Transferring School Records

The School Record Transfer Process:

1. Notify Your Child's Current School:
   • Inform the school administration (principal's office or guidance counselor) of your move and your child's last day of attendance as soon as possible (ideally 3-4 weeks notice).
   • Formally request that your child's complete academic and health records be prepared for transfer. Ask about their specific procedure – will they mail records directly to the new school upon request, or will they provide you with sealed official copies?
2. Identify and Contact the New School:
   • Once you know your new address, determine the zoned public school or confirm acceptance at a chosen private/charter school (see Enrollment guide).
   • Contact the new school's registration office or guidance counselor. Inform them your child will be transferring from out-of-state and inquire about their enrollment process and the specific records they require from the previous school.
3. Request Records Transfer (Formal Request):
   • The new school will typically initiate the formal request for official records from your child's previous school. You may need to sign a release form authorizing this transfer, complying with the Family Educational Rights and Privacy Act (FERPA).
   • Provide the new school with the full name, address, and contact information (phone/fax) of the previous school to facilitate the request.
4. Obtain Unofficial Copies for Yourself ("Hand-Carry"):
   • While waiting for the official transfer (which can take time), request unofficial copies of key records from the old school to hand-carry with you during the move. This is highly recommended!
   • These unofficial copies can help the new school with preliminary placement decisions while awaiting official documents.
   • Key Records to Request (Official & Unofficial):
     • Official Transcript (especially for high school students, showing courses taken, grades, credits earned).
     • Most Recent Report Card(s).
     • Withdrawal Grades (if leaving mid-term).
     • Standardized Test Scores (state tests, PSAT, SAT/ACT if applicable).
     • Complete, Official Immunization Records (critical!).
     • Health Records / Physical Exam Results.
     • Attendance Records.
     • Discipline Records (if any).
     • Special Education Records (If Applicable): Current Individualized Education Program (IEP), 504 Plan, psychological evaluations, eligibility documentation. This is crucial for ensuring comparable services are provided promptly at the new school per IDEA regulations.
     • Gifted/Talented Program Records (if applicable).
     • Letters of Recommendation (optional, but potentially helpful for high schoolers).
     • Course Descriptions (sometimes helpful for high school placement).
5. Follow Up Diligently:
   • Confirm with the old school that they received the records request from the new school and ask when the records were/will be sent.
   • Follow up with the new school to confirm they received the official records. Interstate Compact rules suggest records should be furnished within about 10 business days of request, but delays can happen.
   • Persistent follow-up ensures your child's records don't get lost in transit and that placement/services aren't delayed.