Office Support - Registrar

Records Specialist General Duty Guidelines 1

1. Create/request a cumulative folder for each student entering your school. Request records including EC Documents immediately and follow up as necessary.
2. Understand FERPA (Family Education Rights to Privacy Act)
3. Maintain folders while student is enrolled (in accordance with the Cumulative Records Contents List)
4. Keep folders in a secure location (locked file cabinet and /or locked room)
5. Make sure proper paperwork is gathered for enrollment of students.
6. Notify other departments when a student enrolls, if applicable
7. Maintain a computerized database (spreadsheet) to show records received.
8. Maintain a computerized database (spreadsheet) to show records transferred.
9. Check Scribs daily. Fulfill requests immediately
10. Cross-reference folders 4 times a year.
11. Maintain confidentiality for students and parents by protecting the records. Know who is entitled to view the records and require appropriate identification.
12. Respond to court orders and subpoenas by following the procedure set by the district.
13. Work with families for immigration information
14. File any necessary documents in folders.
15. After the request comes through Scribbles, you may run transcripts for folders, DMV, colleges, etc.
16. Work closely with parents and students when questions arise. Remember Customer Service is key.
17. Assist other schools with questions for programs or procedures, i.e. K 12 Transfer
18. Verify enrollments for DSS, etc.
19. Prepare withdrawal information for students (in accordance with the Student Withdrawal Standard Operating Procedures)
20. Maintain documentation of request for records and withdrawals in notebook for 5 years.
21. Notify other departments (media, teachers, EC, AIG, MTSS) when a student withdraws to make sure all documents will be ready for transfer.
22. Process folders for students who withdrew, to the Records Center each year according to the school year withdrawn. (2 years prior) Records Specialist General Duty Guidelines 2
23. Match (HS ONLY) senior names in SIS (student information system) to the birth certificate and cumulative folder for accuracy before graduation, and diplomas are ordered. The diploma name must equal the birth certificate. The exception being an approved request for the preferred name on the diploma.
24. Prepare for the records exchange: make sure that the folders are purged and prepared correctly. Start early! It is up to you to be ready. The exchange is traditionally held during the 3rd week of June. The transfer logs should be completed and be submitted to the school google folder prior to the exchange.
25. Coordinate with facilitators for AIG, MTSS, and 504, to make sure all files (along with the cumulative folder) are transferred at the Records Exchange held in June.
26. HS ONLY. Prepare graduate files to be transferred to the Records Center. Start early. It is up to you to be ready. (you maintain 2 years of grads at the school level)
27. Make sure at the end of the year, report cards, attendance, test screens, and transcripts are saved for access if a student withdraws (flash drive or google drive)