Data Services are scanned to a document imaging system for permanent retention.
VII. REQUESTING STUDENT RECORDS FROM SCHOOLS OUTSIDE CCSD
A. When a student enrolls in CCSD as a new student or is returning to CCSD after attending a school out of the District, the out-of-district records should be requested.
B. The individual schools are responsible for initiating and mailing the Postcard Request for Student Records, CCF-752.
C. Request PHOTOCOPIES ONLY from the OUT-OF-DISTRICT school.
D. Keep a record/log of the postcard requests sent out.  Include the date of request and the date the records are received.
E. If the out-of-district school sends the original record, immediately make photocopies and return the original to the parent OR send the originals to Student Data Services.

NOTE:  The CCF-752 postcard has a place for the parent’s signature to authorize release of information from the previous school.  Some school districts will require parental signature before sending copies of the student record.  Have the parent sign a CCF-752 when enrolling the student.

 

 

 

VIII. GROUP TRANSFER OF RECORDS – END OF SCHOOL YEAR

When transferring groups of student records to a new school or to another school, due to grade advancement or zone changes, prepare a transfer list (3 copies) of the student names whose records are being transferred.  One copy should accompany the group of records, one copy retained by the sending school for follow-up controls, and one copy to Student Data Services.

The CUMULATIVE FOLDERS MUST BE CLEANED BEFORE TRANSFERRING TO THE RECEIVING SCHOOL.  Cumulative folders should only contain the permanent academic records as listed in section XV of this manual.  Documents should be in order and nothing should be stapled to the actual cum folder.  Paperwork not relevant to the receiving school should be removed from the cumulative folder (i.e.; drawings, worksheets, writing assignments).

Principals opening new schools will be responsible for making arrangements with the sending schools for the actual physical transfer of records.

At the close of school, both principals concerned with the group transfer of records should communicate and agree on the details of the actual physical transfer of these records.

Individual student records that are not included in the group transfer of records should remain at the last school of enrollment.  Do not automatically transfer a record.  It will be the responsibility of the new school to request the record from the last school of enrollment.
IX. TRANSFERRING RECORDS TO STUDENT DATA SERVICES
Only the permanent records of Clark County School District should be forwarded to Student Data Services.  It is the responsibility of school staff to remove any documents that are not listed as a possible part of the permanent record.  Cum folders that are sent to the Student Data Services in disarray will be returned to the school for proper cleaning and sorting.
A. ELEMENTARY SCHOOLS 
The permanent student records for all students will be forwarded to Student Data Services when a student withdraws from the Clark County School District or for non-return students who complete the previous school year but do not enroll in the district for the new school year. 
B. MIDDLE SCHOOLS
1.   The permanent student records for all students will be forwarded to Student Data Services when a student withdraws from the Clark County School District or for non-return students who complete the previous school year but do not enroll in the district for the new school year. 
2.   Before sending, an updated ERW History and Transcript should be placed in the student’s cumulative file.
C. HIGH SCHOOLS
1.   Upon notification from Student Data Services, high schools will arrange the transfer of records for students no longer attending, due to graduation or withdrawal.
2.   Records will be grouped together alphabetically by school year, and forwarded to Student Data Services when notified.  Records must be in alphabetical order.  Do not separate graduates from withdrawals.
3.   When notified, please refer to the Cumulative Folder Documents list in Section XV to determine which documents to include and the order in which they are to be placed.  Please make every effort to ensure the student record is correct and complete. 
4.   If the ERW History is not in the record or is not updated, please print a copy from the Enrollment History page of the Enrollment Atom for the permanent record.

5. Print and include an updated transcript; sign and date if student graduated.
6. All manila folders, staples and paper clips should be removed.  Only one staple should be used to secure each record.
7.     Records must be placed in boxes with lids.   Label the boxes with the school name and number each box; i.e.; box 1 of 7.
8.  The records must have a list indicating what records have been sent.
X. RETENTION OF PERMANENT RECORDS

  ORIGINAL PERMANENT STUDENT RECORDS ARE NOT TO BE SENT OUTSIDE THE CLARK COUNTY SCHOOL DISTRICT!
XI. NON-RETURN STUDENTS – CUM FOLDER PROCEDURES

  Non-return students are students who complete the previous school year but do not enroll in expected school for the new school year.
A. ELEMENTARY SCHOOLS

