Procedure for Disenrolling a Student

revised 11/28/07

1. Email #1 – As soon as you discover the student will be leaving the school, immediately send an email to the following people:

Terri Adams; Meg Rydman;  Claudia Weintraub; Golden Valley Office; Lori Llorence; Maria Benitez; Your ES Advisor; Laurie Swaffar (Ventura BSA); and if the student is special ed, include Jill Brogan, Michonne Taylor, and Alan Judge. 

In the subject line of the email message, write the words “Disenroll Student –Pending.”

In the body of the email message, include the following information:

ES name;

Student name;

Student grade level;

Last day of attendance (even if the last day of attendance/enrollment was an absence);

Amount of IF spent;

Brief reason for disenrolling the student;

Total number of students on ES list, after the disenrollment.

Send an individual pending disenroll email for each student.  Students in the same family may be sent in one email.

2. Learning Records & Attendance – Complete all learning record and attendance documentation up through the last day of attendance with GVCS.  Submit all attendance information with a corresponding, completed learning record in the database.  LRs and attendance should be submitted as soon as possible, but must be submitted within 5 working days of the last face-to-face meeting.

3.  Report Cards – Students enrolled for one calendar month or more must get a report card.  Students enrolled for less than a month may receive a report card upon parent/student request.  Report card information is submitted in the database as soon as possible, but must be submitted within 5 working days of the last face-to-face meeting.  Print 3 copies; give one copy to the family, keep one copy for your files, and send one copy to the office for the student’s cum file.

·         High School Report Cards/Transcripts – Grades and credits should be assigned based upon the amount and quality of the work completed, up to the last day of attendance. 

·         K-8 Report Cards – Assign grades/marks based on the work completed while enrolled.  In the comments section, include a statement about the dates of enrollment represented by the grades included on the card.

4.  Disable/Transfer – Once the final LR and attendance is complete and the report card is created, Disable/Transfer the student in ReportWriter.

5. Materials – It is the responsibility of the ES to track materials checked out to the family.  All materials checked out to the disenrolling student must be returned to the ES as part of the disenrollment process.  Submit a Missing Materials Form for any items that have been lost or destroyed.  The ES also figures how much of the student’s instructional funding has been spent, while the student was enrolled.

6.  Purchase Orders – Cancel any outstanding or any ongoing purchase orders.  The ES should call service vendors to inform them the student is no longer enrolled in GVCS, the PO has been cancelled, and therefore, GVCS will cease to pay for the classes.

7.  Portfolio – All students who have been enrolled and claimed any school attendance are required to submit a portfolio, even if they do not remain through the end of the current semester.  Portfolios for disenrolled students may be submitted with the rest of the portfolios at the March ES meeting, unless the student is a January graduate.  In this case, the portfolio is submitted as a part of the Graduation Packet.

8. Email # 2 – Upon completion of steps 2-6 (within 5 working days of the last face-to-face meeting), send an email to the GVCS office, to inform the office the student’s records are now complete.  In the subject line of this email, write the words “Disenroll –Final.”

Send an individual final disenroll email for each student.  Students in the same family may be sent in one email.

Each of these steps must be completed, regardless of the reasons for the disenroll, whether or not the disenroll is initiated by the family or the school, and regardless of whether or not the student has a signed Master Student Agreement for the current or upcoming semester.