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STUDENT R ECORDS

STUDENT R ECORDS. Distribution Services Supervisor Victor Parra. Project Goals. Ultimate goal of project is to streamline the student records transfer process. Helping customers who are requesting student records. Finding out what the customer needs. Keeping Inactive Records.

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STUDENT R ECORDS

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  1. STUDENT RECORDS Distribution Services Supervisor Victor Parra

  2. Project Goals • Ultimate goal of project is to streamline the student records transfer process. • Helping customers who are requesting student records. • Finding out what the customer needs.

  3. Keeping Inactive Records • On Site, keep 4 yrs of inactive records (3yrs plus current) Special Education Records • On site for 6 yrs • Continue to keep Special Ed Records separated. • Can be sent to Corodata for storage after 6 yrs

  4. The Customer • Requesting their Student Records: • What do they need? (All Records, Transcripts, shot records?) • What do they need it for? (school, work, Court, citizenship?)

  5. What Steps Need to be Taken? • The requester can work directly with the site by completing the Records Request Form and attach Support documents, photo ID, etc. • The form can be found on line at Sandi.net /Departments/ Distribution Services/Student Records • If they are a 3rd party requesting; a release form must be provided, along with a photo ID, and support documents • Court or Attorney request are to be directed to Education Center Legal Department

  6. Costs?? • Transcripts= $3.00 • Mailed records or transcripts =$5.00 • $.10 a sheet for additional documents • Accept Money Orders only

  7. Transferring CUMS to Storage STEP 1 • Contact Student Records Via email or voice mail to coordinate transfers. • Provide the following information • Name • Phone Number • Site • Number of Boxes

  8. STEP 1: Continued • On the Handle end, correctly mark each box with Site name and box number (do not tape any sheets or labels the exterior)

  9. Step 2 Complete Excel Data Log Sheet

  10. Step 3 • Double check box to be sure all files were captured • Place corresponding list in each box attached to the inside of the lids • Do not tape the lids closed • Do not tape additional papers to the outsides of the boxes

  11. STEP 4 Note: • Submit one continuous spreadsheet. Send complete list via email to Student Records to be reviewed. studentrecords@sandi.net Student Records will send Corodata barcodes via school mail

  12. STEP 5 • Attach Bar Codes to the bottom left hand corner of the handle side of each assigned box. • Coordinate with your BSS (custodian), make arrangement to have them ready for pick up. • Via Email, Inform Student Records that the Boxes are ready for pick up

  13. Step 6 • Student Records will create a pickup request and coordinate with Distribution Services to have boxes picked up either by Truck or Mail Van • Note: How we can transfer • 1-3 boxes –Mail Van • 4-24 boxes- By Truck on the next site delivery day • 30+ boxes- Special Truck pick up by Distribution Services

  14. Site To Site Transfers • Cum Files transferred from site to site: • Transfer Form Can be found on the Distribution Services web page under Forms • Submit request to Distribution Services Victor Parra via e-mail or fax

  15. Suggestions • Comments • Thoughts • Ideas • Improving the process Please Email Victor Parra vparra@sandi.net

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