What is the policy or procedure concerning the appropriate time to remove a student from the student information system after transfer?
The Board of Education’s Regulations Governing Pupil Accounting Records (8VAC20-110) address this issue. 8VAC20-110-120-A states “the date such pupil withdraws from the school” is the exit date.
8VAC20-110-120. Pupil transfers.
A. For any pupil transferring from a Virginia public school, a certificate (on a form prescribed by the Superintendent of Public Instruction) shall be prepared certifying that such pupil has been removed from the roll of the school from which such pupil is transferring. The effective date of removal from the roll shall be the date such pupil withdraws from the school and shall be included on the certificate.
B. Any pupil transferring to a Virginia public school from a Virginia public school shall present such certificate to the school to which the pupil is seeking entry. This requirement does not apply to pupils transferring from a private school or a public school located outside of the Commonwealth of Virginia.
8VAC20-110-130. When pupil dropped from roll.
A pupil shall be dropped from the roll and marked "Withdrawn"
1. When a certificate of transfer is executed;
2. When a pupil has been expelled or suspended for more than 15 days;
3. When a pupil has been absent for 15 consecutive days or more; or
4. When a pupil is transferred to a state-operated institution or hospital.
If a Kindergarten student withdraws because he or she is not ready for school, what withdrawal code should the division use?
This student should be withdrawn with the Exit/Withdrawal Code of W880 and a W8 Reason Code of 41 - Parental Privilege: Age/maturity (for Kindergarten and Pre-Kindergarten students only).
Do the attendance regulations apply to PK students as they do not fall under compulsory attendance?
By virtue of the PK student being enrolled and attending school, the parent is agreeing to abide by the school’s policies. Therefore, a plan will need to be developed at 5 unexcused absences as well as an attendance conference held should the student reach 6 unexcused absences. While it is understood that compulsory attendance does not apply to students that are not of school age, LEAs should still work with the parent(s) and student to help keep them attending school on a regular basis.
We have students who will not begin taking classes through our Governor’s School until second semester. Should we wait until the Spring SRC to reflect that in their serving school?
Yes, you should wait until second semester to report the Governor’s School as the serving division. Please keep in mind that when this change is reported that the students are reported with two enrollment records. One record will be Inactive showing the student with the serving school of their home school. The second record will be Active showing the student with a serving school of the Governor’s School.