Student Transfers

Student Transfer Definition

A student is considered a transfer  when s/he is active in this school and is changing from one ES to another. Marking a Planned transfer on your ES Webfiles list alerts the office that the student will remain in the school, but you wish the student to be assigned to another ES. Both a parent or an ES can initiate a student transfer. When a student is NOT ACTIVE, but prospective, there can be no transfer. Either an ES will be serving that student or they will remain unassigned.

 

Student Transfer Policy:

Parent Request:  A parent may request a transfer to another ES at any time, with or without contacting their current ES about their desire for a transfer. The Parent Request for Change of ES form must be signed by the parent and sent to the IEM office for processing. An ES advisor will call the parent to learn how we can better service the student in the future.

 

ES Request: An ES may request a transfer of a student they are working with by entering a planned transfer in ES Webfiles for the following reasons (but must continue to serve the student until a new ES is found to serve that student, and the office has notified you all by email that the student has been officially transferred): (Note:  Print out an ES Transfer/Drop checklist from ES Webfiles when you enter the Planned Transfer to use when the transfer is approved.)

a.    The student/ES has moved to a different location and you do not serve that students’ new location.

b.    The ES is narrowing their geographic service area. (After 1 year of service as an ES)

c.    The ES may not serve the grade level of the student due to their current ESEA certifications.

d.      The ES must choose a current student to transfer out to accommodate an enrolling sibling of a family they currently serve.

e.    The family wishes to enroll in AESS and the ES does not have space for additional AESS students (all ESs must serve from 1 to 5).

f.    The ES doesn’t feel safe in this situation and no workable resolution has been reached in consultation with the parent and ES Advisor. Remember, the ES Advisor must try to negotiate an acceptable situation first.

g.    The ES/parent/student have an unworkable personality conflict after consultation/negotiation with the ES Advisor.

h.    The ES feels another ES would better serve this family’s educational needs, after consultation with the ES Advisor.  (An ES may not decide to just not learn how to serve their needs better.)

i.      During the yearly summer break, any students can be requested to be transferred.  If there is an ES to take those students, your Planned Transfer request will be processed without an ES reason and without regard to the below section.

 

Non-approvable requests: An ES may NOT request to transfer a student they are working with (do not enter a planned transfer) for the following reasons :

a.   When a student has ongoing truancy issues (Consult your ES Advisor for proper procedure to deal with these students.)

b.  The family requests a lot of POs to be created (All students have the right to spend their entire IF allotment, and their ES is the person paid to provide this service—it should not be considered an “inconvenience”.)

c.   The family uses an educational style that I am not familiar with/comfortable with (All ESs need to be willing and able to serve all students assigned to them).

d.   The family wishes the ES to do some educational research for them (Again, all ESs need to be willing to do this as needed in appropriate amounts).

e.   The family wants report cards for the grade school students (This is a choice all ESs need to be able to provide).

f.   The family is disorganized (ES should provide some organizational helps).

g.   The family misses meetings (Consult your ES Advisor for help).

h.   The family has complained to the ES Advisor (Allow ES Advisor to intervene and mediate in this situation to see if a workable relationship can still occur with help.).

 

Student Transfer Procedure:

1.     To start a transfer within the transfer policy guidelines above, either:

·         a parent will complete  The Parent Request for Change of ES form, or

·         the ES will enter a Planned Transfer in ES Webfiles and be ready to give their ES Advisor the allowable transfer reason listed in #2 above, or

·         the ES will enter a Planned Transfer in ES Webfiles to occur over the summer (no reason needed)

2.    Your ES Advisor will contact you to discuss the situation with you if you initiated the transfer during the school year and sometimes if the parent initiated the transfer. They make suggestions for you to try, and/or try to mediate any issues or situations between you and the family you work with before approving the transfer request. We strive to provide a consistent educational program for each student, and a change of ES during the school year can be a disruption. Any transfer request that can wait until the end of the school year will wait.

3.    Transfer Request evaluation procedure: ES Transfer requests will be evaluated and approved/denied by both the ES Advisor and the ES Support director before the transfer will be processed.

4.    The request for change to another ES is not official until:

·         it has been approved by the ES Advisor and the School Director

·         and there is an ES with an open space to take the active student

·         and a transfer date has been given by the original ES to their Advisor

·         and you have received the official transfer email from the office.

5.    After approval, the Student Assignments clerk will process the transfer immediately if there is an ES with an available space, and you will receive the transfer email.

6.    If a specific ES is requested for the transfer and that ES is unable to take additional students (they are currently at a full load) or does not want to take this transfer, then the office will follow the additional parent selections on their form, which are:

·  Continue to work with the current student/ES until the requested ES has an open space for the students.

· The parent can choose to cancel their request

· The office will find another ES with an open space to transfer the students to.

8.    As soon as an ES space is available to complete the transfer, the original ES and ES Advisor will be notified.  The ES Advisor of the original ES will ask the original ES for the transfer date (must be the last or next meeting/rollsheet/LR date—transferring ES choice).  The ES advisor will then email the Student Assignments clerk with the transfer date.

