STUDENTS June 5, 2013 STUDENTS Withdrawal of Students The procedures indicated in this regulation must be followed when a student is withdrawn from a Prince William County Public School (PWCS). Parents/guardians are strongly encouraged to complete the student withdrawal process in person and sign the Record Data Disclosure Information Form. In addition, during the school year parents/guardians may be asked to sign the Prince William County Public Schools Student Withdrawal Form (Attachment I and II). When a student leaves PWCS, the school will obtain written or electronic documentation to ascertain the reason for withdrawal. Students whose parents execute official withdrawal procedures shall be recorded as withdrawn according to the appropriate exit/withdrawal code (Attachment III, Exit/Withdrawal Codes). The following process must be followed when a student is withdrawn from the School Division: 1. The registrar or secretary will: a. Request withdrawal grades from the student s teachers who will complete the PWCS Student Withdrawal Form and indicate whether all textbooks have been returned. b. Verify that all library books, uniforms, and equipment have been returned and all fees and monies owed to the school have been paid in full. c. Withdraw the student from the Student Management System (SMS) using the appropriate withdrawal code. d. Provide a copy of the PWCS Student Withdrawal Form to the parent. Exception: A parent/guardian who is moving out of the country will receive a copy of the Student Educational Record in a sealed envelope. This should be documented on the Record Data Disclosure Form. 2. The Record Data Disclosure Form maintained in the Student Educational Record must be signed by the parent/guardian if applicable. A copy of the request for records from the receiving school will be placed in File 1 of the Student Education Record. 3. The Student Educational Record will be maintained at the school until documentation from the next school is received indicating that the student has enrolled.
STUDENTS June 5, 2013 Page 2 If necessary, the withdrawal code will be adjusted based on the records request or lack thereof. The test results, special education status, if applicable, and other documentation requested by the new school will be forwarded. Once documentation has been sent to the student s new school, the Prince William County school will send the Student Educational Record to the Records Center. 4. If the school does not receive verification that the withdrawn student has enrolled in another school, contact is to be made with the receiving school indicated on the PWCS Student Withdrawal Form and enrollment verification requested. If no verification is received, the school must hold the Student Educational Record for three marking periods, while continuing to seek verification, before sending the record to the PWCS Records Center. All attempts to communicate with the receiving school are to be noted on the Record Data Disclosure Form. 5. If a student transfers from PWCS more than 15 school days before the end of the school year, the school will forward the necessary records to the receiving school. The school will take no official action regarding promotion or retention of the student but will leave such action to the receiving school. The appropriate exit/withdrawal code is to be used at the time the student is withdrawn from school. 6. If a student transfers from PWCS within the last 15 school days of the school year, the school will follow the same procedures used for students who complete the school year. It may be necessary for the school to make provisions for these students to take final exams prior to exiting the school. No exit/withdrawal code should be entered. 7. If a student does not complete the formal withdrawal process, the school should make every attempt to determine the next school placement and enter the appropriate withdrawal code in the Student Management System. The Associate Superintendent for Student Learning and Accountability (or designee) is responsible for implementing and monitoring this regulation. The Associate Superintendent for Student Learning and Accountability (or designee) is responsible for reviewing this regulation in 2016. PRINCE WILLIAM COUNTY PUBIC SCHOOLS
