MARYLAND STATE DEPARTMENT OF EDUCATION
Karen B. Salmon, Ph.D.
State Superintendent of Schools
Clarence C. Crawford
President, Maryland State Board of Education
Larry Hogan
Governor
Sylvia A. Lawson, Ph.D.
Chief Performance Officer
Carol A. Williamson, Ed.D.
Chief Academic Officer
Mary L. Gable
Assistant State Superintendent
Division of Student Support, Academic Enrichment, and Educational Policy
Jennifer Judkins, Ed.D.
Assistant State Superintendent
Division of Assessment, Accountability, and Information Technology
The Maryland State Department of Education does not discriminate on the basis of age, ancestry/national origin, color,
disability, gender identity/expression, marital status, race, religion, sex, or sexual orientation in matters affecting employment
or in providing access to programs and activities and provides equal access to the Boy Scouts and other designated youth
groups. For inquiries related to Department policy, please contact:
Equity Assurance and Compliance Office, Office of the Deputy State Superintendent for Finance and Administration, Maryland
State Department of Education, 200 W. Baltimore Street - 6th Floor Baltimore, Maryland 21201-2595 410-767-0426 - voice,
410-767-0431 - fax, 410-333-6442 - TTY/TDD
Contents
Foreword ....................................................................................................................................................... 2
Adoption ....................................................................................................................................................... 2
Delegation of Responsibility ......................................................................................................................... 2
Relevant State and Federal Requirements ................................................................................................... 3
State Requirements .................................................................................................................................. 3
Federal Requirements ............................................................................................................................... 3
Student Record Cards ................................................................................................................................... 4
Student Record Card Terms .......................................................................................................................... 5
Other Terms ............................................................................................................................................ 15
Homeless Students ............................................................................................................................. 15
Students in Foster Care ....................................................................................................................... 16
Dually Enrolled Students ..................................................................................................................... 16
Maryland Home Language Survey ...................................................................................................... 16
Economically Disadvantaged Status ................................................................................................... 16
Free and Reduced Price Meal Services (FARMS) ................................................................................ 16
Student Record Card 1, Side 1 – Student’s Personal Data .......................................................................... 18
Student Record Card 1, Side 2 – Student’s School Attendance Data ......................................................... 19
Student Record Card 2, Side 1 – Annual Early Childhood School Performance ......................................... 20
Student Record Card 2, Side 2 – Annual Middle School Performance ....................................................... 20
Student Record Card 3, Side 1 – Annual Secondary School Performance .................................................. 21
Student Record Card 3, Side 2 – Maryland High School Graduation Requirements .................................. 21
Student Record Card 3A, Side 1 – Maryland High School Assessment Results .......................................... 22
Student Record Card 3B – Maryland High School Assessment Performance ............................................. 22
Student Record Card 3A, Side 2 – High School Test Results Outside of State Assessments ...................... 23
Student Record Card 4, Side 1 – Maryland State Assessment Results Elementary and Middle Grades .... 24
Student Record Card 4, Side 2 – Local School System Testing ................................................................... 24
Student Record Card 5, Side 1 – Health Screening ..................................................................................... 25
Student Record Card 5, Side 2 – Health Screenings, Examinations, and Evaluations ................................ 26
Additional Health Information .................................................................................................................... 26
Immunizations ........................................................................................................................................ 26
Maryland Department of Health (MDH) Immunization Certificate (MDH Form 896) ........................ 26
Immunizations and State Aid Eligibility ............................................................................................... 27
Immunization Exemptions .................................................................................................................. 28
Military Connected Students .......................................................................................................... 28
Homeless Students ......................................................................................................................... 28
Immunization Conflict with Beliefs ................................................................................................. 28
Blood Lead Certificate ............................................................................................................................. 29
Health Inventory ..................................................................................................................................... 29
Student Record Card 7 – Maryland Student Exit Record ............................................................................ 30
Statewide Educational Exit Interview Form ................................................................................................ 31
Student Record Cards Procedures for Exiting Students .............................................................................. 32
Transferring Students ............................................................................................................................. 32
Transfer to a Public School in Maryland ............................................................................................. 32
Transfer Outside Maryland Public Schools or to a Nonpublic School................................................. 33
Transfer to a State Institution ............................................................................................................. 34
What Not to Transfer as Part of the Student Record ............................................................................. 34
Withdrawn Students ............................................................................................................................... 34
Withdrawals from Maryland Public Schools ....................................................................................... 34
Digitizing Student Record Cards .................................................................................................................. 35
Minimum Requirements for Digital Student Record Cards .................................................................... 35
Electronic Signatures .............................................................................................................................. 35
Electronic Student Record .......................................................................................................................... 35
Standard Demographic String ................................................................................................................. 35
Standard Student Demographic String Data Elements and Layout .................................................... 36
Definitions for Data Elements in Standard Demographic String ........................................................ 37
Reporting Dates .................................................................................................................................. 41
Supporting Documentation for Student Identifying Information ....................................................... 41
State Assigned Student Identification Number (SASID) .......................................................................... 41
Student Attendance .................................................................................................................................... 42
Maintaining a Continuous Record .......................................................................................................... 42
Attendance Items and Descriptions ........................................................................................................ 43
Compulsory Attendance ......................................................................................................................... 43
Reporting Attendance and Absences ...................................................................................................... 44
Reporting Attendance ............................................................................................................................. 44
Reporting a Partial Day of Attendance ................................................................................................... 44
Reporting Absences ................................................................................................................................ 44
Lawful Cause of Absence ........................................................................................................................ 44
Unlawful Cause of Absence .................................................................................................................... 45
Consecutive Absences ......................................................................................................................... 45
Habitual Truant ................................................................................................................................... 45
Chronically Absent .............................................................................................................................. 45
Entry Information ........................................................................................................................................ 46
Entry Statuses ......................................................................................................................................... 46
First Entry (R) ...................................................................................................................................... 46
Entry by Transfer (E) or (R) .................................................................................................................. 46
Re-entry (N) ......................................................................................................................................... 46
Entry Codes ............................................................................................................................................. 47
Date of Entry ........................................................................................................................................... 48
Exit Information .......................................................................................................................................... 49
Exit Status ................................................................................................................................................ 49
Exit by Transfers (T) ............................................................................................................................. 49
Exit by Withdrawal (W) ....................................................................................................................... 49
Completers (C) .................................................................................................................................... 49
Maryland High School Diploma (C60) ............................................................................................. 49
Maryland High School Certificate of Program Completion (C62) ................................................... 50
Early College Admission and Early Admission to Approved Vocational, Technical, or Other
Postsecondary School Program (C70) ............................................................................................. 50
Exit Codes ................................................................................................................................................ 51
Date of Exit .............................................................................................................................................. 53
Date of Completion ................................................................................................................................. 53
Exit Procedures ....................................................................................................................................... 53
Reconciling Student Records .................................................................................................................. 54
Required Documentation and Evidence Supporting Exits ...................................................................... 54
Attendance Reporting for Specific Populations .......................................................................................... 56
Home and Hospital Students .................................................................................................................. 56
Transfers to/from State Institutions and Programs ................................................................................ 56
List of State Institutions ...................................................................................................................... 57
Approved MSDE Alternative Programs ................................................................................................... 57
Home Instruction .................................................................................................................................... 57
Home Instruction Reporting ............................................................................................................... 58
Adequacy of Documentation Substantiating Attendance .......................................................................... 59
September Attendance (September 30
th
Enrollment) ................................................................................ 60
Attendance .............................................................................................................................................. 60
Grade/Age ............................................................................................................................................... 61
Immunizations ........................................................................................................................................ 61
Evening High School ................................................................................................................................ 61
Students Age 21 ...................................................................................................................................... 62
Students with Disabilities ........................................................................................................................ 62
Nonpublic Placement Students ........................................................................................................... 62
Out-of-County ......................................................................................................................................... 62
Out-of-State ............................................................................................................................................ 62
Concurrent September 30
th
Enrollment ................................................................................................. 63
Students Who Do Not Report to School in August or September .......................................................... 63
September Attendance Items and Descriptions ..................................................................................... 64
Student Discipline ....................................................................................................................................... 66
Types of Discipline .................................................................................................................................. 67
Offense Codes and Definitions in Numerical Order by Category ........................................................... 68
Health-Related Exclusions ................................................................................................................... 71
Attendance .......................................................................................................................................... 72
Date of Offense ....................................................................................................................................... 72
Length of Removal .................................................................................................................................. 72
Disposition Codes and Definitions .......................................................................................................... 72
Indication of Physical Injury .................................................................................................................... 74
Educational Services ............................................................................................................................... 74
State Minimum Standards for Retention of Student Records .................................................................... 75
Records Retention Schedule for Records Prescribed by the MSDE ........................................................ 75
Student Record Cards ......................................................................................................................... 76
Records Required for Students with Disabilities ................................................................................. 77
Student Record Card Templates ................................................................................................................. 78
2020 | Maryland Student Records System Manual
Foreword Page | 2
Foreword
Student records provide an accurate presentation of the academic performance of a student. Therefore,
the concise and comprehensive maintenance of these records is necessary to ensure accurate
information is available to plan for a student’s education.
The Code of Maryland Regulations
(COMAR) requires schools to have systems of information on student
enrollment, student attendance, student discipline, and promotion. Each local school system (LSS) may
collect additional information.
The purpose of this manual is to provide instructions and sample forms to assist in the maintenance of
this information. The forms were designed to incorporate all requirements necessary to earn a Maryland
High School Diploma.
Adoption
The Maryland Student Records System Manual was adopted by the Maryland State Board of Education
on August 25, 2020, and will be implemented by the 2020-2021 school year.
Delegation of Responsibility
The responsibilities of the local school system shall include, but not be limited to, the following:
• Each local school system should develop and implement procedures to ensure that these data
are collected and records maintained accurately in accordance with the guidelines set forth in
this manual.
• Each local school system is responsible for maintaining the confidentiality of these student
records in accordance with state and federal requirements.
• Records retention and disposition procedures.
The responsibilities of the school principal shall include, but not be limited to, the following:
• Each principal is responsible for collecting, maintaining, and using the student records in
accordance with the guidelines set forth in this manual and those developed by the local school
system.
• Each principal is responsible for adhering to the records retention and disposition procedures
outlined in this manual and those procedures developed by the local school system.
• Principals should acquaint themselves with the student records system, provide leadership to
their staff on its implementation, and periodically check the system's operation.
• Each principal is responsible for maintaining the confidentiality of these student records in
accordance with state and federal requirements.
• Each principal is responsible for certifying, annually, in writing, to the local superintendent, the
accuracy of student data maintained in the student records at the educational institution in
compliance with COMAR 13A.08.02.07D
.
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Relevant State and Federal Requirements Page | 3
Relevant State and Federal Requirements
All student records are to be maintained in accordance with:
• Family Educational Rights and Privacy Act
(FERPA) (20 U.S.C. § 1232g) and its implementing
regulations (34 CFR Part 98);
• Individuals with Disabilities Education Act (IDEA) (20 U.S.C. §1400 et seq.) and its implementing
regulations (34 CFR. §§300.610 – 300.627);
• Confidentiality Requirements in the National School Lunch Act (NSLA) Section 9(b)(6), 42
U.S.C.1758(b)(6) and regulations in 7 CFR Part 245.6;
• Every Student Succeeds Act (ESSA); and
• Code of Maryland Regulations (COMAR) 13A.08.02, Student Records.
State Requirements
Annotated Code of Maryland, Commercial Law Article
Annotated Code of Maryland, Education Article
Code of Maryland Regulations, Title 10, Maryland Department of Health
Code of Maryland Regulations, Title 13A, State Board of Education
Federal Requirements
Elementary and Secondary Education Act of 1965, as amended by the Every Student Succeeds Act of
2015 (34 CFR § 200.1-200.79)
Family Educational Rights and Privacy Act
(FERPA) (20 U.S.C. § 1232g and 34 CFR Part 98)
Individuals with Disabilities Education Act (IDEA) (20 U.S.C. §1400 et seq. and 34 CFR. §§300.610 –
300.627)
National School Lunch Act (NSLA) (42 U.S.C. §§1751 et seq. and regulations (7 CFR Part 245)
Privacy Act (5 U.S.C. §552a)
2020 | Maryland Student Records System Manual
Student Record Cards Page | 4
Student Record Cards
The Student Record (SR) cards listed below comprise a system for keeping student records. All of the
data elements contained on the cards are required, but the actual formatted cards are not mandatory,
except for SR7.
Card
Type of Information
SR 1, Side 1
Student’s Personal Data
SR 1, Side 2
Student’s School Attendance Data
SR 2, Side 1
Annual Early Childhood School Performance
SR 2, Side 2
Annual Middle School Performance
SR 3, Side 1
Annual Secondary School Performance
SR 3, Side 2
Maryland High School Graduation Requirements
SR 3A, Side 1
Maryland High School Assessment Results
SR 3A, Side 2
High School Test Results Outside of State Assessments
SR 3B
Maryland High School Assessment Performance
SR 4, Side 1
Maryland State Assessment Results Elementary and Middle Grades
SR 4, Side 2
Local School System Testing
SR 5, Side 1
Health Screening
SR 5, Side 2
Health Screenings, Examinations, and Evaluations
SR 7
Maryland Student Exit Record
These instructions are written to help school personnel record pertinent information in a uniform
manner throughout the State. For each item on the card, definitions appear so that like data are
recorded for all students; where appropriate, codes are listed.
While the State minimum standard does not prescribe a definite format for all types of data (as the
cards listed above), it is a requirement that the records of any student who transfers out of a local
school system must be transmitted to the receiving school system in such a manner that all data
elements, required on specific cards, will be on those respective cards. Repetitive information in the
headings of the SR cards may be preprinted in order that this information will be readily available to
those who maintain the records.
A local school system is free to expand its SR cards to include more than the required student
information items. For various reasons, the local school systems may wish to collect and use data that
are much more detailed. The State minimum standards are not intended to restrict the kinds or the
amount of data that may be included on the Student Record cards. However, items included in the State
minimum standards are to be collected, maintained, and used according to the instructions in this
manual.
The Student Records System must be used to initiate student records for each student entering
Maryland public schools. Each local school system and school is responsible for obtaining the required
information in a manner that is most suitable to its own situation. The information that is recorded will
be kept as a permanent record of the student and therefore, must be accurate, readable, and current.
Care should be taken to avoid the possibility of invading the privacy of both students and parents or
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 5
guardians. Personal information needed from a parent or guardian should be obtained at the time of the
registration interview. If it is not obtained at this time, personal information should be obtained in a
later conference with the parents or guardians.
The responsibility of the principal for collecting, maintaining, and using the student record information
cannot be overstated. Principals should acquaint themselves with the system, provide leadership to
their staff in its implementation, and carefully check the system's operation periodically.
Student Record Card Terms
A complete listing of all the terms found on every Student Record (SR) card is provided here. Each term
is listed with instructions on entering information onto the SR card. For each SR card listed in the
following sections, a list of required items is provided. Refer to this listing for information on how to
report items on specific student record cards.
Term
Description
Additional Care and Supplemental
Service
Information provided by parent(s)/guardian(s) during
registration on the type of early care and education
experiences provided for the child since the previous
September, in addition to the ones before:
Parents as Teachers
Even Start
Home Instruction for Parents of Preschool Youngsters
(HIPPY)
Preschool Special Education
Local Infants and Toddlers Program
Judy Centers
Adult(s) Responsible for Student
at Student’s Address
Full legal name of the adult(s) responsible for the student at
the student’s address. Listed as Last Name, First Name, and
Middle Initial.
Allergies
Describe any life threatening allergies.
As-of Date
The date the information was entered or the event occurred.
Blood Lead Screening
The MDH Form 4620 Lead Certificate or DHR/CCA 1215-A.
Certifying Signature
Signature of the school principal or his/her designee. Title
and Date should be provided with any signature.
Class Rank
Student’s class rank in his/her graduating class. (Optional)
Comments
Record any additional relevant comments related to
information on the specified card. Only authorized school
personnel should make these comments.
Contact Person
School personnel designated to provide additional
information about the student.
Course Title
Enter the course title for all courses for which the student is
enrolled.
Credits Earned
The number of credits earned in each subject.
Credits Required
Credits required means the credits needed by the student, as
required by the local school system, to be awarded a
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 6
Term
Description
Maryland High School Diploma. COMAR 13A.03.02.03B
requires students to have earned a minimum of 21 specified
credits.
Date
Month, day, and year, in MM/DD/YYYY format, in which
information was entered on the SR card.
Date of Completion
Month, day, and year, in MM/DD/YYYY format, that appears
on the Maryland High School Diploma or Maryland High
School Certificate of Program Completion that the student
received.
Date of Exit
Month, day, and year, in MM/DD/YYYY format, of
withdrawal.
Date Parent/Guardian Notified
Month, day, and year, in MM/DD/YYYY format, of when
parent/guardian was notified; only if student failed the vision
and or hearing screening processes.
Days Absent
Each line should reflect the aggregate number of days the
student was absent from each school during the school year,
to the nearest half-day. If a student attends different schools
during the year, the attendance at each school should be
noted.
Days Attending or Present
Each line should reflect the aggregate number of days the
student was in attendance at each school during the school
year, to the nearest half-day. If a student attends different
schools during the year, the attendance at each school
should be noted.
Early Care and Education
Experience Predominant Care
A description of the students education and care prior to
entering the local school system.
Early Learning Outcomes
(Kindergarten)
These levels reflect performance as determined by teacher
observational items and students selected response and
performance items from the Kindergarten Readiness
Assessment (KRA) for the first grading period in kindergarten
(November). The performance levels are indicated by D, A, E.
D — Demonstrating Readiness: Student demonstrates
foundational skills and behaviors that prepare students for
curriculum based on kindergarten standards.
A — Approaching Readiness: Student demonstrates some
foundational skills and behaviors that prepare students for
curriculum based on kindergarten standards.
E — Emerging Readiness: Student demonstrates minimal
foundational skills and behaviors that prepare students for
curriculum based on kindergarten standards.
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 7
Term
Description
English Learner (EL) Status
A student who has a primary home language other than
English and who has been identified as qualifying for English
for Speakers of Other Languages (ESOL) services based on the
English language proficiency screener.
Y — Currently receiving EL services; includes students who
refused EL services and English Learners who moved out
of the county while still receiving EL services.
N — Not receiving EL services.
E — Exited the ESOL program after meeting exit criteria.
Exited students must have an English Learner Service End
Date.
Entry Code
The letter corresponding to the entry status and the code
number which best describes the type of entry. If a student
attends different schools during the year, the entry code at
each school should be noted.
Entry Date
Month, day, and year, in MM/DD/YYYY format, on which the
student first enrolled. If a student attends different schools
during the year, the entry date at each school should be
noted.
Entry Status
The entry status that best defines the student’s entrance to
the school.
Evidence of Birth
Document presented as evidence of birth. The type of
document presented as evidence of birth must be noted on
the student’s SR1, or its equivalent. A physical copy of the
document should be kept on file in the student’s record.
When reporting student level data, the local school system
should consistently report the student name elements as
they appear on the evidence of birth document. Documents
are listed in order of preference. Official documents issued by
governmental entities located in the United States of America
should be used in place of documents issued by entities
outside the United States of America.
1) Birth Certificate
2) Passport/Visa
3) Physician's Certificate
4) Baptismal or Church Certificate
5) Hospital Certificate
6) Parent’s/Guardian’s Affidavit
7) Birth Registration
8) Other, Specify type of evidence of birth used
Exit Code
The Exit Code that best describes the student’s exit from the
school.
Exit Date
Month, day, and year in MM/DD/YYYY format, on which the
student exited.
Exit Document
For students with disabilities, the exit document must be
retained with the education records.
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 8
Term
Description
Exit Status
The Exit Status that best describes the student’s exit from the
school.
F1-J1 Visa Status
Only if applicable, F1 or J1 visa status of secondary students.
