Revised 10/2003

Transfers And Drops

Student Transfer A student is considered a transfer when s/he is staying on the roll of this school and is changing ESs. Transfer paperwork alerts the office that the student remains in the school database, but the assigned ES changes.

ES Transfer Policy:

1. An ES may choose to transfer a student they are working with to another ES for the following reasons:
1. The student has moved to a different location they do not serve.
2. The ES is narrowing their geographic service area.
3. The ES doesn’t serve the grade level of the student.
4. The family wishes to be served by an RSP/ES.
5. The family wishes to enroll in AESS and the ES does not have space for additional AESS students.
6. The ES doesn’t feel safe in this situation (ES Advisor needs to be consulted before a transfer is requested).
7. The ES has a personality conflict.
8. The ES feels another ES would better serve this family’s educational needs.
2. An ES may NOT choose to transfer a student they are working with to another ES for the following reasons:
1. Truancy issues (Consult your ES Advisor for proper procedure to deal with these students.)
2. The family requests a lot of POs to be created.
3. The family wishes the ES to do some educational research for them.
4. The family wants report cards for the grade school students.
5. The family is disorganized (ES should provide some organizational helps).
6. The family misses meetings (Consult your ES Advisor for help).
7. The family has complained to the ES Advisor (Allow ES Advisor to intervene and mediate in this situation).
3. ES Transfer requests will be evaluated and approved/denied by the ES Advisor before the transfer will be processed.
4. A parent’s request for a change of ES will generate a phone call from the ES advisor to the parent, and upon ES support dept. approval, is processed if there is space with another ES to make the transfer.

Student Transfer Procedure:

1. To start a transfer within the transfer policy guidelines, fill out a Student Transfer form.
2. Submit the transfer form to your ES Advisor for approval. Your ES Advisor may wish to discuss the situation with you, make suggestions for you to try, and/or try to mediate any issues or situations between you and the family you work with before approving a transfer. We strive to provide a consistent educational program for each student, and a change of ES during the school year can be a disruption.
3. If the transfer is approved by your ES Advisor, or the ES Support Manager in your Advisor’s absence, submit the paperwork to the address on the form.
4. The Student Assignments clerk will process the transfer immediately if a receiving ES has been indicated on the form, assuming that ES has an available space.
5. Student Assignments will locate an ES who meets the indicated criteria on the Student Transfer form if no receiving ES is indicated on the form. Transfer students will go first to any newly hired ESs with available space.
6. If no ES can be located to complete a transfer, the Student Assignments clerk will notify the ES Support Division Senior Manager of the need for ESs.
7. As soon as an ES space is available to complete the transfer, the current ES will be notified and asked to give the Student Assignments clerk the transfer date.
8. The current ES needs to continue to serve a student until they are notified that the student has been transferred.
9. When the transfer has been completed, the transferring ES completes the ES Transfer/Drop Checklist following the timeline listed on the form. The checklist is then mailed to the ES advisor.

Student Drop-Drop paperwork alerts the student records department that the student is to be dropped from the school database. A student is considered a "drop" when s/he is withdrawing either due to graduation, truancy, enrollment in another school, or "dropping out"*. Please specify the reason for the drop on the drop form, as we are required by law to track this information. A drop form must be completed for every student leaving this school who has been enrolled for anynumber of days.

*A dropout is a student who meets all of the following criteria:

-was formerly enrolled in grades 7,8,9,10,11 or 12

-has left school and has not enrolled in another public or private educational institution or school program

-has not re-enrolled in the school

-has not received a high school diploma or its equivalent

-was under 21 years of age

-was formerly enrolled in a school or program leading to a high school diploma or its equivalent

Non-enrollee If a prospective student does not enroll in the school, then he/she is considered a no-show. Please email Student Assignments (lvca@lvsd.k12.ca.us) to notify them that the student did not enroll. Sometimes a prospective student fills out enrollment paperwork yet does not accrue any attendance days. When this happens, the student is marked as active rather than prospective. In this case the ES must fill out and submit a "Drop Form".

The ES is responsible for informing Student Assignments of any student related changes or adjustments.

These types of changes include the following:

• You are considering transferring a student to another ES
• You know a family is sending in an enrollment form and requesting you
• You know that a student will be dropping out of school

Student Transfer Request and Drop Form

The ES who is assigned to a student is responsible for all paperwork which applies to that student. This includes all paperwork required for a transfer or a drop. All basic student and ES information on the Student Transfer and Drop Form must be completed: ES number, ES name, Date submitted, Student number, Student name, Parent code and any changes in address. This information will help in the processing the change in student status.

As you are completing the Student Transfer Request and Drop Form, it is important to make sure you list the transfer date and drop date correctly. The Transfer Date is the last date of attendance with the current ES. The Effective Date of Student Transfer is the first day with the new ES. There are deadlines for the submission of learning record, attendance form and other required records. Refer to the ES Transfer/ Drop Checklist in this document for a complete listing.

No changes in student assignment are official until confirmed via email.

If the ES knows who the student will be transferring to, then the ES requesting the transfer can fill in that ESs name. However, if the ES doesn't know who the student could be transferred to, then that name will be filled in at the central office. The documents required to complete a student transfer are different from those required to complete a student drop. See ES Transfer/Drop Checklist below for detailed information.

ES Transfer/Drop Checklist

The ES Transfer/Drop Checklist for mid-year transfers has been created to help the ES remember to submit necessary records in the course of a student transfer or drop. This checklist must be completed and mailed to the ES Advisor. Keep a copy for your own records and send another copy (if transfer)to the new ES along with any required student information.

Learning Records and Attendance Roll Sheets Each ES will remit electronic learning records and hard copy attendance roll sheets for any days that the student was listed as his/her student. This is required even if there are less than 20 days represented by that learning record.

Report Card Report cards are to be submitted as appropriate. K-8 students only need a Pass/Fail assigned unless the parent has requested a report card with grades. High school students require a grades and credits for courses taken. For transfers, submit a report card if it is the end of the semester, (or send a list to the new ES of the current classes/grades/credits earned so far if it is mid-semester.)

Computer Transfer All appropriate computer transfer paperwork must be completed, if applicable.

Student Information sent to Receiving ES The ES who is 'losing' the student must give all documentation pertaining to that student to the ES who is 'gaining' the student. Also including a copy of the ES transfer/drop checklist.

Materials Transfer and Missing Materials It is the responsibility of the ES to track materials checked out to the family. All materials checked out for use to the dropping student must be returned to the ES as part of the drop process. Arrangements to transfer materials to the receiving ES must be made. The materials checked out to the family may be transferred in the following way.

• A list of all items in the family’s possession is given to the new ES from the leaving ES. The new ES visually confirms all items and initials each item. Those items not located and signed off by the new ES are the responsibility of the leaving ES. Two copies of the form showing merchandise with the family will be made, one copy for each ES involved in the transfer.

The ES who is 'losing' the student then fills out and submits a missing materials form for any items which have been lost or destroyed. The missing materials form is turned in to Student Records.

Report Change of Address to Student Services

Work Samples All students who have been enrolled in this school with any school attendance are required to submit work samples, even if they do not remain through the end of the current semester