Guidance Services and Student Records Rebecca M. Elmore Supervisor Guidance Services and Student Records

Guidance Services Comprehensive School Counseling and Guidance Services (pg )  Integral part of total educational process  Accessible to all students  Activities that address and meet various educational and developmental needs  Vital component to enhancing and sustaining student achievement  Program is developed as result of analysis of student needs, desired achievement goals and related data

Guidance Services Comprehensive School Counseling and Guidance Program (pg. 29 – 31)  State Model  Mobile County Plan  Each school’s Local School Comprehensive School Counseling and Guidance Plan  Comprehensive program Pre-K to 12 th grade

Guidance Services Comprehensive Counseling and Guidance Program  Must ensure that every student has multiple opportunities to acquire competencies in three domains: Academic Development, Career Development, and Personal/Social Development

Guidance Services Comprehensive Counseling and Guidance Program  Utilize a combination of four program delivery components: School Guidance Curriculum Individual Student Planning Responsive Services System Support  Imperative that program is balanced – counselor should spent time in all four delivery components

Guidance Services Minimum requirements for school counseling and guidance programs in Alabama as defined in The State Plan, Bulletin 2003, No. 89 (pg. 30 – 31)  Counselor must spend 100% of his/her time in providing guidance services through the four counseling and guidance delivery components (pg. 30)  Career Portfolios – The State Plan requires development and annual revision of individual education plan beginning in the 8 th – 12 th grades (pg. 31); System Plan requires Career Portfolio activities beginning in the 5 th -12 th grade

Guidance Services Crisis Management and Intervention (pg. 31)  Each counselor member of the system’s Crisis Management Team  Each school should have Crisis Management Team  Notification of additional counselors needed

Guidance Services Crisis Management and Intervention topics addressed in Appendix Child abuse and neglect Death of student or staff member Traumatic death or event Death of a student’s family member Suicide

Guidance Services Accredited Schools  State only recognizes SACS and affiliate organizations, i.e. Middle States Association of Colleges and Schools  Any other accreditation is considered a non-accredited school  Transferring students in K – 8 can be accepted by the school if all records are up-to-date and intact; however, if records are not clear or questionable the principal can request placement test prior to grade level assignment  Transferring students in 9 – 12 must validate all core courses prior to grade and course placement  As requested by Division of Curriculum and Instruction, all of those tests must be scheduled and administered through that division

Guidance Services New Courses Educational Planning Guide

Student Records A Checklist for Opening School for (All Schools) – located in Appendix Family Educational Rights and Privacy Act (FERPA) – (pg. 33 – 36)  Educational Records  Survey Information – 8 protected areas; “opt-out”  Military Recruiters  Directory Information

Student Records Records Procedures (pg )  LEGAL DOCUMENTS  Student Folder Contents  Guidelines for Student Permanent Folder Check out procedure Stored in metal file cabinet in school’s office Guidelines regarding records for students receiving Special Education services Guidelines for sending and requesting/receiving student records

Student Records Records Procedures (pg. 36 – 39)  Student Cumulative Record Card  Transfer and Storage of Records / Transfer of Records During the School Year Permanent records should not be sent to school until student is actually enrolled and formal request is made Request for records must be processed within 5 school days Guidelines listed on page 38  Storage of Inactive Records – Guidelines on page 38

Student Records Instructions for Preparation of Records for the Student Records Department  Retained in high school until requested by the Student Records Department  Purge inactive records – documents to send to Student Records Department are list at bottom of page 38  Accuracy of records is critical – LEGAL DOCUMENTS  Must record graduation date, diploma type, attendance, non-graduate (if applicable)  Testing information - status of exit/graduation exam

Student Records Record Procedures (pg. 36 – 39)  Functional Analysis and Records Disposition Authority document is in Appendix

Attendance Services High School Credit Restriction on the Basis of Excessive Absences From Class (pg )  Four unexcused absences for full credit class; two unexcused absences for half credit class  Notify parent/guardian after 1 st unexcused absence – keep documentation  On 5 th / 3 rd unexcused absence notify parent of the student’s loss of credit because of excessive absences – this notification should be in writing and by US Mail  Encouraged to develop alternative plan by which students may redeem credits  Parents/guardian may appeal decision – guidelines #L. on pg. 12

Attendance Services Department of Public Safety Compliance (pg. 13)  Denial of Driver’s License or Permit for operation of motor vehicle to any person under 19 who does not present a diploma or certificate of graduation or one of the other acceptable documentation stated on pg. 13  Must provide documentation of enrollment status for students 15 years or older  Must notify Department of Public Safety whenever student 16 years or older withdraws

Attendance Services Report of Withdrawal / Exclusion Status (pg. 14)  Consent to Dropout of School form  Withdraw Interview form

Attendance Services Circumstances Beyond the Control of the Student (pg. 14) Appeal Process (pg. 14 – 15)