Relevant information for clerks regarding Records

Summer Graduation 2022 Diplomas 

MEMO #5 • Summer Graduation 2022 Diplomas

Please direct this memorandum to the appropriate individual at your school. The information noted in the memo describes the process for printing your August 2022 diplomas. All high school information is due by Friday, September 2, 2022. This is to ensure adequate turnaround time for the printer. If you have any questions or concerns, please contact Evelyn Booker, Student Records Team Lead at (773) 535-4054 or email compliancereporting@cps.edu. 

Transferring Student Records

Helpful Tip: Please use the SY23 Clerk List 8-22 to contact clerks for student record transfers. 

Please keep the following key dates in mind with regard to transferring student records to other CPS schools during the fall semester:

• Week of September 12, 2022 - Green and white envelopes will be delivered to schools with 8th grade (these envelopes should only be used to transfer 8th grade and Age Cycle 15 records to CPS high schools)

• September 26, 2022 - Date to begin transferring the complete original student record to the student's new CPS school (applies to all students who have transferred to a new school for the fall semester)

• October 21, 2022 - Date to complete transferring records during the fall semester

All green and white envelopes should be transferred to students' new schools by December 23, 2022 at the very latest.

Please review the section on transferring student records in MEMO #22 • YEP and Records Related Requirements for All CPS PE/Pre-K-12 Schools dated June 6, 2022. The information in this Memo will be re-distributed again at the start of the fall semester.

Reminders: 

• Please do not request records or transfer any records to CPS schools prior to September 26, 2022. Doing so may result in lost records or records in a school where the student is not in attendance.

• Please do not transfer original student records to Virtual Academy. Student records for students who are attending Virtual Academy should remain at each student’s “home” or brick and mortar school. Virtual Academy will forward student records created during the time the student attends Virtual Academy to the student's "home" school once the student returns to in-person learning.

• If you receive a request for records from a CPS charter school, please make a copy of the requested student’s records, keep the copy, and send the original to the charter.

• If you receive a request from an out-of-district, non CPS charter school, make a copy of the requested student's records, keep the original, and send the copy.

• For more information, please review the following documents:

• Requirements and Guidelines for Fulfilling Student Record Requests

• Record Release Log Sample

• Instructions and Guidelines for Sending Student Records through the CPS Mail Run

• Warehousing and Distribution Request for Service Form for Student Records (Boxes Only)