Attachment I PRINCE WILLIAM COUNTY PUBLIC SCHOOLS ELEMENTARY STUDENT WITHDRAWAL FORM INSTRUCTIONS: This form must be completed and initialed. All grades should be in either numerical or alpha format, books returned, and form returned to the Registrar/Records Secretary. For summer withdrawals complete parts I and II and the parent/guardian signature section. Part I. STUDENT: DOB: GRADE: PERM #: CURRENT ADDRESS: Street # City State Zip PARENT/GUARDIAN HOME PHONE #: PARENT/GUARDIAN CELL PHONE #: Part II. NEW ADDRESS: NEXT SCHOOL: Name Address Phone # Part III. TESTING ID #: CURRENT GRADING PERIOD: WITHDRAWAL DATE/CODE: PWCS Grading Periods (Dates will be entered by school) Teacher Attendance: Enrolled days of 180 COURSE 1 ST 2 ND SEM 1 3 RD 4 TH Final Grade BK Returned Language Arts Reading Written Language Spelling Hand Writing Mathematics Social Studies Science/Health Music Art Physical Ed Computer/Tech Work Habits Conduct Grading Scale: A=90-100, B+=87-89, B=80-86, C+=77-79, C=70-76, D+=67-69, D=60-66, F=0-59, I-Incomplete **Note** Grading Scale is for 3 rd 5 th grade K 2 will be S grading scale CLEARANCE REQUIRED: PLEASE CHECK BOX AND INITIAL Attendance Secretary Bookkeeper Library Books Returned Yes/No School Nurse Cafeteria Credit/Debt Other/Comments Verified By: Date: Registrar/Records Secretary **Note** A complete copy of the Student s Educational Record(s) will be sent upon receipt of written request from receiving school. Please fax or mail request to: (School will enter address) Parent/Guardian Print Signature Date Date Records Sent to New School
Attachment II PRINCE WILLIAM COUNTY PUBLIC SCHOOLS MIDDLE/HIGH STUDENT WITHDRAWAL FORM INSTRUCTIONS: This form must be completed and initialed. All grades should be in either numerical or alpha format, books returned, and form returned to the Registrar/Records Secretary. For summer withdrawals complete parts I and II and the parent/guardian signature section. Part I. STUDENT: DOB: GRADE: PERM #: CURRENT ADDRESS: Street # City State Zip PARENT/GUARDIAN HOME PHONE #: PARENT/GUARDIAN CELL PHONE #: Part II. NEW ADDRESS: NEXT SCHOOL: Name Address Phone # Part III. TESTING ID #: CURRENT GRADING PERIOD: WITHDRAWAL DATE/CODE: PWCS Grading Periods (Dates will be entered by school staff) Teacher Attendance: Enrolled days of 180 COURSE TEACHER 1 ST 2 ND EXAM SEM 1 3 RD 4 TH EXAM SEM 2 BK Returned Grading Scale: A=90-100, B+=87-89, B=80-86, C+=77-79, C=70-76, D+=67-69, D=60-66, I=Incomplete CLEARANCE REQUIRED: PLEASE CHECK BOX AND INITIAL Attendance Secretary School Counselor Bookkeeper Library BKS Returned Yes/No School Nurse Locker Cafeteria Credit/Debt Other/Comments Verified By: Date: Registrar/Records Secretary **Note** A complete copy of the Student s Educational Record(s) will be sent upon receipt of written request from receiving school. Please fax or mail request to: (School staff will enter address) Parent/Guardian Print Signature Date Date Records Sent to New School
EXIT/WITHDRAWAL CODES Attachment III Exit/Withdrawals: Withdrawals are, for each school year, those students who have severed their connection with classes, grades, and schools. Exit/Withdraw Code W016 Transfer to GED ISAEP W115 Tr to another rm sm schl W118 Transfer to PWC Pub Sch W119 Transfer to Regular Ed W201 Transfer to PWC Pub Sch Exit/Withdraw Definition Withdraw to enter Individualized Student Alternative Education Program (ISAEP) - A student who withdraws from school and enrolls in a GED preparation program as a part of an ISAEP as defined in the Virginia Code 22.1-254.D and Board of Education guidelines. A student in an ISAEP will maintain this withdraw code until he or she exits the program. A student in an ISAEP shall be counted in the membership and average daily membership (ADM) of the local education agency. Transfer to another room in the same school - A student who transfers to another room within the same school. Transfer to a special education program from regular education program within the school - A student who transfers to a special education program within the same school from a regular education program during the school year. Transfer to regular education program from special education program within the same school - A student who transfers during the school year to a regular education program from a special education program within the same school. Transfer to a public school in the same local education agency - A student who transfers to a public school that is located within the administrative boundaries of the same local education agency. W214 Promote to High Lev PWC Matriculation to another school within the same local education agency - A student who enters another school after successful completion and promotion from the highest instructional level of the current school to the next higher level. W221 Tr fm GED ISAEP Reg Ed Transfer from an Individualized Student Alternative Education Program (ISAEP) to a regular education program in a school within the same local education agency - A student who discontinues involvement in an ISAEP and transfers to a regular education program in a school within the same local education agency. W222 Transfer to Homebased Transfer to home-based instruction - A student who transfers to a period of home-based instruction provided by the local education agency. W304 Tr to Priv Non-Rel in PW Transfer to a private, non-religiously-affiliated school in the same local education agency - A student who transfers to a private school (operated by a non-governmental, non-religious group or organization) that is located within the administrative boundaries of the same local education agency, including hospital teaching programs.
