Detroit Public Schools Policy Page 1

Transcription

1 Detrit Public Schls Plicy Page 1 SUBJECT: Supersedes: STUDENT RECORD AND TRANSCRIPT PROCESSING Nne; New Plicy Effective: September 1, 2006 Page: 1 f Purpse 2.0 Scpe This prcedure dcuments hw student transcript requests and student recrds are packaged and shipped by schls and hw requests and recrds are handled nce received by the Transcript Departments. Once a request is received by Central Office Student Recrds fr issuance f a student transcript, ffice staff must perfrm a number f specific tasks t fulfill and issue the recrds t the requesting entity. Based n hw the request was received, wh the requestr is, the date f the request, and the age and lcatin f the recrds being requested, a number f specific steps are taken t fulfill the request. All recrds received are date stamped. Because the vlume f requests cntinues t escalate, existing staff is required t wrk as efficiently as pssible t deliver recrds within an acceptable time frame. This dcument utlines the internal prcess by which recrds are received, srted, imaged, stred, retrieved, and delivered. The prcess dcumented here is specific t the central Student Infrmatin Recrds Department and des nt include thse activities cnducted at individual schl lcatins where requests fr recrds may als be received. Nte als that due t a wide range f variants, the prcesses utlined here represent general guidelines within which individual requests are handled. 3.0 Overview Receiving Recrds Recrds are received frm schl lcatins in bth individual and bulk batches depending upn the quantity f expired recrds needing t be shipped frm the schl and stred centrally. Schls are t keep recrds n all current attendees and recent graduates. As a student mves frm schl t schl, the student recrds are t fllw the student t their next schl. When a student graduates frm high schl, their student recrds are t be maintained by the graduating schl fr ten years. Beginning in the eleventh year, the high schl is t send a cmplete set f 80 Series 1 dcuments fr each graduate t the Transcript Department. Recrds fr nn-returning students are t be retained at the schl fr a perid f tw years befre being sent t the Transcript Department fr prcessing. All schls are required t keep a lg f the date student recrds are frwarded t central ffice Student Infrmatin Systems A Basic Recrd, PK-12; 80-C Secndary (middle) Schl Recrd; 80-CA Secndary Schl Recrd; 80-D Test Recrd; 80-E Health Recrd; 80-J Series Envelpe, 80-L Elementary/Middle Schl Academic Recrd

2 Detrit Public Schls Plicy Page 2 Recrds may be received in inter-ffice mail thrugh the District s mailrm and delivered t the Recrds Department as ne r mre lse batches f sealed envelpes. These deliveries typically ccur nce daily, Mnday thrugh Friday, in varying quantities. Recrds may be received via a Central Distributin Center (CDC) delivery invlving a number f cartns frm ne r mre schls that has pre-arranged pick-up and delivery. Central ffice staff is ntified bth by the sending schl and by CDC f the date and quantity f cartns prir t shipping. The transcript ffice may be cntacted by calling: r All recrds received are delivered t a designated area within the Recrds Department where they are temprarily stred prir t srting, lgging, and eventual imaging. Interffice deliveries are cntained in mail sacks r bags. Bulk deliveries may remain in their transprt cartns r may be, alng with inter-ffice deliveries, transferred t hlding trays fr subsequent srting and handling. Srting Recrds Recrds are manually srted int sending schl rder by name and by receive date. Each batch receipt is lgged. An entry is made nting the sending schl, recrd date(s), and receiving date. Filled hlding trays are then mved frm the mail area t the imaging area f the Department. Imaging Recrds Dcument imaging is the cnversin f paper dcuments int images that are stred n a electrnically. Once stred n a hard drive, they can be retrieved wth minimal effrt. The imaging prcess helps: Effective archival f recrds Save strage space and csts Manage recrds easily Reduce ptential misfiling f dcuments Facilitate dcument retrieval Make dcuments centrally available Eliminate the lng-term need fr file cabinets Reprduce exact images f riginal dcuments Sharing acrss netwrk Taken tgether, these factrs cntribute t increased prductivity and imprved custmer service. Currently, three hardware cmpnents and tw primary sftware cmpnents are used in the SIS prcess t cmplete this task: Desktp Persnal Cmputer (w/peripheral printer) Cann MS300 (Micrfilm Scanner/Reader) Kdak I280 Dcument Capture Scanner

