What is the name of your state? Georgia
I work in the admissions office of a private school. I am unclear as to when information given to us in the admissions process becomes part of the "official student record" which can then be viewed. Upon acceptance/receipt of deposit? The first day of the new school year?
Also, I want to know what items should be purged from the files before they become permanent records. An applicant's file consists of the application, copies of birth and immunization certificates, their trasncript from any previously-attended schools, a teacher recommendation form (which the parents sign relinquishing any rights to view the info on the form), protocols of our testing of the child, and notes from the review committee which summarize the info in the file, comment on that info and recommend accept/waitlist/reject, along with the reason.
Currently, we remove only the summation sheets from the file and the rest stays in. We do not share the testing protocols with the parents, only the results. However, we keep them in the files because if issues come up once the child is enrolled, the teachers and support services staff can review and see if those weaknesses had shown up early on. The same holds for teacher recommendations.
Should these items be kept separate from the "official" file of the child? Which leads back to ... when does the file become official?
Thank you.
I work in the admissions office of a private school. I am unclear as to when information given to us in the admissions process becomes part of the "official student record" which can then be viewed. Upon acceptance/receipt of deposit? The first day of the new school year?
Also, I want to know what items should be purged from the files before they become permanent records. An applicant's file consists of the application, copies of birth and immunization certificates, their trasncript from any previously-attended schools, a teacher recommendation form (which the parents sign relinquishing any rights to view the info on the form), protocols of our testing of the child, and notes from the review committee which summarize the info in the file, comment on that info and recommend accept/waitlist/reject, along with the reason.
Currently, we remove only the summation sheets from the file and the rest stays in. We do not share the testing protocols with the parents, only the results. However, we keep them in the files because if issues come up once the child is enrolled, the teachers and support services staff can review and see if those weaknesses had shown up early on. The same holds for teacher recommendations.
Should these items be kept separate from the "official" file of the child? Which leads back to ... when does the file become official?
Thank you.