F1 status for high school students who pay tuition; J1 status
for high school students who are sponsored by an approved
exchange organization. (For local school system purposes;
not required for MSDE reporting.)
Final Grade
The cumulative mark the student earned while enrolled in
each course consistent with the local school system grading
policy (COMAR 13A.03.02.08).
Gifted and Talented Student
Gifted and talented students are those identified by local
school systems according to COMAR 13A.04.07.02 and
receiving services according to COMAR 13A.04.07.03.
Grade Level
The two-digit number of the grade in which the student is
placed.
96 — Prekindergarten, under age 1
95 — Prekindergarten, age 1
94 — Prekindergarten, age 2
93 — Prekindergarten, age 3
92 — Prekindergarten, age 4 (must be used if grouping
ages 0 through 4)
91 — Kindergarten
01 through 12 — Grades 01 through 12
Grade Point Average (GPA)
Record the final Grade Point Average (GPA) of the student.
(Optional)
Grade(s)
If the student’s report card is not attached, provide the grade
for each subject. If scale is other than A for high, E/F for
failing, provide your school’s scale.
Graduation
Formal recognition given to a student for the successful
completion of the graduation requirements for a Maryland
High School Diploma or a Maryland High School Certificate of
Program Completion (COMAR 13A.03.02.09).
Graduation Credit Requirements
A credit means the successful demonstration of a specified
unit of study. Credits should be entered annually. At the time
a student completes his/her program, the credit earned in
each subject area should be recorded. Record credits earned
in middle school.
Hearing Screening Results
Specific information regarding the hearing screening test
(Right or Left Ear).
Hearing Screenings
A means for documenting hearing screening results and
identifying students with deficits of auditory sensitivity. Right
or Left Ear (
Md. Code, Ed. Art., §7-404 and COMAR
13A.05.05.07C(3)(a-d)).
High School Credit Courses
Designate the courses and the associated high school
assessment in this box for credit awarded in middle school.
Identified Health Concerns
Describe the chronic health concern.
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 9
Term
Description
Immunizations
A copy of the Maryland Department of Health (MDH) Form
896, or a printed or a computer-generated form from a
health clinic, must be included in the student record (See
www.mdschoolhealthservices.org).
Individualized Education Program
(IEP)
A specially designed instructional program, required under
the Individuals with Disabilities Education Act (IDEA), to
provide special education and related services to a student,
ages three through twenty-one, with a disability. The IEP
includes present levels of academic achievement and
functional performance, measurable annual goals with
benchmarks or short-term objectives, special education and
related services and supplementary aids, program
modifications and supports, and individual accommodations,
as necessary.
For more information, see the Maryland Statewide
Individualized Education Program Process Guide.
Check the box if the student has a written IEP.
Individualized Family Service Plan
(IFSP)
A written plan, required under the Individuals with
Disabilities Education Act (IDEA), for providing early
intervention supports and services to an eligible child, from
birth to the beginning of the school year following the child's
fourth birthday, and the child’s family. The IFSP includes
family resources, priorities, and concerns, child's present
levels of functional development, measurable child and
family outcomes, and early intervention services.
For more information, see the Maryland Infants & Toddlers
Program Individualized Family Service Plan Process Guide.
Check the box if the student has a written IFSP.
Language and Literacy
Language and literacy includes skills in understanding and
conveying meaning by listening, speaking, reading, and
writing, and by applying them in learning and everyday
communication.
Languages Spoken in Home
List all languages spoken in the home.
Local Identification Number
(LOCID)
The number will be defined and assigned by the local school
system as a unique identifier for each student enrolled in the
local school system. The ID may be any combination of
numbers, but should be no more than 10 digits in length. If a
student transfers to another school within the local school
system, the student identification number must remain the
same.
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 10
Term
Description
Local School System (LSS)
The two-digit number of the school system in which the
student is enrolled:
01 — Allegany County
02 — Anne Arundel County
03 — Baltimore County
04 — Calvert County
05 — Caroline County
06 — Carroll County
07 — Cecil County
08 — Charles County
09 — Dorchester County
10 — Frederick County
11 — Garrett County
12 — Harford County
13 — Howard County
14 — Kent County
15 — Montgomery County
16 — Prince George’s County
17 — Queen Anne’s County
18 — St. Mary’s County
19 — Somerset County
20 — Talbot County
21 — Washington County
22 — Wicomico County
23 — Worcester County
30 — Baltimore City
32 — The SEED School of Maryland
Maryland High School Assessment
Results
Indicate when the Maryland High School Assessment
Graduation Requirements are met. Other assessment labels
may be placed on the SR4A card. Record highest score.
Indicate if Bridge Plan, or alternative assessment, as
applicable, was utilized. Attach a final local school system
label, if available.
Maryland High School Certificate
of Program Completion
Place a check mark in the box if the student received a
Maryland High School Certificate of Program Completion.
Maryland High School Diploma
Place a check mark in the box if the student received a
regular Maryland High School Diploma.
Middle School Courses and Credit
List only those middle school courses completed for which
credit was earned.
Migrant Status
An indicator that the student meets the definition for a
migratory child under 34 CFR 200.40 and required by the
Elementary and Secondary Education Act (ESEA).
MSDE Approved Alternative
Educational Program
The MSDE approved alternative educational programs under
the Compulsory Age of Attendance (Md. Code, Ed. Art., §7–
301) are National Guard Freestate ChalleNGe Academy and
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 11
Term
Description
Job Corps.
Name and Title
The name and title of the authorized school personnel
making the comments.
Parent/Guardian
Full legal name of the adult legally responsible for the
student if different from the person listed as responsible
adult at student's address. Listed as Last Name, First Name,
and Middle Initial.
Parent/Guardian Address
The complete mailing address (city, state and zip code) of the
parent/guardian, if different from Student’s Address.
Parent/Guardian Phone Number
A working phone number for the
parent/guardian/responsible adult (home, cell, or work).
Parent’s/Guardian’s Affidavit for
Evidence of Birth
Should include the name and date of birth of the child; the
name and address of the child’s parent/guardian. Language
included should state “I, the undersigned, am over 18 years
of age and competent to testify to the facts and matters set
forth herein”; and “I solemnly affirm under the penalties of
perjury that the contents of the foregoing are true to the
best of my knowledge, information, and belief.” The county
superintendent may verify the facts contained in the affidavit
and conduct an audit, on a case by case basis, after the child
has been enrolled. If fraud or misrepresentation is found, the
child will be removed.
Parenting Student
Allowed at least 10 days of excused absences after the birth
of the student’s child for an illness or medical appointment of
the student’s child, including up to 4 days of absences per
school year for which the school may not require a note from
a physician, and any absence due to a legal appointment
involving the pregnant or parenting student that is related to
family law proceedings, including adoption, custody and
visitation.
Pass/Fail (Health)
Mark an “X” in the appropriate box to indicate the pass or fail
status of the vision and hearing screening tests, and place a
“P” or “F” in the appropriate box for muscle balance and
color.
Physical Exam
The MDH/MSDE Record of Physical Examination
Preferred Name
Name requested by student and/or parent/guardian.
Pregnant Student
Legal absences for pregnant students for labor, delivery,
recovery, and prenatal and postnatal medical appointments.
2020 | Maryland Student Records System Manual
Student Record Card Terms Page | 12
Term
Description
Prior Care Experience
The type of care the child spent most of his/her time in since
September of the previous school year. Types of prior care
include:
Informal Care (children cared for in a home by a relative
or non-relative)
Head Start
Prekindergarten in a Public School
Child Care Center
Family Child Care
Nonpublic Nursery Schools
Kindergarten (repeated)
Maryland Infants and Toddlers Program (MITP)
Promotion (Promoted/Not
Promoted)
Advanced from one grade to a higher level, may be
accelerated. Mark "Y" each year student is advanced to a
higher level. Mark "N" each year the student is not advanced
to a higher level.
Proof of Residency
Proof of residency is required to officially register/enroll a
child. Proof of residency is established by the local
jurisdiction procedure and may include deed, lease, utility
bill, affidavit, etc. Proof of residency must be updated each
time residency changes. Proof of residency may be requested
at any time. It is the responsibility of the school to maintain
accurate and current residency information.
Receiving School
"Receiving school" means a school in which a child is newly
enrolled or seeks to enroll.
Relationship
Relationship of the Adult Responsible for the Student at
Student’s Address.
Routine Dental Exam
A routine dental examination or screening.
Routine Physical Exam
A physical examination for general health purposes.
School Address
The complete mailing address of the school in which the
student is enrolled.
School Name
The official name of the school in which the student is
enrolled.
School Number
The four-digit number assigned by the school system and
used when reporting any data to the MSDE by school. This
school identifier may be different from the number that is
used for reporting information within the local school
system.
School Phone Number
The 10-digit phone number of the school in which the
student is enrolled.
School Year
The regular school year. Referred to by the ending year. For
example, the 2018-2019 school year is referred to as the
2019 school year.
Science
Science includes skills, knowledge, and processes regarding
scientific inquiry in the life sciences.
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Student Record Card Terms Page | 13
Term
Description
Section 504 (Vocational
Rehabilitation Act)
Check the 504 box if the student has a written Section 504
accommodation plan. (Americans with Disabilities Act (ADA);
Vocational Rehabilitation Act of 1973 – 504 Plan)
Sending School
"Sending school" means a school in which a child was
enrolled prior to enrolling or seeking to enroll in a receiving
school. Include the complete name and address by which the
sending school can be reached.
Sending School Phone Number
Phone number of the sending school office and/or guidance
office.
Service Learning Hours
Record all service learning hours earned. Hours should be
recorded annually as earned. All hours earned, prior to grade
7, should be included in the grade 7 column.
Service Learning Requirement
Student service that includes preparation, action, and
reflection components (COMAR 13A.03.02.05).
Signature of Principal or Designee
The signature of the principal, or designee, of the school from
which the student received a Maryland High School Diploma
or Maryland High School Certificate of Program Completion.
Social Security Number (Optional)
If collected by the local school system. No student can be
denied access to public education because of a failure to
provide a social security number (5 U.S.C. §552a). No student
can be denied access to public education because of his/her
status as an alien (Plyler v. Doe, 457 U.S. 202 (1982)).
Special Education (SE) Services
The status of a student with a disability or multiple
disabilities, who, by reason thereof, receives special
education and related services under the Individuals with
Disabilities Education Act (IDEA) according to an
Individualized Education Program (IEP), Individual Family
Service Plan (IFSP), or service plan:
N — No, student is not receiving special education
services.
Y — Yes, student is receiving special education services.
E — Exited. Student has exited services and is no longer
receiving special education services. Exited students must
have Special Education End Date.
2 — Section 504 Status. A student with a disability or
multiple disabilities, who is provided with related aids and
services under Section 504 of the Rehabilitation Act of
1973, as amended.
3 — Exited Special Education and placed in Section 504
Status. A student who has exited from special education
services, and is provided with related aids and services
under Section 504 of the Rehabilitation Act of 1973, as
amended. Exited students must have Special Education
End Date.
State Assigned Student
Identification Number (SASID)
The number assigned by the MSDE Unique Student Identifier
System (USIS) for each student enrolled in and receiving
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Student Record Card Terms Page | 14
Term
Description
services in Maryland local school systems. This number
remains with the student as long as he/she is a student in a
Maryland public school or re-enters a public school in
Maryland. This number must be included on new entrants’
and current students’ records.
Student Services
Check the services and provide the school year in which any
of the following services were provided. Include all years in
attendance.
English Learners (EL)
Gifted and Talented
Migrant
Section 504
Special Education
Title I
Student’s Address
The complete mailing address (city, state, and zip code)
where the student resides.
Student’s Date of Birth
Month, day, and year, in MM/DD/YYYY format, of the
student’s date of birth.
Student’s Disciplinary Action
Indicate disciplinary action, if applicable, for students not
attending school for disciplinary reasons (e.g., suspension,
extended suspension, expulsion, etc.).
Student’s Ethnicity
Hispanic/Latino ethnicity indicated by “Y” or “N”.
Y — Yes, of Hispanic or Latino origin
N — No, not of Hispanic or Latino origin
Student’s Gender
The one-digit code for the gender of the student.
1 — Male
2 — Female
X — Non-Binary, student identifies as neither male or
female or both.
Student’s Legal Name
Full legal name, as it appears on the evidence of birth
document, in the following order: Last Name, First Name,
Middle Name, and Generational Suffix.
Student’s Race
Select all applicable races:
1 — American Indian or Alaska Native
2 — Asian
3 — Black or African American
4 — Native Hawaiian or Other Pacific Islander
5 — White
Student's Score (Passing Score)
A passing score as set by the Maryland State Board of
Education on the State mandated assessments.
Subject
List all subjects in which the student was enrolled.
Supplemental Services
Check the appropriate field for any supplemental services
received by the student.
Title I
Title I, Part A allocates funds to the nation’s school districts to
offset the effects of poverty on the educational opportunities
of low-performing children in high-poverty schools.
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Student Record Card Terms Page | 15
Term
Description
Verification of Evidence of Birth
Name, position, and date of the person who verifies the
Evidence of Birth. This person should identify which
documentation was provided.
Verified by
The contact information and possible signature of the school
official who ensured the accuracy of the information.
Vision Screening Results
Select the appropriate vision difficulties for the student (Md.
Code, Ed. Art., §7-404 and COMAR 13A.05.05.07C(3)(a-d)). A
means for documenting vision screening results and
identifying students with certain vision difficulties. Includes:
Right or left eye, with or without glasses;
Muscle Balance;
Color.
Other Terms
The terms below support State or federal compliance reporting, but are not included on the Student
Record cards.
Homeless Students
Homeless students are defined as children/youth that lack a fixed, regular, and adequate nighttime
residence (McKinney-Vento Homeless Assistance Act (42 U.S.C. §11301 et seq.)), and includes:
1. Students who are sharing the housing of other persons due to loss of housing, economic
hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due
to the lack of alternative adequate accommodations; are living in emergency or transitional
shelters; or are abandoned in hospitals;
2. Students who have a primary nighttime residence that is a public or private place not designed
for or ordinarily used as a regular sleeping accommodation for human beings;
3. Students who are living in cars, parks, public spaces, abandoned buildings, substandard housing,
bus or train stations, or similar settings; and
4. Migratory students who qualify as homeless for the purposes of this subtitle because they are
living in circumstances described in 1 through 3 above.
A student’s primary nighttime residence is determined at the time of the initial identification of
homelessness. The permitted values for primary night time resident are:
• S – Shelters, transitional housing
• D – Doubled–up means sharing the housing of other persons due to economic hardship, loss of
housing or other reasons (such as domestic violence)
• U – Unsheltered includes cars, parks, campgrounds, temporary trailers including FEMA trailers,
or abandoned buildings
• HM – Hotels/Motels
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Student Record Card Terms Page | 16
Students in Foster Care
A student that is under the authority of the Local Department of Social Services (LDSS) and placed in a
24-hour substitute care for children placed away from their parents/guardians and for whom the LDSS
has placement and care responsibility.
Foster care includes, but is not limited to, placements in foster family homes, homes of relatives through
kinship care, group facilities, emergency shelters, residential facilities, child care institutions, and pre-
adoptive homes.
Foster care does not include placement of a child in any of the following placements: a detention facility,
a forestry camp, a training school, a State-owned and State-operated facility that accommodates more
than 25 children, or any other facility operated primarily for the detention of children who are
determined to be delinquent.
Dually Enrolled Students
The term “dual or concurrent enrollment program” means a program offered by a partnership between
at least one institution of higher education and at least one local school system through which a
secondary school student who has not graduated from high school with a regular high school diploma is
able to enroll in one or more postsecondary courses and earn postsecondary credit that:
(A) Is transferable to the institutions of higher education in the partnership; and
(B) Applies toward completion of a degree or recognized educational credential, as described in the
Higher Education Act of 1965 (20 U.S.C. 1001 et seq.).
Maryland Home Language Survey
In accordance with state and federal requirements, the Home Language Survey will be administered to
all students and used only for determining whether a student needs English language support services.
The Home Language Survey information will not be used for immigration matters or reported to
immigration authorities. If a language other than English is indicated on two or more of the three
questions below, the student will be assessed for English language support services. Additional criteria
for testing may be considered. The survey questions include:
1. What language(s) did the student first learn to speak?
2. What language does the student use most often to communicate?
3. What language(s) are spoken in your home?
Economically Disadvantaged Status
A measure of a student’s economic disadvantage as established by the Maryland State Board of
Education.
Free and Reduced Price Meal Services (FARMS)
FARMS is an indicator of a student's eligibility to receive Free or Reduced Price Meals under the National
School Lunch Program. This includes students who are eligible through annual household applications or
students who are “directly certified” for free meals using electronic matching for the following
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Student Record Card Terms Page | 17
assistance programs: Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance to
Needy Families (TANF), Foster Care Services (FOSTER). Other source documents for direct certification
are: local liaisons’ lists for children experiencing homelessness, Head Start children, migrant youth,
runaways, and non-applicants approved by local school system officials.
The permitted values for FARMS Status are:
• F — Free is the student's level of eligibility to participate in the National School Lunch Program
for breakfast, lunch, snack, supper, and milk programs.
• R — Reduced price is the student's level of eligibility to participate in the National School Lunch
Program for breakfast, lunch, snack, supper, and milk programs.
• N — No, student is not eligible to receive free or reduced price meals.
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Student Record Card 1, Side 1 – Student’s Personal Data Page | 18
Student Record Card 1, Side 1 – Student’s Personal Data
This card must be retained permanently.
Student Record Card 1, Side 1 (SR1, Side 1) is used for personal data for ALL students entering Maryland
public schools, regardless of age. The student's identifying information may be handwritten or
computerized labels may be affixed over the printed area. If handwritten, only the printed data
elements need to be entered; if labels are used, additional data elements may be given.
Use block 1 for the student's address at the time SR1 is originated. Subsequent addresses should be
entered in corresponding blocks.
Listed below are the minimum data elements to be included on the SR1, Side 1. Additional elements
may be included.
ITEMS: SR1, Side 1
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Student’s Gender
Student’s Ethnicity
Student’s Race
Date
Student’s Address
Student’s Phone Number
Responsible Adult for Student at Student’s Address
Relationship (Adult Responsible for Student at Student’s Address)
Parent/Guardian Name
Parent/Guardian Relationship
Parent/Guardian Address
Parent/Guardian Phone
Proof of Residency
Evidence of Birth Verification
Evidence of Birth Verified by (Name/Title/Date)
F1 or J1 Visa Status (For local school system purposes; not required
for MSDE reporting)
Language(s) Spoken in Home
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Student Record Card 1, Side 2 – Student’s School Attendance Data Page | 19
Student Record Card 1, Side 2 – Student’s School Attendance Data
Student Record Card 1, Side 2 (SR1, Side 2) is used for recording attendance for all students enrolled in
Maryland public schools, beginning with prekindergarten. The student's identifying information may be
handwritten or computerized labels may be affixed over the printed area. If handwritten, only the
printed data elements need to be entered; if labels are used, additional data elements may be given.
The attendance data entries may be either handwritten or printed on computerized labels. The print on
computerized labels should line up with the column headings.
A full line of entries must be completed each time the student changes schools; e.g., even if the student
transfers within the local school system. Attendance data must be recorded by the sending school.
Codes printed in the lower portion of the card are for the user's convenience.
Listed below are the minimum data elements to be included on the SR1, Side 2. Additional elements
may be included.
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Student Record Card 2, Side 1 – Annual Early Childhood School Performance Page | 20
Student Record Card 2, Side 1 – Annual Early Childhood School
Performance
Student Record Card 2, Side 2 – Annual Middle School Performance
Data Summary Prekindergarten, Early Care, Kindergarten, and through Middle School
This card must be retained until the student is 21 years of age.
