Advancement · School Operations

The records can be late.
The services cannot.

Open a checklist for every student who arrives or leaves. Log each record requested, sent and received, work through the FERPA checks for sending, and keep the arrival duties that cannot wait for paperwork in front of you.

Start a transferWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 32 items.

Transfers

The worked example holds three made-up transfers: a seventh grader arriving with an IEP, a tenth grader leaving with a 504 plan and a third grader experiencing homelessness. Students are listed by code; checklists stay in this browser.

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What you get

Advancement · School Operations$5 · included with Classroom and Whole-school licenses

What you finish with
A checklist per transfer with student code, direction, grade, the other school, date and programs; a records log with requested and completed dates and status; five checks for sending and six for arriving marked Done, Not yet or N/A; flags for records requested a week or more ago, an incoming IEP without comparable services and immediate enrollment not yet done; counts in and out and records still waiting.
Who it is for
School registrars, counselors, special education case managers, front-office staff and principals.
Format
Browser checklist with any number of saved transfers. Prints one transfer, all transfers or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Start a checklist the day a family enrolls or withdraws; use a student code.
  2. Tick the programs that carry duties, such as an IEP or experiencing homelessness.
  3. Log each record with the date requested and the date sent or received.
  4. Work through the leaving or arriving checks; mark the other side N/A.
  5. Follow up on anything flagged, starting with services that cannot wait.

Start a transfer

Records and duties

What travels with the studentLast schoolNew schoolsends on requestenrolls, serves, andrequests recordsGrades and transcriptAttendanceHealth and immunizationsIEP, 504 and evaluationsEnglish learner resultsTest scoresWhat travels with the studentLast school: sends on requestGrades and transcriptAttendanceHealth and immunizationsIEP, 504 and evaluationsEnglish learner resultsTest scoresNew school: enrolls and serves
Services do not wait for the paper. A new school serves the student from the first day with what it knows and fills in as records arrive.

Sending records

FERPA lets a school send education records to another school where the student seeks or intends to enroll without the family’s consent, if its annual notice says it does so; otherwise it makes a reasonable attempt to notify the family. Either way the family can ask for a copy of what was sent.

Arriving with needs

Under IDEA, a student who arrives with an IEP receives services comparable to it until the new school adopts it or writes a new one. Students experiencing homelessness must be enrolled immediately, even without records. English learners are screened, and families notified, within 30 days at the start of the year or two weeks later in the year.

Sources

  1. Family Educational Rights and Privacy Act, 34 CFR 99.31(a)(2) and 99.34: disclosure to a school where a student seeks to enroll (studentprivacy.ed.gov).
  2. Individuals with Disabilities Education Act regulations, 34 CFR 300.323(e)–(g): students who transfer with an IEP.
  3. McKinney-Vento Homeless Assistance Act, 42 U.S.C. 11432(g)(3)(C): immediate enrollment.
  4. Every Student Succeeds Act, Section 1112(e)(3): notice to parents of English learners, and U.S. Department of Education and HHS guidance on students in foster care (2016).

The worked example is made up. This checklist summarizes federal requirements in general terms; state law and district policy add their own rules and timelines. Checklists stay on this device until you print or export them. Support: team@caveatacademic.com.