Beginning August 1 and continuing through the first three months of school (the third attendance period), the following procedures apply: (After the third month ref: Section XII.)
1.   REQUESTS – from another Clark County School District school

  Cumulative record requests from another CCSD school for non-return students will be honored by transmitting the original records to the requesting school.  Keep a record of the date sent and the school the record was sent to.  If the student owes money at the last school of attendance, the record must still be transferred to the receiving school.  Refer to the District Regulations and Policies Staff Handbook, Regulation 5125, VI.
2.   RECORD REQUESTS –from a school outside the Clark County School District are to be handled as follows:

a. Be sure the cumulative records are complete.

b. Staple the request to the front of the cumulative records or folder, making sure the return address is on the request form, or the envelope showing the return address is attached.

c. Send these records to Student Data Services.  List the student names (last name first) in alpha order on a Student Academic Records Transmittal Sheet, CCF-745.  Attach the original CCF-745 to the records and retain a copy for your files.  Student Data Services will send out copies of the records.

d. If the records were forwarded to another CCSD school, or to Student Data Services, forward the request immediately to that location.  Give priority to any requests indicating immediate need or urgency.
3. RECORDS FOR REMAINING NON-RETURN STUDENTS

a. The permanent student records for all remaining non-return students will be forwarded to Student Data Services.  (Student completed the previous school year but did not enroll in the district for the new school year.)

b. Only the permanent records of Clark County School District should be forwarded to Student Data Services. It is the responsibility of the school staff to remove any documents that are not listed as a possible part of the permanent record.  Any CCF-705 Registration Form-Worksheets should be removed/shredded when records are transferred to Student Data Services. 

c. Four weeks after the beginning of the school year staff may begin transmittal of non-return student records (without records requests) to Student Data Services.  All non-return records must be sent to Student Data Services NO LATER than the end of the third attendance period.

d. Check SASIxp or Mainframe (Option 19) to see if the student is enrolled in another CCSD school.  If the student is enrolled, records are to be sent to the school of attendance.  Contact the school of attendance for the appropriate transmittal of the records.

e. All records must be complete.  Include the latest Elementary Student Data Record, CCF-706 that was sent in August from Central Information Services and all 706’s from previous enrollments.  Be sure the health card is in the folder.

f. Arrange records in alpha order.

g. List names in alpha order on a Student Academic Records Transmittal Sheet, CCF-745, which will accompany the records.  Retain a copy for your files.  
B. MIDDLE SCHOOLS – GRADES 6-8
1.    REQUESTS – Grades 6-8 from another Clark County School District school

Cumulative record requests from another CCSD school for non-return students will be honored by transmitting the original records to the requesting school.  Keep a record of the date sent and the school the record was sent to.  If the student owes money at the last school of attendance, the record must still be transferred to the receiving school.  Refer to the District Regulations and Policies Staff Handbook, Regulation 5125, VI.
2.   TRANSCRIPT RECORD REQUESTS – Grades 6-8 from a school outside the Clark County School District are to be handled as follows:

a.   Be sure the cumulative records are complete. 

b.   Staple the request to the front of the cumulative records or folder, making sure the return address is on the request form, or the envelope showing the return address is attached.

c.   Cancel the student's status as a dropout, if appropriate.  See specific instructions in the Dropout Reporting folder in InterAct.  (District Link > Student Data Services > Dropout Reporting)

d. Send these records to Student Data Services.  List the student names (last name first) in alpha order on a Student Academic Records Transmittal Sheet, CCF-745.  Attach the original CCF-745 to the records and retain a copy for your files.  A transmittal form is essential.  Student Data Services will send copies of the transcripts.

e. If the records were forwarded to another CCSD school, or Student Data Services, forward the request immediately to that location

f. Give priority to any requests indicating immediate need or urgency.