3 Detrit Public Schls Plicy Page 3 LaserFiche Executive 5.03 (server based sftware) Capture Perfect 1.0 (client based sftware ) The abve prcesses prvide different ways t scan dcuments and save files in a variety f frmats, including TIFF, BMP, JPEG, and searchable PDF. The sftware als ffers full-text OCR, encrypted PDF file creatin, and file name indexing capabilities. It shuld be nted that dcuments are actually stred n a dedicated image server lcated in the Netwrk Operatins Management Center (NOMC), the DPS central ffice data center cmplex. Server supprt and maintenance is prvided by the Suthfield branch f the Dcument Imaging Divisin f DSS Crpratin. LaserFiche sftware is available thrugh Cmpulink Management Center. The fllwing five steps cmprise the entire dcument imaging/management system in place in the Office f Transcripts. Summarily, dcuments (student recrds) are scanned int the system. The dcument imaging system stres them n the image server. The dcuments are then prgrammatically indexed. When an authrized user later wants t read a dcument, he/she uses the LaserFiche retrieval tls available n the desktp. The authrized user fills in a search criteria template and des an individual search by inserting a Student s Name (LN, FN), Schl Attended, DOB and/r Date f Graduatin. The authrized user can als use cmb-edits t find the student recrds. Which dcuments can be read and what actins perfrmed n thse dcuments is dependent n the access prvided by the administratr f the dcument imaging system. System Administratin is currently handled by the DSS supprt staff. Scanning: Paper recrds are quickly scanned int graphical images using the Kdak Strage: The server based strage system prvides lng-term and reliable strage fr recrds and accmmdates adding t dcuments currently in the system, grwing vlumes and newer technlgy. Dcuments are categrized and stred int hierarchical directry flders that include: Dcuments currently being prcessed Schl Name (recrds are separated int Schl Name grupings fr easy access) A D E G H L M - Z Student Name and ID Number f pages stred fr this entry Indexing: The index system, based n the file structure abve, creates an rganized dcument filing system and makes future retrieval simple and efficient. Retrieval: The LaserFiche retrieval system uses dcument infrmatin, including index and text, t find images stred in the system.

4 Detrit Public Schls Plicy Page 4 Access: Because the applicatin is web-based, dcument viewing is readily available t authrized persnnel and cntrlled access is pssible frm the ffice r frm ther remte lcatins where an nline cnnectin and an internet brwser are available. Offline Recrds Strage Depending upn the age f recrds, they may be stred in ne f fur lcatins: AS/400 cmputerized recrd Micrfilm r Micrfiche Filed Hard cpy Yet t be filed, received recrd, pending final strage Since 1983, prcessed student recrds are stred n the AS/400 r n Micrfiche r LaserFiche files. Recrds prir t 1983 are stred in special file cabinets n micrfilmed recrds (called aperture cards) lcated in the vault area f the ffice. Current, unprcessed and yet t be imaged recrds may be fund in hlding trays. All recrds, nce prcessed, will be transferred t digital images using the prcess nted abve. Originals and cpies f imaged recrds are destryed by shredding. Requests fr Recrds Requests are received fr student recrds, transcripts, r letters affirming attendance r graduatin frm a Detrit Public Schl. Amng requestrs are: graduates parents r guardians an authrized r designated stand-in fr whm a release frm has been signed a recruiter r ther representative f a military branch an fficer f a lcal, state, r federal judicial system an emplyment agency r cmpany prcessing an emplyment applicatin. ther schl districts Requests fr recrds are submitted thrugh either f the fllwing: Fax Telephne Walk-In At-Cunter Central Office Drp-Bx US Pstal Mail

