Skip to main content

Transferring or Inactive Files

TRANSFERRING OR INACTIVE FILES

 

Moving to a different building (end of the year)

1.   If any of your students will be moving to another building, different provider, psych or related service provider, it is your responsibility to make arrangements to send those files on to the receiving provider.

2.   BEFORE transferring the file, it is your responsibility to clean it out.  See "Organizing Special

Education Student Records".

3.   Please also reflect the change on the "Student List" you printed through WebKIDSS (see to do list for a link to the directions).

4.   Utilize "Transferring Active Files 2016-2017"

5.   If provider is absolutely not known, and you are keeping some files to transfer in August, please complete "Retained Files 2016-2017", and turn it in at Check-Out.

 

Dismissed, not placed,  withdrawn from  special education or graduated     

1.   Complete an ESC-267 Admit/Dismiss form, and send into the Coop. Make a copy of the ESC-267 for the file.

2.   Enter the Exit Date and correct Ed Status in WebKIDSS.

3.   BEFORE transferring the file, it is your responsibility to clean it out.  See "Organizing Special

Education Student Records".

4.   Complete the Inactive Files 2016-2017form.

5.   Then give the file to the responsible building School Psych (Unless it is a "speech only" student.  See

"Transferring or Inactive Files:  Speech Only").

a.   Related service providers should also give their file to the responsible building School Psych*.

6.   Please also reflect the change on the "Student List" you printed through WebKIDSS.

 

Student moves  or drops out                                                                                 

      1.   Complete an ESC-267 Admit/Dismiss form, and send into the Coop. Make a copy of the ESC-267 for the file.

      2.   Enter the Exit Date and correct Ed Status in WebKIDSS.

3.   When the school receives the records request, please notify Kris Berblinger, and send a copy of the records request to the Coop.

a.   BEFORE transferring the file, it is your responsibility to clean out the file.  See "Organizing

Special Education Student Records".

b.   Then give the file to the responsible building School Psych* (Unless it is a "speech only" student.  See "Transferring or Inactive Files:  Speech Only").

4.   Complete the Inactive Files 2016-2017form.

5.   If the schoolor Coop does not recieve a records request, please keep the file until the records request is recieved (even if it is the following school year).  The Coop will provide further instructions if a records request is not received.  If the student should move to a different building the next school year, please transfer the file to the next provider or responsible building School Psych (Unless it is a “speech only” student. See “Transferring or Inactive Files: Speech Only”).  Utilize “Transferring Active Files 2016-2017” form to transfer to the next provider/psych.

 

Transferring Files to New Providers: Student files DO NOT go on the van run

unless prearranged  through your assistant director for extenuating circumstances.

 

Providers not returning for the 2017-2018 school year need to keep files locked in a secure location within the building, these do not come to the coop.

 

                                                                                                                                                Updated: 3/27/17