Transfers & Withdrawals

You will withdraw a student when any of the following scenarios present:

When you receive a message from a parent, legal guardian, adult student, or responsible adult (social worker, law enforcement, etc) letting you know that the student will no longer be attending your school.
When you get an official request for records from another school.
When you receive enrollment verification from another school.
This common for homeschool students. Home School Documentation – Evidence of “Transfer”
The students accumulates 10 consecutive unlawful absences.

Make sure that a Withdrawal Form is completed for all withdrawals and retained in the student record. This form requests all of the necesarry information including the school the student will be attending. Make every effort to gather the information about the next school the student will be attending. It is good practice to prepare the records to be sent to the next school as soon as the student withdraws so they can be sent expeditiously when requested. All withdrawals should be completed in PowerSchool as soon as possible.

State Board Of Education Regulation

CHAPTER 43 State Board of Education - 43–273. Transfers and Withdrawals

43–273. Transfers and Withdrawals.

Each student transferring or withdrawing shall be given a form showing name, date of birth, grade placement, and attendance record to present to the appropriate school official where he or she is enrolling. Appropriate additional data shall be furnished by the sending school when requested in writing by the receiving school, as soon as possible, but no later than ten business days upon receiving the written request, excluding weekends and recognized state holidays.

I. Kindergarten; Grades 1–6; 7–8: A school must transfer a student’s disciplinary record of suspensions and expulsions to the public or private school to which the student is transferring when requested in writing by the receiving school, as soon as possible, but no later than ten business days upon receiving the written request, excluding weekends and recognized state holidays. Schools must transfer these records within ten business days upon receiving the written request from the public or private school to which the student is transferring. Schools may not withhold the transfer of records to a public or private school for fees owed by the student.

II. Grades 9–12:

A. Accurate accounting records shall be developed and maintained for student transfers and withdrawals. Comprehensive transcripts shall be submitted directly to the receiving school when requested in writing, as soon as possible, but no later than ten business days upon receiving the written request, excluding weekends and recognized state holidays. A permanent record of the transferred student shall be retained in the school from which the student is transferred. The school of record must transfer a student’s disciplinary record of suspensions and expulsions to the public or private school to which the student is transferring as soon as possible, but no later than ten business days upon receiving the written request, excluding weekends and recognized state holidays. Schools may not withhold the transfer of records to a public or private school for fees owed by the student.

B. Units earned by a student in an accredited high school of this state or in a school of another state which is accredited under the regulations of the board of education of that state, or the appropriate regional accrediting agency recognized by the U.S. Department of Education will be accepted under the same value which would apply to students in the school to which they transferred.

C. Home school, private school, or out-of-state non-public school students shall have the opportunity to provide evidence of work to be considered for credit when transferring to a public school. The district shall have the right to evaluate evidence provided by the parent or student before transcribing the credit. If the evaluated evidence is insufficient, districts shall follow the option(s) defined in their district policy, which comply with options listed in the SC Uniform Grading Policy. The receiving school must also use the South Carolina Honors Framework criteria to evaluate such evidence and shall make the final decision on whether to award the said weighting. The South Carolina Department of Education advises districts to adopt a policy for accepting units of credit from home schools, private schools, or out-of-state nonpublic schools that is consistent with state regulation.

HISTORY: Amended by State Register Volume 21, Issue No. 4, eff April 25, 1997; State Register Volume 27,
Issue No. 12, eff December 26, 2003; State Register Volume 37, Issue No. 6, eff June 28, 2013; SCSR 42–5
Doc. No. 4781, eff May 25, 2018; SCSR 45–5 Doc. No. 4980, eff May 28, 2021.

Withdrawal Form

The Withdrawal Form is found on the Print A Report page.

With a student selected, click on the printer icon in the student detail header.
In the Which report to print dropdown box, choose Withdrawal Form → click Submit.
In the Report Queue, click View.