Attachment III Page 2 W305 Tr to Priv Non-Rel in VA Transfer to a private, non-religiously-affiliated school in a different local education agency in the same state - A student who transfers to a private school (operated by a non-governmental, non-religious group or organization) that is not located within the administrative boundaries of the same local education agency but is in the same state, including hospital teaching programs. W306 Tr to Private Non-Rel Transfer to a private, non-religiously-affiliated school in a different state - A student who transfers to a private school (operated by a nongovernmental, non-religious group or organization) that is located in another state, including hospital teaching programs. W307 Tr to Private Rel in PW Transfer to a private, religiously-affiliated school in the same local education agency - A student who transfers to a private school (affiliated with and operated by a non-governmental, religious group or organization) that is located within the administrative boundaries of the same local education agency, including hospital teaching programs. W308 Tr to Private Rel in VA Transfer to a private, religiously-affiliated school in a different local education agency in the same state - A student who transfers to a private school (affiliated with and operated by a non-governmental, religious group or organization) that is not located within the administrative boundaries of the same local education agency but is in the same state, including hospital teaching programs. W309 Tr to Private Rel out VA Transfer to a private, religiously-affiliated school in a different state - A student who transfers to a private school (affiliated with and operated by a non-governmental, religious group or organization) that is located in another state, including hospital teaching programs. W310 Tr Out of the Country Transfer to a school outside of the country - A student who transfers to a school outside the country that is not a United States overseas dependents school (includes private and public school systems). Students who leave the United States are not considered dropouts. Pursuant to 34 C.F.R. 200.19(b)(1)(ii)(B), a school must have written confirmation that a student has emigrated to another country, but need not obtain official written documentation. W312 Tr to VA Charter School Transfer to a charter school that is not located within the administrative boundaries of the same local education agency but is in the same state - A student who transfers to a charter school, operated in accordance with state regulations, that is not located within the administrative boundaries of the same local education agency but is in the same state. W313 Tr to Home Schooling Transfer to home schooling - A student who transfers to a period of instruction in a home environment for reasons other than health. W314 Transfer to Job Corps Transfer to Job Corps/Project Challenge - A student who withdraws to enter these public educational and vocational training programs and is not concurrently enrolled in a school in the local education agency.
Attachment III Page 3 W321 Transfer Postsecondary W402 Tr to VA Public School W411 Tr to Sate Oper Inst W503 Tr to Out of State Publ W650 Death W730 Graduate with a Diploma W731 Completed with a Cert W870 Dropout/Adult Incarcerat W880 Dropout/Discontinued Enr Transfer to a full-time, baccalaureate or associate's degree seeking program at an accredited postsecondary institution - A student, who is fully prepared for postsecondary education, transfers to an accredited postsecondary institution of higher education to enter into a full time program leading to a baccalaureate or associate's degree. This code can only be used for the student who has left Virginia public schools without a credential and is enrolled full-time at an accredited postsecondary institution in a program of study that leads to a baccalaureate or an associate's degree. Transfer to a public school in a different local education agency in the same state - A student who transfers to a public school that is not located within the administrative boundaries of the same local education agency but is in the same state. Transfer to a state-operated institution - A student who transfers to a state-operated institution that has an educational program. This includes mental health institutions, correctional institutions, juvenile service agencies, care shelters, and detention facilities. Transfer to a public school in a different state - A student who transfers to a public school that is located in another state, to a United States overseas dependents school, or to a Department of Defense (DOD) school. Death - A student whose membership is terminated because he or she died during or between regular school sessions. Graduated with diploma - A student who has received a standard, advanced studies, International Baccalaureate or other type of diploma upon completion of state and local requirements for both coursework and assessment. Completed school with other credentials - A student who has received a GED, certificate of completion, or other credential in lieu of a high school diploma. Discontinued schooling - A student who stops attending school because of incarceration, who is sentenced to serve time in a local, regional, or adult jail. Do not use this code for youth adjudicated in state operated programs. (Effective 2010-11 school year.) Students withdrawn because they are placed in PWC Adult Jail must be withdrawn using the W870 status code. For these students the W8 Reason field will be Behavior. Also, students who graduate while in the jail will be graduated from the jail and issued a Generic PWCS Diploma; they will no longer be pulled into the regular schools for graduation. Discontinued schooling - A student who stops attending school and is considered to constitute "dropping out."
Attachment III Page 4 W960 15 Consec Abs Ext Ill Withdrawn after being absent 15 consecutive days for extended illness - A student who left school for an indefinite period of time because of a physical, extended illness and is expected to return. W961 15 Consec Abs Sus Suspension exceeding 15 days - A student who left school involuntarily due to a school-approved suspension that exceeded 15 days and is expected to return to school. W970 15 Consec Abs - Oth Withdrawn after being absent 15 consecutive days - A student who has been absent for 15 consecutive days who is expected to re-enter school. At the end of the school year, a student who has not returned to school should be recoded to the appropriate exit/withdraw type.