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Horizon School Division
Creating a better world, one student at a time.
AP 321 - Cumulative Records
Background

The Cumulative Record shall be the official working record for students currently enrolled in Horizon School Division schools. The Cumulative Record is the property and responsibility of the Division while the student attends school in this school division. 

The creation and storage of the cumulative record shall follow the provisions set out in the Saskatchewan Ministry of Education document, The Student Cumulative Record Guidelines - September 2015. 

To support smooth transitions and to ensure that students have the best possible opportunities for success, the Cumulative Record shall be transferred as soon as possible after a student enrolls in a new school. 

Federal and provincial privacy and information sharing legislation shall be followed in the creation, maintenance and use of Cumulative Records.

All personal information is subject to the provisions of Local Authority Freedom of Information and Protection of Privacy (LAFOIP). 

Definitions

1.  Cumulative Record: The Cumulative Record contains a studentā€™s academic records, attendance reports, achievement reports and special reports related to the studentā€™s educational program. As the term ā€œcumulativeā€ implies, information is added to the record each year as the student progresses through the grades. When a student moves from one school to another, the expectation is that the Cumulative Record follows the student. 

2.  Aspen: The computerized system maintained by the Ministry of Education that records demographic and other data about students. 

3.  AF-321 Cumulative Record Transfer Form.pdf: Form used to ensure the successful transfer of a Cumulative Record.  

Procedures

1.  Every student PreK to Grade 12 in  Horizon School Division shall have a Cumulative Record. 

2.  The Cumulative Record shall contain at minimum the following:
2.1.  The studentā€™s name as registered under The Vital Statistics Act, 1995 or, if the student was born in another jurisdiction, the studentā€™s name as registered in that jurisdiction;             
2.2.  Other names by which the student is known;
2.3.  The birth date of the student;
2.4.  The studentā€™s provincial Learning Identification Number (LID);
2.5.  The name(s), address(es) and telephone number(s) of the studentā€™s custodial parent(s) or caregiver(s);
2.6.  The names of other parents/caregivers who may have custody orders that restrict access to their child or the childā€™s personal information;
2.7.  A summary or report of achievement at the end of each grade or semester; term progress reports may also be included;
2.8.  The studentā€™s results of diagnostic tests or other assessments pertinent to program planning, including but not limited to psychological reports, speech pathologistsā€™ reports, occupational therapistsā€™ reports, etc., including related parental consent forms;
2.9.  Medical information about the student pertinent to program planning that the parent or student provides;
2.10.  An annual summary of the studentā€™s attendance; and,
2.11.  For a student that has an Inclusion Intervention Plan (IIP), as described in the Childrenā€™s Services Policy Framework, a copy of the current and previous plan. These should include transition and safety plans.  Special transportation documentation should also be included in the file.
3.  Under the supervision of the Director of Education or designate, the principal shall be responsible for the collection, maintenance, secured storage and release of student Cumulative Records.

4.  A school that receives a request for the transfer of a Cumulative Record sends the Cumulative Record to the studentā€™s new school using the most cost effective, secure method that will allow the package to be tracked. Options can include Registered Mail, Priority Post or courier. AF ā€“ 321 Cumulative Record Transfer Form, will accompany the Cumulative Record.
4.1.  The transfer of Cumulative Records, within Horizon School Division, are to be done via the division courier.
5.  The classroom teacher shall be responsible for entering data in the Cumulative Record. 

6.  The principal shall be responsible for managing annual updates to the Cumulative Record and removing unnecessary and outdated information. 

7.  The school principal or a person designated by the principal shall manage the receipt and transfer of Cumulative Records.
7.1.  When a student is transferring in:
7.1.1.  Within five working days of a studentā€™s enrolment in a school, the principal shall request the studentā€™s Cumulative Record from the studentā€™s previous school. The request shall contain the name and address of the requesting school, the date of the request and detailed student information;
7.1.2.  The principal shall verify receipt of the Cumulative Record by dating and signing the request that is provided by the studentā€™s previous school with the Cumulative Record. A copy of the request shall be sent to the studentā€™s previous school to confirm receipt of the Cumulative Record;
7.1.3.  The principal shall update the location of the Cumulative Record in the Aspen;
7.1.4.  If the Cumulative Record is not received within seven working days after the request was sent to the studentā€™s former school, the principal shall contact the principal of the studentā€™s former school;
7.1.5.  If the studentā€™s former school does not have the studentā€™s Cumulative Record, reasonable attempts shall be made to locate the Cumulative Record by contacting other schools that the student has attended; and
7.1.6.  If these contacts are unsuccessful, a new Cumulative Record shall be created for the student.
7.2.  When a student is transferring out: 
7.2.1.  Upon receiving a request to transfer a Cumulative Record, the principal shall send the Cumulative Record, including all the contents outlined in Procedure #4 above, by Registered Mail, Priority Post, or Courier to the studentā€™s new school within three working days.  If the receiving school is a Horizon school, the school principal may send the cumulative record via the Horizon courier system or they may choose to hand deliver the cumulative record to the receiving principal at their next meeting (< 10 days).
7.2.2.  The principal shall keep a copy of the request until written confirmation of the transfer has been received.
7.2.3.  If the school does not receive a written confirmation that the Cumulative Record has been received within seven working days, the principal shall contact the principal of the studentā€™s new school; and
7.2.4.  If the transferring school has not received the Cumulative Record, the principal shall make best efforts to recover the missing files and maintain a record of those efforts.
8.  The Cumulative Records of students who have left or graduated from the Divisionā€™s schools shall be stored in a secured location until after the student has turned 25 years of age.  

9.  Cumulative Records are to be retained until three years after the student turns twenty-two (22) in accordance with AP 185 ā€“ Records Retention and Disposal. 

 

Reference: Section 85, 87, 175, 231, Education Act, 1995
Youth Justice Administration Act
Youth Criminal Justice Act
Local Authority Freedom of Information and Protection of Privacy Act
Records Retention and Disposal Guide for Saskatchewan School Divisions 

April 6, 2011
Revised September 16, 2015
Revised October 3, 2019