IEM ES Record Keeping

Policy

Each ES is responsible for completing all necessary paperwork while serving each student, making a copy for the ESs files, mailing it if required to the correct location, and tracking it in the parent and student checklists in FRED.

Document information

If a pre-printed form is available in ES Webfiles, use that form. Only use the form on the Forms page if one is not available in FRED, or in an emergency situation. If you are using a form from the website, please ensure you are using the form for your school, as it might be different than the form for another IEM school.

There is a parent checklist in ES Webfiles (view parent accounts, click on parent checklist on top right of page) that is for ES use after the 1st Meeting Info Sheet (for review only, use form in Webfiles) is completed at the beginning of each year and as forms are collected from each family during the school year. The yearly forms are cleared out over the summer ready to start fresh each school year.

Use the checklist by checking the boxes:

· to indicate that you have that specified form in your ES files and can provide it to the school office upon request

· to indicate that you have provided the form to the family this school year

· to indicate that you have mailed the forms listed in “green” to the office.

Documents to Keep

A detailed list of documents to keep and how to keep them is available at: http://www.ieminc.org/handbook/recordkeep/faqesfiles.htm . It is recommended that you print out this list and keep with your student files as a ready reference.

Timeframes for keeping various school documents is listed on the FAQ: ES Files referenced above. It is recommended that all high school student’s records be kept for 4 years. For High School, the ES or the parent should keep supportive documentation for the grades and credits that have been assigned, who the HQT is for each subject and how the HQT requirements were met (should also be documented in learning records), and any info that will help answer questions that might come from another high school or college: name of texts, topics covered, if it was a-g, projects done, etc. Copies of learning records are kept in the school database, but you may want copies of textbook tables of content, and some work samples in addition to those placed in the school portfolio, as the portfolios collected are sufficient for a school audit, but may or may not be sufficient for questions from other high schools or admission to some colleges.

Submitting Documents to the Office

The office does NOT ever for any reason accept faxes for any auditable school documentation that requires an original wet signature. This includes student agreements, charter summaries, portfolio checklists, AESS forms, and hard copy attendance rollsheets. It is strongly suggested that you make copies of any documents you send to the school so that you do not have to duplicate your work at a later date. The auditor will allow an original to be recreated exactly when there is a copy to match it to which will ensure an exact replica of the original. Without your copy, there is no way to recreate an original if the original is lost.

All enrollment documentation must be correct documentation for that school. Use the pre-printed form from ES Webfiles to avoid wrong school information. If the form has any wrong information, correct it in the school database before printing the form. DO NOT use White Out and then hand write information on a school form, unless allowed in the directions for that specific form. Certain auditable documents may be corrected with a single line through the wrong information, a correction added, and an ES/parent/student signature and date for that correction. Please refrain from using this process for official auditable documents, but always use a new form instead.

Student Records Information

The office/database keeps a cumulative file on each student, but it is the ESs responsibility to keep copies of their educational records for each student on file in their home offices. All forms entered into the Parent and Student Checklists in FRED as being on file with the ES must be kept in the ES’s student file as long as the student is enrolled, and all must be passed to the new ES if a student transfers within the timeframe listed on the student transfer form.

The ES is responsible for keeping the contact information regarding their students in the database up-to-date and accurate. Check for any new contact info (address, phone, e-mail, etc.) for all families. To change a student’s address or phone number, please e-mail stuchange@ieminc.org.

Record Keeping Summary

• Each ES is responsible for completing all necessary paperwork while serving each assigned student, tracking it in ES Webfiles, and mailing documents to the correct location indicated at the top of each form.
• All official school forms are accessible pre-printed from ES Webfiles or on your school’s webpage in PDF format.
• The office does NOT accept faxes for any documentation requiring an original signature. This includes student agreements, charter summaries, portfolio checklists, AESS forms, and hard copy attendance rollsheets.
• It is strongly suggested that you make copies of any documents you send to the school.
• All enrollment documentation must be correct documentation for that school preprinted on the form. The ES is responsible for notifying student records if information for your student is inaccurate in the school database.

• DO NOT use White Out and then hand write information on an official school form, unless allowed in the directions for that specific form.