Transfer Student Records Students transfer in and out of school districts on a regular basis. This exciting new feature provides districts the ability to transfer student records from one district to another, in-state and out-of-state. Administrators are now able to manage the transfer of student records at the district level! A new option has been added to the Main Menu titled Transfer Student Records. This will allow districts to control: Incoming and Outgoing (transfer) Requests Incoming and Outgoing Responses to (transfer) Requests The following terms are used to describe the various features of transferring student records: Transfer In: Student attends school in my district. Transfer In Pending: A student s record has been requested from another district. Transfer In Complete: A student s record was received from another district. Transfer Out: Student no longer attends school in my district. Transfer Out Pending: Another district has requested a student s record from my district. Transfer Out Complete: Requested records have been sent to another district. Compile Records Wizard: Guides the user through the process of selecting student documents in response to a request. Requesting district: District requesting a student s record. Responding district: District sending the student s record to another district. When parents enroll their children in school, they must provide certain basic demographic information, such as: the child s name, date of birth, gender, and the name of the school previously attended (if applicable). Since this is enough information for the student to be entered in SEAS, there is no additional information required to request the student s record from another district. The student must be entered in SEAS before a request can be sent. 1
To access the Transfer Student Records module, select Transfer Student Records from the Main Menu. The Transfer Student Records tab on the Main Menu is only available for, and visible to users with Admin Edit/Read, or Admin Support Edit/Read security levels. Transfer In Pending The Transfer In tab is used to request a student s record from the district where the student previously attended school. There are two (2) Types of requests: Pending and Complete. Upon receiving the student s records, the system automatically changes the Type for that request from Pending to Complete. Pending Requests that have been made, but the records have not yet been received. Complete Requests for which the student s records have been received. Upon receiving a response to a records request, the system automatically changes the Type from Pending to Complete. To request records for a student who has transferred into the district: 1. Log into SEAS; the Messages District Messages page displays. 2. Click the vertical, green Main Menu bar on the left side of the page or the Home button on the SEAS toolbar. 3. Click the Transfer Student Records option on the Main Menu. The Transfer Out tab is activated. 4. Click the Transfer In tab; the Transfer In page displays and is defaulted to Pending. All records requests that have been made, but the records have not yet been received, display. 2
5. Click the New Request button in the toolbar to be directed to the Transfer In New Request Select Student page. Transfer In New Request Select Student The administrator selects the student whose records are needed from another school district on this page. Upon selecting the student, the administrator completes the New Request (student name) popup and clicks Send. When Send is clicked, the system automatically sends that request to the appropriate district; the request displays on the Transfer Student Records - Transfer Out Pending tab in that district s SEAS site. The request will remain in the Pending status until a response is received, at which time it is automatically moved to Complete status. A message is also sent to all Admin Edit/Read users at the responding district via the Message Center. Note: If a school was selected when sending the request, a message will also be sent to the Admin Support Edit/Read users for that building. The New Request pop-up displays the following information: DOB This is the student s date of birth entered in the Student Information Demographics page of the requesting district. Grade This is the grade the student is currently enrolled in entered in the Student Information Demographics page of the requesting district. Gender This is the student s gender entered in the Student Information Demographics page of the requesting district. *State This is a dropdown field containing all states with existing SEAS customers. The state abbreviation is listed, followed by the 3
12/2011 state name; for example: AR Arkansas. This is a required field as indicated by the red asterisk. *District This is a dropdown field auto-populated based on the state selected in the State field; all SEAS districts in the selected State are listed. The district names are populated from the District field on the Owner Setup page. This is a required field as indicated by the red asterisk. This field is disabled until a State has been selected. School This is a dropdown field auto-populated based on the district selected in the District field. All schools for the selected district are listed; this information populates from the School Information page. This is not a required field and is disabled until a State and District have been selected. Comments This text area is limited to five hundred (500) characters. This is used by the administrator to describe the records they are requesting; for example: Please send this student s current IEP and most recent evaluation. The user may also include additional information about the student that could expedite transmission of the student s record. Send When Send is clicked, SEAS automatically sends the request