Student Transfers

Student Transfer Definition

A student is considered a transfer when s/he is active in this school and is changing ESs. Transfer paperwork alerts the office that the student remains in the school database, but the assigned ES changes. Either a parent or an ES can initiate a transfer. When a student is NOT ACTIVE, but prospective, there is no transfer. Either an ES will be serving that student or they will remain unassigned.

Student Transfer Policy:

Parent Request: A parent may request a transfer to another ES at any time. The Parent Request for Change of ES form must be signed by the parent and sent to the IEM office for processing. An ES advisor will call the parent to learn how we can better service the student in the future.

ES Request: An ES may request a transfer of a student they are working with to another ES for the following reasons (but must continue to serve the student until a new ES is found to serve that student, and the office has notified you all by email that the student has been transferred):

1. The student/ES has moved to a different location and they do not serve that students’ location.
2. The ES is narrowing their geographic service area.
3. The ES may not serve the grade level of the student due to their current NCLB certifications.
4. The ES must transfer out a student to accomodate an enrolling sibling of a family they currently serve.
5. The family wishes to enroll in AESS and the ES does not have space for additional AESS students (all ESs must serve from 1 to 5).
6. The ES doesn’t feel safe in this situation and no workable resolution has been reached in consultation with the parent and ES Advisor.
7. The ES/parent/student have an unworkable personality conflict after consultation with the ES Advisor.
8. The ES feels another ES would better serve this family’s educational needs.
9. During the yearly summer break, any students can be requested to be transferred. If there is an ES to take those students, it will be processed without an ES reason and without regard to the below section.

Non-approvable requests: An ES may NOT request to transfer a student they are working with to another ES for the following reasons:

a. Truancy issues (Consult your ES Advisor for proper procedure to deal with these students.)

b. The family requests a lot of POs to be created (All students have the right to spend their entire IF allotment, and their ES is the person paid to provide this service—it should not be considered an inconvenience.)

c. The family uses an educational style that I am not familiar with/comfortable with (All ESs need to be willing and able to serve all students assigned to them).

d. The family wishes the ES to do some educational research for them (Again, all ESs need to be willing to do this as needed in appropriate amounts).

e. The family wants report cards for the grade school students (This is a choice all ESs need to be able to provide).

f. The family is disorganized (ES should provide some organizational helps).

g. The family misses meetings (Consult your ES Advisor for help).

h. The family has complained to the ES Advisor (Allow ES Advisor to intervene and mediate in this situation).

Student Transfer Procedure:

1. To start a transfer within the transfer policy guidelines, a parent will complete The Parent Request for Change of ES form or the ES will contact their ES Advisor with the information in #2..
2. A. ESs email their ES Advisor (NOT Student Assignments) to request a transfer, including the following information on the email:
• Student Name and number
• Type of Transfer requested from a-h above in the ES Request section
• Any specifics the advisor needs to know
• Requested transfer date (the last day you expect to work with them if the transfer is approved quickly).

B.Parents submit the form as directed on the form.

3. Your ES Advisor will contact you to discuss the situation with you, make suggestions for you to try, and/or try to mediate any issues or situations between you and the family you work with before considering the transfer request. We strive to provide a consistent educational program for each student, and a change of ES during the school year can be a disruption. Any transfer request that can wait until the end of the school year will wait.
4. Transfer Request evaluation procedure: ES Transfer requests will be evaluated and approved/denied by both the ES Advisor and the ES Support director before the transfer will be processed.
5. The request for change to another ES is not official until:

· it has been approved by the ES Advisor and the School Director

· and there is an ES with an open space to take the active student

· and a transfer date has been given by the original ES to their Advisor

6. After approval, the Student Assignments clerk will process the transfer immediately if there is an ES with an available space.
7. If the requested ES is unable to take additional students (they are currently at a full load), then the parent/ES may make the following selections, by notifying their ES Advisor:

· Continue to work with the current student/ES until the requested ES has an open space for the students.

· The parent/ES can choose to cancel their request

· The office will find another ES with an open space to transfer the students to.

8. As soon as an ES space is available to complete the transfer, the original ES and ES Advisor will be notified. The ES Advisor of the original ES will ask the original ES for the transfer date (last meeting date). The ES advisor will then email the Student Assignments clerk with the transfer date.
9. The current ES needs to continue to serve a student until they are notified that the student has been transferred by email from the office. Print out an ES Transfer/Drop checklist from ES Webfiles prior to the transfer being completed.
10. When the transfer has been completed, the transferring ES completes the ES Transfer/Drop Checklist following the timeline listed on the form. The checklist is then emailed/faxed/mailed to the ES advisor within 10 school days, and another copy is mailed to the new ES with any accompanying documentation that needs to be passed on according to the checklist (see descriptions below).
11. The ES Advisor will follow up at the end of the 10 days to be sure the new ES received all materials from the transferring ES. This is very important for continuity of service to our students during this time of disruption.

ES Transfer Date

When requesting a transfer, the transfer date is very important and must be accurate.

• The Transfer Date is the last date of attendance with the current ES; the last date that the ES/Parent/Student met and completed attendance and LR before the transfer; the last pay date for the current ES.
• The Effective Date of Student Transfer is the first day with the receiving ES; the first day that the new ES is responsible for Attendance, LRs, etc; the first day of pay for the receiving ES.

ES Transfer/Drop Checklist

The ES who is assigned to a student is responsible for all paperwork which applies to that student. This includes all paperwork required for a transfer.

The ES Transfer/Drop Checklist for mid-year transfers has been created to help the ES remember to submit necessary records in the course of a student transfer. This checklist must be completed and mailed to the ES Advisor and the receiving ES within 20 school days (not the school office!). Keep a copy for your own records. Additionally, mail any required student information to the new ES along with their copy of the checklist.

Learning Records and Attendance Roll Sheets

Each ES will submit electronic learning records and hard copy attendance roll sheets for any days that the student was listed as his/her student, ending on the transfer date. This is required even if there are less than 20 days represented by that learning record.

Report Card

Report cards are to be submitted as appropriate.

• For K-8 grade students with a requested report card, K-8 students only need a Pass/Fail assigned unless the parent has requested a report card with other letter grades.
• High school students require a grades and credits for courses taken. For transfers, submit a report card if it is the end of the semester (but do not click “done”). If the transfer occurs during mid-semester mail a list along with the transfer checklist to the new ES and ES Advisor of the current classes/grades/credits earned so far with you.

Student Information sent to Receiving ES

The original ES must give any documentation they have in their possession pertaining to that student to the ES who is receiving the student. Also include a copy of the ES transfer/drop checklist—your ES Advisor will inform you of where to send this packet.

Computer Transfer

All appropriate computer transfer paperwork must be completed and sent to the new ES, if applicable.

Materials Transfer and Missing Materials

It is the responsibility of the ES to track materials checked out to the family. Arrangements to transfer materials to the receiving ES must be made. The materials checked out to the family may be transferred in the following way.

• A list of all items in the family’s possession is given to the new ES from the leaving ES.
• The new ES visually confirms all items and initials each item.
• Those items not located and signed off by the new ES are the responsibility of the leaving ES.
• Two copies of the form showing merchandise with the family will be made, one copy for each ES involved in the transfer.

Contact your ES advisor as to whether you should get any materials in your possession to the family or to the new ES.

The original ES then fills out and submits a missing materials form for any items which have been lost or destroyed. The missing materials form is turned in to Student Records.

Report any Change of Address/Phone Number to Student Enrollment

Portfolio

Any collected portfolio samples should be passed on to the receiving ES.