Revised 12/05

Record Keeping

Policy

Each ES is responsible for completing all necessary paperwork while serving each student, making a copy for the ESs files, mailing it if required to the correct location, and tracking it in the parent and student checklists.

Submitting Documents to the Office

The office does NOT accept faxes for any documentation requiring an original wet signature. This includes charter summaries and hard copy attendance rollsheets. It is strongly suggested that you make copies of any documents you send to the school so that you do not have to duplicate your work at a later date.

All enrollment documentation must be correct documentation for that school. DO NOT use White Out on an official school form, unless allowed in the directions for that specific form. Certain non-auditable documents can be corrected with a single line through the wrong information, a correction added, and an ES signature and date for that correction. Please refrain from using this process for official auditable documents, but use a new form instead.

Student Records Information

The office/database keeps a cume file on each student, but it is the ESs responsibility to keep copies of their educational records for each student on file in their home offices. All forms entered into the Parent and Student Checklists as being on file with the ES must be kept in the ES’s student file as long as the student is enrolled, and passed to the new ES if a student transfers.

It is recommended that high school records be kept for 4 years. For High School, the ES or the parent should keep supportive documentation for the grades and credits that have been assigned, and any info that will help answer questions that might come from another high school or college: name of texts, topics covered, if it was a-g, projects done, etc. Copies of learning records are kept in the school database, but you may want copies of textbook tables of content, and some work samples as the work samples collected are sufficient for a school audit, but may or may not be sufficient for questions from other high schools or admission to some colleges.

Record Keeping Summary

• Each ES is responsible for completing all necessary paperwork while serving each assigned student and mailing documents to the correct location.
• All official school forms are accessible on the web page in PDF format.
• The office does NOT accept faxes for any documentation requiring an original signature. This includes charter summaries and hard copy attendance rollsheets.
• It is strongly suggested that you make copies of any documents you send to the school so that you do not have to duplicate your work at a later date.
• All enrollment documentation must be correct documentation for that school preprinted on the form. The ES is responsible for notifying student records if information for your student is inaccurate in the school database.

• DO NOT use White Out and then hand write information on an official school form, unless allowed in the directions for that specific form.
• Student educational records should be kept by ESs for a recommended 4 years (grades 9-12).