5 Detrit Public Schls Plicy Page 5 Requests fr Recrds Prcess: Recrd infrmatin frm client n Transcript Release Request Frm Depending n D.O.B., recrds can be fund n the AS400, Laserfiche, micrfiche, aperture card, and/r reel Print dcuments frm AS400, Laserfiche, micrfiche, aperture card, and/r reel Prcess printed dcuments t be picked up r t send t requestr via fax r mail Lg request nt Tracking System Scan request and supprting dcuments (identificatin and fax cnfirmatin reprt) Shred dcuments after scanning 4.0 Schl Office Respnsibility Schls are t maintain and update student recrds n 80 Series dcuments as defined in the Student Transcript Strage and Transprt plicy r in the Pupil Ppulatin Management Training Manual. Specifically, schls are t send nly the 80A, 80C, 80CA, 80D, 80E, 80J, and 80L flders. Recrds shuld be arranged alphabetically and accmpanied by a list. Elementary and Junir high schls are t maintain and update student recrds while the student is attending their schl. Student recrds are t be frwarded t successive schls within the district. High schls are t maintain and update student recrds and keep recrds fr a perid f ten years after the student graduates as defined in the Student Transcript Strage and Transprt plicy r in the Pupil Ppulatin Management Training Manual. In the eleventh year, each high schl is t frward the graduated student recrds t the Student Infrmatin Systems Central Office Student Recrds. If a request is submitted directly t a schl lcatin and the student s recrd has nt been frwarded t Central Office and still exists at the schl lcatin, it is the respnsibility f the schl s administratin ffice t prcess and deliver the recrd(s), the transcript, r the letter affirming attendance r graduatin. In the event that a recrd cannt be lcated at the schl, the schl must first lk t see if the recrd can be fund nline in the Student Infrmatin System. If the recrd cannt be lcated nline, the schl may telephne Central Office t determine if a cpy f the recrd may be fund centrally. If lcated at Central Office, the schl must frward the request, via fax r telephne, and direct the requestr t Central Office fr recrd pick-up. The requestr, r his/her designee, must have prper identificatin in rder t receive the requested recrds. In the event that Central Office des nt have the requested student infrmatin, the schl will assemble a student recrd based upn existing dcuments. Frm that pint frward, the schl shuld maintain the assemble dcuments n the student. The schl shuld affix t the new student recrds a statement that previus infrmatin is nt available. 5.0 Recrds and Transcripts Office Respnsibility Overall, the Recrds and Transcripts Office respnsibility is t prcess student recrds and transcript requests and perfrm all internal Office f Transcripts tasks required t cmplete the prcess. The Transcript staff perfrms a number f tasks t meet custmer requirements. Tasks include btaining requested infrmatin via walk-in requests, faxes, requests, drp bx requests and mail requests. The staff researches requested student infrmatin, fills requests, scans recrds, mails recrd(s) t custmers and fllws-up with telephne calls t custmers if required.

6 Detrit Public Schls Plicy Page 6 In general, Central Office prcesses nly thse recrds: Older than ten years past a student s graduatin date Inactive (nn-returns) fr ver tw years Prvided Central Office has the recrds and the recrd(s) is nt at a schl Standard requests will be prcessed within 5-7 business days after they are received. A request is cnsidered cmpleted when: A request frm has been received Request has been entered int the nline Tracking System Valid identificatin frm the requestr r fr the requestr has been received * A release frm has been signed and received Request frm and identificatin have been verified, scanned/cpied Recrd(s) has been lcated, cpied, printed, and issued A clsing entry has been entered int the Tracking System * the fllwing dcuments are acceptable identificatin state drivers license, birth certificate, state ID, passprt, scial security card, curt dcuments, utility bills, medical recrds, r mail with identifying name and address. 6.0 Emplyee Respnsibilities Jb Functin(s): All Transcript persnnel receiving a request must lg the request int the Transcript Tracking System r pass the request t the Supervisr fr distributin. The persn wh receives the request is respnsible fr lgging it int the Transcript Tracking System. Administrative/Supervisry Lead Oversees distributin f wrk; mnitrs tracking system fr accurate and cmplete input; mnitrs tracking system reprts fr timely cmpletin f requests; submits reprts fr management review; handles persnnel related issues. Mail Prcessr Receives, srts, and lgs recrds received thrugh bth inter-ffice and US Pstal mail; Keeps track f quantities f mail received; Places mail in hlding trays fr imaging statin; Date stamps and prcesses thse recrd requests received by mail. Imaging Clerk Creates electrnic images f student recrds; Files and stres images in apprpriate server directry; Shreds and discards prcessed recrds. Telephne Prcessr (receiving telephne calls directly frm custmer nt available, nly available fr DPS persnnel)

7 Detrit Public Schls Plicy Page 7 Answers the phne and reslves any general telephne questins; accepts recrd requests by telephne using the Recrds Request Frm. Distributes r prcess request. Cunter Prcessr Interacts with walk-in custmers; takes cunter requests based n nextnumber ; passes request t Supervisr fr distributin; if time permits, prcesses requests as received; lgs request int the tracking system; prepares recrds t be issued either thrugh cunter pick-up, fax r mail. , Fax, Drp-Bx Prcessr Handles requests received by , fax, and drp-bx; prcesses requests chrnlgically as received; lgs requests int the Tracking System; prepares recrds t be issued either thrugh cunter pick-up, fax, r mail. Recrds Prcessr Prcesses transcript and recrd requests; prvides graduatin letters t frmer students; mails student recrds t ther schl districts and requesting agencies; enters requests int the tracking system. Nte: All jb functins, with the exceptin f the supervisr, rtate n a mnthly basis. 7.0 Recrds Request Frm See attachment A. Dcument can be btained at the Transcript Welcme Center cunter. Yu may als btain this dcument nline at: r Lg nt the DPS Cme Hme t DPS Hme Page select Students, Student Recrds & Transcripts, Transcript Release Request frm. 8.0 Prcess Flw See attachment B.

8 Detrit Public Schls Plicy Page 8 ATTACHMENT A Request Frm

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