8th Grade Records Transfer Process

Above you will find tools and reference materials that may be helpful to your team's implementation of the 8th grade records transfer process.

Schools are responsible and accountable for the maintenance and retention of student records as per the School Records Policy (01-0328-PO2). While many records are now available electronically, some are still available only on paper. Therefore, school staff must prioritize the timely and accurate transfer of paper-based student records from the elementary to the high school.

By October 19, your records custodians must transfer all 8th grade health records, cumulative record folders with the cumulative card, English Language Learner files and special education records to the student’s high school.

Elementary Records Custodians should prepare your school’s 8th grade records now and store them in a secure location until the October transfer date. Please ensure you are following the Board’s School Records Policy (Board Report #01-0328-PO2), ensuring the timely and accurate transfer of paper-based student records from the elementary to the high school.

In previous years, many elementary schools have provided "copies" of records (transcripts, medical records, etc.), along with the student’s diploma, to their eighth grade graduates at the time of graduation. Because these records are confidential, this practice should not take place. Instead, parents should request copies of records through the formal records request procedure at each school.