Student Record Card 2, Side 1 (SR2, Side 1) and Student Record Card 2, Side 2 (SR2, Side 2) must be used
for recording performance data for early learning outcomes, care prior to kindergarten (i.e.,
prekindergarten, Head Start, child care center, nonpublic nursery school, and through grade 8).
Maintenance of this record must begin when a child who is receiving any services reaches age 3. For
students with disabilities attending nonpublic special education programs at public cost, this record
must be maintained and updated annually. The local school system may elect to begin recording
information for children younger than age 3.
The recording of summer school records is the responsibility of the school in which the student is
enrolled for the regular session immediately following the summer session. Listed below are the
minimum items to be included on the SR2, Side 1 and SR2, Side 2. Additional items may be included.
ITEMS: SR2, Side 1
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number
(SASID)
Student’s Date of Birth
School Year
School Name
Student’s Grade Level
Subject
Promotion
EL Proficiency Level
Early Learning Outcomes
Early Care and Education Experience Prior to
Kindergarten
Length of Time
Comments
ADDITIONAL ITEMS: SR2, Side 2
School Year
Grade Level
School Name
Subject(s)
Final Grade
Credits Earned
Service Learning Hours (Grades 6 through 8)
High School Courses and Credits Completed in
Middle School
Special Services
(Grades Prekindergarten through 12)
MD High School Assessments
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Student Record Card 3, Side 1 – Annual Secondary School Performance Page | 21
Student Record Card 3, Side 1 – Annual Secondary School Performance
Student Record Card 3, Side 2 – Maryland High School Graduation Requirements
This card must be retained permanently.
Student Record Card 3, Side 1 (SR3, Side 1) and Student Record Card 3, Side 2 (SR3, Side 2) must be used
for grades 7 through 12. Computerized subject/grade/credit labels may be used in lieu of typed or
handwritten subject data.
The recording of summer school records is the responsibility of the school in which the student is
enrolled for the regular session immediately following the summer sessions. Credits earned in the
summer sessions should be recorded in the space provided for regular sessions. If the student is
attending evening high school at a school other than where he/she is enrolled in day school, the day
school should maintain the evening high school records.
The SR3 is a permanent student record card. Although local school systems may choose to use this card
as a formal transcript, that is not the primary purpose. If used as a transcript, information not deemed
relevant may be changed or deleted from this card for that purpose only. For purposes of a Student
Record card, all required elements must be recorded.
Listed below are the minimum data elements to be included on the SR3, Side 1 and SR3, Side 2.
Additional elements may be included.
ITEMS: SR3, Side 1
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number
(SASID)
Student’s Date of Birth
Credits Earned by Subject and Grade Level, Total
Total Credits by Grade Level
Service Learning Hours
GPA and Rank
School Year
Grade Level
School Name
Subject(s)
Final Grade
Credits Earned
ADDITIONAL ITEMS: SR3, Side 2
Graduation Assessment Requirements,
Met or Not Met
Subject
Course Credit Requirement, Met or Not Met
Service Learning Requirement, Met or Not Met
Student Graduation Validation
Date Completed
Local School System (LSS)
School Number
School Name
School Address
School Phone Number
Signature and Title of Principal or Designee
Date of Signature
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Student Record Card 3A, Side 1 – Maryland High School Assessment Results Page | 22
Student Record Card 3A, Side 1 – Maryland High School Assessment
Results
Student Record Card 3B – Maryland High School Assessment Performance
These cards must be retained until the student is 21 years of age.
Student Record Card 3A (SR3A) and Student Record Card 3B (SR3B) are designed for maintaining a
record of a student's State mandated test performance.
Listed below are the minimum data elements to be included on the SR3A and SR3B. Additional elements
may be included.
ITEMS: SR3A
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Maryland High School Assessment and Alternate Assessment Results
ADDITIONAL ITEMS: SR3B
Local School System (LSS)
Test Date
School Name
Verified by (Name)
Subject(s)
Student Score
Passing Score
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Student Record Card 3A, Side 2 – High School Test Results Outside of State Assessments Page | 23
Student Record Card 3A, Side 2 – High School Test Results Outside of
State Assessments
This card must be retained until the student is 21 years of age.
Student Record Card 3A, Side 2 (SR3A, Side 2) should be used for recording test information for testing
outside of the State Assessments.
Listed below are the minimum data elements to be included on the SR3A. Additional elements may be
included.
ITEMS: SR3A
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Test Results
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Student Record Card 4, Side 1 – Maryland State Assessment Results Elementary and Middle Grades Page | 24
Student Record Card 4, Side 1 – Maryland State Assessment Results
Elementary and Middle Grades
This card must be retained until the student is 21 years of age.
Student Record Card 4, Side 1 (SR4, Side 1) is designed for maintaining a record of a student's State
mandated test performance.
Listed below are the minimum data elements to be included on the SR4, Side 1. Additional elements
may be included.
ITEMS: SR4, Side 1
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Maryland State Assessment Test Results Elementary/Middle
Student Record Card 4, Side 2 – Local School System Testing
Student Record Card 4, Side 2 (SR4, Side 2) should be used for recording test information related to
results of testing approved by the local school system.
Listed below are the minimum data elements to be included on the SR4, Side 2. Additional elements
may be included.
ITEMS: SR4, Side 2
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Local School System Testing Results
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Student Record Card 5, Side 1 – Health Screening Page | 25
Student Record Card 5, Side 1 – Health Screening
This card must be retained until the student is 21 years of age.
Student Record Card 5, Side 1 (SR5, Side 1) is designed for recording health information concerning the
student.
Listed below are the minimum data elements to be included on the SR5, Side 1. Additional elements
may be included.
ITEMS: SR5, Side 1
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Identified Health Concerns
Allergies
Individualized Education Program (IEP)
Section 504
Maryland Immunization MDH Form 896
Blood Lead Testing Certificate
Maryland Schools Record of Physical Examination
Type of Screening
Date of Screening/Exam
Student’s Grade Level
Date Parent/Guardian Notified
Vision Screening Results
Hearing Screening Results
Screening – Pass/Fail
Comments – Screening
Routine Physical Exam, Follow-up Needed
Routine Dental Exam, Follow-up Needed
Other Health Tests/Evaluations/Hospitalizations, Follow-up Needed
Physical – Sports Participation (Optional)
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Student Record Card 5, Side 2 – Health Screenings, Examinations, and Evaluations Page | 26
Student Record Card 5, Side 2 – Health Screenings, Examinations, and
Evaluations
This card must be retained until the student is 21 years of age.
Student Record Card 5, Side 2 (SR5, Side 2) is used for recording additional comments relative to the
student's health.
Listed below are the minimum data elements to be included on the SR5, Side 2. Additional elements
may be included.
ITEMS: SR5, Side 2
Student’s Legal Name
Student’s Preferred Name
Student’s Local Identification Number (LOCID)
State Assigned Student Identification Number (SASID)
Student’s Date of Birth
Date of Screening/Examination/Evaluation
Student’s Grade Level
Comments
Name
Title
Additional Health Information
Copies of the three forms described below and additional information about them can be found on the
MSDE School Health Services website at www.mdschoolhealthservices.org
.
These forms must be retained for five years from date of withdrawal or until the student reaches the
age of 21, whichever is later (COMAR 10.01.16.04
).
Immunizations
Maryland Department of Health (MDH) Immunization Certificate (MDH Form 896)
State law (Md. Code, Ed. Art., §7-403 and COMAR 10.06.04) establishes immunization requirements for
enrollment in schools. MDH Form 896 complies with this law and regulation. The school authority may
also accept, in lieu of a form provided by the Secretary of Health, a printed or computer-generated form
that lists the following:
• Name of the student;
• Student’s date of birth;
• Name and address of parent/guardian;
• Complete history of vaccines received with month, day, and year for each vaccine dose; and
• Signature and title of the physician, health official, school official, or day care provider providing
the form, and date signed (COMAR 10.06.04.03B
).
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Additional Health Information Page | 27
Side 1 of MDH Form 896 is used for immunization history data for ALL students entering school
regardless of age. Each student record file MUST contain an original or photocopy of MDH Form 896 or a
printed or computer-generated immunization record form.
Computer-generated labels may be affixed to the card in lieu of typed or handwritten data. If labels are
used, they should be placed as close as possible to the corresponding printed area.
When vaccines are administered, subsequent to completion of MDH Form 896, the date of the
additional dose should be indicated in the box corresponding to the vaccine given. The original MDH
Form 896 should then be recertified by having the form signed, initialed, titled, and dated by the school
or health official in the certification area of the form, or a new form may be generated. The same
procedure shall be used in instances where a printed or computer generated immunization form is used.
A student who is not in compliance with this requirement shall be temporarily admitted to or retained in
a school if the student, parent, or guardian presents evidence of an appointment with a health care
provider or health department to: (1) receive a required immunization; (2) reconstruct a lost record; or
(3) acquire evidence of age-appropriate immunity (COMAR 10.06.04.06A
).
The date of the appointment may not be later than 20 calendar days following the date the student was
temporarily admitted or retained (COMAR 10.06.04.06B
). Evidence of the appointment should be
submitted and attached to the immunization form. Should a student require several vaccinations over
an extended period in order to comply with the school-entry requirements, written documentation shall
be noted on or attached to the immunization form indicating the date(s) vaccine(s) are to be received.
Should a student not receive the vaccinations, the student shall be excluded from school until such
proof can be provided.
Immunizations and State Aid Eligibility
To be eligible for State Aid, a student must have age-appropriate immunizations:
1. A parent/guardian shall provide evidence of age-appropriate immunizations and information
shall be recorded on MDH Form 896.
2. The school authorities shall certify the form with signature, title of signer, and date.
3. The school authorities may accept, in lieu of MDH Form 896, a printed or computer generated
form that lists the following information:
● Name of the student;
● Student’s date of birth;
● Name of parent/guardian;
● Complete history of vaccines received with month, day, and year for each vaccine dose;
and
● Signature and title of the physician, health official, school official, or day care provider
providing the form, and date signed.
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Additional Health Information Page | 28
Immunization Exemptions
Military Connected Students
Maryland, along with the 49 other states and the District of Columbia, belongs to the
Interstate
Compact on Educational Opportunity for Military Children to ease the transition for students and to
ensure that there are no barriers to educational success imposed on children of military families
because of frequent moves and deployment of their parent(s)/guardian(s).
The Interstate Compact of Maryland allows specific immunization provisions for children of military
families. Students who are dependents of active duty members of the uniformed services, including
members of the National Guard and Reserve on active duty orders (Title 10), members or veterans who
are medically discharged or retired for one year, members who die on active duty for a period of one
year after death, and uniform members of the Commissioned Corps of the National Oceanic and
Atmospheric Administration (NOAA) and United States Public Health Services (USPHS) are covered
under the Compact.
Active duty deployment is defined as the period of one month prior to the service member’s departure
from their home station on military orders through six months after return to their home station.
Military students will have 30 days, from the date of enrollment, to obtain any immunizations required
or at least start the series of required vaccinations. The Interstate Compact Article, IV.C overrides
COMAR or local regulations regarding the number of days allowed to obtain immunizations.
Homeless Students
A student who is homeless shall not be excluded from school for non-compliance with the immunization
requirement for school entry. The designated school health professional should continue to work with
the student, family, and local health department to obtain required proof of immunity. For auditing
purposes, immunization records are required for students enrolled through 21 years of age.
Immunization Conflict with Beliefs
Using MDH Form 896
, a student whose parent/guardian objects to immunization on the ground that the
immunization conflicts with the parent’s/guardian's bona fide religious beliefs and practices is exempt
from the requirement to present a physician's certificate of immunization in order that the student be
admitted to school (
COMAR 10.06.04.05). These requirements do not apply to a student who presents a
licensed physician or health officer's written statement that the student's immunization against a
disease is medically contraindicated (
COMAR 10.06.04.04).
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Additional Health Information Page | 29
Blood Lead Certificate
Maryland requires in areas designated as “at-risk” for lead poisoning (as determined under Section 18-
106 of the Health-General Article), when a child enters a public prekindergarten, kindergarten, or first
grade, the parent/guardian of the child shall provide documentation from a health care provider
certifying that the child has undergone blood testing for lead poisoning (COMAR 10.11.04.05
). The
Maryland Department of Health has developed a Blood Lead Certificate, MDH Form 4620, which is to be
submitted to schools upon enrollment of the child. As with all health records, the Blood Lead Certificate
is to be retained until the student reaches 21 years of age.
Health Inventory
Physical examinations are required for each child entering the Maryland public school system for the
first time. The examination shall be completed within the period of nine months before entrance or six
months after entrance. The physical examination form designated by the Maryland State Department of
Education and the Maryland Department of Health shall be used to meet this requirement (
COMAR
13A.05.05.07A). If a student moves into Maryland from another state, at any time during grades
prekindergarten through 12, a physical examination is required. There is no exclusion from school if the
physical examination is not completed. However, for each school year, the local board of education or
local health department shall report the number of children who have not had a physical examination
and the reason or reasons for not obtaining the physical examination to the Maryland Department of
Health.
A copy of this document can be obtained by contacting the Office of School Health at the Maryland
Department of Health, or by contacting the Health Services Specialists at the MSDE. As with all health
records, the Record of Physical Examination is to be retained until the student reaches 21 years of age.
2020 | Maryland Student Records System Manual
Student Record Card 7 – Maryland Student Exit Record Page | 30
Student Record Card 7 – Maryland Student Exit Record
This card must be retained for three years from the date of the Certifying Signature.
Student Record Card 7 (SR7) is to be completed electronically or in pen for the current school year by
the sending school. A copy should be provided to the parent/guardian to assist in school registration. It
must be sent for all students transferring between local school systems in Maryland, within the same
local school system in Maryland, to a nonpublic school, or to an out-of-state school. Attached student
information must be stapled to ensure security. Do not send any official student records until an official
request is submitted by the receiving school. Upon receipt of the official request, the student records
must be sent expeditiously. The request for records from the receiving school should be maintained
with the student record as evidence of the transfer (34 CFR §98.32).
Completion of SR7 is not sufficient for exiting a student from the school, but a copy should be provided
to the parent/guardian to assist in school registration. Local school systems and schools must ensure
continuance of educational services, and provide sufficient documentation, prior to exiting a student.
Listed below are the minimum data elements to be included on the SR7. Additional elements may be
included.
ITEMS: SR7
Student’s Legal Name
Student’s Preferred Name
Local Identification Number (LOCID)
State Assigned Student Identification Number
(SASID)
Student’s Date of Birth
Local School System (Sending School)
School Number (Sending School)
School Name (Sending School)
School Address (Sending School)
School Phone Number (Sending School)
School Fax Number (Sending School)
Parent/Guardian Name
Exit Code
Exit Status
Exit Date
Grade Level
Immunizations
ITEMS: SR7
Blood Lead Screening
Physical Exam
Special Health Considerations
Special Services
Subject(s)
Course Title and Level/Course Title
Current Grade
Comments
Student’s Disciplinary Action
Days Present (Current School Year)
Days Absent (Current School Year)
As-of Date
Graduation Requirements Met
Contact Person’s Phone Number
Certifying Signature of Principal or Designee
Phone Number of Person Certifying
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Statewide Educational Exit Interview Form Page | 31
Statewide Educational Exit Interview Form
Each local school system will develop and implement a procedure to conduct an educational interview
with all students who are age 18, or otherwise exempt from compulsory age of attendance, and desire
to leave school prior to graduation, with or without their parent’s or guardian’s permission (COMAR
13A.08.01.07E).
At a minimum, the interview should encourage the student to remain in the student’s current school
program or enroll in an alternative school program, verify the reason or reasons for the student
dropping out of school, and ensure that the parent or guardian is informed.
Listed below are the minimum fields that should be captured on the Statewide Educational Exit
Interview form. Additional information may be added by the local school system, as needed.
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Student Record Cards Procedures for Exiting Students Page | 32
Student Record Cards Procedures for Exiting Students
Upon exiting a student, schools have 10 consecutive school days to ensure that the student is receiving
educational services. The sending school is held accountable for the student until the receiving school
provides acceptable documentation. Generally, schools must have written permission from the
parent/guardian or eligible student in order to release any information from a student's education
record. However, FERPA allows schools to disclose those records, without consent, to other schools to
which a student is transferring or to school officials with a legitimate educational interest (34 CFR
§98.31).
Documentation received within the 10-day window:
• The sending school should code the student with the appropriate exit status and code.
• The Date of Exit should be the first school day after the last day of attendance.
Upon expiration of the 10-day window:
• The student should be exited with an Exit Status of “W” and Exit Code “50” (W50).
• The Date of Exit should be the first school day after the last day of attendance.
If documentation showing the continuance of educational services is received after the 10-day window:
• The sending school should update the W50 to the appropriate exit status and code.
• The Date of Exit should be the first school day after the last day of attendance.
Students with 10 school days of consecutive unlawful absences should be exited following the
procedures outlined under Consecutive Absences.
Transferring Students
Transfer to a Public School in Maryland
Student records will be forwarded to the new receiving school when an official request for records is
received. The request for records from the receiving school should be maintained with the student
record as evidence of the transfer.
When a student transfers to another public school in Maryland, within or outside of the local school
system, send the original student records in their entirety, including special education and discipline
records. The SR7 must be completed electronically or in pen for the student. If a parent or guardian
comes into the school to exit their child, the parent or guardian should be given, at a minimum, the
completed SR7, a current report card, credit information, SR4 – Maryland State Graduation
Requirements (if applicable), and any current test results and immunization records. Completion of SR7
is not sufficient for exiting a student from the school. Local school systems and schools must ensure
continuance of educational services, and provide sufficient documentation, prior to exiting a student.
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Student Record Cards Procedures for Exiting Students Page | 33
The sending school may maintain copies of the following:
• All SR cards;
• Health information;
• Current Individualized Education Program (IEP) or Individualized Family Service Plan (IFSP);
• Most recent assessment reports; and
• Documentation of the disability for students with disabilities.
Copies of student records for students who transferred to another public school in Maryland must be
maintained in accordance with the State Minimum Standards for Retention of Student Records.
The sending school must submit the following to the receiving school:
• All original student records in their entirety;
• Special education or early intervention records;
• Section 504 records;
• Discipline records; and
• Report cards.
Transfer Outside Maryland Public Schools or to a Nonpublic School
Student records will be forwarded to the new receiving school when an official request for records is
received. The request for records from the receiving school should be maintained with the student
record as evidence of the transfer.
When a student transfers to an out-of-state school or a nonpublic school, copies of all student records
must be sent, including copies of the IEP and discipline records. The sending school should keep all
original records. The SR7 must be completed electronically or in pen. Completion of SR7 is not sufficient
for exiting a student from the school. Local school systems and schools must ensure continuance of
educational services, and provide sufficient documentation, prior to exiting a student.
The sending school must maintain the following:
• Original student records in their entirety.
The sending school must submit copies of the following to the receiving school:
• SR1, SR2, SR3, SR4, SR4A, 4B and 4C, SR5, SR7;
• Report cards;
• Immunization record;
• Current Individualized Education Program (IEP) or Individualized Family Service Plan (IFSP);
• Section 504 records;
• Discipline records; and
• All other supporting documentation and/or student records.
The sending school must maintain the original records.
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Student Record Cards Procedures for Exiting Students Page | 34
Transfer to a State Institution
Student records will be forwarded to the receiving school when an official request for records is
received. The request for records from the receiving school should be maintained with the student
record as evidence of the transfer.
Immediately, within three school days following receipt of notice from the receiving school, the sending
school must send, by regular first-class mail or electronic transmission, to the receiving school a copy of
the following:
• A completed student withdrawal or transfer record of a child in State-supervised care;
• The academic records of a child in State-supervised care;
• The discipline records of a child in State-supervised care;
• The immunization records of a child in State-supervised care; and
• If applicable, the most recent Individualized Education Program (IEP) or Section 504 plan, and
the most recent assessment of a child in State-supervised care.
Subsequently, the sending school must send the original student record to the state institution.