3. TRANSCRIPT REQUESTS – Grades 9-12 from a school outside the Clark County School District

a. High Schools will maintain a dead file of the cumulative records for students who last attended grades 9-12.  The school will handle transcript requests.  DO NOT SEND THE ORIGINAL RECORDS; send photocopies only.  Copies are to be sent even if the student owes money (CCSD Regulations and Policies Staff Handbook, Regulation 5125, VI).

b. Record on the CCF-756 where the copies of the record are being sent and the       date of transmittal.

c. Cancel the student's status as a dropout, if appropriate.  See specific instructions in the Dropout Reporting section of this manual.

d. Non-returns who were projected to attend your school but who last attended grades 9-12 at another Clark County High School, return the cumulative records to that CCSD school and attach the request for transcript.
XII. RECORDS FOR REMAINING NON-RETURN STUDENTS

Transmittal of Non-Return student records to Student Data Services can begin four weeks after the beginning of the school year.  All records must be sent to Student Data Services NO LATER than the end of the third attendance period.
A. MIDDLE SCHOOLS – GRADES 6-8

All remaining records at the school for non-return students must be sent to Student Data Services.  Transmittal of these records can begin four weeks after the beginning of the school year.  All records must be sent to Student Data Services no later than the end of the third attendance period.
1. Check SASIxp or Mainframe, Option 19, to see if the student is enrolled in another CCSD school.  If the student is enrolled, records are to be sent to the school of attendance.  Contact the school of attendance for the appropriate transmittal of the records.

2. Be sure all records are complete.  For sixth grade students, include the Sixth Grade Student Permanent Data Record (no CCF number).  For seventh and eighth grade students, include the Test Data/ERW History Form, CCF-757, and the latest ERW History printout.  Also include an updated Transcript and the Health card.
3. Arrange records in alpha order.

4. List names in alpha order on a Student Academic Records Transmittal Sheet, CCF-745, to accompany the records.  Retain a copy for your files. A transmittal form is essential.
B. GRADES 9-12 – SENIOR HIGH SCHOOLS
1. At the end of the third attendance period, only the non-return 9th grade (last attendance in 8th grade) records will be sent to Student Data Services.  Check SASIxp or the Mainframe, Option 19, to see if the student is attending another CCSD school.
2. Be sure records are complete with the latest ERW History and any Transcript forms included.
3. Arrange records in alpha order.
4. List names in alpha order on a Student Academic Transmittal Sheet, CCF-745, to    accompany the records.  Retain a copy for your files.  A transmittal form is essential.
5. By the end of the third attendance period, all remaining records for non-return students who were projected to attend your school but who last attended grades 9-12 at another Clark County high school should be returned to that CCSD high school for filing in that high school’s dead file.
6. By the end of the third attendance period, all records for non-return students who last attended grades 9-12 at your high school are to be filed in the school’s dead file.  Your school will handle any future request for transcripts.  DO NOT SEND THE ORIGINAL RECORDS; send photocopies only.  Copies must be sent even if the student owes money to CCSD (Regulations and Policies Staff Handbook, Regulation 5125, VI).

XIII. WITHDRAWN STUDENTS – CUM FOLDER PROCEDURES
A. ELEMENTARY SCHOOLS
1. The permanent student records for all withdrawn students will be forwarded to Student Data Services.
2. Only the permanent records of Clark County School District should be forwarded to Student Data Services.  It is the responsibility of school staff to remove any documents that are not listed as a possible part of the permanent record.  Any CCF-705 Registration Form-Worksheets should be removed/shredded when records are transferred to Student Data Services.
3. The records for withdrawn students must be forwarded to Student Data Services NO LATER THAN TWO WEEKS AFTER WITHDRAWAL.
4. A cover sheet, Student Academic Records Transmittal Sheet, CCF-745, must accompany the transfer of records.  Retain a copy for your records.
5. Records must be complete.  On the CCF-706, record the withdrawal date and code, destination (if known), grades, and attendance data up to student’s withdrawal.  Attendance and grades must be the cumulative total for the current year to date, including the data from any previous CCSD school during the school year.  The record is not complete until this information is recorded on the Elementary Student Data Record.  The Health card must be with the record.
a.    Sort records in alpha order and list the names on CCF-745 in the same order.
b.  If additional student information is located or received after this transmittal, forward the information to Student Data Services with a notation as to when the other records were submitted.  Use alpha order for large groups.
6. RECORD REQUESTS – DO NOT SEND ORIGINAL RECORDS OUT OF CCSD!

a.    If a request is received before the records have been sent to Student Data Services, staple the request to the front of the cumulative record or folder, making sure the return address is on the request form, or that the mailing envelope showing the return address is attached.  Place a check mark in the column labeled Request Attached on the CCF-745.  Student Data Services will send photocopies of student’s record.

