Frequently Asked Question

Updated 10/25/2022

This process describes the documentation process for withdrawing a student from school and in Aeries.

1) Have the parent/guardian complete the Withdrawal Form

Aeries Steps:

2) As soon as you have that information, update Demographics with:

• Leave Date
• User 1 (To? box)
• Update the next school (if leaving the district, 999)
• Student Data 2: Notes on where the student is going (clean up notes here. This should only reference Enter/Exit references, i.e:
  • 8/8/2022 Entered from Previous School, City ST (not internal, PVPUSD, only previous district/enrollment)
  • 8/2/2022 Withdrew to New School, City ST

Elementary ONLY! Are we 20 days into the trimester? if so, the student needs withdrawal grades (Be sure the Standards Based Grading Table is Initialized) Notify the teacher so the report card can be updated.

Leave the student active until he completes his last day of school (Not until STEP 5!)

The Student's Last Day:

Don't Inactivate until this has been done

3) From the Demographics page Reports button, print Withdrawal Form with the following 

option

• Assets/items that need to be gathered from the student or fees owed will be listed, if any
  • Library Book process site specific, Destiny items not documented in Aeries
• Use the checklist to review documents that need to be gathered for Records Transfer
• Secondary schools, use this to gather "grade to date" from all classes

4) Print Transcript (not Elementary)

• Include Legal Name (Checkbox)
• Will include "Current Classes" as work in Progress
• Will show Leave Date

Inactivate The Student in Aeries:

After the student has completed the last day of school

5) Demographics

• CHANGE status to Inactive (I) (SAVE)
• UPDATE ATTENDANCE
  • Use the student's last day of attendance
  • Most applicable Exit Reason

Print Remaining Documents:

Student can be active or inactive

6) From the Demographics page Reports button, print Student Data with the following options:

7) Print Enrollment History

8) Print Immunization Record

• (Print Blue Card)

9) Print State Test Scores Reports

) Print Elementary Report Card, but first "Update SBG Attendance Totals"

Prepare the File:

Is everything in the file that needs to be?

Does the student have an IEP, 504, been assessed? This documentation should be in a SEPARATE file but accompany the records. Collect all documents from Case Managers

Checklist:

1. Notice of Confidentiality File (stapled to front interior)
2. Records Request FIRST Document inside file
3. Student Data Print Out (Described Above)
4. Transcript
5. Each elementary report card for every year the student attended
6. Immunization Card
7. Health Folder
8. State Test Reports (Including iReady from 2021, if applicable)
9. EL Program Paperwork
10. Suspension Records (not disciplinary letters)

Send the File(s) to Records!