The sending school must maintain copies of the following:
• All SR cards;
• Health information;
• Current Individualized Education Program (IEP) or Individualized Family Service Plan (IFSP) ;
• Section 504 records; and
• Most recent assessment reports.
Copies of student records for students who transferred to another public school in Maryland must be
maintained in accordance with the State Minimum Standards for Retention of Student Records.
The sending school must submit the following to the receiving school:
• All original student records in their entirety;
• Special education or early intervention records;
• Section 504 records;
• Discipline records; and
• Documentation of the disability for students with disabilities.
What Not to Transfer as Part of the Student Record
Child Abuse and Neglect Records shall not be transferred with the student’s records to any school.
Withdrawn Students
Withdrawals from Maryland Public Schools
For students who are age 18, and who wish to terminate formal education, the Statewide Educational
Exit Interview form should be completed and maintained with the student record. The Statewide
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Digitizing Student Record Cards Page | 35
Educational Exit Interview form provides sufficient documentation to withdraw a student from the
school. The school should maintain original records.
Digitizing Student Record Cards
Minimum Requirements for Digital Student Record Cards
Digitized student record cards must include all the items contained on the SR cards, including certifying
signatures. All documents provided with the student record must be included in the digital record.
Signatures must be traced to the person making the change.
Electronic Signatures
The MSDE has adopted the standard for electronic signatures set forth in Md. Code, Comm. Law Art.
§21-101, et seq.
• An electronic signature is an “electronic sound, symbol, or process attached to or logically
associated with the record and executed or adopted by a person with intent to sign the record”
(Md. Code, Comm. Law Art. §21-101(i)
).
• An electronic signature must be attributed to the person signing the record (Md. Comm. Law
Art. §21-108(a)).
• The attribution can be shown by any means, including any security procedure applied to
determine the person to whom the electronic signature is attributed.
• The attribution method can be as simple as a multi-factor authentication (such as codes or
secure links sent via e-mail or text or challenge questions) or as complex as digital signatures
that utilize a cryptographic operation.
Electronic Student Record
Standard Demographic String
Provided below is the standard demographic string used for all MSDE, Division of Assessment,
Accountability, and Information Technology (DAAIT) data collections. The standard demographic string
comprises the first part of all file formats. Fields specific for each data collection are included in the
associated section of the Maryland Student Records System Manual, and in the specification reporting
manuals for each collection.
Local school systems should follow these guidelines when defining digital elements of the student
record card.
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Standard Student Demographic String Data Elements and Layout
Data Element Name
Length
Start
Position
End
Position
Type
Permitted Values
Local School System (LSS) Number
2
1
2
String
01-23, 30, 32
School Number
4
3
6
String
Valid MSDE school
number
State Assigned Student
Identification Number(SASID)
10
7
16
String
State Assigned Student
Identification Number
Local Student ID
10
17
26
String
Local Student Identifier
Last Name
25
27
51
String
First Name
15
52
66
String
Middle Name
15
67
81
String
Generation Code or Suffix
3
82
84
String
Jr, Sr, I, II, III, etc…
Preferred Name (OPTIONAL)
15
85
99
String
Date of Birth
8
100
107
Number
YYYYMMDD
Grade
2
108
109
String
01-12, 91-96
Gender
1
110
110
String
1=Male; 2=Female;
X=Non-Binary
Hispanic/Latino Ethnicity
1
111
111
String
Y=Yes; N=No
American Indian or Alaska Native
1
112
112
String
0=No; 1=Yes
Asian
1
113
113
String
0=No; 2=Yes
Black or African American
1
114
114
String
0=No; 3=Yes
Native Hawaiian or Other Pacific
Islander
1
115
115
String
0=No; 4=Yes
White
1
116
116
String
0=No; 5=Yes
Homelessness Status
1
117
117
String
Y=Yes; N=No
Title I Indicator
1
118
118
String
Y=Yes; N=No
FILLER
1
119
119
String
Migrant Status
1
120
120
String
Y=Yes; N=No
Foreign Exchange Student
Indicator
1
121
121
String
Y=Yes; N=No
Special Education (SE) Indicator
1
122
122
String
Y=Yes; N=No; E=Exited;
2=504; 3=Exited, 504
Special Education End Date
8
123
130
Number
YYYYMMDD
Special Education Certificate
Status
1
131
131
String
Y=Yes; N=No
English Learner (EL) Status
1
132
132
String
Y=Yes; N=No; E=Exited;
English Learner Entry into a U.S.
School Date
8
133
140
Number
YYYYMMDD
English Learner Service Begin Date
8
141
148
Number
YYYYMMDD
English Learner Service End Date
8
149
156
Number
YYYYMMDD
English Learner ELA Assessment
Exempt Status
1
157
157
String
Y=Yes; N=No
Foster Care Status
1
158
158
String
Y=Yes; N=No
Military Connected Indicator
1
159
159
String
Y=Yes; N=No;
U=Unknown
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Data Element Name
Length
Start
Position
End
Position
Type
Permitted Values
FILLER
33
160
192
Number
Submission Date
8
193
200
Number
YYYYMMDD
Definitions for Data Elements in Standard Demographic String
Data Element Name
Definition and Instructions
Local School System
(LSS) Number
The two-digit state designation of the local school system.
School Number
The four-digit code assigned to the school. Must be a valid MSDE school
number for the reported academic year.
State Assigned Student
Identification Number
(SASID)
The valid State Assigned Student Identification Number assigned through
USIS. Cannot contain pseudo numbers and cannot be BLANK. This number
must be the same on all data files submitted to the MSDE.
Local Student ID
The unique number assigned by the local school system. May be any
combination of numbers, not more than 10 characters, and right aligned. If
fewer than 10 characters, zero fill remaining positions to the left. This
number must be the same on all data files submitted to the MSDE.
Last Name
The full legal last name borne in common by members of a family, as
appears on the evidence of birth document. Up to 25 characters long. Do
not include punctuation.
First Name
The full legal first name given to a person at birth, baptism, or through legal
change, as appears on the evidence of birth document. Up to 15 characters
long. Do not include punctuation.
Middle Name
The full legal middle name given to a person at birth, baptism, or through
legal change, as appears on the evidence of birth document. Up to 15
characters long. Do not include punctuation.
Generation Code or
Suffix
An appendage, if any, used to denote the student's generation in a family
(e.g., Jr., Sr., III), as appears on the evidence of birth document. Valid values
include Jr, JR, II, III, IV, V. Data reported for this element should be alpha
characters right justified with null values pre-filled to the left without
punctuation. Use Roman numbering for standardization – 2nd should be II
(ii), 3rd should be III (iii), 4th should be IV (iv), 5th should be V (v). Jr and II
are unique occurrences and both are valid values.
Preferred Name
(OPTIONAL)
An alternative first name preferred by the student. Up to 15 characters
long. Do not include punctuation.
Date of Birth
The four-digit year, two-digit month, and two-digit day (YYYYMMDD) of the
student’s date of birth. (Example: September 7, 2002 is 20020907.)
Grade
The two-digit number of the grade in which the student is placed.
96 — Prekindergarten, under age 1
95 — Prekindergarten, age 1
94 — Prekindergarten, age 2
93 — Prekindergarten, age 3
92 — Prekindergarten, age 4 (Must be used if grouping ages 0 through 4)
91 — Kindergarten
01 through 12 — Grades 01 through 12
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Data Element Name
Definition and Instructions
Gender
The one-digit code for gender of the student.
1 – Male
2 – Female
X – Non-Binary, student identifies as neither male or female or both.
Hispanic/Latino
Ethnicity
An indication that the student traces his or her origin or descent to Mexico,
Puerto Rico, Cuba, Central and South America, and other Spanish cultures,
regardless of race.
Y – Yes, of Hispanic or Latino origin
N – No, not of Hispanic or Latino origin
American Indian or
Alaska Native
A person having origins in any of the original peoples of North and South
America (including Central America), and who maintains cultural
identification through tribal affiliation or community attachment.
0 – No
1 – Yes
Asian
A person having origins in any of the original peoples of the Far East,
Southeast Asia, or the Indian Subcontinent. This area includes, for example,
Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
0 – No
2 – Yes
Black or African
American
A person having origins in any of the black racial groups of Africa.
0 – No
3 – Yes
Native Hawaiian or
Other Pacific Islander
A person having origins in any of the original peoples of Hawaii, Guam,
Samoa, or other Pacific Islands.
0 – No
4 – Yes
White
A person having origins in any of the original peoples of Europe, Middle
East, or North Africa.
0 – No
5 – Yes
Homelessness Status
A “Y” or “N” indicator of whether the student lacks a fixed, regular, and
adequate nighttime residence. Homeless students include:
(1) students who are sharing the housing of other persons due to loss of
housing, economic hardship, or a similar reason; are living in motels,
hotels, trailer parks, or camping grounds due to the lack of alternative
adequate accommodations; are living in emergency or transitional
shelters; are abandoned in hospitals;
(2) students who have a primary nighttime residence that is a public or
private place not designed for or ordinarily used as a regular sleeping
accommodation for human beings (within the meaning of section
103(a)(2)(C));
(3) students who are living in cars, parks, public spaces, abandoned
buildings, substandard housing, bus or train stations, or similar settings;
and
(4) migratory students who qualify as homeless for the purposes of this
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Data Element Name
Definition and Instructions
subtitle because they are living in circumstances described in (1) through
(3) above.
Title I Indicator
A “Y” or “N” indicator that the student is participating in and served by
programs under Title I, Part A of ESEA, as amended.
Migrant Status
A “Y” or “N” indicator for migratory child. A migrant student is defined
under 34 CFR 200.40 and required by the Elementary and Secondary
Education Act (ESEA).
Foreign Exchange
Student Indicator
A "Y” or "N" indicator that the student is a non-U.S. citizen enrolled in a
foreign exchange program.
Special Education (SE)
Indicator
A student with a disability or multiple disabilities, who, by reason thereof,
receives special education and related services under the Individuals with
Disabilities Education Act (IDEA) according to an Individualized Education
Program (IEP), Individual Family Service Plan (IFSP), or service plan.
N – No, student is not receiving special education services.
Y – Yes, student is receiving special education services.
E – Exited. Student has exited services and is no longer receiving special
education services. Exited students must have Special Education End
Date.
2 – Section 504 Status. A student with a disability or multiple disabilities,
who is provided with related aids and services under Section 504 of the
Rehabilitation Act of 1973, as amended.
3 – Exited Special Education and placed in Section 504 Status. A student
who has exited from special education services, and is provided with
related aids and services under Section 504 of the Rehabilitation Act of
1973, as amended. Exited students must have Special Education End
Date.
Special Education End
Date
The eight-digit date (YYYYMMDD) a child with disabilities (IDEA) exited
special education. Required if Special Education Indicator is E-Exited or 3-
Exited Special Education and placed in Section 504 Status.
Special Education
Certificate Status
A "Y" or "N" indicator that the student's IEP indicates that the student is on
track to receive a Maryland High School Certificate of Program Completion.
For Students with a Special Education Indicator of "Y."
English Learner (EL)
Status
A student who has a primary or home language other than English and who
has been identified as qualifying for ESOL services based on the English
language proficiency screener. “Y” includes students who refused ESOL
services and English Learners who moved out of the county while still
receiving ESOL services. Exited students must have an English Learner
Service End Date.
Y – Currently receiving English Learner services; includes students who
refused ESOL services and English Learners who moved out of the county
while still receiving English Learner services.
N – Not receiving English Learner services.
E – Exited the ESOL program after meeting exit criteria. Exited students
must have an English Learner Service End Date.
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Data Element Name
Definition and Instructions
English Learner Entry
into a U.S. School Date
Eight-digit date (YYYYMMDD) when the student entered any U.S. school for
the first time. The date cannot be in the future. Required if English Learner
Status is Y – Yes or E – Exited.
English Learner Service
Begin Date
The eight-digit date (YYYYMMDD) a student classified as an English learner
began receiving ESOL services in any school in the U.S. Service Begin Date
cannot be in the future. Required if English Learner Status is Y – Yes or E –
Exited.
English Learner Service
End Date
The eight-digit date (YYYYMMDD) a student classified as an English learner
stopped receiving ESOL services in any school in the U.S. English Learner
End Date cannot be in the future. Required if English Learner Status is E –
Exited.
English Learner ELA
Assessment Exempt
Status
A “Y” or “N” indicator that the student receiving ESOL services in their first
year of enrollment in a U.S. (not including Puerto Rico) school is exempt
from the State mandated English/Language Arts assessment and may
substitute the required State assessment with the English Language
Proficiency Assessment. English learners must be provided the State
mandated English/Language Arts assessment beginning with their second
year of enrollment in U.S. schools. English Learners must be provided the
State mandated Mathematics assessment regardless of how recently they
entered the U.S. educational system.
Foster Care Status
A "Y" or "N" indicator that the student is in foster care. Foster care means
24-hour substitute care for children placed away from their parents or
guardians and for whom the child welfare agency has placement and care
responsibility. This includes, but is not limited to, placements in foster
family homes, foster homes of relatives, group homes, emergency shelters,
residential facilities, child care institutions, and pre-adoptive homes. A child
is in foster care in accordance with this definition regardless of whether the
foster care facility is licensed and payments are made by the State, tribal or
local agency for the care of the child, whether adoption subsidy payments
are being made prior to the finalization of an adoption, or whether there is
Federal matching of any payments that are made. (45 C.F.R. § 1355.20(a)).
Military Connected
Indicator
An indication that the student’s parent or guardian is on Active Duty, in the
National Guard, or in the Reserve components of the United States military
services.
N – No, student is not military connected.
Y – Yes, student is military connected. Student is a dependent of a
member of the Active Duty Forces (full-time: Army, Navy, Air Force,
Marine Corps, or Coast Guard, National Guard, or Reserve Forces (Army,
Navy, Air Force, Marine Corps, or Coast Guard).
U – Unknown; it is unknown whether or not the student is military-
connected.
FILLER
Space for future changes.
Submission Date
Eight-digit date (YYYYMMDD) when the file was submitted to the MSDE.
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Reporting Dates
The MSDE uses an eight-digit date format of a four-digit year, two-digit month, and two-digit day
(YYYYMMDD) for all dates. For example: September 7, 2020 will be reported as 20200907.
Supporting Documentation for Student Identifying Information
Use the Evidence of Birth document to complete all identifying information for the student. When
reporting student level data, each local school system should consistently report the student name
elements as they appear on the evidence of birth document.
The type of document presented as evidence of birth must be noted on the student’s SR1. A physical
copy of the document should be kept on file in the student’s record. Documents are listed in order of
preference. Official documents issued by governmental entities located in the United States of America
should be used in place of documents issued by entities outside of the United States of America.
1. Birth Certificate
2. Passport/Visa
3. Physician's Certificate
4. Baptismal or Church Certification
5. Hospital Certificate
6. Parent’s/Guardian’s Affidavit
7. Birth Registration
8. Other, specify type of evidence of birth used
State Assigned Student Identification Number (SASID)
The State Assigned Student Identification Number (SASID) is a unique number that is assigned to and
remains with a student throughout his/her career in Maryland public schools. The SASID is defined and
assigned by the MSDE through the Unique Student Identifier System (USIS). The local school system
should consistently report the student name elements as they appear on the evidence of birth
document.
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Student Attendance Page | 42
Student Attendance
Attendance records are collected annually by the MSDE. The information collected as part of the
Attendance data collections is used to calculate a variety of measures including percent attendance,
average daily attendance, graduation rate, and dropout rate. Refer to the Attendance Data Collection
Manuals for the specific year for more detailed information.
This section includes data elements specific to the Attendance data collections, Entry and Exit status and
codes, and descriptions for all specified data elements. The beginning of every file submitted to the
MSDE for the Attendance data collections includes the appropriate standard demographic string.
The data elements listed here are collected for each student every school year. All data elements should
be part of the student record. Appropriate documentation should be maintained to support use of
specific codes.
Maintaining a Continuous Record
Entry and Exit codes for each student should be continuous within the school year, and across years.
There should be no unaccounted breaks in the student record. Entry and Exit codes should provide a
complete record of a student’s movement from the time the student enters any Maryland public school,
through the time the student exits.
Students who are scheduled for enrollment, but do not report on the first day of school, are marked
absent during the first month of the school year until they report for school. Continuous absences
should be investigated. If it is determined that the student will not enter at the beginning of the school
year, the student should be exited and the date of exit recorded in accordance with “Date of Exit” on
page 53. By September 30
th
, all students on the roll who have not reported since the first day of school
should be exited.
Summer transactions are used to reconcile student entry and exit activity during the summer. These
records encompass the day following the last day of school in the prior school year, until the first day of
school in the current school year. For instance, for a school system whose last day of school for SY 2019
was June 5, 2019, and first day of school for SY 2020 is September 8, 2019, local school systems should
report all transactions between June 6, 2019 and September 8, 2019, as summer transactions. The
MSDE requires local school systems use a standard exit date of July 1 for all summer transactions.
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Student Attendance Page | 43
Attendance Items and Descriptions
Items
Description
Entry Status
The Entry Status that best defines the student’s entry into the school, as defined
in this manual. If a student has multiple entries, a record is required for each
entry.
Entry Code
The Entry Code that best defines the student’s entry into the school, as defined
in this manual. If a student has multiple entries, a record is required for each
entry.
Entry Date
The date of entry of the student, as defined in this manual.
Exit Status
The Exit Status that best defines the student’s exit from the school, as defined in
this manual. If a student has multiple exits, a record is required for each exit.
Exit Code
The Exit Code that best defines the student’s exit from the school, as defined in
this manual. If a student has multiple exits, a record is required for each exit.
Exit Date
The date the student exited, as defined in this manual.
Promotion Code
The promotion code for the student. If a student record contains a transfer or
termination code, the promotion code is inappropriate and 00 should be used.
01 – Promoted
02 – Not Promoted/Retained in Grade
00 – Transfer or Termination
Days Attending
The aggregate number of days the student was in attendance during the current
school year, to the nearest half-day (implied decimal). If the student has multiple
records (has attended more than one school during one year), there must be an
attendance item for each period a student was enrolled in school.
Days Absent
The aggregate number of days the student was absent during the current school
year, to the nearest half-day (implied decimal). If the student has multiple
records, there must be an absence item for each record. Days absent for summer
withdrawals must be zero.
Days Not
Belonging
The aggregate number of days not belonging prior to entry and/or following
withdrawal during the current school year, to the nearest half-day (implied
decimal). If the student has multiple records, there must be a Days Not Belonging
item for each record. Days Not Belonging for summer withdrawals must be zero.
Compulsory Attendance
Each child who resides in Maryland and is five years old or older, and under 18 years old, shall attend a
public school regularly during the entire school year, except as otherwise provided in Annotated Code of
Maryland, Education Article, §7–301.
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Reporting Attendance and Absences
Days attending and absent are reported to the MSDE to the nearest half-day. Days attending and absent
are reported as 1.0 for a full-day of attendance, 0.5 for a half-day of attendance, or 0.0 for a day absent.
Local school systems have the option of recording and maintaining attendance and absences in smaller
increments, but not in larger increments.
Reporting Attendance
A student is “present” or “attending” if the student is attending an instructional program approved by
the State, local school system, and/or school. This means a student is physically on school grounds or is
participating in instruction or instruction-related activities at an approved off-grounds location.
A student is reported for a full-day of attendance if the student is attending an instructional program
approved by the State, local school system, and/or school for greater than half of the school day.
Reporting a Partial Day of Attendance
A student is “present” or “attending” for a partial day of attendance if the student is attending an
instructional program approved by the State, local school system, and/or school for 10% to 50% of the
school day.
Reporting Absences
A student is “absent” or “not attending” if the student is not physically present on school grounds and
not participating in instruction or instruction-related activities at an approved off-grounds location for
less than 10% of the school day.
Lawful absences are set forth in COMAR 13A.08.01.03
. A local superintendent, school principal, or an
individual authorized by the local superintendent or principal may excuse a student for a lawful absence.
