• Handling of Incoming Records Requests

    Record Request and any supporting documents (photo ID, release of information, etc.) will be ponied to Technology Operations as loose paperwork. The Records Department will provide any additional documents needed/requested. 
  • INCOMING - Request from a NON-CCPS School
    (PK-12 Institution)

     
    1.  Date stamp when the request was received.

    2.  Withdraw student with appropriate withdrawal code (S313)

    3.  Prepare and Fax the following to the requesting school:
    • Birth Certificate
    • Immunization/Physical  (if applicable)
    • KG-12 Student Transcript (S523)
    • Last/final report card/progress report (S511)
    • Daily Attendance Summary report (S242)
    • Last IEP on file (if applicable) (DocVault or Enrich)
    4.  Date stamp when the request was completed.

    6.  Send the completed records request to:
                   RECORDS DEPARTMENT - Box# 162

    INCOMING - Request from an Individual
    (Parent / Legal Guardian, Former / Current Student 18 or older)

     
    1.  Complete the Records Request form.

    2.  Make a copy of the requestors photo ID.

    3.  Withdraw student with appropriate withdrawal code (S313)

    4.  Prepare and Provide the following to the requestor:
    • Birth Certificate
    • Immunization/Physical (if applicable)
    • KG-12 Student Transcript (S523)
    • Last/final report card/progress report (S511)
    • Daily Attendance Summary report (S242)
    • Last IEP on file (if applicable) (see Counselor)
    5.  Date stamp when the request was completed.

    6.  Send the completed records request and all supporting documents to:
                   RECORDS DEPARTMENT - Box# 162

    Graduation Verification
    (Post-Secondary Institution, Corporation, or Agency)

     
    1.  A signed student release form must accompany the request.  If not, contact the requestor for a signed release.

    2.  Refer to a student transcript (S523) to confirm graduation data.

    3.  Complete the graduation verification request form carefully using transcript data.

    4.  Fax the completed request to the requestor.
    5.  Date stamp when the request was completed.

    6.  Send the completed records request and all supporting documents to:
                   RECORDS DEPARTMENT - Box# 162
  • Transcript - Official
    (Current / Former Student 18 or older, Parent / Guardian,
    6-12 Institution, Post-Secondary Institution, Corporation, or Agency)

     
    1.  Complete the Records Request Form.

    2.  Make a copy of the requestors photo ID (if applicable).  
         Note:  A signed release from the student must
         accompany any request from an agency, corporation, or
         institution - no photo ID is required)

    3.  Generate and print the Transcript from TERMS (S523).

    4.  Place your school's "Official Transcript" stamp on each page.

    5.  Sign and Date the signature page.

    6.  Emboss the signature page.

    7.  Enclose in a "sealed" envelope.

    8.  Stamp the seal of the envelope diagonally with the "Official Transcript" stamp.

    9.  Deliver to the requestor (school or individual) via mail or hand-delivery.

    10.  Send the completed records request and all supporting documents to:
                   RECORDS DEPARTMENT - Box# 162
     

    Transcripts - UnOfficial
    (Current / Former Student 18 or older, Parent / Guardian,
    6-12 Institution, Post-Secondary Institution, Corporation, or Agency)

    1.  Complete the Records Request Form.

    2.  Make a copy of the requestors photo ID (if applicable).  
         Note:  A signed release from the student must
         accompany any request from an agency, corporation, or
         institution - no photo ID is required)
     
    3.  Generate and print the Transcript from TERMS (S523).

    4.  Sign and Date the signature page of the transcript.

    5.  Provide to the requestor (school or individual) via mail or hand-delivery.

    6.  Send the completed records request and all supporting documents to:
                   RECORDS DEPARTMENT - Box# 162


    Subpoenas

    1.  Adhere to the Neola Policy 8330A - SUBPOENA PROCEDURES FOR STUDENT RECORDS.

    2.  Contact the Office of the School Board Attorney.

     

    Public Records

    1.  Adhere to the Neola Policy 8310 - PUBLIC RECORDS REQUEST.

    2.  Contact the Communications Department.