STUDENT RECORDS

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

• 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

Requesting their Student Records:

• What do they need? (All Records, Transcripts, shot records?)

• What do they need it for? (school, work, Court, citizenship?)

The Customer

What Steps Need to be Taken?

1. The requester can work directly with the site by completing the Records Request Form and attach Support documents, photo ID, etc.

2. The form can be found on line at Sandi.net /Departments/ Distribution Services/Student Records

3. If they are a 3rd party requesting; a release form must be provided, along with a photo ID, and support documents

4. Court or Attorney request are to be directed to Education Center Legal Department

Costs?? • Transcripts= $3.00

• Mailed records or transcripts =$5.00

• $.10 a sheet for additional documents

• Accept Money Orders only

• Contact Student Records Via email or voice mail to coordinate transfers.

• Provide the following information−Name− Phone Number−Site−Number of Boxes

Transferring CUMS to Storage

STEP 1

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

STEP 1: Continued

Step 2

NAME (Last Name, First

Name)   SCHOOLBox #

YOB (Year of Birth)

YOG

(Year of Grad)

Doe, John   AAAA 1 1982 2000    AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1        AAAA 1    

    AAAA 1    

Complete Excel Data Log Sheet

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

Note:

• Submit one continuous spreadsheet.

STEP 4Send complete list via email to Student Records to be reviewed.

studentrecords@sandi.net

Student Records will send Corodata barcodes via school mail

• 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

STEP 5

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 transfer1-3 boxes –Mail Van4-24 boxes- By Truck on the next site

delivery day30+ boxes- Special Truck pick up by

Distribution Services

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

Suggestions• Comments

• Thoughts

• Ideas

• Improving the process

Please Email Victor Parra

vparra@sandi.net