b.    If a request is received after the records have been sent to Student Data Services, forward the request IMMEDIATELY.  Make a notation on the request stating the date records were sent to Student Data Services.
B. MIDDLE SCHOOLS – GRADES 6-8
Records for withdrawn students, grades 6-8, must be forwarded to Student Data Services no later than one week after withdrawal, accompanied by a Student Academic Records Transmittal Sheet, CCF-745.
1. Only the permanent records of Clark County School District should be forwarded to Student Data Services.  It is the responsibility of school staff to remove any documents that are not listed on a possible part of the permanent record.
2. The most recent Transcript and the Pupil Release and Transfer – Secondary, CCF-740, become a permanent part of the student record when the student withdraws from CCSD.   An updated computer ERW History printout should be placed in the student’s cumulative file along with the Health Card.
3. Cancel the student's status as a dropout, if appropriate.  See specific instructions in the Dropout Reporting section of this manual.
4. Sort records in alpha order and list the names on a Student Academic Records Transmittal Sheet, CCF-745, in the same order.  A transmittal form is essential.
5. If additional dead file material is located or received after the record was sent to Student Data Services, forward the material to Student Data Services with a notation as to the date when the other records were submitted.
6. RECORD REQUESTS – DO NOT SEND ORIGINAL RECORDS OUT OF CCSD!
a) If a request is received before the records have been sent to Student Data Services, staple the request to the front of the cumulative record or folder, making sure the return address is on the request form, or that the mailing envelope showing the return address is attached.  Place a check mark in the column labeled Request Attached on the CCF-745.  Student Data Services will send photocopies of student’s record.
b) If transcript requests are received after the records have been sent to Student Data Services, forward the requests IMMEDIATELY.  Make a notation on the request stating the date records were sent to Student Data Services.
(1) Cancel the student's status as a dropout, if appropriate.  See specific instructions in the Dropout Reporting folder in InterAct.  (District Link > Student Data Services > Dropout Reporting)
C. GRADES 9-12 – HIGH SCHOOLS
1. High Schools will retain records for withdrawn students unless another CCSD school requests the record.  High schools are required to prepare and send information for out of district requests.  Do not send original CCSD records, SEND PHOTOCOPIES ONLY.  If there are out of district records, forward them to the requesting school with the photocopies of the CCSD records.
2. Record the date and location where the copy of the record was sent on the back of the CCF-757.
3. Cancel the student's status as a dropout, if appropriate.  See specific instructions in the Dropout Reporting folder in InterAct.  (District Link > Student Data Services > Dropout Reporting)
4. The most recent Transcript and the Pupil Release and Transfer – Secondary, CCF-740, become a permanent part of the student record when the student withdraws from CCSD.  An updated computer ERW History printout should be placed in the student’s cumulative file along with the Health Card.
D. TRANSCRIPT REQUESTS FROM PARENT OR STUDENT 18 YEARS OF AGE OR OLDER

The parent, or student 18 years of age or older, may receive transcript copies of the student’s academic, health and testing records from the school or Student Data Services upon written request, in accordance with guidelines discussed in detail in the CCSD Regulations and Policies Staff Handbook, Regulation 5125.1 A&C.

 In accordance with the Family Educational Rights and Privacy Act of Parents and Students, whenever a student has attained eighteen years of age, the permission or consent accorded to the parents of the student shall thereafter only be required of and accorded to the student.
 The Student Record Release, CCF-754, is used when releasing copies of a transcript.  A written signed request by mail from the parent or student is also acceptable.  File the written or signed form in the student’s cumulative folder.

 A signed copy of the Review of Student Record, CCF-755, should be filed in the student’s cumulative folder when a parent or student 18 years of age or older reviews a student record.

XIV. CONFIDENTIAL RECORDS (Special Education Records)

The brown confidential folder is developed for any student evaluated and participating in special education programs, including speech services.  The folder is used to maintain a student’s special education records.  Student Data Services is responsible for the development of the confidential folder.
 
Confidential folders must be maintained at the student’s school of enrollment.  Student Data Services is the central repository for the confidential folders for students who are no longer enrolled in Clark County School District.

