Summary

This guide outlines the process of transferring student records at the end of the school year to the next level (5th and 8th grade files).

Intended Audience

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

Steps

  1. Contact the registrar of the middle or high school that your students will promote to; to discuss a date they would like to receive the incoming student records delivery. 
  2. Open Synergy and run an Active Only report for your 5th or 8th grade class (End of Year Process: Pulling Lists of Outgoing (5th and 8th Grade) and Incoming (6th and 9th Grade) Students). 
  3. Print Active Only report as a transfer list to new school and include with shipment.
  4. Gather the records that are transferring and separate out the inactive student files that have not registered for their next level.
  5. Ensure all files have been purged of unnecessary documents (Cumulative (CML) Folder Organization).
  6. Box the records appropriately for transfer to the next level school:
    • In alphabetical order
    • All folders facing the same direction
    • Leaving around two inches of space in each box for ease of removal
    • Tape boxes shut 
    • Include printed Active Only report of what is included in each box
    • Label the outside front (short side of box)
      • Alphabet range of student last name (i.e. A - Ba)
      • Student graduation cohort year (i.e. 2028)
      • CONFIDENTIAL
  7. Submit a Service Desk ticket to Auxiliary Services for the mail to arrange a time to pick up the boxes and deliver to the new school, and/or use In-District Shipment Tracking.
  8. For the inactive student records, package those student records separately for transfer to the Student Records Department.
  9. Fill out a Records Transfer Form for each file that is transferring to Student Records. If you have a box of files (or more) to send, please submit a Service Desk ticket for Auxiliary Services to arrange pick-up and email the Student Records Department to notify them of a larger shipment of student records. 

Additional Help

If assistance is still needed after completing the above steps, please let TIS know by submitting a ticket.