Student Registration
& Records

Welcome Back, School Office Staff!
July 15, 2021

Here's hoping you had at least some time to rejuvenate in ways that feed your soul! We have made some strides toward enrollment and processes but we are so glad to have our partners back in the buildings. The following information will help all of us work together as smoothly as possible.

Front Office Staff Training

We will have Back-To-School Training for all of you Wednesday or Thursday, July 21 or 22. The two days will be identical in order to allow you to split your staff so that all may attend one of the days. We will be meeting at Clara Luper Center in the Great Room More details to come.

DIY Enrollment from Home

While not all families have the skills or feel comfortable to do this, since our students had devices at home this summer, we see that as their best option. Again, we know language and tech-skill barriers may exclude them from feeling capable so visiting one of their students' schools to enroll all students may be best. You may offer the DIY from home option but do not require them to do the enrollment from home. The video on the Back to School page walks persons through the process using Parent Portal (the Spanish version is recorded and being edited).

Enrollment at your Sites

We know your families trust you! Many have waited for you to return to complete enrollment.

If at all possible, ask parents to bring a student device to the school and help them use it to complete enrollment. This is a long-term investment in reducing our numbers in our buildings for future enrollments.

Media Push on Monday, July 19
There will be a big media push to encourage families to enroll. Please be prepared. While masks are not required in OKCPS buildings, social distancing is. Feel free to wear masks with so many families in your building.

Please do not send families to Westwood to enroll
We do not have a district Enrollment Center. The four Registration Specialists will be processing enrollments and the two Transfer Specialists will be answering questions and resetting passwords.

Following up on missing documents also shifts to the Schools

When the schools take on this responsibility along with enrollment, the Registration Specialists are able to focus on processing the enrollments. Our numbers for enrollment can go from around 200 per day to more than 1500 per day quickly and it will take all of their time to complete these.

If a family speaks a language for which you do not have an interpreter in the building, please use the LanguageLink. Take some time now to review its use and be prepared.

More than 11,000 students have already enrolled.
We have nearly 1/3 of the number of students we hope for 2022 enrolled during June and the first half of July. Families have taken advantage of the Enrollment Pods. Thankfully, with help from school office staff working this summer with us, we have helped many families enroll and also download the Campus Parent Portal app on their phones. The advantage of the phone app is that once they log in, they can stay logged in and monitor student activity. Many parents/guardians are eager to have the opportunity. It is a long-term investment for future enrollments if they have the app.

New Families & Returning Families Enrollment

All enrollments are online this year. Online enrollment takes a great deal of work off all of our plates. You know the families - and you will meet new families - who will need extra assistance please invest the up front time to get them into IC. Your school iPad and other devices you use to enroll students will need to be prepared to use either the Parent Portal for Returning Families or the New Families' enrollment which is the same as last year's Kiosk page. Refer to Districtwide Enrollment button from okcps.org as a resource.

All Families submit two proofs of residence in either June or July. The proofs are either uploaded in the enrollment app or emailed or delivered to the school. Returning students, including those changing grade bands, are not asked to submit age verification or immunizations unless they are entering 7th grade or older and did not have the Tdap.

Returning Families had at least one student enrolled on the last day of school in May. They use the Parent Portal Annual Enrollment Confirmation to enroll their students and the majority of their family information will pre-populate for them to review.

• For usernames and a password resets, in addition to 587-1423, families may call 405-587-0435 OR Submit a Form from the Parent Portal login page.

• If one or more of their students do not show up in their Parent Portal OLR, they may use Add a New Student button on the Student section page in their application once they have reviewed and completed information for each student listed. If they have already submitted their application, they will need to use the New Families application to enroll the missing students.

New Families and Families with Students who have been OKCPS students but were not enrolled on the last day of SY2021 will use the same online form. The application asks them to upload age verification (birth certificates or other form), immunizations, and previous report card or high school credit transcript. Again, documents not uploaded may either be delivered or emailed to the school.

Working on the Next Installment - Reports to assist you

Cumulative Records OLD

According to Board Policy F-12-R4, a student cumulative folder contains:

• Registration Card - digital now unless paper packet used for enrollment

• Enrollment - Health Information Card
  *Immunization record uploaded into IC

• Health Card (on file in the nurse’s office in the middle and high schools)

• Emergency Medical Authorization Card

• Birth Certificate - upload to IC

• Essential Skills Record

• Performance deficiency notices

• Guidance card

• End of Year Placement forms

• Permanent Record/Transcript (middle and high schools)

• Reports to parents

Confidential files, including special testing and special education records (secured by guidance counselor or other designee)

Oklahoma law now allows for student records to be stored in either paper OR digital form.

RSA Green Folders

While a student is in elementary, the school needs to maintain the green folders with all of the required documentation.

In 2019-2020, the district moved to retention information being documented in IC. Effective May 2020, for students going to 5th grade, the Academic Progress Plans (APP) - now called an Individual Programs of Reading Instruction (IPRI) - need to be moved from the green folders to the students' cumulative folders. Then, the remaining documents in the green folders may be shredded.

Destruction of Student Records

Student cumulative folders may be destroyed when students have not been enrolled at the school or district for at least five years. Please note that you will check the last enrolled date of the students in order to determine if they may be destroyed. If your school is housed in a school that was closed at the end of the 2019 school year, there may still be at your site so please keep them if the students were last enrolled in 2015 or later in order for us to send record requests to you site for the previous school. These dead file records must be disposed of securely, such as in the green recycling bins that are secured for privacy or shredded. They are not to be sent anywhere else. See Cumulative Folders Disposal Schedule below

Board Policy F- 12
Student Records

Student-Parent Handbook

Produced each Spring, the OKCPS Student-Parent Handbook is available to view online or PDF download. Email Tamara Love if you see additional information to add to the handbook.

Active Student Records Requests

Families contact students' current or most recent schools for most current student records. Typical types of records requests include:

• High School Transcripts

• Proof of enrollment for tax purposes

• Student Records for Consulate visits and DACA

• GED Release for 16- & 17- year-old residents of the school attendance area

Student Transfers & Overrides

Students attending schools other than those assigned to their residence addresses, with the exception of students accepted to application schools including alternative schools, will need an override entered into Infinite Campus by a Student Transfer Specialist. In order for the Transfer Specialists to enter