Unlawful absences are set forth in
COMAR 13A.08.01.04.
Lawful Cause of Absence
Absence from school, including absence for any portion of the day, of students who are presently
enrolled in public schools, shall be considered lawful only under the conditions listed in
COMAR
13A.08.01.03.
Absence
Code
Description
01
Death in the immediate family. The local school system shall determine what relationships
constitute the immediate family.
02
Illness of the student. The principal shall require a physician's certificate from the
parent/guardian of a student reported continuously absent for illness.
04
Court summons
07
Hazardous weather conditions. This means weather conditions which would endanger the
health or safety of the student when in transit to and from school.
08
Work approved or sponsored by the school, the local school system, or the Maryland State
Department of Education, accepted by the local superintendent of schools or the school
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Absence
Code
Description
principal, or their designees, as reason for excusing students.
09
Observance of a religious holiday.
10
State emergency.
13
Other emergency or set of circumstances which, in the judgment of the superintendent or
designee, constitutes a good and sufficient cause for absence from school.
17
Health Exclusion includes immunizations and other health related communicable or
contagious diseases.
18
Suspension.
19
Lack of authorized transportation. This does not include students denied authorized
transportation for disciplinary reasons.
22
Pregnancy and parenting related conditions.
Unlawful Cause of Absence
An absence, including absence for any portion of the day, for any reason other than those cited as lawful
in COMAR 13A.08.01.03
, is presumed unlawful and may constitute truancy. Local school systems may
add specified criteria for unlawful absences to local board approved attendance policies.
Absence
Code
Description
20
Truancy. A truant is a student who is absent without lawful cause, as defined in COMAR
13A.08.01.04, for a school day or portion thereof.
21
Other unlawful absence.
Consecutive Absences
After 10 school days of consecutive unlawful absences, the student should be exited from the school
with an Exit Status ”W” and Exit Code ”50.”
Habitual Truant
A student is a habitual truant if the student has been in membership in a school for 91 or more days in a
school year and is unlawfully absent from school for a number of days or portion of days in excess of
20% of the school days within any marking period, semester, or year. A local school system has the
prerogative of defining habitual truancy in a more, but not less, stringent manner.
Chronically Absent
A student is chronically absent if the student has been in membership in a school for at least 10 days and
is absent 10% or more of the school days while enrolled at that school. For example, a student who is
enrolled in a school for 30 days, and who is absent three of those 30 days, is considered chronically
absent. A student can be counted as chronically absent in multiple schools, within the State, in the same
year.
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Entry Information
Entry Information is used to provide a continuous record of a student’s status in Maryland public
schools. Entry status provides the student’s position in the local school system or school (e.g., First
Entry, Transfer, Re-entry). Entry Code indicates the reason why the student is entering into the system.
Entry Status and Entry Code must be used in conjunction. Both Entry Status and Entry Code used
together provide a detailed account of the student’s status at any given time. For example, “Entering by
transfer from another school in the local school system during the current reporting period” is an Entry
Status “Entry by Transfer” with an entry code “from another school in the local school system”.
Provide the Entry Status and Entry Code that best describe the student's last school affiliation prior to
his/her entry into the current school. Please note that specific Entry Codes may only be used with
specific Entry Statuses.
Entry Statuses
Entry Status
Description
R – First Entry
Student is entering a Maryland public school for the first time in the current
school year.
E – Entry by Transfer
Student is entering by transfer in the current school year.
N – Re-entry
Student is returning to school following a withdrawal in the current school
year.
First Entry (R)
The use of Entry Status “R” is to identify a student who is entering a Maryland public school for the first
time within the current school year. One Entry Status “R” is used to initiate the student’s enrollment in a
Maryland public school, followed by Entry Status “E” for subsequent transactions in the current school
year. This status is used for prekindergarten and kindergarten students entering school for the first time
(R01). This status is also used for students who were promoted from the previous grade and are
continuing in the same school for the subsequent grade and year (R02). Students may have only one “R”
record across local school systems within the current school year. Entry Status of “R” is only valid for
Entry Codes “01,” “02,” “08,” “09,” and “10.”
Entry by Transfer (E) or (R)
The use of the Entry Status “E” is to identify a student entering by transfer from another Maryland
public school within the current school year, or students who have previously been enrolled in a
Maryland public school within the current school year. Students reported with an Entry Status “E”
should have a prior “R” transaction in a Maryland public school in the current school year. Use the same
Entry Codes for “E” as for “R,” with the exception of Entry Codes “01,” “02,” “08,” and “09.”
Re-entry (N)
The use of the Entry Status “N” is to identify a student returning to school following a withdrawal from a
Maryland public school. Entry Status “N” must follow an Exit Status “W” after the first day of school
within the current school year. Entry Status “N” may be used across local school systems. Entry Status
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“R” should be used for students who withdrew in the previous school year, or over the summer. Entry
status “N” is only valid for Entry Codes “06” and “07.”
Entry Codes
Entry
Status
Entry
Code
Description
R
01
First entry into any school – usually prekindergarten, kindergarten, or first grade, or
first entry into any school from home schooling.
R
02
Continuing in the same school.
N
06
Re-entry after involuntary withdrawal termination (Exit Status “W”), by the school
or local administration, from school during the current reporting period.
N
07
Re-entry after voluntary withdrawal termination (Exit Status “W”), by the student,
from school during the current reporting period.
R
08
Re-entry after involuntary withdrawal, by the school or local school system, from
school during any reporting period prior to the current reporting period.
R
09
Re-entry after voluntary withdrawal, by the student, from school during any
reporting period prior to the current reporting period.
E or R
10
By transfer from another public school in the same LSS.
E or R
13
By transfer from a public school in Maryland.
E or R
14
By transfer from a public school in another state or territory of the United States, or
from a United States overseas dependent school.
E or R
15
By transfer from a nonpublic school in the same LSS.
E or R
16
By transfer from a nonpublic school in Maryland.
E or R
17
By transfer from a United States nonpublic school or institution in another state or
territory of the United States.
E or R
18
By transfer from a school (public or nonpublic) of a foreign country.
E or R
21
By transfer from an evening high school program.
E or R
22
By transfer from a State institution in Maryland with an educational program (see
List of State Institutions).
E or R
24
Re-entry from home schooling pursuant to COMAR 13A.10.01 after withdrawing (for
transfer within the local school system only).
E or R
25
Parental choice transfer from a Title I public school designated for improvement
into a school that has made adequate yearly progress (COMAR 13A.01.04.07).
E or R
26
Transfer from a public school pursuant to Unsafe School Transfer Option (COMAR
13A.08.01.20).
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Date of Entry
For students who enter on or before September 30
th
, the Date of Entry is the first day of school if they
meet any of the following criteria:
• Student is continuing in the same school attended last school year (R02);
• Student is transferring from another school in the local school system because of promotion,
administrative decision, or change of residence (E10);
• Student registered for enrollment prior to the opening of school; and
• Student registered and attended on the first day of school.
For all other students, the Date of Entry is the first day the student attends class in the school. Included
are:
• Students with Enrollment Status “R” who were not enrolled in the local school system at the end
of the last school year;
• Students who were not registered prior to the first day of school;
• Students who were enrolled on or after the second day of school; and
• All students with Entry Status “E” or “N.”
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Exit Information
Exit Information is used to determine a student’s status upon leaving a Maryland public school. Exit
Status provides the student’s position in the local school system or school (e.g., transfer, withdrawal,
completer). Exit Code indicates the reason why the student is exiting the system. Exit Status and Exit
Code must be used in conjunction. Both Exit Status and Exit Code, used together, provide a detailed
account of the student’s status upon exit from the system. For example, “dropout because of lack of
interest” is an Exit Status “W” with an Exit Code “33.”
Provide the Exit Status and Exit Code that best describes the student's reason for exiting the school.
Please note that specific Exit Codes may only be used with specific Exit Statuses. This information should
be documented on the Statewide Educational Exit Interview form.
Exit Status
Exit Status
Description
T – Transfer
Student transferred to another school or educational program.
W – Withdrawal
Student terminated formal education and is NO LONGER receiving educational
services.
C – Completer
Student completed the requirements for a high school program.
Exit by Transfers (T)
The use of Transfer status/codes is based upon the expectation that transferred students are receiving
educational services at another school or in an educational program. The sending school is held
accountable until appropriate documentation can be presented.
Exit by Withdrawal (W)
The use of Withdrawal status codes is based upon the expectation that withdrawn students are no
longer receiving educational services. A dropout is defined as a student who, for any reason other than
death, leaves school before graduation or the completion of a Maryland approved education program
(including a special education program) and is not known to have enrolled in another school or State
approved program during the current school year (COMAR 13A.08.01.07
). Consequently, any student
identified with an Exit Status “W” (excluding Exit Code “43”– Deceased) is considered a dropout.
Completers (C)
A completer is defined as a student who completes the student’s program of study at the high school
level and satisfies the graduation requirements for a Maryland High School Diploma or the
requirements for a Maryland High School Certificate of Program Completion (COMAR 13A.08.01.07
).
Students who have completed all requirements for graduation should be exited using these codes.
These codes should only be used with Exit Status “C.” Students can only have one completion code in
the course of their high school career.
Maryland High School Diploma (C60)
To be awarded a Maryland High School Diploma, a student shall meet the requirements of
COMAR
13A.03.02. More information on Graduation Requirements for Public High Schools in Maryland is
available in the Overview and Frequently Asked Questions (MSDE, March 2018).
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Maryland High School Certificate of Program Completion (C62)
The decision to award a student with disabilities a Maryland High School Certificate of Program
Completion will not be made until after the beginning of the student’s last year in high school, unless
the student is participating in the Maryland Comprehensive Assessment Program Alternate Assessments
(COMAR 13A.03.02.09E(3)
). If a student with a disability exits a public school with a completion
credential, and subsequently returns to school until the age the State guarantees a free, appropriate
public education, the student should be coded with a W85 upon subsequent exit.
Early College Admission and Early Admission to Approved Vocational, Technical, or Other
Postsecondary School Program (C70)
A student may receive a Maryland High School Diploma through acceptance in the early admission
program under COMAR 13A.03.02.10
, if:
1. The student is accepted for early admission to an accredited college, or an approved vocational,
technical, or postsecondary school program before high school graduation;
2. All Maryland High School Assessments and student service requirements have been met;
3. A written request by the student and parent/guardian is made to and approved by the local
superintendent of schools certifying the early admission acceptance;
4. The student’s program for the first year of the postsecondary program is approved by the local
superintendent of schools if the program is included toward the issuance of a diploma; and
5. At the conclusion of a full year of study, a written request for a Maryland High School Diploma is
submitted to the superintendent together with a transcript or letter from the postsecondary
program to the high school principal indicating that the student has successfully completed a
year of postsecondary work.
Criteria 1 through 4 above must be satisfied before the student attends the postsecondary institution,
usually at the end of their 11
th
grade year. The student should be exited as a T15, T16, or T17, as
appropriate, to the postsecondary institution they are attending the summer following their 11
th
grade
year.
At the conclusion of their full year of study, the student would be re-entered as a R15, R16, or R17 and
exited as a C70 the day they receive their diploma. The C70 would be awarded in place of the C60 when
the student completes the criteria for a C70. The student cannot be awarded the C70 prior to meeting
criteria 5 above.
Example:
School Year
Code
Date
Grade
Description
2020
R02
08/29/2019
11
Student returned to the same school at the beginning of the
school year.
2020
000
00/00/0000
11
The student completed the school year without an exit.
2020
T15
07/01/2020
11
Student transferred to a nonpublic school in the LSS over
the summer.
2021
R15
06/07/2021
12
Student re-entered from a nonpublic school in the LSS.
2021
C70
06/08/2021
12
Student was awarded a Maryland High School Diploma after
meeting the requirements for Early College Admission.
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Exit Codes
Exit
Status
Exit
Code
Description
T
10
Transfer to another public school in the same LSS.
T
13
Transfer to a Maryland public school outside the LSS.
T
14
Transfer to a public school in another state or territory of the United States, or from a
United States overseas dependent school.
T
15
Transfer to a nonpublic school in the same LSS.
T
16
Transfer to a Maryland nonpublic school outside the LSS.
T
17
Transfer to a United States nonpublic school or institution in another state or
territory of the United States.
T
18
Transfer to a school (public or nonpublic) of a foreign country.
T
21
Transfer to an evening high school program.
T
22
Transfer to a State institution in Maryland with an educational program.
T
24
Home schooling pursuant to COMAR 13A.10.01.
T
25
Transfer to a public school that has made adequate yearly progress from a Title I
public school designated for improvement pursuant to COMAR 13A.01.04.07.
T
26
Transfer to a public school pursuant to the Unsafe School Transfer Policy,
COMAR 13A.08.01.20.
W
30
Illness. An illness of such severity that it would preclude the implementation of any
education program (e.g., home/hospital instruction). A medical certification shall be
required specifying the nature of the illness and the approximate length of time the
student will be withdrawn.
W
31
Academic. Student who drops out due to lack of academic success including low
grades and/or grade retention, and is over the age of Compulsory Attendance.
W
32
Discipline. Student who voluntarily drops out due to continual disciplinary problems
as documented by multiple office referrals and/or suspensions, but who has not been
formally expelled from school, and is over the age of Compulsory Attendance.
W
33
Lack of Interest. Student who drops out of school due to a lack of personal motivation
or interest to continue education, and is over the age of Compulsory Attendance.
W
34
Employment. Certified by documentation and the student is unwilling to remain in a
regular or alternative educational program, and is over the age of Compulsory
Attendance.
W
35
Marriage. Certified by documentation. (Exception to Compulsory Attendance)
W
36
Military Service. Certified by documentation. (Exception to Compulsory Attendance)
W
38
Court Action. A student who is committed by court order to an institution without an
educational program. (Exception to Compulsory Attendance)
W
39
Economic Reasons. A student who leaves school due to a lack of financial resources
and/or lack of family support or has caretaker responsibility for the extended family,
excluding his/her own children. (Exception to Compulsory Attendance)
W
40
Expulsion Under Compulsory Age of Attendance. Required withdrawal from school
for disciplinary reasons of a student who is under the age of Compulsory Attendance
by the direction of the superintendent or designee (not a valid code for students with
disabilities under the Individuals with Disabilities Education Act). As intended by
COMAR 13A.08.01.11B(2), expulsion is the exclusion of a student for more than 45
school days. (Exception to Compulsory Attendance)
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Exit
Status
Exit
Code
Description
W
41
Immaturity. Immaturity under age five. Used in prekindergarten, kindergarten, and
first grade, with appropriate documentation.
W
42
Special Cases. Other reasons with the State Superintendent’s approval. This code may
be used for students who withdraw in grade 8 for religious reasons. (Exception to
Compulsory Attendance)
W
43
Death.
W
44
Parenting. Any parenting student who leaves a regular or alternative educational
program due to their responsibilities for child care and rearing of their children, and
is over the age of Compulsory Attendance.
W
46
Expulsion Over the Compulsory Age of Attendance. Required withdrawal from school
for disciplinary reasons of a student over the age of Compulsory Attendance, by the
direction of the superintendent or designee (not a valid code for students with
disabilities under the Individuals with Disabilities Education Act). As intended by
COMAR 13A.08.01.11B(2), expulsion is the exclusion of a student for more than 45
school days.
W
50
Not Accessing Educational Services. Any student not accessing educational services at
another school or in an educational program. Includes any student whose
whereabouts are unknown, as documented by an appropriate school official, or
whose whereabouts are known, but are not in school or an educational program.
May also be used for a student who is a runaway or a student who is known or
suspected to be abducted (as documented by an appropriate governmental agency).
W
71
Pregnancy. Any pregnant student who leaves a regular or alternative educational
program due to pregnancy and is over the age of Compulsory Attendance.
W
85
Age Out Students with Disabilities. The student has exceeded the age which the State
guarantees a free, appropriate public education, and has subsequently exited.
Student is over the age of 21 when exited and ineligible for services the subsequent
school year.
Age Out All Other Students. The student is 21 prior to the first day of school and
ineligible for Foundation funding in subsequent school years.
W
86
Alternative Educational Program. Any student who withdraws from school and
attends an MSDE approved alternative educational program (i.e., Job Corps,
Freestate ChalleNGe Academy). (Exception to Compulsory Attendance)
W
88
GED. Student who withdraws from educational services to pursue entrance into an
approved GED and is over the age of Compulsory Attendance.
W
89
Deferred Diploma. Withdrawal of any student who has met the requirements of a
Maryland High School Diploma who deferred receipt of the diploma to remain
eligible for additional educational services.
C
60
Maryland High School Diploma. Student satisfactorily obtained a Maryland High
School Diploma.
C
62
Maryland High School Certificate of Program Completion. Student with a disability
who met requirements for a Maryland High School Certificate of Program
Completion.
C
70
Early College Admission Program. Student satisfactorily obtained a Maryland High
School Diploma after meeting the requirements of COMAR 13A.03.02.10 for Early
College Admission.
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Date of Exit
Record the Date of Exit based on the following criteria:
• For exits during the school year, the Date of Exit is the date of the first school day after the last
day of attendance.
• For exits occurring during the summer, the Date of Exit is July 1
st
.
Students who exited prior to the first day of school are considered summer exits, and should use July 1
st
as the Date of Exit. Refer to Reconciling Student Records, page 53, for additional information on summer
exits.
Examples:
1. If a student, on the roll in June of a regular term, notifies the school that he/she will not return
the following fall, the Date of Exit is July 1
st
.
2. If a student's withdrawal did not become known until after the regular fall term had begun, the
recorded Date of Exit is July 1
st
.
3. If a student notifies a school during the summer that he/she will not return for the fall term, the
Date of Exit is July 1
st
.
4. If a student does not report to school the first day of school, or thereafter, the Date of Exit is July
1
st
.
Date of Completion
Record the date on when it is officially recognized that the student has completed the high school
program and is no longer required to attend school. If a student completes graduation requirements
prior to the end of the school year (e.g., January), use a date when it is officially recognized that all
requirements were completed. Students who satisfy the requirements included in this section prior to
the end of the school year shall not be precluded from participation in local graduation ceremonies.
Exit Procedures
Upon exiting a student, schools have 10 consecutive school days to ensure that the student is receiving
educational services. The sending school is held accountable for the student until the receiving school
provides acceptable documentation. See Required Documentation and Evidence Supporting Exits, page
54, for appropriate documentation supporting exits.
Documentation received within the 10-day window:
• The sending school should code the student with the appropriate Exit Status and Exit Code.
• The Date of Exit should be the first school day after the last day of attendance.
Upon expiration of the 10-day window:
• The student should be exited with an Exit Status of “W” and Exit Code “50”.
• The Date of Exit should be the first school day after the last day of attendance.
If documentation showing the continuance of educational services is received after the 10-day window:
• The sending school should update the W50 to the appropriate Exit Status and Exit Code.
• The Date of Exit should be the first school day after the last day of attendance.
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Students with 10 school days of consecutive unlawful absences should be exited following the
procedures outlined under Consecutive Absences.
Reconciling Student Records
Students who are scheduled for enrollment, but do not report on the first day of school, are marked
absent during the first month of the school year until they report for class. Continuous absences should
be investigated. If it is determined that the student will not enter at the beginning of the school year,
he/she should be exited and the Date of Exit recorded in accordance with Date of Exit, page 53.
Required Documentation and Evidence Supporting Exits
The use of Transfer status and codes are based upon the expectation that transferred students are
receiving educational services at another school or in an educational program. The sending school is
held accountable until appropriate documentation can be presented.
The use of Withdrawal status and codes are based upon the expectation that withdrawn students are
NO LONGER receiving educational services.
Provided below are minimum expectations of appropriate documentation for each type of exit; this list
is not exhaustive. School personnel should think critically concerning documentation provided to exit a
student and should make an effort to document withdrawals. It is recommended that any
documentation (or a copy of such documentation) provided to school personnel to exit a student should
be retained in the student’s record.
