Student Records (including Acceptable Use Policy, Student Compact, etc.) should NEVER be handled by students or parents - ONLY by Columbus City School employees.
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Elementary School: HR/Alpha– file the CUMS by Homeroom in alphabetical order
MS: Grade Level / Alpha – file the CUMS by grade level in alphabetical order
HS: Alpha – file the CUMS alphabetically
Please note an entry/magistrate's order for Guardian Ad Litem Appointment should be uploaded in the Documents tab. (Please upload using the Upload Type as "Other" with a note in the comments that it's "Guardian Ad Litem")
Items to be retained in the building Items to be retained in the building but not in the student cumulative folder include, but is not limited to (all of the following should be retained consistent with the District’s records retention policy):
Psychological records
Emergency Medical Card/Emergency Contact cards- file with other Emergency cards in the building until current one is received
Writing Portfolios
Pre-Kindergarten screening profiles
Lavender Health Folder - should be given to the school nurse
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Lavender folders pulled from inactive cumulative records at a school building should be sent to storage from that school building. This can be done by the School Nurse. School Nurses may ask school secretaries for assistance in this process. These folders should not be sent to the main offices of Health Services. |
INACTIVE STUDENT CUMULATIVE RECORDS
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Go to the CCS Intranet and click on Departments at the top of the page.
Under Delivery Services, click on Delivery Services Work Request (DSWR)
At the bottom of your screen you will see an Excel file download pop up. Click on that to open.
When the Excel file opens, you will need to click Enable Content to be able to enter any information on this page.
Once you have Enabled Content you are going to want to select the Service Type you are requesting.
You will then select Transfer from the Drop Down List and then click on the button that says "Once You Have Selected the Correct Service Type, Click Here." You will click where it says “Click Here”.
The next page that pops up will be your Work Request Order. You will enter your school’s information into the top boxes. In the middle of the document, you will list the number of boxes that you have to transfer, and a brief description of what is contained.
At the bottom of the page, it will ask for the information to where you are having the records transferred. You are transferring them to: Deliver to:
The Central Enrollment Center
Location Within: Records Room #206
Once the form is filled in, you will then save the document as a PDF, using the Work Order Number that is created in the top right corner of the page. Once that is saved, you will then email Delivery Services and attach this work order. This is the reminder at the bottom of your work request:
Now, you have nothing left to do except await the pick up of the boxes!
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If documents are in the Confidential Health Folder , contents are sensitive and must not be viewed; they should be given to the School Nurse in your building.
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TRACKING / LOCATING STUDENT CUM FOLDERS
Search for the student in Infinite Campus and eSIS
Click on the student's 'Enrollments' tab and view their enrollment history; last school of enrollment and attendance dates
View attendance history to verify what school the student last attended
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The CUM folder should always be retained/digitized with the last Columbus City School of attendance. Students records should be maintained at the last school of attendance for at least one school year after the date of withdrawal. The purpose for this process; when a former student requests their transcripts they will remember the last school they attended, not where they were expected to attend / or enrolled for the following year. |
To locate a CUM record for a student that last attended a school that is now closed, please refer to the Closed Schools Records Spreadsheet
Request the record through Scribbles K-12
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The CCS Legal Department should be contacted prior to releasing records when subpoenas and judicial orders are received
Any time a subpoena is issued, FERPA requires the District to send out a notice to the parents/individual before the records can be released unless a signed consent from the parent/legal guardian or adult student is included with the request for records
Legal Services sends the letter on behalf of Columbus City Schools
Records may be sent in response to the subpoena or judicial order five days after acknowledgement of receipt by Legal Services
Protection Orders
(click here for instructions from the Legal Dept)
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of Columbus City Schools
Records may be sent in response to the subpoena or judicial order five days after acknowledgement of receipt by Legal Services
Protection Orders
(click here for instructions from the Legal Dept)
All unexpired Protection Orders should be immediately scanned and emailed to Legal Services upon receipt. Legal Services will review the Protection Order and then contact the school with further instruction.
Guardian Ad Litem (GAL) and Court Appointed Special Advocate (CASA)
An entry/magistrate's order for Guardian Ad Litem (GAL) Appointment or Court Appointed Special Advocate (CASA) should be uploaded in the Documents tab. (Upload using the Upload Type as "Other" with a note in the comments that reads "Guardian Ad Litem")
Records may be released to a Guardian Ad Litem (GAL) or Court Appointed Special Advocate (CASA) upon receipt of a Court Order and appropriate agency ID.
Processing Scribbles K-12 Transfer requests
Click here to access a step by step guide for processing a Scribbles K-12 request.
ScribOrder
What Is ScribOrder?
ScribOrder, by Scribbles Software, is an online student records request and payment solution system utilized by Columbus City Schools for processing alumni transcript/record requests. ScribOrder transitions existing manual and paper-based processes into an automated solution designed to streamline and unify the acceptance, payment and fulfillment of student records for the district. The ScribOnline platform is cloud-based computing and therefore has no footprint at the district. The system adheres to all Internet security protocols and ensures FERPA compliance. Some of the benefits of ScribOrder are:
Standardized self-service process for alumni and 3rd parties, which decreases call volume, and optimizes the request and payment process
Computerized process for tracking requests – 24/7 status updates on record requests
Identity authentication procedures that verify and protect identity of former students
ScribOrder allows for electronic and digital signatures as well as file uploads for supporting documentation, for example a driver’s license
ScribOrder provides a comprehensive reporting system with an audit trail of records request activity
What Is ScribOrder Used for?
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