Tracking Missing Materials
ES Unknown Drops
When Student Records has received a cume request from a school for an “Active” student, they will send an e-mail to the student's ES to alert them of the fact that the student is dropping/has dropped and to ask the ES to check for missing materials for that family.
ES Known Drops
If all students in a family are leaving the school, the ES must quickly go through the list of materials currently in the family's possession and account for every item checked out to the dropping family, noting whether it has been consumed, used up, willfully damaged, or lost. This should take place in the families’ home as soon as possible after drop notification or at least 2 weeks prior to graduation for graduates. For students leaving at the end of the school year, this needs to be completed prior to ES Checkout.
For Other Missing or Damaged Materials
Missing or damaged materials can and should be reported at any time they are noted for any student—not just drops or graduates.
Missing Materials items and charges
The ES is to use
their professional judgment for all school materials as to whether or not items
returned from a student have been willfully damaged and should be charged on
the Missing Materials form, or if they were "used up" and should be
discarded. Lost items need to be listed and the missing materials fine for lost
items will be the full price paid by the
Missing Materials Procedure
The Missing Materials form is found on the materials detail list for each item checked out to your family over $350. Complete the “Location of Item if not with a Family**” field indicating where the checked out items are now stored, if a Missing Materials form was completed, and any other applicable notes for all items listed on the family’s materials list. (For items transferred at this time to another family, follow the procedures in the Family Inventory section of the ES Handbook.) Use the webpage generic Missing Materials form to report items under $350 not listed in ES Webfiles that have been willfully damaged or lost.
If you find there are missing materials for a dropping or graduating student, the ES sends an email to their advisor stating that (student number and name) has missing materials and fax/mail a Missing Materials form immediately to student records. The email should be sent within 24 hours of meeting with the family to go through their inventory. Follow up by making a copy to keep in your files, and then mail/fax in all Missing Materials forms to Student Records by the end of that week.
If the ES finds no missing materials, for unknown drops they can simply reply to the original Student Records email notification (email@example.com), or for known drops initiate an e-mail to Student Records (firstname.lastname@example.org) indicating that the student is cleared to leave. Student Records will then be able to send an Official Transcript for 9 - 12th graders to the requesting school when the cume is sent out. A diploma can not be created for any graduate until this email is received by your ES Advisor.
Within 48 hours of receiving the Missing Materials form, Student Records will make appropriate notations in the Cumulative Layout Screen, place a Missing Materials letter with the Missing Materials form attached in the student’s cumulative file (and the file of all students in the same family) if the file is still in-house. If the student's cumulative file has already been sent out, Student Records will send the Missing Materials letter with the Missing Materials form attached to the new school. A copy of both the letter and the form will be sent immediately to the parent by Student Records. (The letter sent by Student Records is accessed by a button from the database missing materials layout.)
If the student returns the missing materials to the ES, the ES completes the bottom part of the Missing Materials form (copy ES saved for their records) to report to Student Records by mail or fax that those materials have been returned. As missing materials are returned by the parent to the ES, or payment is made by check to the student's school, Student Records will note it on the Cumulative Checklist layout (which will also be visible on the Grad Participation layout). When a student is cleared, the Missing Materials letter will be removed from the cumulative file (or files if there are siblings), official transcripts can be sent out, and/or diplomas printed. Checks received will be routed by Student Records to the appropriate accounting department.
The Diploma printing clerk checks the Missing Materials status on the Grad Participation layout from the Student master before printing a diploma, allowing one month after graduation for the above process to be completed. If the Missing Materials space says “clear” the diploma can be printed (there are no missing materials). If it indicates “MM” there are missing materials and the office will not print a diploma. If the space is blank, then the process for that student is not yet completed.
If a parent/student requests information regarding their diploma, and the space indicates MM, refer the call to the Student Records office who can give them specifics on how they can clear the release of their records. If the space is blank, refer calls to their ES for information.
Student Records will note it in the Cumulative Checklist Screen when a MM form is received from an ES stating that the family is now cleared, or when they received a check for the amount they owed. Student records will also check to see if an official transcript has been requested. If yes, the transcript will then be sent. The “cleared” will also show up in the Graduation Participation layout and a waiting diploma can be printed.