The program of instruction of the Cobb County School District (District) shall be conducted and articulated in a manner that will provide for the progress and transition of students from one major school level to the next. District personnel to shall develop and follow procedures that will ensure the effective progress of students from one educational level to another or from one school to another. This goal shall include the acceptance of all duties related to the transferring of records, the introduction of students to new educational situations and the informing of parents relative to such changes for students.

RULE:

A. PROCEDURES FOR TRANSFERRING INDIVIDUAL RECORDS:
    1. In-District Transfer of Records:
       a. Upon receiving a request (Form JF-8 [Authorization to Release Records]) for a
           cumulative record from within the District, a school must send the record
           immediately.
       b. Under no conditions should the cumulative record be transferred by any student
           or his/her parent/guardian.
       c. Transfer within the District shall be made through school mail.
       d. When transferring records within the system, sending schools shall use
           Form JRAA-1 (Transfer of Cumulative Record Within District) to maintain a record
           of where all records were transferred.
    2. Out-of-District Transfer of Records:
        a. The cumulative records of a student who withdraws to go to another school
            system shall be kept in an inactive file in the school in accordance with the
            provisions of the District’s “Records Management Handbook” (Form EHB-1).
        b. Upon receiving a request from another school system for a student’s
            cumulative record, elementary, middle and high schools shall make copies to
            send as transcripts.

B. ARTICULATION: ELEMENTARY SCHOOL TO MIDDLE SCHOOL:
The following procedures shall be used in the preparation of elementary school records
for transfer to middle school:
    1. It is the responsibility of the elementary school administrator or designee (Certified by
        Georgia Professional Standards Commission) to deliver to each middle school the
        cumulative records for rising sixth grade students who are pre-registered at that
        school.
    2. Time of delivery of records needs to be mutually arranged by personnel at each
        school. It will be necessary for elementary administrators or professionally certified
        designees to:
        a. Make an appointment to meet with a professionally certified person, the principal
            or designee, at each middle school; and
        b. Check each student’s record to verify compliance and accuracy.
    3. CHECKLIST FOR CUMULATIVE RECORD: ELEMENTARY TO MIDDLE:
        a. Form JRAA-2 (Checklist for Cumulative Record: Elementary to Middle), should be
           used to verify the contents of each cumulative record before the record is
           transferred. A completed Form JRAA-2 is to be placed as the first page inside each
           permanent record.
       b. Remove all staples. (Exception of one staple securing lengthy legal documents.)
    4. RECORDS TRANSFER:
       Procedures for transferring rising sixth grade records:
       a. It is the responsibility of the sending school to deliver the records to the
           receiving school.
       b. Should the receiving school have records in the fall of a student who did not
           enroll as pre-registered, these records should be returned to the feeder school
           where they are kept in accordance with the provisions of the District’s
           “Records Management Handbook” (Form EHB-1).
       c. Preparation of Records for Transfer:
           The elementary school shall:
           (1) Arrange alphabetically and box separately the following:
               (a) Cumulative records containing the specified enclosures. Should an individual
                    record be improperly prepared the receiving middle school may refuse to
                    accept said record until it is properly prepared;
               (b) SST folders accompanied by the list described in section (2);
               (c) ESOL folders accompanied by the list described in section (2); and
               (d) Gifted Education folders accompanied by the list described in section (2).
           (2) Provide the receiving middle school with lists of the following
                CONFIDENTIAL information:
                (a) Eligibility lists; e.g. Math Level Forms;
                (b) Students whose immunization documents will not be adequate on the
                     opening day of the following school year per current requirements;
                (c) Students who have current psychological reports as follows:
                     1) The individual psychological report should be transferred in its
                         individual folder with its "Record of Access."
                     2) The list should include names of all students whose psychological reports
                         are leaving the sending school and the name of the receiving school.
                     3) The original list should be:
                         a) Boxed with the psychological reports, and
                         b) Filed in a confidential file by the receiving school.
                     4) The sending school should keep a copy of the list in their confidential
                         file.
                     5) Psychological reports of students who transfer outside the District should
                         be shredded at the local school.
                (d) Students being served by SST;
                (e) Students being served in the Gifted Education program;
                (f) Students being served in the various Special Education programs along
                    with each child’s eligibility category, e.g., LD, BD, EBD, OHI, Speech, etc. ;
                (g) Students eligible to be served in ESOL;
                (h) Students being served with 504 Plans;
                (i) Students with Special Medical Needs; and

                (j) Students who have social worker referrals for attendance.

C. ARTICULATION: MIDDLE SCHOOL TO HIGH SCHOOL:
The following procedures shall be used in the preparation of middle school records for
transfer to high school:
    1. It is the responsibility of the high school administrator or designee (Certified by
        Georgia Professional Standards Commission) to pick up from each middle school the
        cumulative records for rising ninth grade students who are pre-registered at that
        school.
    2. Time of delivery of records needs to be mutually arranged by personnel at each
        school. It will be necessary for high school administrators or professionally certified
        designees to:
        a. Make an appointment to meet with a professionally certified person, the principal or
            designee, at each middle school; and
        b. Check each record to verify compliance and accuracy.
    3. CHECKLIST FOR CUMULATIVE RECORD: MIDDLE TO HIGH:
        Form JRAA-3 (Checklist for Cumulative Record: Middle to High), should be used to
        verify the contents of each cumulative record before the record is transferred. This
        form should be placed as the first page inside each permanent record.
    4. RECORDS TRANSFER:
        Procedures for transferring rising ninth grade records:
        a. It is the responsibility of the receiving school to pick-up the records from the
            sending school.
        b. Should the receiving school have records in the fall of a student who did not
            enroll as pre-registered, these records should be returned to the feeder school
            where they are kept in accordance with the provisions of the CCSD “Records
            Management Handbook” (Form EHB-1).
        c. Preparation of Records for Transfer:
            The middle school shall:
            (1) Arrange alphabetically and box separately the following:
                 (a) Cumulative records containing the specified enclosures. Should an
                      individual record be improperly prepared the receiving middle school
                      may refuse to accept said record until it is properly prepared;
                 (b) SST folders accompanied by the list described in section (2);
                 (c) ESOL folders accompanied by the list described in section (2); and
                 (d) Gifted Education folders accompanied by the list described in section (2).
            (2) Provide the receiving middle school with lists of the following CONFIDENTIAL
                 information:
                 (a) Eligibility lists; e.g. Math Level Forms;
                 (b) Students who have current psychological reports as follows:
                      1) The individual psychological report should be transferred in its
                          individual folder with its "Record of Access."
                      2) The list should include names of all students whose psychological reports
                          are leaving the sending school and the name of the receiving school.
                      3) The original list should be:
                          a) Boxed with the psychological reports, and
                          b) Filed in a confidential file by the receiving school.
                      4) The sending school should keep a copy of the list in their confidential
                          file.
                      5) Psychological reports of students who transfer outside the District
                          should be shredded at the local school.
                 (c) Students being served by SST;
                 (d) Students being served in the Gifted Education program;
                 (e) Students being served in the various Special Education programs along with
                      each child’s eligibility category, e.g., LD, BD, EBD, OHI, Speech, etc. ;
                 (f) Students eligible to be served in ESOL;
                 (g) Students being served with 504 Plans;

                 (h) Students with Special Medical Needs; and

                 (i) Students who have social worker referrals for attendance.

Effective 7/9/80
Reclassified an Administrative Rule: 9/1/04
Revised: 4/28/83; 7/28/86; 8/13/87; 7/26/93; 7/28/94; 8/9/95; 1/12/00; 6/14/06; 5/9/07