ES Checkout

There is a button in FRED that monitors your progress towards ES Checkout. Go to "View/ES Detail/Checkout Button/Click Update". After waiting a few minutes while FRED checks your files, you should see a table with all of your students and the current status of the items listed. (Both pages will be able to be printed for your use, IT is working on making this possible. Here are samples of Page One, Page Two from FRED).

Checkout is done using the FRED checklist and by email with your ES advisor within the first two weeks after school is out. ESes not checked out by the end of two weeks after the last day of school, are subject to a reduction in their student count for Fall. ESes not completely checked out by the end of June may not be asked to work with us next school year. Please contact your ES advisor early for assistance if you anticipate any trouble getting your work completed.
Late notices are sent from FRED beginning the first Tuesday after school is out, and daily thereafter, as a courtesy for those ESes that like to check out the first week.

1) The ES should complete and mark off each applicable item listed on the ES Checkout list from FRED.

-All items on the ES Checkout list in FRED and procedures below INCLUDE students that you are planning on transferring.

-When dealing with the "missing materials" column, see the Family Inventory-missing materials information. Materials include the items in FRED, the items on your inventory lists, and the items checked out from the Surpass Library. (Note:Transfer students MUST have their materials reconciled before the transfer occurs).

2) Then the ES should use F.R.E.D to see that the database reflects the work that they have marked as complete on the checkout sheet.

a. check the “all student list” in F.R.E.D to see that there are no overdues for attendance, learning records, or student agreements

b. look at each student’s attendance records to make sure that all rollsheets are in, with no gaps and no “blue x’s” uncorrected

c. look at each learning record to make sure that the dates match the rollsheet dates If the dates of the learning records do not match the dates of the rollsheets, you must change the LR dates. It is easily done be clicking on the track day (number under “beg” or “ending”), deleting that number, and typing in the correct track day number… the date will automatically change…ask advisor for help if needed!)

Check here to make sure the numbers run consecutively… i.e. 1-16 track days for first LR, the next LR should start with track day 17.

d. look at each learning record for sufficient content, new learning, HQT and PLIP information, and appropriate standards marked (for HS students, the course titles must also be present.)

e. check for complete transcripts for both semesters for hs students that align with learning records (if you’ve submitted a report card for a student, but no transcript appears, let your advisor know).

f. check each high school transcript (all semesters) for any errors. Make corrections so that if this transcript is requested to be mailed to another entity over the summer, all will be accurate and ready for others to view.

g. check for report cards for K-8 students if applicable (the Student Detail screen-under the birthdate-shows if the parent has requested a report card on their SA)

h. check that either a drop form or a Fall student agreement is turned in for each student.

i. check that all of your parents' accounts are in the black and if there is any discrepancy, email your advisor..

j. check that each PO that required a check to be sent to you has had the receipt sent to the IEM Accounting department.(This is critical for the school audit which occurs each summer

3) When you feel that you have completed all of your work, you will send an e-mail to your advisor informing that you are ready to check out. Your advisor will then check each of the steps listed above in F.R.E.D. They will respond as quickly as possible, and will answer the e-mails in the order that they are received...so first come, first serve! Do not wait until the last day of the 2nd week as you may not receive your e-mail confirmation on that same day.

4) If you receive an e-mail from your advisor with items that still need to be completed, please work to complete them before the end of the two weeks.

5) Once your advisor sees that all of your work is complete, you will receive an e-mail stating that you are “clear” to check out. Mail items a and b below to:

and either item c or d to:

a) your signed and sealed ES evaluation (all pages, not just the signature page)
b) your signed ES checkout form printed from FRED

c) A signed CWCS Employment Agreement

(If you are invited back, you will be receiving in the mail a CWCS Employee Agreement that you will need to sign and return to the below address if you plan to continue employment with CWCS the following school year.)

d) if applicable, resignation letter