Summary

[QAM TIS-W029 5.1 the definitive source for requirements and will have more specific requirements]

This is a quick reference to which physical records need to be mailed after completing a ScribOrder transfer. 

Intended Audience

  • School Office Specialists (SOS)
  • Registrars
  • Office Managers (OMs)
  • School Records Managers

Steps

  1. After fulfilling the ScribOrder transfer request with electronic records from Synergy, mail the required physical records to the requestor.
  2. Print ScribOrder request to include with physical files.
  3. The following records are to be mailed after ScribOrder transfer is complete:
    • Confidential envelope (Red)
      • Copy contents.
      • Mail original documents.
      • Create new envelope for copies to remain at SKPS within the remaining student cumulative (CML) file.
      • Write or stamp COPY on the envelope that is remaining with SKPS.
    • 504 folder (Yellow)
      • Mail entire folder - do not make copies.
    • Talented and Gifted (TAG) folder (Green) or (Purple) 
      • Purple folder being phased out to only green folder.
      • Mail entire folder - do not make copies.
    • English Language Learner Profile (ELLP) folder (Blue)
      • Mail entire folder - do not make copies.
    • Special Education (SpEd) folder (Brown accordion)
      • Remove contents and mail to requestor.
      • Keep empty accordion file and tabs at SKPS within the CML file.
    • Legal Documents folder (not contained in the confidential envelope) (Manilla)
      • Mail entire folder - do not make copies.
    • Health Folder
      • Mail entire folder - do not make copies.
    • Records from previous school districts
  4. Package files into the appropriately sized manilla envelope for the number of records being sent.
  5. Address envelope to the requestor with return address of your school and send via USPS mail. 
  6. Enter into Synergy Request Tracking the records have been sent via physical mail.
  7. Fill out Records Transfer Form and send physical CML with remaining documents to the Student Records Department via inter-office mail. 

Additional Help

If you've completed the above steps and still need assistance, please let us know by submitting a ticket.

Location and Management

  • Many active/current records are now stored in Synergy.
  • Inactive/older records or current records already in physical form are stored in the physical student cumulative (CML) folder.

Relevant Links