Summary

This is a work instruction detailing the appropriate steps to take when transferring physical records from a SKSD to the Student Records department.

Intended Audience

  • K-12
  • Elementary
  • Secondary
  • School Office Specialists
  • Registrars
  • Office Managers

Definitions

  • CML: Cumulative or Complete folder
  • ScribOrder: A service for secure transfer of student records from Salem-Keizer School District to other school districts or agencies
  • SpEd: Special Education

Criteria

Elementary and Middle Schools

  • When a student is no longer enrolled in SKPS AND 
  • all ScribOrder Transfer requirements AND
  • all necessary physical documents have been sent
    • OR
  • No request for records is made and the student is no longer enrolled, after the 10 day drop period.

High Schools

  • If a student had enrolled with your school but never attended.

Types of Student Records that can be Transferred

  • Student CML Folders [as defined in TIS-W031]
  • SpEd Folders
  • Empty SpEd Folders with tabs (after records have been sent to new school)

Work Instructions

When a student meets the criteria defined above:

  1. Pull the physical CML file for review
  2. Remove all items that do not meet the criteria defined in TIS-W031 section 3.1
  3. Fill out a transfer form and attach to the CML folder being transferred. INS-F013, Student Records Transfer Form Quick Guide
  4. Package CML folder
  5. Send packaged CML folders to the Student Records Department via inter-district mail

Additional Help

Student Records Definitions

Purchase Transfer Forms (MarketDirect)

Cumulative (CML) Folder Organization

ScribOrder Login

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