A.  MAINTAINING CONFIDENTIAL RECORDS – ENROLLED STUDENTS
1. The site administrator is responsible for all confidential records at the school.  The administrator or his designee is responsible for checking confidential folders in and out of the school and for maintaining confidentiality.  Information contained in these folders is available only to approved and listed personnel in the school who have legitimate need of the information for educational planning.
2. Confidential folders must be maintained in secure locations within the school.
3. An accountability system (log) must be maintained that specifies the location of confidential folders at all times.

a.   All school personnel are required to log records in and out if the records are removed from the office where they are kept.

b.   Records should be removed from their location only for a valid reason (i.e., folder reviews on campus by teachers or related services personnel; availability at IEP Team meetings).

c.   No folder should leave the school to which it has been assigned, except when:
(1)    being returned to Student Data Services
(2)    being sent to a receiving CCSD school where the student is attending
(3)    Student Support Services personnel are using the folder.

d. A CCF-517, Confidential Folder Invoice must accompany the transfer of a folder.

4. Any additional special education records that are received or generated should be incorporated and maintained in the Confidential Folder, (e.g. Independent Educational Reports, Out-Of-District I.E.P, etc).

5. Minimum documentation requirements for the Status Record, CCF-759, must be followed when incorporating new documents into the existing Confidential Folder. 
B. TRANSFER OF CONFIDENTIAL FOLDERS BETWEEN CCSD SCHOOLS

Confidential folders of students transferring to other schools will be forwarded to the receiving CCSD school.  A Confidential Folder Invoice, CCF-517 must accompany the transfers of all folders.   Since the person/school who last held the Confidential Folder is responsible for it, it is recommended that a folder/binder be maintained with copies of the CCF-517 for verification of folder transmittal.

 

C.  REQUESTS FOR CONFIDENTIAL RECORDS
1.  REQUESTS FOR CONFIDENTIAL RECORDS – WITHIN CCSD

a.  Verify the student’s enrollment at the requesting CCSD school.

b.  Forward the Confidential Folder, accompanied by CCF-517, to the receiving school.  Maintain a copy of the CCF-517 for your records.
2.  REQUESTS FROM A SCHOOL OUTSIDE CCSD
Forward the request, along with the Confidential Folder and CCF-517 to Student Data Services.  Student Data Services will send out the requested information.  Maintain a copy of the CCF-517 for your records.

3.  REQUESTS FROM PARENT/GUARDIAN
a.  Parents have a legal right to review and /or receive copies of their child’s records.
b. School personnel are typically responsible for responding to parent requests for access to or copies of the records.
c. Parent/Legal Guardian must present proof of identity and must be listed as a parent of record; after establishing the identify of the parent/guardian, they must sign an Authorization to Release Confidential Information, CCF-503.  Documentation of the release of information must be noted on the Status Record, CCF-759.  The original signed release should be placed behind the Status Record within the folder.

4.  REQUESTS FROM AGENCIES

a.  Outside agencies may sometimes require copies of Confidential Records in order to assist the student (i.e.: Bureau of Disability, Social Security Administration, etc.)

b.  A parental release is required before any information can be sent.  Upon obtaining parental release, school personnel are typically responsible for responding to agency requests and should forward COPIES of the information requested.  Documentation of the release of information must be noted on the Status Record, CCF-759 and in the FERPA record in the NV SUPP Atom in SASIxp.  The original signed release should be placed behind the Status Record within the folder.

c.  A parental release is required before any information can be sent.  Upon obtaining parental release, school personnel are typically responsible for responding to agency requests and should forward COPIES of the information requested.  Documentation of the release of information must be noted on the Status Record, CCF-759 and in the FERPA record in the NV SUPP Atom in SASIxp.  The original signed release should be placed behind the Status Record within the folder.

D.  REQUESTING CONFIDENTIAL FOLDERS FROM STUDENT DATA SERVICES

Confidential folders can be requested from Student Data Services by using InterAct:

1.  Go to District Link > Online Forms > (CFR-1) Confidential Folder Request

E.  NON-RETURN STUDENT – CONFIDENTIAL FOLDERS

Non-return students are students who have completed the previous school year, but do not enroll in the expected school for the new school year.

1.  Transmittal of Confidential Folders for non-return students can begin four weeks after the beginning of the school year.  All folders for non-return students must be sent to Student Data Services NO LATER than the end of the third attendance period.  A Confidential Folder Invoice, CCF-517 must accompany all transfers of confidential folders.

2.  Check SASIxp or Mainframe, Option 19, to see if the student is enrolled in another CCSD school.  If the student is enrolled, the confidential folder is to be sent to the school of attendance.  If not enrolled in any CCSD school, forward the record to Student Data Services.  A Confidential Folder Invoice, CCF-517 must accompany all transfers of confidential folders.