The parent, legal guardian, adult student, or responsible adult should sign the form and there is a section for various departments at your school to sign off. Make sure the Forwarding Information section is completed.

Withdrawing A Student

The procedures for withdrawing a student differ based on the circumstances. It is important to process withdrawals correctly by following the correct procedure.

It is not suggested that you future date withdrawals. When a student record is Transferred Out of School with a future date, its Enrollment_Transfer_Date_Pend field is populated with the transfer date. When that date comes, the nightly process completes the transfer and adds the text (Auto-Transfer) to their Exit Comment. If the withdrawal date changes after you have future dated a withdrawal, you will not be able to make any changes until after that date.

Select the student
Clear any non-blank attendance codes
Go to Transfer Out Of School
• Transfer Comment - Enter the name, city & state of the next school once you receive a request for records.
You can also put a note in this field if you have information about where the student is moving but you have not yet received a request for records.
• Date of Transfer - Transfer Out Date should be the next school day after the student's last day in class. If the next day is a weekend or holiday, go to the next school day. If the student has future attendance entered, the option will appear to clear future attendance.
• Exit Code - Choose the appropriate exit code.
• Also transfer out of selected programs - Check all of the student programs listed to transfer the student out.
Click Submit
Go to South Carolina Student Information
Enter the Moved To District
Enter the Moved To School
Click Submit
Go to Compliance → EFA/EIA Classification Information
K-12: click on EFA History, PK3 & PK4: click on EIA History
Click Edit
Enter the last day the student attended as the stop date.
Click Submit

The student is now inactive at your school with an enroll_status of Transferred Out.

If you have received a records request for the student, make sure to code the appropriate fields.

No Shows

If a student is withdrawn after the rollover and before school starts or they do not show up for school during the school year and are actively enrolled, they are considered a no show.

Returning Student No-Show

This student attended your school in the previous year, was enrolled on the last day of school before summer and was expected to return after summer but never shows up for the current school year.

New Student No-Show

This student went through the school's enrollment process as a new student, but never shows up. This student has no prior enrollment history at the school.

Summer Withdrawal No-Show

This student attended your school in the previous year, was enrolled on the last day of school before summer but is not expected to return because the school already received withdrawal notification. This type of No-Show can be processed immediately after the rollover.

Go to Transfer Out Of School
- Transfer Comment - Enter the name, city & state of the next school once you receive a request for records. Ex. Heyward Gibbes Middle, Columbia, SC
  You can also put a note in this field if you have information about where the student is moving but you have not yet received a request for records.
- Date of Transfer - Enter the current date. You have to use the current date for the student to be transferred out immediately.
- Exit Code - Choose NS (No-Show/Never Enrolled)
- Also transfer out of selected programs - Select the student programs the student has listed.
Click Submit
Correct the Exit Date
Go to Enrollment History → click on the start date of that no-show enrollment.
Change the Exit Date to match the entry date.
**All no-shows must have the same entry date and exit date .**
Click Submit
Go to South Carolina Student Information
Select the appropriate No Show Reason
Enter the Moved To District and Enter the Moved To School
Click Submit
K-12: click on EFA History, PK3 & PK4: click on EIA History
Click Delete
Click Confirm Delete

If the student is transferring to another SCPCSD school, follow the instructions for an In-District Transfer.

If the student is moving to another school district, code the No-Show Reason and the Moved To fields.

This process should automatically drop their classes for the upcoming school year. It is good practice to double-check to make sure the classes have been dropped.

Summer Withdrawals

There are different procedures for withdrawing and transferring before the rollover and after the rollover.

Before The Rollover

Students can not be withdrawn in PowerSchool before the rollover. Per the South Carolina Department of Education, they must remain active in PowerSchool until after the rollover, then they should be withdrawn as a No-Show.

PowerSchool End of Year Process Manual for SC Users, June 2020, Version 2.3

Make sure to have a tracking system for these students so that you can no show them after the rollover.

