Student Record Keeper Manual

Student Record Keeper

Manual

Office of Shared Accountability Updated December 2022

TABLE OF CONTENTS

Enrollment

Qualified Students ................................................................................................................. E1-2 Eligible Student ..................................................................................................................... E-2 Documentation for Enrollment.............................................................................................. E2-3 Direct Enrollment .................................................................................................................. E3-5 Special Education, Interim Instructional Services, and Administrative Placement

Enrollment ........................................................................................................................ E5 Referrals to International Admissions and Enrollment (IAE)............................................... E5-6

J-1/F-1 Nonimmigrant VISA Status................................................................................. E5-6 Residency ......................................................................................................................... E6 Homeless Students and Unaccompanied Homeless Youth.............................................. E6

Information Needed to Enroll: Home Language Survey ........................................................................................................ E7 Student Name ........................................................................................................................ E7-10 Student Name Change ........................................................................................................... E8-9 Gender X ............................................................................................................................... E9-10 Birthdate and Evidence of Birth ............................................................................................ E10 Social Security Number ........................................................................................................ E10 Race/Ethnicity ....................................................................................................................... E10-11 Kindergarten Enrollment, MSDE Requirement of Prekindergarten Experience Form......... E11 Residency .............................................................................................................................. E11-14 Shared Housing ..................................................................................................................... E13 Home Visit ............................................................................................................................ E13 Post Enrollment Residency Investigations ............................................................................ E14

Parent/Guardian..................................................................................................................... E14 Adult Responsible for Student, Evidence of Relationship .................................................... E14-15 Immunizations ....................................................................................................................... E15 Homeless Children and Unaccompanied Homeless Youth................................................... E15-17

Maryland Informal Kinship Care .......................................................................................... E17-18

Maryland State-Supervised Care........................................................................................... E18-19

Tuition-Paying Students ........................................................................................................ E19-23 Tuition Payments.............................................................................................................. E21 Refunds and Prorating of Tuition..................................................................................... E21-22 Collection of Tuition ........................................................................................................ E22-23

Waiver of Tuition Requirements ........................................................................................... E23-24 Appeal Procedures............................................................................................................ E24

Self-Enrolling Students ......................................................................................................... E24-25

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Natural Disasters ................................................................................................................... E25

Claims of Parentage when a Parent is not on the Birth Certificate ....................................... E25-26

When a Family Reports a Move in the Fourth Quarter of the School Year.......................... E26

Students Receiving Special Services Preschool Age ........................................................................................................... E26 Students Attending Private/Parochial School ........................................................... E26 Kindergarten Students Receiving Itinerant Services................................................. E26

Transfer from State Institutions............................................................................................. E27 Prekindergarten and Head Start Programs ............................................................................ E27 Preschool Education Program (PEP) .................................................................................... E27

Next Year's School Assignment ........................................................................................... E28-29

Home Instruction................................................................................................................... E29

Change of School Assignment .............................................................................................. E29-31

Request to Withhold Directory Information ......................................................................... E31

Graduation Requirements...................................................................................................... E31-32

One Day Enrollments ............................................................................................................ E32

Entry Codes ........................................................................................................................... E33-34 Associated Entry and Withdrawal Codes.............................................................................. E35-36

Enrollment Checklists ........................................................................................................... E37-40 First Time Qualified Students .................................................................................... E37 Residency Change (Current MCPS Student) ............................................................. E38 COSA (Current MCPS Student) ................................................................................ E38 Homeless Student and Unaccompanied Homeless Youth ......................................... E38 Maryland Informal Kinship Care ............................................................................... E38 Maryland State-Supervised Care................................................................................ E39 Tuition-Paying Students ............................................................................................. E39 Special Education and Administrative Placement ..................................................... E39 Interim Instructional Services Handled by IIS ........................................................... E39 Home Instruction........................................................................................................ E39 International, Foreign, and Exchange Students Via IAE ........................................... E39 To MCPS From Home Instruction ............................................................................. E39 References .................................................................................................................. E40

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Withdrawals

Documentation of Withdrawal.................................................................................................................W1

Processing Withdrawals.............................................................................................................................W1-2 No Show vs. Inactivating Student ............................................................................................W1-2 Date of Withdrawal.......................................................................................................................W2

Summer Withdrawals .................................................................................................................................W2 September Withdrawals .............................................................................................................................W2

Guidelines for Processing Summer and September Withdrawals .................................................W3

Maryland Student Exit Record (SR7)....................................................................................................W4 Financial Obligations Clearance .............................................................................................................W4

Dropping Out (Student Termination of Formal Education) ............................................................W4-6 Dropout Codes that Impact High School Graduation Rate ...............................................W4-6

Extended Absences Incarceration/Juvenile Service Facility ...................................................................................W6 Short Term Instructional Program (Interim Instructional Services)...............................W7 Parent/Guardian Removal ...........................................................................................................W7 Special Education Over 18 Years Old.....................................................................................W7

Graduation Rate Cohorts ....................................................................................................... W8-10 Four-Year Adjusted Cohort Rate Example............................................................................W8 Five-Year Adjusted Cohort Rate Example................................................................ W8-9 First-Time Ninth Grade Students .............................................................................. W9 International Students................................................................................................ W9 Guidance for Assigning FTNG for Transfer Students .............................................. W9 Regular High School Diplomas................................................................................. W9-10 Four-Year Adjusted Cohort Rate .............................................................................. W10 Five-Year Adjusted Cohort Rate............................................................................... W10

Withdrawal Codes .......................................................................................................................................W10-14

Students Leaving the Country for More Than 15 Consecutive School Days ............................W10-11

Student Records MCPS Regulation JOA-RA, Student Records

Creating Student Record Files Cumulative Folder................................................................................................... R1-2 Maintenance and Destruction of Records of Suspensions and Expulsions............. R2-3

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