Student End of Year: Adequate Documentation

Adequate Documentation

Districts are required to maintain adequate documentation of transfer when coding students as transferring out of their district. This documentation is required to avoid incorrectly coding students as dropouts.

• Adequate Documentation: General Information & List of Documentation by School Exit Type (PDF)
  • ​List that contains exit codes and the documentation needed for transfer students.
• Short Byte: Adequate Documentation (Recording) (May 2023)

See CDE's State Accountability webpage, for more information regarding state statute, regulations, and policy that define Adequate Documentation of Transfer. 

Sample Forms/Templates

The forms below are designed to support schools/districts in tracking and recording student transfers into and out of Colorado school districts. Each of these forms may be modified to suit the needs of individual districts/schools. At a minimum, the highlighted text in red should be overwritten with your school/district’s information before use. The forms may be used electronically, typing information directly into the form, or printed and completed with handwritten information.

Two versions of each form have been created, a printable version and an electronic form version. The printable version is designed to be used for handwritten information collection. The electronic version includes set content controls for ease of use when typing information directly into the form. Both forms are word documents. 

• Record Request (Printable) (Electronic Form) (updated 05/01/2023) 
  • ​Formal request for a student's education records to be used prior to a student attending a new educational setting.
  • Designed for use by the receiving school/district to request records from the prior school/district/educational program attended by the student.
•  Confirmation of Enrollment and Attendance/Records Request (Printable) (Electronic Form) (updated 05/01/2023)  
  • ​Formal request for a student's education records to be used after the student has begun attending a new school.
  • Designed for use by the receiving school/district to request records from the prior school/district/educational program attended by the student and provide confirmation of enrollment and attendance.
  • Serves as adequate documentation for the sending school/district.
•  Request for Confirmation of Enrollment and Attendance (Printable) (Electronic Form) (updated 05/01/2023)
  • ​Designed for use by the sending school/district when requesting confirmation of enrollment and attendance from the receiving district/school/educational setting.
  • Serves as adequate documentation for the sending school/district.
• Notification of Withdrawal (Printable) (Electronic Form) (updated 05/01/2023)
  • Designed to be completed by the student's parent or guardian if the student will be transferring out of the school/district.
  • This form is not considered adequate documentation of transfer, but rather supports districts in determining the type of adequate documentation of transfer needed to support the indicated withdrawal reason by the parent/guardian.
  • Reminder: Per Colorado State Board Rule 1-CCR-301-1, “For students who are withdrawing from a Public School, Districts and the Institute are authorized to request information from the parent or guardian about the specific type of educational environment to which the student will be transferring, in order to monitor compliance with the School Attendance Law, section 22-33-104 (1), C.R.S.”
• ​​Student Transfer Follow-up (Printable) (Electronic Form) (updated 05/01/2023)
  • ​Designed to be used when the student's parent or guardian does not or cannot fill out a Notification of Withdrawal form.
  • This document is for district record-keeping only and cannot be used as official adequate documentation of transfer.

Reminder: Per Colorado State Board rule 1-CCR-301-1, “Colorado Public Schools and local education agencies are required to send transcripts or to confirm attendance when requested from another Colorado Public School or local education agency within two weeks of receiving the request with the exception of students in out-of-home placements whose records must be transferred within five (5) days pursuant to sections 22-32-138(2)(a)(II) and (3)(a), C.R.S.”

Contact: [email protected]

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