Students Transferring Within SCPCSD

If a student transfers to another SCPCSD school, code them to roll over to their new school.

Go to Scheduling Settings
Change the school in Next School Indicator to the new school.
Click Submit
The student will now roll to the new school.

If the student is inactive, email powerschoolsupport@sccharter.org and CC the current school to have the student transferred to you.

Students Transferring Out Of SCPCSD

These students must remain active at your school until after the rollover.

Go to South Carolina Student Information
Enter the Moved To District and Enter the Moved To School
Click Submit
After the rollover, follow the instructions to No-Show a student
Rising 6th - 12th Grade Students only...
Go to Scheduling Settings
Uncheck Schedule This Student
Click Submit
Go to Modify Course Schedule → Drop all classes

After The Rollover

After the rollover and before the first day of school, if you need to withdraw a student, follow the procedures for No Shows.

Withdrawals & No Shows During The First 10 Days of School

There are specific mandates from the South Caroline Department of Education regarding withdrawals and no shows at the beginning of the school year. This information can be found in the SCDE PowerSchool End of Year Process Manual for SC Users starting on page 27. The items that pertain to withdrawals at the beginning of the school year are listed below. These guidelines must be followed.

The South Carolina Department of Education requires attendance be recorded for the first ten days of school for Returning and New Student No-Shows. When the student accrues 3 consecutive unexcused absences, prepare to process Truancy. Truancy will only be processed if the student shows up for school within the first ten days. If that happens, the student is not a No-Show. On the 11th day of absence, replace the absent attendance codes with blank (present) and withdraw the student as a No-Show.

In-District Transfer

Only transfer students if the receiving school has made a request. Please remember to wait for a request from the receiving school before transferring a student within the district. It is a good practice to immediately email the receiving school to let them know you completed the transfer.

PowerSchool student records can be transferred to another SCPCSD school. When a student withdraws from your school and transfers to an SCPCSD in-district school, you will Transfer Out of School, then Transfer to Another School.

Follow the steps to withdraw the student.
Go to Transfer to Another School
Choose the school you are transferring the student to from the dropdown box.
Click Submit.
Copy the confirmation message and paste it into an email to the receiving school.

You can search for students that have been transferred to your school but have not yet been re-enrolled using the search code transferred-in.

Records Requests

Make sure to timestamp all record request documents. Per the South Carolina State Board Of Education,

"Schools must transfer these records within ten business days upon receiving the written request from the public or private school to which the student is transferring. Schools may not withhold the transfer of records to a public or private school for fees owed by the student...Schools may not withhold the transfer of records to a public or private school for fees owed by the student."

Make sure to respond to requests promptly. If ten business days pass without any response, a district superintendent or their designee may need to get involved.

Fields To Code

Enrollment History
- Exit Comment
South Carolina Student Information
- Moved To District
- Moved To School
Records Request Tracking (optional)
- Add Records Request

Terms

Exit Date/Date of Transfer

This is the day after the students last day in attendance at your school.
ExitDate

Exit Code

This is the code that indicates why a student left your school. Make sure to pick the most appropriate code.
ExitCode

Exit Comment

Include the name of the school, city, and state where the student has transferred. Wait to fill in this information until you’ve received the official documentation. In the meantime, feel free to add a note about any details you know regarding the withdrawal until the documentation arrives.
Ex: Summit Academy, Pickens, SC
ExitComment

Moved To District

This is the school district that the student has transferred to. This includes all South Carolina school districts as well as bordering states, non-bordering states, and homeschool.
S_SC_STU_X.Moved_To_District

Moved To School

This list populates after a Moved To District is selected. It includes all schools within a district or the options available for states or homeschool.
S_SC_STU_X.Moved_To_School

NoShow Reason

This is the reason a student no showed. This is required for all no shows.
S_SC_STU_X.NoShow_Reason

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