F.  WITHDRAWN STUDENTS – OUT OF DISTRICT 

Confidential folders for students who withdraw from CCSD are transferred to Student Data Services.  A Confidential Folder Invoice, CCF-517 must accompany all transfers of confidential folders.

G.  END OF A SCHOOL YEAR – CONFIDENTIAL FOLDER PROCEDURES

At the end of the school year, confidential folders are to be retained at the school, except for students in the following categories:

1.  Graduates – confidential folders for graduate students must be forwarded to Student Data Services.  A Confidential Folder Invoice, CCF-517 must accompany all folders.

2.  Students leaving the Clark County School District  - Confidential folders for students leaving CCSD (including students who have reached age 22) will be forwarded to Student Data Services.  A Confidential Folder Invoice, CCF-517 must accompany all folders.

3.  Students transferring to other schools due to promotion or transfer – The folder will be transferred to the receiving school.  A Confidential Folder Invoice, CCF-517 must accompany all folders.

XV. Cumulative Folder Documents

As per CCSD Regulation 5125, the following documents must be kept and submitted to Student Data Services Record Center for permanent retention when a student leaves the Clark County School District.

A. Elementary Schools—Educational records retained in the permanent School Record (cumulative folder) and the order in which they are placed:

1. CCF-712.  Health Card
2.   CCF-706(s) in descending order with latest on top
3.   Testing stickers on correct 706
4.  Court Documents, such as:
   a.   Name changes
   b.  Guardianship/custody papers
   c.   Divorce decrees
   d.   Protective orders
5.   Immunization Records
6.   Copy of Certified Birth Certificate
7.   GATE Eligibility Form (CCF-480) or GATE Summary Sheet
8.   504 folder

a.    CCF-504.5/506-Parent notice of Sec 504 actions

b.    CCF-504.3/504.4/504.9-Parent notice of 504 planning meetings

c.   CCF-504.1-Accommodation Plan

d.  CCF-504.6-Sel-contained separate folder

9.   Discipline Folder Documents:

a.   CCF-806 Suspension

b.    CAS Expulsion Parent Notification

11. ELLPD Folder

12. Release of Information Forms (less than 6 months old)

 

B. Secondary Schools— Educational records retained in the permanent School Record (cumulative folder) and the order in which they are placed:

1. CCF-712.  Health Card
2. CCF-756.  Testing data for High Schools
3. CCF-757.  Testing data for Middle Schools
4. Testing stickers on correct 756/757
5. Enrollment, Re-enrollment, Withdrawal (ERW) history
6. Nevada Writing Assessment, 8th grade
7. Updated High School transcript
8. CCF-740.  Secondary Release and Transfer(s)--High School
9. Updated Middle School transcript.
10. CCF-740.  Secondary Release and Transfer(s)--Middle School
11. Student Data Record reflecting 5th grade grades
12. CCF-706(s) in descending order with latest on top
13. Testing stickers on correct 706.
14. Nevada Writing Assessment, 4th grade if student was in 4th grade prior to the 03-04 school year)
15. Court Documents, such as:
a.   Name Changes
b.   Guardianship/custody papers
c.   Divorce Decrees
d.   Protective Orders
16. Immunization Records
17. Copy of Certified Birth Certificate
18. GATE Eligibility Form (CCF-480) or GATE Summary Sheet
19. 504 folder
a.   CCF-504.5/506-Parent notice of Sec 504 actions
b.   CCF-504.3/504.4/504.9-Parent notice of 504 planning meetings
c.   CCF-504.1-Accommodation Plan
d.   CCF-504.6-Sel-contained separate folder
20. Discipline Folder Documents:
a.   CCF-806  Suspension
b.   CAS Expulsion Parent Notification
21.   ELLPD Folder
22. Release of Information Forms (less than 6 months old)
ALL SCHOOLS:  Please remember that it’s OK to keep health related documents and other documents in the cum folder that you consider important for other schools to know (for example, a threat assessment that determines a child is dangerous) while the student is still enrolled in CCSD.  Included in this category are the past 705s.  Place a paperclip on the documents you’re leaving in the folder that aren’t on the above list, and place them in the back of the folder. 

When the student actually leaves the district, that’s the time to purge the health information down to the Immunization Records and the Health Card, eliminate the 705s, etc.

This is not a license to leave junk in the folder—play nice with others J