9.    The current ES needs to continue to serve a student until they are notified that the student has been transferred by email from the office. Active students may never “sit” unassigned to an ES during any school calendar day. Print out an ES Transfer/Drop checklist from ES Webfiles prior to the transfer being completed.

10.  When the transfer has been completed, the transferring ES completes the ES Transfer/Drop Checklist following the timeline listed on the form.

·         During the school year, the checklist is then emailed/faxed/mailed to the ES advisor within 10 school days, and another copy is mailed to the new ES with any accompanying documentation that needs to be passed on according to the checklist (see descriptions below).

·         During the summer, hold the files/form/any materials in your possession and take to the Aug All ES meeting.

·         If the transferring ES is resigning, give all files and materials to your ES Advisor as a part of your school checkout.

11.  The ES Advisor will follow up at the end of the transfer period to be sure the new ES received all materials from the transferring ES. This is very important for continuity of service to our students during this time of disruption.

 

ES Transfer Date

When requesting a transfer, the transfer date is very important and must be accurate.

·         The Transfer Date is the last date of attendance with the current ES; the last date that the ES/Parent/Student met and completed attendance and LR before the transfer; the last pay date for the current ES.

·         The Effective Date of Student Transfer is the first day with the receiving ES; the first day that the new ES is responsible for Attendance, LRs, etc; the first day of pay for the receiving ES.

 

ES Transfer/Drop Checklist

The ES who is assigned to a student is responsible for all paperwork which applies to that student. This includes all paperwork required for a transfer. The ES Transfer/Drop Checklist for mid-year transfers has been created to help the ES remember to submit necessary records in the course of a student transfer. This checklist must be completed and mailed to the ES Advisor and the receiving ES within 20 school days (not the school office!). Keep a copy for your own records.   Additionally, mail any required student information to the new ES along with their copy of the checklist.

 

1.     Learning Records and Attendance Roll Sheets

Each ES will submit electronic learning records and hard copy attendance roll sheets for any days that the student was listed as his/her student, ending on the transfer date. This is required even if there are less than 20 days represented by that learning record.

2.    Report Card

·         Report cards are to be submitted as appropriate, if the transfer is to occur close to or after the end of a semester.

·         For K-8 grade students with a requested report card, K-8 students only need a Pass/Fail assigned unless the parent has requested a report card with other letter grades.

·         High school students require a grades and credits for courses taken. For transfers, submit a report card if it is the end of the semester (but do not click “done”).  If the transfer occurs during mid-semester email a list along with the transfer checklist to the new ES and ES Advisor of the current classes/grades/credits earned so far with you.

3.    Student Information sent to Receiving ES

The original ES must give any documentation they have in their possession pertaining to that student to the ES who is receiving the student. Also include a copy of the ES transfer/drop checklist.

4.    Computer Transfer

All appropriate computer transfer paperwork must be completed and sent to the new ES, if applicable.

5.    Materials Transfer and Missing Materials

It is the responsibility of the ES to track materials checked out to the family. Arrangements to transfer materials to the receiving ES must be made. The materials checked out to the family follow them in ES Webfiles to the next ES.

·         Be sure the families’ material list in ES Webfiles is accurate before the transfer occurs.

·         If you are aware of missing or damaged items, enter those into ES Webfiles before the transfer is done.

·         The signed receipt for the items checked out to that family  and  in their  possession should be included in the file passed off to the next ES.

·         Give items not yet delivered to the family to the new ES to deliver. 

·         During the summer, hold items you receive for a transferred student and take to the August All ES meeting and give to the new ES. Then check your materials list in ES Webfiles to be sure those items are not on your materials list.  IF they are, complete a transfer to the new ES.

6.  Report any Change of Address/Phone Number to Student Enrollment

7.    Portfolio

Any collected student work samples, or completed portfolio samples should be passed on to the receiving ES.

 

Reminder Notes

-Planned Transfer reminders:  Do not pass files off to another ES until the official transfer has been done in FRED in July and both ESs have received the transfer email.  Parent requests (if the ES has space) have priority, and transfers may not be able to be done the way you have requested, if the parent has made a different request. The best time to transfer off files and any materials that have been delivered to you is at the All ES meeting in August, unless the receiving ES needs information earlier and you are still working.

-Resigning ESs are not responsible to select new ESs for their students to transfer to when they leave.  The parents may send in a Request for Change of ES, or the office will reassign those students based on ES seniority.

-Professional Transfers:  If you must initiate a transfer of a family away from you to another ES, please do so professionally to effect a smooth transition to the next ES.  A courtesy call to the family to let them know that you must make a transfer will help keep the school’s reputation intact, and your fellow ES who is receiving your student will start off on a better foot.  I know you would like this courtesy for an ES you are receiving as a transfer—please give the same courtesy when you initiate  a transfer—regardless of the circumstances. Remember, you are the professional and set the tone.