Exit
Code
Type of Exit
Minimum Expectations of Appropriate Documentation
10
Transfer to a public school in the
same local school system
Record in the local school system’s student information
system
13
Transfer to a public school in
Maryland
Record in the State's data system, or Cross-LSS
Reconciliation, or request for records from the receiving
school
14
Transfer to a public school in the
U.S.
Request for records from the receiving school, or written
record from an official in the receiving school
acknowledging the student's enrollment
15
Transfer to a nonpublic school in
the same local school system
Request for records from the receiving school, or written
record from an official in the receiving school
acknowledging the student's enrollment
16
Transfer to a nonpublic school in
Maryland
Request for records from the receiving school, or written
record from an official in the receiving school
acknowledging the student's enrollment
17
Transfer to a nonpublic school in
the U.S.
Request for records from the receiving school, or written
record from an official in the receiving school
acknowledging the student's enrollment
18
Transfer to a school in a foreign
country
Written confirmation from parent/guardian or receiving
school, or documented conversation between school
administrator and parent/guardian
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Exit
Code
Type of Exit
Minimum Expectations of Appropriate Documentation
21
Transfer to an evening high
school
Record in the local school system’s student information
system
22
Transfer to a MD state institution
with an educational program
Request for records from the receiving school, or written
record from an official in the receiving school,
acknowledging the student's enrollment
24
Transfer to Home Schooling
Letter of withdrawal from parent/guardian, or Home
Schooling Notification form
25
Transfer to a public school under
School Choice
Record in the local school system’s student information
system
26
Transfer to a public school under
Unsafe School Transfer policy
Record in the local school system’s student information
system
30
Withdrawal, Illness
Medical certification specifying the nature of the illness
and the approximate length of time the student will be
withdrawn
31
Withdrawal, Academic
Documented conversation between school administrator
and parent/guardian or student
32
Withdrawal, Discipline
Documented expulsion and approved by the local
superintendent, multiple office referrals and/or
suspensions, or Statewide Educational Exit Interview
form
33
Withdrawal, Lack of Interest
Documented conversation between school administrator
and parent/guardian or student, or Statewide
Educational Exit Interview form
34
Withdrawal, Employment
Documentation of employment or Statewide Educational
Exit Interview Form
35
Withdrawal, Marriage
Documentation of marriage, or
Statewide Educational Exit Interview form
36
Withdrawal, Military Service
Documentation of military service, or Statewide
Educational Exit Interview form
38
Withdrawal, Court Action
Court Order, or documentation of court action
39
Withdrawal, Economic Reasons
Documentation from a social agency, or Statewide
Educational Exit Interview form
40
Withdrawal, Expulsion – Under
Compulsory Age of Attendance
Expulsion documents from local school system
42
Withdrawal, Special Cases
Documentation from Superintendent, or
letter from parent/guardian, or
documented conversation between school administrator
and parent/guardian or student, or
Statewide Educational Exit Interview form
43
Withdrawal, Death
Letter from the parent/guardian, or Obituary.
44
Withdrawal, Parenting
Documented conversation between school administrator
and parent/guardian or student or Statewide Educational
Exit Interview Form
46
Withdrawal, Expulsion – Over
Compulsory Age of Attendance
Expulsion documents from local school system
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Exit
Code
Type of Exit
Minimum Expectations of Appropriate Documentation
50
Withdrawal, Not Accessing
Educational Services
Memo to the student record from a school administrator,
or Statewide Educational Exit Interview form
71
Withdrawal, Pregnancy
Documented conversation between school administrator
and parent/guardian or student, or Statewide
Educational Exit Interview form
85
Age out
Evidence of Birth
86
Alternative Program – MSDE
Approved Program
Acceptance letter from the MSDE Approved Alternative
Education Program, or
Statewide Educational Exit Interview form
88
Withdrawal – General
Educational Development (GED) –
Meets Compulsory Age of
Attendance
Documentation of DLLR FORM, or Statewide Educational
Exit Interview form
89
Deferred Diploma
Documentation of reason for deferral, or Statewide
Educational Exit Interview form
Attendance Reporting for Specific Populations
Home and Hospital Students
Attendance for students receiving home or hospital services (not home instruction pursuant to COMAR
13A.10.01) should be maintained using one of the following methods:
1. Maintain the student on the regular school roll and count the student present, except when a
student is not available for home and hospital teaching, and then he/she is counted absent.
2. Establish a school for recordkeeping purposes called "Home and Hospital School" with a local
school number assigned. Any child identified for home and hospital teaching, whether in special
education or regular education, shall be withdrawn from the roll of the home school and
transferred to the roll of the Home and Hospital School using Withdrawal Status "T" and
Withdrawal Code "10". Count attendance the same as above.
Transfers to/from State Institutions and Programs
The following is a list of State institutions that should be used with Entry Code and Exit Code “22.” These
are the only institutions that should be used with the Entry Code and Exit Code “22.”
Maryland School for the Deaf and Maryland School for the Blind should be identified as nonpublic
schools for the purposes of recording entry and exit information.
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Attendance Reporting for Specific Populations Page | 57
List of State Institutions
• Alfred Noyes Children’s Center
• Backbone Mountain Youth Center
• Baltimore City Juvenile Justice Center
• Charles H. Hickey, Jr. School
• Cheltenham Youth Facility
• Green Ridge Youth Center
• J. DeWeese Carter Center
• Lower Eastern Shore Children’s Center
• Maryland Safe at Home Program
• Meadow Mountain Youth Center
• Savage Mountain Youth Center
• Thomas Waxter Children’s Center
• Victor Cullen Center
• Western Maryland Children’s Center
• Witness Protection
Approved MSDE Alternative Programs
The following is a list of the MSDE approved alternative programs that should be used with Exit Status
“W” and Exit Code “86.” These are the only programs that should be used with the Exit Status “W” and
Exit Code “86.”
• Job Corps
• Maryland National Guard FreeState ChalleNGe Academy
Home Instruction
The local school system superintendent must verify that a child participating in a home instruction
program is receiving regular, thorough instruction during the school year in the studies usually taught in
the public schools to children of the same age (COMAR 13A.10.01
).
A local school system may not impose additional requirements for home instruction programs other
than those in COMAR 13A.10.01.
A parent or guardian who chooses to provide a home instruction program for his or her child shall
initially complete the MSDE Home Instruction Notification Form (2017)
. The form must be submitted to
the local superintendent at least 15 days before the beginning of a home instruction program.
The MSDE Home Instruction Notification Form (2017) includes the information listed below. The local
school system may not require additional items. Additional information may be provided voluntarily by
the parent or guardian, but cannot be required.
ITEMS: MSDE Home Instruction Notification
Form
Student’s First Name
Student’s Middle Name
Student’s Last Name
Gender
Date of Birth
Current Grade
ITEMS: MSDE Home Instruction Notification
Form
Parent/Guardian’s First Name
Parent/Guardian’s Middle Name
Parent/Guardian’s Last Name
Address including city, state, and zip code
Optional method of contact (Email, phone, fax)
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Attendance Reporting for Specific Populations Page | 58
Home Instruction Reporting
To facilitate the local school system’s verification of students in home instruction, the local school
system should identify each student who enters home instruction using the process below. This provides
a record of all students the local school system must verify are receiving home instruction (
COMAR
13A.10.01). Since home instruction is specific to the local school system in which the student resides, as
students move across county boundaries, the records must reflect the transfer between local school
systems. No additional information can be requested for home instruction students in the transfer
process.
Entry Code and Exit Code “24” is used for students who transfer to and from home instruction within
the same local school system. Students who are first entries to the local school system (out of state,
kindergarten, other local school system) should be administratively entered into the local school system
with the appropriate code and then transferred to home instruction using a T24. Parents or guardians of
home instruction students should not be personally involved in this administrative entry and/or transfer
process.
Entry requirements for home schooled students must be followed (see Home Instruction Notification
Form above). No other entry requirements may be imposed.
Example 1: Student transfers to home schooling in a different local school system
School System
Code
Description
A
R24
Student enters public school from home schooling.
A
T13
Student transfers out of local school system.
B
E13
Student enters school in receiving local school system.
B
T24
Student transfers to home schooling in receiving local school system.
Example 2: Student transfers to home schooling in another state
School System
Code
Description
A
T14
Student transfers Out-of-State.
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Adequacy of Documentation Substantiating Attendance Page | 59
Adequacy of Documentation Substantiating Attendance
Documentation substantiating student attendance must be retained for three years. The type of
documentation retained will differ between local school systems depending upon the method used to
record attendance. In all cases, the records retained should include the source documents
substantiating attendance.
Source documents are defined as those documents on which the classroom teacher, homeroom
teacher, or other staff member initially records the student's attendance.
Regardless of the system used to capture attendance or absentees, all entries must be traced to the
person entering or changing the information. Systems should contain sufficient information to
determine who made the change, and verification of the change.
Adequate internal controls must exist to protect the integrity of the data entered into the automated
system.
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September Attendance (September 30th Enrollment) Page | 60
September Attendance (September 30
th
Enrollment)
The Maryland State Department of Education (MSDE) is required to obtain records of all students
enrolled in Maryland public schools. This information is used to determine State Aid eligible students
and the distribution of State Aid to local school systems. The needs of the enrollment collections will be
reviewed annually and data elements may be added or removed, as necessary. Refer to the September
Attendance Procedures Manual, for the specific year, for more detailed information.
This section includes data elements specific to the September Attendance collection. The beginning of
every file submitted to the MSDE for the September Attendance collection includes the standard
demographic string.
The September Attendance reporting period includes the day following the last day of school in June of
the previous school year until September 30
th
of the current school year.
Records for all students enrolled in the school system, on September 30
th
of the current school year,
must be included on the September Attendance data file. A State Aid Eligibility Code must be reported
for each record on the data file. For details on general financial aid to each local school system, see
COMAR 13A.02.06
.
Attendance
Students scheduled for enrollment, who do not report for school during September, should be
investigated and appropriate action taken. By September 30
th
, all students who have not attended
school in September must be withdrawn from membership, unless documentation of sustained effort to
return the student to school is available. Documentation requirements are included as part of the
Maryland Student Records System Manual.
For students who remain on their home school membership rosters while attending either evening high
or home and hospital instruction, any days on which the students are not available to receive their
scheduled instruction must be recorded as an absence. Documentation of days attending and days
absent must be available.
A student with a prolonged absence during September, who is not in attendance on September 30
th
,
must be withdrawn unless school officials have determined a reason to keep the student on the roll. In
the absence of supporting evidence, these students must be withdrawn; e.g., if court proceedings have
been initiated for non-attendance, the student must remain on the roll. If it is determined that certain
students must remain in membership, but are not to be included for State Aid Calculations, the record
must be coded with the appropriate State Aid Eligibility code.
A student who is so severely ill or physically injured and unable to attend school or receive home and
hospital instruction, and who has not received instruction from the first day of school through
September 30
th
, cannot be counted on the September Attendance file. If the student cannot be
educated by the system, the student cannot be counted for State Aid.
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September Attendance (September 30th Enrollment) Page | 61
Grade/Age
Local boards of education may adopt regulations permitting a four-year-old child, upon request by the
parent/guardian, to be admitted to kindergarten if the local school system determines that the child
demonstrates the capabilities warranting early admission. In addition, the regulations maintain the
option for a parent/guardian to request a “Level of Maturity Waiver” for the local board to exempt from
mandatory attendance for one year a kindergarten eligible child (COMAR 13A.08.01.02
).
Grade takes precedence over age. A child who is five years old, as of September 1
st
, is considered to be
in kindergarten unless documentation supporting a different grade placement is included in the
student’s record.
Include in grade level code “91” all students in both regular and special education placements who are
at least five years of age and not yet six years of age on or before September 1
st
.
All students age 6 and above must be assigned a grade code of “01” through “12” if they do not meet
the criteria for prekindergarten or kindergarten age/grade.
Grade equals the number of years the student has been in school after kindergarten, including the
current year, adjusted by subtracting the number of times the student was not promoted and/or adding
the number of times the student was promoted.
For prekindergarten students, grade is determined by the number of years until predicted kindergarten
enrollment. For example, a child who is four years old, as of September 1
st
, is considered to be one level
behind kindergarten and is in grade 92.
Immunizations
To be eligible for State Aid, a student must have age-appropriate immunizations:
1. A parent/guardian shall provide evidence of age-appropriate immunizations and information
shall be recorded on MDH Form 896
.
2. The school authorities shall certify the form with signature, title of signer, and date.
3. The school authorities may accept, in lieu of MDH Form 896, a printed or computer generated
form that lists the following information:
a. Student’s name;
b. Student’s date of birth;
c. Name of parent/guardian;
d. Complete history of vaccines received with month, day, and year for each vaccine dose;
and
e. Signature and title of the physician and date, health official, school official, or day care
provider providing the form.
Evening High School
Students attending evening high programs, funded by federal or special funds, are not eligible for State
Aid through Foundation funding.
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September Attendance (September 30th Enrollment) Page | 62
Students Age 21
For Foundation funds, students who received a diploma or who reached age 21, prior to the first day of
school, are not eligible for State Aid.
Under COMAR 13A.02.06.02B(4)
“Age 21" means that the student has not received a high school
diploma and is not 21 years old on the first day of the school year.
Students with Disabilities
Students with disabilities, who are enrolled in private schools by their parents/guardians and receiving
services in public schools, can be included on the enrollment file, but must be coded ineligible for State
Aid. Students with disabilities attending approved nonpublic special education programs (
COMAR
13A.09.10), at public cost, should be included on the enrollment file and updated annually (see
Nonpublic Placement Students below).
Nonpublic Placement Students
Students in nonpublic placement schools, at public cost, must be reported by the local school system of
residence in the September Attendance file with State Aid Eligibility Code “09”. There must be valid
entry and exit information for students attending nonpublic placement schools (LSS 24) every year. Even
though students may continuously receive services across years, they must reapply for nonpublic
services. Each student identified with a State Aid Eligibility Code of “09” must be coded in the following
way:
• Entry Status, Entry Code, and Entry Date must be valid (not zero-filled);
• Exit Status must equal “T,”;
• Exit Code must be in “15,” “16,” or “17”:
o 15: Transfer to a nonpublic school in the same local school system
o 16: Transfer to a Maryland nonpublic school outside the local school system
o 17: Transfer to a United States nonpublic school or institution in another state or
territory of the United States; and
• Exit Date must be valid (not zero-filled).
Out-of-County
Students who are children of school staff who live in another Maryland local school system are eligible
for State Aid.
Students who are also reported on the Out-of-County Living Arrangements or Schools Near County Lines
form are counted by the receiving local school system.
Out-of-State
Out-of-state students who are the children of school staff and who attend Maryland public schools are
ineligible for State Aid due to non-residency, but should be included on the September Attendance file.
For students who are residents of bordering states (excluding the Delmar school district in Wicomico
2020 | Maryland Student Records System Manual
September Attendance (September 30th Enrollment) Page | 63
County) whose residence is located on the state border, residency is determined by where the
parent/guardian or student pays personal income tax and/or registers to vote.
Concurrent September 30
th
Enrollment
If the student is enrolled full-time at his/her regular day school, and also attends evening high or
Saturday school, only the record for the day school is to be reported to the MSDE on the enrollment file.
If the student is enrolled part-time at his/her regular day school, and also attends evening high or
Saturday school, the student is reported as both part-time and evening high, with the appropriate
number of courses identified.
For State Aid purposes, a student cannot be counted in excess of one FTE.
If a student remains on the home school membership roster, while attending evening high school, any
day on which the student is not available to receive scheduled instruction must be recorded as an
absence. As with regular day school, documentation of attendance and absence must be maintained in
the student’s record.
Students Who Do Not Report to School in August or September
Students scheduled for enrollment, but who do not report for school during September, should be
investigated, and appropriate action should be taken. By September 30
th
, all students who have not
attended school in September must be exited from membership, unless documentation of sustained
effort to return the student to school is available. Documentation requirements are included as part of
the Maryland Student Records System Manual.
Students who are enrolled, but do not report on the first day of school, are marked absent during the
first month of the school year until they report for class. This includes all of the following examples:
Examples:
1. Students who move to the next grade level within the same school by promotion;
2. Students who move to another school within the same local school system by promotion or
transfer; or
3. Students who transfer to a local school system for the first time and enroll during the summer.
Once the student has been enrolled, and the student’s records have been requested, that student
becomes a member of the receiving school. If that student does not attend on the first day of school,
and thereafter, he/she should be marked absent. Continuous absences should be investigated. If it is
determined that the student will not enter, he/she should be exited and the date of exit recorded in
accordance with Date of Exit (page 53). By September 30
th
, all students on the roll who have not
reported since the first day of school should be exited with date of exit of July 1
st
.
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September Attendance (September 30th Enrollment) Page | 64
September Attendance Items and Descriptions
Data Element
Description
Days Attending
The aggregate number of days the student was in attendance from the first day of
school through September 30
th
, to the nearest half-day (implied decimal).
Days Absent
The aggregate number of days a student was absent during the current school
year, to the nearest half-day (implied decimal).
Days in
Membership
The aggregate number of Days Attending and Days Absent in which the student
was enrolled in school from the first day of school through September 30
th
, to the
nearest half-day (implied decimal).
Evening High
Student
Enter “Y” for any student who is attending an evening high school program
funded by federal or special funds (not eligible for State Aid). “Y” applicable for
grades 9 through 12 only. All other grades must have “N.”
Evening High
Number of
Courses
The record for each evening high student must include the number of courses the
student is enrolled in as of September 30
th
. The number must not be greater than
4.
Opt-Out
In compliance with FERPA, this field indicates whether the legal guardian has
chosen to opt-out of the release of directory information.
Y – Yes, the guardian has chosen to opt-out
N – No, the guardian has not chosen to opt-out
Part-Time
Student
Enter “Y” for each part-time student (excluding evening high students) who meets
the eligibility requirements of COMAR 13A.02.06. “Y” applicable for grades 9
through 12 only. All other grades must have “N.”
Dual Enrollment
A “Y” or “N” indicator that the student is in a dual enrollment program offered by
a partnership between at least one institution of higher education and the local
school system. The student has not graduated from high school with a regular
high school diploma and is enrolled and earning credit in one or more
postsecondary courses.
Part-Time
Number of
Courses
The record for each part-time student in a public day high school must include the
number of courses in which a student is enrolled on September 30
th
. The number
must not be greater than 4.
Prekindergarten
Full-Time Status
For prekindergarten students only, indicate a "Y" for students who attend school
all day and an "N" if they attend less than a full-day. This field must be blank for
all other grade levels. Any student, age 0 through 4, with a disability must be
classified as prekindergarten. Any student, age 5, with a disability must be
classified as kindergarten. Any student whose parents/guardians have requested
an exemption to this age requirement shall be classified in the category to which
the student is currently assigned.
State Aid
Eligibility
The code that best indicates the student’s eligibility for State Financial Assistance
under the Foundation Program. Students must meet the requirements of COMAR
13A.02.06.
00 – Withdrawn
01 – Eligible for State Aid
02 – Ineligible-age 21 and over
03 – Ineligible-age less than kindergarten
04 – Ineligible-no attendance in August/September
05 – Ineligible-Maryland non-resident student
06 – Ineligible-COMAR 13A.02.06.01
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September Attendance (September 30th Enrollment) Page | 65
Data Element
Description
07 – Ineligible-documentation of immunization unavailable
08 – Ineligible-documentation of sustained effort or residency unavailable
09 – Ineligible – Nonpublic Placement
10 – PTECH Student Years 1-4
11 – PTECH Student Year 5
12 – PTECH Student Year 6
Number of
College Courses
The record for the student in a public high school must include the number of
college courses in which a student is enrolled on September 30
th
. The number
must not be greater than 4.
