Date: 03/18/2022

To:  Site Administrators, Department Heads & Case Managers

From: Janette Chieng, Special Education Records  [spedrecords.request@sfusd.edu]

Re: 2022 Special Education File Transfer & MOVE UP PROCEDURE

Follow the procedure below to transfer Special Education files of transitioning students. 

• Collect names of students transitioning in/out of your school.  
• Forward Special Education files to students’ new sites per steps below.  
• Transfer Special Education Folder(s) to the student’s assigned school before the end of the academic school year, within 30 DAYS of transfer, or start of the school year. 

CASE MANAGERS: Ensure you have received all files for your caseload; contact prior school/admin to locate any missing files.  

SITE ADMIN & DEPARTMENT HEADS: Ensure that ALL student files are identified and packaged for transition to the new school site.  Follow SEIS Caseload Management.
 

Step 1: Identify Special Education Files of ALL students transitioning from your school site.

Transition Grades

• Pre-K moving to Elementary Schools

• 5th Graders moving to Middle Schools 

• 8th Graders moving to High Schools

• High School Students moving to Access/Transition program

• High School Graduates 

Step 2a: BETWEEN SFUSD SCHOOL TRANSFERS

1. Complete  Special Education File Transfer Confirmation FORM for students moving between schools
2. Print the Transmittal Log/Packing List form for each destination school and complete the form.  This document serves as the packing list.  
   1. Collect and Box all files by Destination school 
   2. Prepare package for InterDistrict Mail
   3. KEEP A COPY of TRANSMITTAL LOG for SITE-BASED REFERENCE
   4. Ensure that students’ cumulative files are sent along with all GE students 

Step 2b:  Arrange Delivery of SpEd Folders of transitioning students to student’s assigned school.  

ORDER OF Delivery PREFERENCE

1. School site Special Education Staff 
2. Inter-District Mail to the Destination Site
3. If having difficulty, reach out to your Content Specialist

Step 3: GRADUATED or LEFT DISTRICT

1. Complete SPED File Transfer Confirmation FORM
2. Print the Transmittal Log/Packing List form and complete it. 
3. Prepare files to be delivered to Special Education Records
   1. Complete Closed File Checklist and attach to each student file
   2. Collect and Box all files; address to Special Education Records
      1. Print sending school site name on all boxes
      2. Include Site Transmittal Log in each box as packing list
      3. KEEP A COPY of TRANSMITTAL LOG for SITE-BASED REFERENCE
   3. DO NOT include student’s cumulative folder
4. IMPORTANT!   
   1. Schedule a drop off appointment with Janette Chieng @ spedrecords.request@sfusd.edu
   2. SpEd Records require a person-to-person hand-off at Records Office;
   3. AVOID LOST FILES: Do not send SPED folders via inter-district mail