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
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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Maintaining Inactive Student CUM folders
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SORT each Inactive CUM and place in order by:
Birth Year, then
Alphabetically by last name
Once CUMS are sorted, keep all files in order within the box and all corresponding spreadsheets
Cumulative records should be placed in a Banker's Box - Friends Item# PGC450.
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Open DIGITIZE Template– This is used to track each cumulative file that will be digitized.
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To complete the DIGITIZE spreadsheet, first complete the header information at the top of the page
Every record must be listed on the spreadsheet, one row per student beginning with the first record (please remember records should be in alphabetical order by birth year)
Type the student’s ID
Type the student’s last name, first name, and middle initial
Type the student’s date of birth
If there is any special information that you think would be pertinent when future requests for that particular record are received, please place the information under “Comments” (ie. Name changes, duplicate ID #’s that were merged…)
Complete one row for each cumulative folder in this manner
Make sure that all writing portfolios (work samples can be shred) and health folders (give to your school nurse) are removed from the cumulative folder (these were not to be stored in the cumulative folder, but we often see them in there)
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4. Save this spreadsheet as an Excel Document to the share folder for your school on the O: Drive under Secretary Share
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ShareSave your spreadsheet using this naming convention: [SCHOOL NAME; BIRTH YEARS THAT ARE INCLUDED IN THE SET OF RECORDS; ALPHABET RANGE BY STUDENT LAST NAME INCLUDED IN SET (optional – can be used if you have to break up a series of records by last name); DIGITIZE]. Example: Siebert ES 1970-74 A-K DIGITIZE
5. Once the records are prepared for Digitization please refer to the Records Retention Instructional PowerPoint ***Review First***for further instruction on how to prepare the boxes for delivery.
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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.
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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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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