Young Scholar’s Academy Charter School

Student Records Transfer Policy & Standard Operating Procedures

1. Purpose

This policy ensures that Young Scholar’s Academy complies with federal laws—including Section 4308 of the Elementary and Secondary Education Act (ESEA), FERPA, and IDEA—as well as Arizona state education laws regarding student transitions. The purpose is to guarantee a seamless, rapid educational transition for students entering or leaving our charter school.

2. Legal Authority

This policy is governed by:

• Federal Law: 20 U.S.C. § 7221g (ESEA Section 4308 Student Record Transfers).
• Arizona State Law: A.R.S. § 15-828 (Birth certificate; school records).
• Special Education: 34 C.F.R. § 300.323(g) (Transfer of records for students with IEPs).

3. Arizona State Timelines & Mandates

In compliance with A.R.S. § 15-828 and Arizona Department of Education guidelines, Young Scholar’s Academy will abide by the following statutory windows:

• Incoming Requests: Within five (5) school days of a new student enrolling at our charter school, the Registrar must request a certified copy of the pupil's record directly from their previous school.
• Outgoing Fulfillment: When another school requests records for a student transferring out of our school, the Registrar must forward the complete records within five (5) school days of receiving the request.

4. Special Arizona Operational Rules

4.1 Debt and Fee Prohibition

Per A.R.S. § 15-828(G), Young Scholar’s Academy shall not withhold student records due to any financial debt, unpaid fees, unreturned textbooks, or outstanding fines owed by the pupil or their family. Records must be sent regardless of financial status.

4.2 Missing Child Flagging Protocol

Per A.R.S. § 15-828 and A.R.S. § 15-829, if an incoming records request is made for a student whose file has been officially flagged by law enforcement as a missing child:

The school shall not forward the copy of the record.

The administration must immediately notify local law enforcement agencies of the request.

4.3 Foster Care Expedited Rule

In accordance with Arizona legislative standards, if a child is in foster care, all complete educational and special education records must be compiled and transferred within five (5) days of notification of a pending transfer.

5. Required Records Matrix

A record transfer is incomplete unless it contains the following certified files:

• Academic Portfolio: Official transcripts, current report cards, and withdrawing grades.
• Special Education Data: Current Individualized Education Programs (IEPs), 504 plans, and all underlying multidisciplinary evaluation team (MET) reports.
• Discipline History: Records of suspensions or expulsions (mandated by federal transfer rules).
• Health and Identity: Immunization history and state-required Proof of Residency records.
• State Assessment Data: Results from the Arizona Academic Standards Assessment (AASA) or other mandated state evaluations.

6. Standard Operating Procedures (SOP)

6.1 Incoming Student Process (Enrolling at our Charter)

1. Initiate Request: Within 5 school days of active enrollment, the Registrar must issue a written, certified records request to the sending district or private school.
2. Flag Check: Upon receipt of the records, cross-reference the student's name against the Arizona Missing Pupils clearinghouse list.
3. Special Education Intakes: If the student's parent/guardian indicates an active IEP or 504 Plan, the Registrar must alert the Special Education Coordinator within 24 hours. In line with IDEA, our school will provide comparable interim services immediately until a new IEP team meeting is held.

6.2 Outgoing Student Process (Withdrawing from our Charter)

1. File Assembly: Gather the cumulative file. Ensure the Special Education Coordinator pulls all current MET and IEP documentation.
2. Debt Override: Ensure the file is not held back by any outstanding lunch account balances, library fines, or athletic equipment fees.
3. Transmission: Send the copies to the requesting school within 5 school days.
4.  Retention: Retain the original file on-site or digitally in accordance with the Arizona State Library, Archives and Public Records retention schedules

7. Policy Enforcement and Contact

Any individual who suspects a violation of this policy or FERPA guidelines should immediately contact the Charter School Director.