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Student Discipline Page | 66
Student Discipline
Maryland State Board of Education regulations require each local school system to have in place student
discipline policies and regulations with the goal of maintaining an environment of order, safety, and
discipline necessary for effective learning. The policies and regulations at minimum shall:
1. Reflect a discipline philosophy based on the goals of fostering, teaching, and acknowledging
positive behavior;
2. Be designed to keep students connected to school so that they may graduate college and career
ready;
3. Describe the conduct that may lead to in-school and out-of-school suspension or expulsion;
4. Allow for discretion in imposing discipline;
5. Address the ways the educational and counseling needs of suspended students will be met; and
6. Explain why and how long-term suspensions or expulsions are last-resort options.
Each local school system shall use The Maryland Guidelines for a State Code of Discipline, as adopted by
the State Board, to establish local codes of conduct and to develop new discipline-related policies. The
offense codes and definitions in the Maryland Student Records System Manual are aligned with the
Guidelines.
Discipline records consist of information which verifies and/or supports the suspension or expulsion of a
student. At a minimum, this information must include the disciplinary action taken, a description of the
student's behavior that resulted in the disciplinary action, school liaison information, educational
services provided, and copies of all correspondence sent to the parents/guardians regarding the
disciplinary action. Local school systems include additional information, but must provide for consistent
conversion of local data when reporting to the State.
Discipline Records are part of the student record and must be maintained by the local school system in
accordance with the State Minimum Standards for Retention of Student Records. Discipline records
must be sent to other schools or school systems when a student transfers.
Other Disciplinary Information means information concerning actions other than suspension or
expulsion taken to correct the student's behavior. Such information includes the disciplinary action
taken (i.e., office referral, detention, etc.) and a description of the student's behavior that resulted in
the disciplinary action.
The format and storage of Other Disciplinary Information is at the discretion of the local school system.
It can be stored in "raw" form or transferred onto a "log" and be maintained with the general student
record or in a separate folder. Regardless of how the information is stored, the information is a part of
the student record and must be sent to other schools or school systems when a student transfers, unless
there has been a review and change to the record. Local school systems are encouraged to consider a
judicious review of the appropriateness of maintaining Other Disciplinary Information when a student
moves from elementary to middle school or from middle to high school.
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Student Discipline Page | 67
Listed below are the data elements and definitions for information collected for each school year
relating to student discipline. All data elements should be a part of the student record. For a complete
listing of data elements and definitions required for each discipline data submission, refer to the Student
Discipline and Health Related Exclusions Data Collection Manual for the academic year.
Each suspension and expulsion must include the following:
• Offense Code;
• Offense Date;
• Length of Removal;
• Indication of Physical Injury with a “Y” or “N”;
• Disposition Code; and
• Type of Educational Services Provided.
Types of Discipline
The MSDE collects information on the following types of discipline:
1. Suspensions – The removal of a student from the student's current educational program for at
least half a day for disciplinary purposes. Suspensions may be in-school or out-of-school.
a. In-School Suspension – The removal within the school building of a student from the
student's current educational program for up to but not more than 10 school days in a
school year for disciplinary reasons by the school principal (COMAR 13A.08.01.11B(4)
).
b. Out-of-School Suspension – The removal of a student from the student’s current
educational program for disciplinary purposes to another setting (e.g., home, behavior
center). Out-of-school suspensions may be short-term, long-term, or extended.
i. Short-Term Out-of-School Suspension – The removal of a student from school for up
to but not more than 3 school days for disciplinary reasons by the principal (
COMAR
13A.08.01.11B(9)).
ii. Long-Term Out-of-School Suspension – The removal of a student from school for a
time period between 4 and 10 school days for disciplinary reasons by the principal
(COMAR 13A.08.01.11B(5)
).
iii. Extended Out-of-School Suspension – The exclusion of a student from a student’s
regular program for a time period between 11 and 45 school days, which only may
occur under the circumstances in COMAR 13A.08.01.11B(3)
.
2. Expulsions – The exclusion of a student from the student’s regular school program for more
than 45 school days, which only may occur under the circumstances in
COMAR
13A.08.01.11B(2).
3. Health Related Exclusions – The removal of a student from the student's current educational
program for at least half a day for health related reasons.
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Student Discipline Page | 68
Offense Codes and Definitions in Numerical Order by Category
The offense code that best describes the incident for which a student was disciplined:
Offense
Code
Description
Definition
Category
001
Immunizations
Failure of the parent/guardian to abide by the health
regulations regarding immunization schedules, or failure
to provide evidence of appropriate immunizations
(COMAR 10.06.04.03A).
Health Related
Exclusions
002
Personal Health
Conditions that present a clear and direct health risk to
others. Examples include pertussis, active, untreated
tuberculosis, or measles. Determination for exclusion is
made by the health officer and carried out by the school
principal or other appropriate school official (
COMAR
10.06.01.06).
Health Related
Exclusions
101
Class Cutting
Failing to attend a class, after arrival at school, without an
excused reason; Persistently failing to attend a scheduled
class, after arrival at school, without excused reason.
Attendance
102
Tardiness
Arriving late more than once to class or school, without
an excused reason; Persistently arriving late to class or
school.
Attendance
103
Truancy
Being absent from school without an excused reason;
Being truant.
Attendance
201
Alcohol
Being under the influence of alcohol; Using/possessing
alcohol; Distributing/selling alcohol.
Dangerous
Substances
202
Inhalants
Being under the influence of inhalants; Using/possessing
inhalants; Distributing/selling inhalants.
Dangerous
Substances
203
Drugs/
Controlled
Substances
Unauthorized use/possession of non-illegal drugs; Being
under the influence of illegal drugs; Using/possessing
illegal drugs; Distributing/selling non-illegal or illegal
drugs.
Dangerous
Substances
204
Tobacco/Vaping
Using/possessing tobacco/e-cigarettes/vapes.
Dangerous
Substances
301
Firearms
Possessing or possession of a firearm as defined in 18
U.S.C. §921 (e.g., handgun). Refer to the federal code for
the complete definition.
Weapons
302
Other Guns
Possessing, using, or threatening to use a look-alike gun
(e.g., water guns); Possessing, using, or threatening to
use an unloaded/inoperable non-firearm gun (e.g., pellet
guns, BB guns); Possessing, using, or threatening to use a
loaded/operable non-firearm gun.
Weapons
303
Other Weapons
Possessing an implement that could potentially cause
injury without intent to use it as a weapon; Possessing an
implement that could potentially cause injury with intent
to use it as a weapon; Using or threatening to use as
weapon an implement that is likely to cause serious
bodily harm.
Weapons
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Student Discipline Page | 69
Offense
Code
Description
Definition
Category
401
Attack on Adult
Intentionally shoving, pushing, or otherwise being
physically aggressive toward an adult in the context of a
fight (e.g., body check, intentionally bumping; but not
horseplay); Intentionally engaging in a fight with an adult
(which may be small, spontaneous, and short and/or
result only in minor cuts, scrapes, and/or bruises);
Intentionally engaging in a fight with an adult (which may
be large, pre-planned, extended, and/or resulting in
major injuries like a broken limb or otherwise especially
serious based on listed factors in the State Guidelines).
Attacks/
Threats/
Fighting
402
Attack on
Student
Intentionally shoving, pushing, or otherwise being
physically aggressive toward a student in the context of a
fight (e.g., body check; intentionally bumping; but not
horseplay); Intentionally engaging in a fight with a
student (which may be small, spontaneous, and short
and/or result only in minor cuts, scrapes, and/or bruises);
Intentionally engaging in a fight with a student (which
may be large, pre-planned, extended, and/or resulting in
major injuries like a broken limb or otherwise especially
serious based on listed factors in the State Guidelines).
Attacks/
Threats/
Fighting
403
Threat to Adult
Expressing – orally, in writing, or by gesture – intent to do
physical harm to an adult; Engaging in persistent threats
to an adult.
Attacks/
Threats/
Fighting
404
Threat to
Student
Expressing – orally, in writing, or by gesture – intent to do
physical harm to a student; Engaging in persistent threats
to a student.
Attacks/
Threats/
Fighting
405
Fighting
Intentionally shoving, pushing, or otherwise being
physically aggressive toward another in the context of a
fight (e.g., body check, intentionally bumping; but not
horseplay); Intentionally engaging in a fight (which may
be small, spontaneous, and short and/or only in minor
cuts, scrapes, and/or bruises); Intentionally engaging in a
fight (which may be large, pre-planned, extended, and/or
resulting in major injuries like a broken limb or otherwise
especially serious based on listed factors in the State
Guidelines).
Attacks/
Threats/
Fighting
406
Extortion
Engaging in extortion: Using a threat (without a weapon)
to get a person to turn over property; Engaging in
persistent threats
or extortion.
Attacks/
Threats/
Fighting
407
Bullying/
Harassment
Engaging in harassment; Engaging in persistent bullying
including cyberbullying.
Attacks/
Threats/
Fighting
408
Serious Bodily
Injury
Intentionally misbehaving in a way that unintentionally
causes serious bodily injury; Intentionally causing serious
bodily injury.
Attacks/
Threats/
Fighting
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Student Discipline Page | 70
Offense
Code
Description
Definition
Category
501
Arson/Fire
Intentionally setting or attempting to set a fire or helping
others to set a fire, without intent to or possibility of
endangering others; Intentionally setting a fire or helping
others to set a fire, with the intent to endanger others or
with the result of destroying valuable property.
Arson/Fire/
Explosives
502
False
Alarm/Bomb
Threat
Initiating a warning of a fire or other catastrophe without
cause (e.g., pulling a fire alarm or misusing 911); Making a
bomb threat or threatening a school shooting.
Arson/Fire/
Explosives
503
Explosives
Possessing an incendiary or explosive device or material,
or any combination of combustible or explosive
substances, other than a firearm, that can cause harm to
people or property (e.g., firecrackers, smoke bombs,
flares; but NOT “snap pops,” which should be treated as a
disruption); Detonating or threatening to detonate an
incendiary or explosive device or material, including
those described above.
Arson/Fire/
Explosives
601
Sexual Attack
Intentionally engaging in behavior towards another that
is physically, sexually aggressive.
Sex Offenses
602
Sexual
Harassment
Engaging in sexual harassment (e.g., intentional
unwelcome sexual advances, requests for sexual favors,
other intentional inappropriate verbal, written, or
physical conduct of a sexual nature).
Sex Offenses
603
Sexual Activity
Engaging in inappropriate behavior of a sexual nature
(e.g., indecent exposure, inappropriate texts of a sexual
nature).
Sex Offenses
701
Disrespect
Making intentional and harmful gestures, verbal or
written comments, or symbols to others (e.g., verbal put-
downs, cursing, talking back); Being insubordinate:
Repeatedly or persistently disrespectful, in defiance of
authority.
Disrespect/
Disruption
704
Disruption
Intentionally engaging in minor behavior distracting from
the learning environment; Intentionally and persistently
engaging in minor behavior that distracts from the
learning environment (e.g., talking out of turn, throwing
small items, horseplay); Intentionally engaging in
moderate to serious behavior that distracts from teaching
and learning, and directly affects the safety of others
(e.g., throwing harmful items, sending incendiary
texts/social media messages, disrupting a fire drill).
Disrespect/
Disruption
706
Dress Code
Violating dress code after student has been warned;
Persistently violating dress code after student has been
warned.
Disrespect/
Disruption
801
Academic
Dishonesty
Plagiarizing, such as by taking someone else’s work or
ideas (for students in grades 6 through 12); Forgery, such
as faking a signature of a teacher or parent/guardian; or
Other
2020 | Maryland Student Records System Manual
Student Discipline Page | 71
Offense
Code
Description
Definition
Category
cheating.
802
Inappropriate
Use of Personal
Electronics
Having out a personal electronic device after student has
been warned; Persistently having out a personal
electronic device, in defiance of school rules.
Other
803
Theft
Intentionally taking property without owner’s permission,
where the taker is an elementary school student;
Intentionally taking property without owner’s permission;
Intentionally taking property without owner’s permission,
where the theft is especially serious based on listed
factors in the State Guidelines.
Other
804
Trespassing
Being on school property without permission, including
while on suspension or expulsion.
Other
806
Destruction of
Property
Causing accidental damage; Intentionally causing damage
to school/other’s property; Intentionally causing damage
to school/other’s property, where the act is especially
serious based on listed factors in the State Guidelines.
Other
891
Sells or Solicits
Sale of
Controlled
Substance
Students with Disabilities ONLY; Controlled substance
means a drug or other substance identified under the
schedules of controlled substances in 21 U.S.C. §812 and
21 C.F.R. pt. 1308.
Students with
Disabilities
Only
892
Possesses or
Uses Illegal
Drugs
Students with Disabilities ONLY; Illegal drugs are defined
as a controlled substance, but do not include a substance
that is legally possessed, used under the supervision of a
licensed health-care professional, or used under any
other authority under the Controlled Substance Act or
under any other provision of federal law.
Students with
Disabilities
Only
893
Bringing or
possessing a
firearm onto
school property
or to a school –
sponsored
activity
Students with Disabilities ONLY; Firearm means a
weapon, device, instrument, material, or substance
(animate or inanimate), that is used for, or is readily
capable of, causing death or serious bodily injury. Firearm
does not include a pocket knife with a blade less than 2 ½
inches in length (18 U.S.C. §921; §930 and
COMAR
13A.08.01.12-1).
Students with
Disabilities
Only
Health-Related Exclusions
The school’s authority for these exclusions lies in Maryland’s health regulations. Non-compliance with
required immunizations is cited in COMAR 10.06.04.03A
, while conditions presenting a risk to others
(communicable diseases) are covered in COMAR 10.06.01.06. Examples of communicable diseases may
include active, untreated tuberculosis or measles. In cases of communicable diseases, the local health
department’s health officer makes the determination to prevent the spread of communicable disease or
to control a reportable disease, and the school principal has the role of enforcing the exclusion that the
health department has initiated.
2020 | Maryland Student Records System Manual
Student Discipline Page | 72
Attendance
Md. Code, Ed. Art., §7-305 prohibits a student from being out-of-school suspended or expelled from
school solely for attendance-related offenses. As a result, offense codes 101-103 are only valid when
reported for an in-school suspension, with disposition code 960.
Date of Offense
The eight-digit number indicating the date on which the offense that required disciplinary action
occurred.
Length of Removal
The number of days the student was removed from the current placement (school in which the student
was enrolled at the time of the incident). This includes the total number of days that the student is
receiving educational services in an alternative setting where the student is placed as a result of the
suspension or expulsion. In-school suspensions cannot exceed 10 school days in a school year.
Disposition Codes and Definitions
The code that best describes the action taken in response to the offense. Disposition codes 912, 920,
and 930 are only valid for students with disabilities.
Disposition
Code
Type of
Discipline
Educational
Services
Additional
Description
Definition
910
Out-of-
School
Short-Term
or Long-
Term
Suspensions
Educational
Services
Provided
Short-term suspension for up to but not
more than 3 school days or long-term
suspension between 4 and 10 school
days with educational services provided
(Principal’s decision aligned with
COMAR
13A.08.01.11B(5) and (9)).
911
Out-of-
School
Extended
Suspension
Educational
Services
Provided
Extended suspension between 11 and 45
school days –
superintendent’s/designee’s decision
with educational services or alternative
placement offered (excluding 45 school
days unilateral removal of students with
disabilities and hearing officer removal)
(COMAR 13A.08.01.11B(3)).
912
Out-of-
School
Suspension
Educational
Services
Provided
Students with
Disabilities -
misconduct
determined to
be
manifestation
of disability
For a student with a disability for which it
was subsequently determined that the
misconduct was caused by or had a direct
and substantial relationship to the
student's disability; or was the direct
result of the local school system’s failure
to implement the student's IEP. The
student is immediately returned to
school. The actual number of school days
the student was removed from the
current placement prior to the
2020 | Maryland Student Records System Manual
Student Discipline Page | 73
Disposition
Code
Type of
Discipline
Educational
Services
Additional
Description
Definition
manifestation determination meeting
shall be reported as days suspended.
913
Out-of-
School
Suspension
Educational
Services
Rejected
Educational services offered and rejected
by parent/guardian/student.
920
Out-of-
School
Suspension
Educational
Services
Provided
Students with
Disabilities -
45 School
Days
Unilateral
Removal
School administrators, not the IEP team,
order the removal of a student with
disabilities from his/her current
educational placement to an appropriate
interim alternative educational setting
for the same amount of time that
children without disabilities would be
subject to discipline, but for not more
than 45 school days. If the student
carries or possesses a weapon, knowingly
possesses or uses illegal drugs, sells or
solicits the sale of a controlled substance,
or inflicts serious bodily injury on another
person while at school, on school
premises, or at a school function. The IEP
team is responsible for determining the
interim alternative educational setting.
Unilateral removals do NOT include
decisions by the IEP team to change a
student’s placement.
930
Out-of-
School
Suspension
Educational
Services
Provided
Students with
Disabilities -
Hearing
Officer
Removal
Hearing Officer Removal – Those
instances in which an impartial hearing
officer (administrative law judge or court
order) orders the removal of children
with disabilities from their current
educational placement to an appropriate
alternative educational setting for not
more than 45 school days based on the
hearing officer’s determination that the
public agency has demonstrated by
substantial evidence that maintaining the
child’s current placement is substantially
likely to result in injury to the child and
youth or to others.
940
Expulsion
Educational
Services
Provided
As intended by COMAR
13A.08.01.11B(2), expulsion is the
exclusion of a student for more than 45
school days. Alternative educational
services provided excluding 45-day
unilateral removal of students with
2020 | Maryland Student Records System Manual
Student Discipline Page | 74
Disposition
Code
Type of
Discipline
Educational
Services
Additional
Description
Definition
disabilities and hearing officer removal.
941
Expulsion
Educational
Services
Rejected
As intended by COMAR
13A.08.01.11B(2), expulsion is the
exclusion of a student for more than 45
school days. Parents/guardians/students
did not avail themselves of offered
educational services.
950
Health
Related
Exclusion
Educational
Services
Provided
Student excluded from school due to lack
of “immunizations” or for “personal
health” problems.
960
In-School
Suspension
Educational
Services
Provided
The removal within the school building of
a student from the student’s current
educational program for up to but not
more than 10 school days in a school
year for disciplinary reasons by the
school principal.
Indication of Physical Injury
In addition to the disposition code, indicate a “Y” or “N” if the offense resulted in a physical injury.
Incidents with injury include those in which one or more students, school personnel, or other persons on
school grounds require professional medical attention. Examples include stab or bullet wounds,
concussions, fractured or broken bones, or cuts requiring stitches.
Educational Services
The code that best describes the type of educational services provided to the suspended, expelled, or
excluded student.
Code
Educational Services
Description
0
None
No educational services provided.
1
Alternative Education
Programs and/or supports that allow the student to continue the
student’s education outside or within the regular school setting
under the control of the public school system (evening high school,
twilight program/school, separate alternative school, alternative
classroom within regular school, alternative learning supports).
2
Streaming/Online
Learning
Instruction through the electronic transfer of information/skills
(web-based, computer-based, virtual classroom, digital
collaboration).
3
Class Work Sent Home
Assignments taken from lessons taught in student’s classes; Sent
home for completion; Returned to school for grading.
4
At-Home Instruction
Direct instruction in student’s home or other location; Focus on
core subjects.
9
Other
Other educational services developed and implemented by the
local school system.
2020 | Maryland Student Records System Manual
State Minimum Standards for Retention of Student Records Page | 75
State Minimum Standards for Retention of Student Records
Because of the need to retrieve records for individuals, who at some time have been enrolled in
Maryland public schools, minimum standards for record retention have been established.
Guidelines and standards for the retention and disposition of student records maintained according to
this Manual shall be those adopted in the Records Retention and Disposition Manual for Public School
Systems of Maryland, current edition, and subsequent revisions, except as indicated herein.