to the selected district and assigns the request a Pending Type. The Transfer Student Records option on the Main Menu, of the selected district, displays in red, indicating a new records request has been received. The request is listed on the Transfer Out Pending screen of the responding district. o When Send is clicked, SEAS verifies that all required fields are completed. If all required fields are not completed, a popup message displays which states: Please complete all required fields before sending this request. Required fields are marked with an asterisk. An OK button displays below the message. When OK is clicked, you are returned to the New Request (student name) popup to complete the required fields. o When Send is clicked, SEAS automatically captures the State, and District of the requesting district as well as the student s Date of Birth, Gender, and Grade and the name of their Attending School. This information displays in the Transfer Out screen of the responding district. Cancel When Cancel is clicked, the New Request (student name) popup closes and you are directed to the Transfer In New Request Select Student page; SEAS does not send the request. 4
Transfer In Complete When the responding district sends the student s record, the system automatically changes the Type from Pending to Complete, and the request 5
is now listed on the Transfer In Complete tab of the requesting district. The documents sent may be viewed by accessing the Student Information Additional Documents tab. To view the responses for records requested: 1. Log into SEAS; the Messages District Messages page displays. 2. Click the vertical, green Main Menu bar on the left side of the page or the Home button on the SEAS toolbar. 3. Click the Transfer Student Records option on the Main Menu. 4. Click the Transfer In tab; the Transfer In page displays and is defaulted to Pending. 5. Select Complete in the Type drop-down list; the Transfer In Complete page displays. 6. Click the + sign to expand the row to view the records and comments sent to the requesting district. 6
Transfer Out Pending When a records request is received from another district, it is listed on the Transfer Out Pending page within the Transfer Student Records function, and a message is received in the Message Center. This message is received by all users in the district with Admin Edit/Read security levels. If a school was specified by the requesting district, any users with Admin Support Edit/Read security levels assigned to the specified school will also receive the message. When a Transfer Out Pending request exists, the Transfer Student Records option on the Main Menu displays in red. 7
There are two (2) Types of requests: Pending and Complete. Pending Requests for records that have been received from other districts but have not been responded to. Complete Requests that have been responded to. To view or respond to a records request from another district: 1. Log into SEAS; the Messages District Messages page displays. 2. Click the vertical, green Main Menu bar on the left side of the page or the Home button on the SEAS toolbar. 3. Click the Transfer Student Records option on the Main Menu. The Transfer Out tab is activated. All Pending records requests are displayed. 4. To respond to the records request, press the Respond button. This directs you to the Compile Records Wizard which will guide you through choosing the records to send to the requesting district. 8
Compile Records Wizard The Compile Records Wizard guides the user through the steps of selecting the appropriate documents in response to a records request. To respond to a records request from another district: 1. Log into SEAS; the Messages District Messages page displays. 2. Click the vertical, green Main Menu bar on the left side of the page or the Home button on the SEAS toolbar. 3. Clicks the Transfer Student Records option on the Main Menu. All Pending records requests are listed in the data table. 4. Click the Respond button for the appropriate student; the Compile Records Wizard Welcome page displays. 9
The Compile Records Wizard consists of the following six steps: Step 1 Welcome The Welcome page outlines the general steps required to fulfill a records request and provides additional information. Clicking Next will direct the user to Step 2 Select Student. Step 2 Select Student At the top of the page, the Request Details box displays the information sent by the requesting district to identify the student: State - The state where the requesting district is located. District The name of the district requesting the student s record. School The name of the school the student is assigned to in the requesting district. Student The name of the requested student. 10
DOB The date of birth of the requested student. Gender The gender of the requested student. Grade The grade the student is currently enrolled in. Comments - The comments from the requesting district. The Request Details box displays on all remaining steps. 12/2011 The student may be searched for by filling in the appropriate information in the Search Criteria box, and clicking Search. To select the student, click Select to the left of the student s name. This will direct you to Step 3 Select Forms/Forms Packets. If there are no existing records for the student, or the student is not in SEAS, clicking Skip at the bottom of the page will direct you to Step 5 Comments. 11
Step 3 Select Forms/Forms Packets 12/2011 This step allows the student s forms, form packets and goal sheets, whether Working Copy, Filed or Archived, to be selected to be sent to the requesting district. To search for, and select the desired forms: 1. Select the form type from the Type dropdown in the Search Criteria box. a. Forms - displays the list of individual forms for the student. b. Forms Packets - displays the list of available Forms Packets for the student. c. Goal/Progress - displays the list of Goal/Progress sheets created for the student. 2. Select the form status from the Status dropdown in the Search Criteria box. a. Working Copy - displays the documents Working Copy for the student b. Filed - displays the documents placed in the Filed status for the student. c. Archived - displays the documents placed in the Archived status for the student. 3. Click Search. The appropriate document(s) will be listed in the Available box. 4. Select the document(s) to send to the requesting district by selecting a document and clicking the > button or by depressing the CTRL key, selecting multiple items, and clicking the > button. To select all documents, click the >> button. This will place the selected documents in the Selected box. 5. To remove document(s) from the Selected box, select an item individually and then click the < key. Multiple items can be removed simultaneously by depressing the CTRL key, clicking the appropriate documents, and clicking the < button. To remove all items, the user simply clicks the << button. When all desired documents have been selected, click the Next button to proceed to Step 4 Select Attachments. Clicking Previous will direct you back Step 2 Select Student. 12
Step 4 Select Attachments Select Attachments allows any existing document(s) attached to the student s record in Student Information Additional Documents be selected to send to the requesting district. The attached document(s) will automatically display. To select the desired attachment(s), place a checkmark in the checkbox to the left of the attachment name. To select all attachments, place a checkmark in the checkbox in the column heading. From this page, the user will also have the ability to attach new document(s) to the student s record to send to the requesting district. This is accomplished by clicking the Browse button below the list of Existing Attachments. The Select File dialog box opens where the appropriate file, either on the computer s hard drive or on the network, can be selected. Upon selecting a file, the file name displays in the Choose File field. A description may be entered for the file in the Description field below the Choose File field. When the desired file is selected, and a description, if any, has been entered, the file is attached by clicking the Upload button. 13
Please note: Each file is limited to 1.5MB in size. 12/2011 To insure that all file names are unique, random values may be added to file names. All uploaded attachments are listed below the Description field. If uploaded attachments need to be removed from the student s record prior to sending, click the red X to the left of the attachment name. All uploaded attachments may be removed prior to sending by clicking the red X in the column heading. When all desired attachments have been selected and/or uploaded, clicking Next will direct you to Step 5 Comments. Clicking the Previous button will direct you back to Step 3 Select Forms/Forms Packets. 14
Step 5 Comments 12/2011 The Comments field allows the responding district to send comments along with the student s record to the requesting district. The Comments text area is displayed below the list of documents that are to be sent to the requesting district. Comments that are entered are limited to 500 characters in length. When all desired comments have been entered, clicking Next will direct the user to Step 6 - Send. Clicking the Previous button will direct you back to Step 4 Select Attachments. Step 6 Send The final step is to Send the selected document(s) and any comments to the requesting district to complete the records request. 15
All selected documents, attachments and comments will display on this page. If it is determined that anything needs to be changed, this can be accomplished by clicking Previous, which directs the user back to the previous steps so any changes can be made to the student s record before sending. If no changes need to be made, the student s record will be sent to the requesting district by clicking Send. o When Send is clicked, the system automatically sends a message to the requesting district s Message Center. Users with Admin Edit/Read security permissions will receive all response messages. Users assigned to the Admin Support Edit/Read security levels will receive the response messages for all students in the building(s) to which the user is assigned. The message will contain the following information: From: The name of the district that is responding to the records request displays here; for example: Lincoln School District. To: Administrator Subject: Response to Records Request Urgency: High Message Content: You have received a response to your records request. To view the response, click the Transfer Student Records option on the Main Menu. Any documents that were sent by the responding district have been added to the student s record on the Student Information Additional Documents tab. Transfer Out Complete When a records request is responded to, the Type for that records request is automatically changed from Pending to Complete. The records request is now listed on the Transfer Out Complete tab within the Transfer Student Records function. To view the response that was sent to a records request: 1. Logs into SEAS; the Messages District Messages page displays. 2. Click the vertical, green Main Menu bar on the left side of the page or the Home button on the SEAS toolbar. 3. Click the Transfer Student Records option on the Main Menu. All Pending records requests are displayed. 16
4. Then select the Complete option for the Type search criteria; the responses the district has made to records requests will display. 5. Click the + sign to expand the row to view the records and comments that were sent to the requesting district. 17