Individual student records not required or specifically regulated by other State or local regulations shall
be destroyed when they no longer serve legitimate education purposes, subject to the following
exceptions:
1. The local school system or educational institution may not destroy any student record if there is
an outstanding request to inspect and review them under FERPA and COMAR 13A.08.02.13
;
2. Explanations placed in the education record under COMAR 13A.08.02.15 shall be maintained as
provided in FERPA and COMAR 13A.08.02.15D; and
3. The record of disclosure required under FERPA and COMAR 13A.08.02.20 shall be maintained
for as long as the education record to which it pertains is maintained.
Records Retention Schedule for Records Prescribed by the MSDE
The record retention time frames contained here pertain to the record, regardless of the format in
which it is maintained (i.e. paper, electronic). It is within the discretion of the local school system to
determine the format in which to maintain the record. If the local school system maintains a paper
record and then choses to retain the record by scanning and disposing of the paper record, the local
school system must provide for that process in its record retention and disposition schedule. The
schedule should state that the paper records are maintained for a specified period of time or until
transferred to electronic storage according to the Maryland State Archives standards. The standards
include ensuring that the electronic version is readable and kept in a format that will be accessible
throughout the life cycle of the record and maintained in a non-proprietary open format that does not
require specialized software to access it. If the records were maintained originally in electronic format
and have never existed as paper records, that electronic format must also meet the Maryland State
Archive Standards.
Permanent records may be transferred to the Maryland State Archives when no longer needed for
business purposes. Any records under dispute must be retained until the dispute is resolved.
Contact the Maryland State Archives for further information on Records Management
.
2020 | Maryland Student Records System Manual
State Minimum Standards for Retention of Student Records Page | 76
Student Record Cards
Number
Record Title or Description
Retention Period
SR 1, Side 1
Student’s Personal Data
Permanent
SR 1, Side 2
Student’s School Attendance Data
Permanent
SR 2, Side 1
Annual Early Childhood School Performance
Student – Age 21
SR 2, Side 2
Annual Middle School Performance
Student – Age 21
SR 3, Side 1
Annual Secondary School Performance
Permanent
SR 3, Side 2
Maryland High School Graduation Requirements
Permanent
SR 3A, Side 1
Maryland High School Assessment Results
Student – Age 21
SR 3B
Maryland High School Assessment Performance
Student – Age 21
SR 3A, Side 2
High School Test Results Outside of State Assessments
Student – Age 21
SR 4, Side 1
Maryland State Assessment Results Elementary and
Middle Grades
Student – Age 21
SR 4, Side 2
Local School System Testing
Student – Age 21
SR 5, Side 1
Health Screening
Student – Age 21
SR 5, Side 2
Health Screenings, Examinations, and Evaluations
Student – Age 21
MDH Form 896
Immunization Records
Five Years or Age 21
(whichever is later)
DHMH Form 4620
Blood Lead Certificate
Five Years or Age 21
(whichever is later)
SR 7
Maryland Student Exit Record
Three Years
CR 1 (Obsolete)
Achievement and Attendance Record
Permanent
CR 5 (Obsolete)
Permanent Record, Elementary School
Permanent
PDS 1 (Obsolete)
Personal and Family Information
Permanent
PDS 2 (Obsolete)
Subject Performance Information
Permanent
2020 | Maryland Student Records System Manual
State Minimum Standards for Retention of Student Records Page | 77
Record Title or Description
Retention Period
Other Pupil Records prior to 1957 similar to CR-1
and CR-5
Permanent
Reports of suspected child abuse and neglect
Not part of the permanent record
Discipline Records
Graduation or Completion of High School
Program, or Age 21
Information Required for English Learners
Graduation or Completion of High School
Program, or Age 21
Statewide Educational Interview Form
One year
Reportable Offense Records including gang
related offenses (Md. Code, Ed. Art.,§7-303;
COMAR 13A.08.01.17C(7))
Not part of the permanent record.
Destroyed when the first of the following occurs:
• student graduates;
• student permanently leaves school;
• student turns 22;
• criminal case involving the reportable
offense is dismissed;
• student is found not guilty of the
reportable offense; or
• student pleads to a lesser offense that
was not a reportable offense.
State-mandated bullying, harassment or
intimidation reports contained in report form or
received from tip line (Md. Code, Ed. Art., §7-424)
Not part of the permanent record
State-mandated reports of incidences of
suspected gang activity or similar destructive or
illegal group behavior (
Md. Code, Ed. Art., §7-
424.2 and Maryland’s Model Policy To Address
Bullying, Harassment, or Intimidation)
Destroy immediately if unsubstantiated,
otherwise, maintain until student graduates,
permanently leaves school, or turns 22.
Maryland Student Assistance Program (MSAP)
records
Not part of the permanent record
Copies of student records for students who have
exited a school
Four years
Records Required for Students with Disabilities
Record Title or Description
Retention Period
Individualized Education Program (IEP)/Individualized Family Service Plan (IFSP)
(Including progress reports)
Six years
Special Services Information System (SSIS) Form
Six years
Assessment Reports
Six years
IEP/IFSP Team Meeting Summary Sheets and Notes
Six years
Medical Assistance Records
Six years
2020 | Maryland Student Records System Manual
Student Record Card Templates Page | 78
Student Record Card Templates
Student Record Card 1, Side 1 Student’s Personal Data
Student Record Card 1, Side 2 Student’s School Attendance Data
Student Record Card 2, Side 1 Annual Early Childhood School Performance
Student Record Card 2, Side 2 Annual Middle School Performance
Student Record Card 3, Side 1 Annual Secondary School Performance
Student Record Card 3, Side 2 Maryland High School Graduation Requirements
Student Record Card 3A, Side 1 Maryland High School Assessment Results
Student Record Card 3A, Side 2 High School Test Results Outside of State Assessments
Student Record Card 3B Maryland High School Assessment Performance
Student Record Card 4, Side 1 Maryland State Assessment Results Elementary and Middle Grades
Student Record Card 4, Side 2 Local School System Testing
Student Record Card 5, Side 1 Health Screening
Student Record Card 5, Side 2 Health Screenings, Examinations, and Evaluations
Student Record Card 7 Maryland Student Exit Record
STUDENT’S PERSONAL DATA
STUDENT RECORD
CARD 1 SIDE 1
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name: Gender: Male Female Non-Binary
Ethnicity:
Hispanic/Latino Not Hispanic/Latino Proof of Residency:
(Include a copy)
Yes No
Race:
(Check all that apply)
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander White
F1 or J1 Visa Status for applicable secondary students:
(For LSS purposes ONLY)
Yes NA
EVIDENCE OF BIRTH VERIFICATION
1. Birth Certificate 2. Passport/Visa 3. Physician’s Certificate 4. Baptismal or Church Certificate 5. Hospital Certificate 6. Parent’s/Guardian’s Affidavit
7. Birth Registration 8. Other (specify):
Evidence of Birth Verified by:
List all languages spoken in the home:
Title: Date:
STUDENT ADDRESS AND PARENT/GUARDIAN INFORMATION
Date: Date:
Student Address 1: Student Address 2:
Student’s Phone: Student’s Phone:
Responsible Adult for
Student at Address:
Responsible Adult for
Student at Address:
Relationship to Student: Relationship to Student:
Parent/Guardian
(if other than responsible adult above)
Parent/Guardian
(if other than responsible adult above)
Name: Name:
Relationship: Relationship:
Address: Address:
Phone: Phone:
Date: Date:
Student Address 3: Student Address 4:
Student’s Phone: Student’s Phone:
Responsible Adult for
Student at Address:
Responsible Adult for
Student at Address:
Relationship to Student: Relationship to Student:
Parent/Guardian
(if other than responsible adult above)
Parent/Guardian
(if other than responsible adult above)
Name: Name:
Relationship: Relationship:
Address: Address:
Phone: Phone:
STUDENT’S SCHOOL ATTENDANCE DATA
STUDENT RECORD
CARD 1 SIDE 2
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
YEAR
GRADE
LEVEL
LSS
#
SCHOOL
NAME/NUMBER
DAYS ENTRY INFORMATION EXIT INFORMATION
Absent Present
Status &
Code
Month Day From
Status &
Code
Month Day To
Entry Status
R – First Entry into Any School
E – Transferring from another School
N – Re-entry
Valid Re-entry Codes:
06 – Involuntary withdrawal in current reporting
period
07 – Voluntary withdrawal in current reporting
period
Exit Status
T – Transfer to another School
W – Terminated Formal Education
C – Completed High School Program
Entry/Transfer Codes
01 – First Entry
02 – Continuing
08 – Re-entry after involuntary withdrawal
09 – Re-entry after voluntary withdrawal
10 – Same school system
13 – MD public school
14 – US public school
15 – Local nonpublic school
16 – MD nonpublic school
17 – US nonpublic school
18 – Foreign School
21 – Evening High School
22 – MD institution
24 – Home Schooling
25 – Schools in Improvement
26 – Unsafe School Choice
Exit Codes
30 – Illness
31 – Academic
32 – Discipline
33 – Lack of Interest
34 – Employment
35 – Marriage
36 – Military Service
38 – Court Action
39 – Economic Reasons
40 – Expulsion under Compulsory Age of Attendance
41 – Immaturity
42 – Special Cases
43 – Death
44 – Parenting
46 – Expulsion over Compulsory Age of Attendance
50 – Not Accessing Educational Services
71 – Pregnancy
85 – Age-Out
Exit Codes (Continued)
86 – MSDE approved alternative program (Job Corps
and FreeState Challenge)
88 – GED
89 – Deferred receipt of diploma and subsequently
withdrew
Completion
Codes
60 – High School Diploma
62 – Maryland High School Certificate of Program
Completion
70 - Early College Admission
ANNUAL EARLY CHILDHOOD SCHOOL PERFORMANCE
Early Care, Kindergarten, and Grades 1-5
STUDENT RECORD
CARD 2 SIDE 1
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Prekindergarten
Kindergarten
Grade 1
Grade 2
Grade 3
Grade 4
Grade 5
School Year
School Name
Grade Level
Promotion
Promoted
Not Promoted
Promoted
Not Promoted
Promoted
Not Promoted
Promoted
Not Promoted
Promoted
Not Promoted
Promoted
Not Promoted
Promoted
Not Promoted
EL Proficiency Level
Kindergarten
Readiness Result
KINDERGARTEN EARLY LEARNING OUTCOMES
Social Foundations D A E
Language and Literacy D A E
Mathematics D A E
Physical Well-Being and Motor Development D A E
Overall Readiness
D A E
Early Care and Education Experience – Prior to Kindergarten
Check all appropriate early care experiences and report the length of time for each experience (full-day or half-day).
Prior Care Experience Length of Time Comments
Informal Care
Full-day
Half-day 1
Half-day 2
Head Start
Full-day
Half-day 1
Half-day 2
Prekindergarten in a Public School
Full-day
Half-day 1
Half-day 2
Child Care Center
Full-day
Half-day 1
Half-day 2
Family Child Care
Full-day
Half-day 1
Half-day 2
Nonpublic Nursery School
Full-day
Half-day 1
Half-day 2
Kindergarten (repeated)
Full-day
Half-day 1
Half-day 2
Maryland Infants and Toddlers
Program (MITP)
Full-day
Half-day 1
Half-day 2
ANNUAL MIDDLE SCHOOL PERFORMANCE
Grades 6-8
STUDENT RECORD
CARD 2 SIDE 2
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Service Learning Hours
Grade
Total
5
6
7
8
MIDDLE SCHOOL COURSES AND CREDITS
School Year: School Year:
Grade Level: Grade Level:
School Name: School Name:
Subject
Final
Grade
Credits
Earned
Subject
Final
Grade
Credits
Earned
School Year: School Year:
Grade Level: Grade Level:
School Name: School Name:
Subject
Final
Grade
Credits
Earned
Subject
Final
Grade
Credits
Earned
STUDNET SERVICES PK-12
Check as appropriate.
School
Year
English
Learner
Gifted &
Talented
Title
I
Special
Education
Section
504
Migrant
HIGH SCHOOL COURSES AND CREDITS
Report any high school credit or assessments completed in middle school.
Subject
Final
Grade
Credits
Earned
MD High
School
Assessment
ANNUAL SECONDARY SCHOOL PERFORMANCE
STUDENT RECORD
CARD 3 SIDE 1
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
1
Beginning with students entering the 9th grade class in the 2014—2015 school year, each student shall enroll in a mathematics course in each year of high school that the student attends, up to a maximum of 4 years of attendance,
unless in the 5
th
or 6
th
year mathematics course is needed to meet a graduation requirement.
CREDITS (21) 7 8 9 10 11 12
TOTAL
English/Language Arts (4)
Mathematics (3)
1
:
Algebra (1)
Geometry (1)
3
rd
Year
4
th
Year
Science (3):
Biology (1)
Science (1)
Science (1)
Social Studies (3):
World History (1)
Government (1)
U.S. History (1)
Physical Education (0.5)
Health (0.5)
Fine Arts (1)
Technology Ed. (1)
One of the following:
World Language or ASL (2)
Advanced Tech. Ed. (2)
State Approved CTE Program
Other Electives (3)
TOTAL CREDITS
Service Learning (hours)
Grade Point Average (GPA) _______________ on a _______________ scale.
Ranked _______________ out of _______________ students in the class.
HIGH SCHOOL COURSES AND CREDITS
School Year:
School Year:
Grade Level:
Grade Level:
School Name:
School Name:
Subject Final Grade
Credits
Earned
Subject Final Grade
Credits
Earned
School Year:
School Year:
Grade Level:
Grade Level:
School Name:
School Name:
Subject Final Grade
Credits
Earned
Subject Final Grade
Credits
Earned
MARYLAND HIGH SCHOOL GRADUATION REQUIREMENTS
STUDENT RECORD
CARD 3 SIDE 2
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
STUDENT GRADUATION VALIDATION
Maryland High School Diploma Maryland High School Certificate of Program Completion Date Completed:
Local School System: School Number:
School Name:
School Address:
School Phone Number:
Signature of Principal or Designee:
Name: Title: Date:
GRADUATION ASSESSMENT REQUIREMENTS
Subject Requirement
Mathematics
Met
Not Met
English/Language Arts
Met
Not Met
Science
Met
Not Met
Government
Met
Not Met
COURSE CREDIT REQUIREMENT
Total Number of Credits Earned:
Credit Requirement
Met
Not Met
SERVICE LEARNING REQUIREMENT
Total Service Learning Hours
Completed:
Service Learning Requirement
Met
Not Met
MARYLAND HIGH SCHOOL ASSESSMENT RESULTS
High School Assessment and Alternate Assessment Results
STUDENT RECORD
CARD 3A SIDE 1
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Assessment information may be typed or handwritten, or computerized labels may be affixed in the area below.
HIGH SCHOOL TEST RESULTS
Outside of State Assessments
STUDENT RECORD
CARD 3A SIDE 2
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Include results for all other high school assessments including AP, ACT, SAT, PSAT, IB, ASVAB, and ACCUPLACER.
Assessment information may be typed or handwritten, or computerized labels may be affixed, in the area below.
MARYLAND HIGH SCHOOL ASSESSMENT PERFORMANCE
STUDENT RECORD
CARD 3B
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Assessment information may be typed or handwritten, or computerized labels may be affixed, in the area below.
LSS:
Date:
LSS:
Date:
LSS:
Date:
LSS:
Date:
School Name:
School Name:
School Name:
School Name:
Verified by:
Verified by:
Verified by:
Verified by:
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Algebra I
Algebra I
Algebra I
Algebra I
English 10
English 10
English 10
English 10
Science
Science
Science
Science
Government
Government
Government
Government
LSS:
Date:
LSS:
Date:
LSS:
Date:
LSS:
Date:
School Name:
School Name:
School Name:
School Name:
Verified by:
Verified by:
Verified by:
Verified by:
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Algebra I
Algebra I
Algebra I
Algebra I
English 10
English 10
English 10
English 10
Science
Science
Science
Science
Government
Government
Government
Government
LSS:
Date:
LSS:
Date:
LSS:
Date:
LSS:
Date:
School Name:
School Name:
School Name:
School Name:
Verified by:
Verified by:
Verified by:
Verified by:
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Algebra I
Algebra I
Algebra I
Algebra I
English 10
English 10
English 10
English 10
Science
Science
Science
Science
Government
Government
Government
Government
LSS:
Date:
LSS:
Date:
LSS:
Date:
LSS:
Date:
School Name:
School Name:
School Name:
School Name:
Verified by:
Verified by:
Verified by:
Verified by:
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Subject
Student
Score
Passing
Score
Algebra I
Algebra I
Algebra I
Algebra I
English 10
English 10
English 10
English 10
Science
Science
Science
Science
Government
Government
Government
Government
MARYLAND STATE ASSESSMENT RESULTS
Elementary and Middle Grades
STUDENT RECORD
CARD 4 SIDE 1
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Assessment information may be typed or handwritten, or computerized labels may be affixed, in the area below.
LOCAL SCHOOL SYSTEM TESTING
STUDENT RECORD
CARD 4 SIDE 2
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Assessment information may be typed or handwritten, or computerized labels may be affixed, in the area below.
HEALTH SCREENING
STUDENT RECORD
CARD 5 SIDE 1
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name: 504 IEP
IDENTIFIED HEALTH CONCERNS:
ALLERGIC TO:
VISION SCREENINGS
Date
Grade
Level
P
F
Date of
Notification
OPTIONAL
Color
Comments
(Include date, signature, and title)
No Glasses
With
Glasses
Muscle
Balance
R
L
R
L
Far
Near
HEARING SCREENINGS OTHER HEALTH TESTS, EVALUATIONS, OR HOSPITALIZATIONS
Date
Grade
Level
P
F
Date of
Notification
Hearing
Comments
(Include date, signature, and title)
Date Grade Level Follow-up Needed
R
L
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
ROUTINE PHYSICAL EXAM
ROUTINE DENTAL EXAM
FORMS
The following forms must be filed in student’s record:
Date Grade Level
Follow-up
Needed
Date Grade Level
Follow-up
Needed
Yes No
Yes No
Maryland Schools Record of Physical Examination
Yes No
Yes No Maryland Immunization (MDH Form 896)
Yes No
Yes No Blood Lead Testing Certificate (if required)
Yes No
Yes No Other:
HEALTH SCREENINGS, EXAMINATIONS, AND EVALUATIONS
(When Appropriate)
STUDENT RECORD
CARD 5 SIDE 2
Maryland State Department of Education
Revised SY 2019-2020
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Date Grade Level Comments Name/Title
MARYLAND STUDENT EXIT RECORD
(To be completed when a student is transfering between schools)
STUDENT RECORD
CARD 7
Maryland State Department of Education
Revised SY 2019-2020
This record is to be completed, for the current school year, by the sending school and a copy should be provided to the parent/guardian to hand-carry to the receiving school. All official records for transferring student should be
faxed, mailed, or sent electronically upon receipt of an official request. This information is intended to facilitate initial instructional placement prior to receipt of official school records. This form is not intended to replace the
registration process nor substitute for standard enrollment forms of the local school system. Official records will be sent upon request of the receiving school.
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Grade Level:
Parent/Guardian Name:
(First, MI, Last)
Exit Date:
(month/day/year)
SENDING SCHOOL INFORMATION
School System:
School Number:
School Name:
School Address:
Phone Number:
Fax Number:
CURRENT INSTRUCTIONAL PROGRAM
Attach the most recent report card, transcript, and grading scale or key.
Subject
Course Title and Level/Course Title
Current Grade
Comments
(Include special programs/services, integrated programs, text series, instructional level, etc.)
Reading
English/Language Arts
Social Studies
Science
Mathematics
World Language
Physical Education/Health
Art
Music
Technology Education
Career & Technology Education
Government
Contact Person for Additional Student Information:
Name: Title: Phone:
Certifying Signature of School Principal or Designee:
Name: Title: Phone:
HEALTH INFORMATION
Is student in compliance with Maryland immunization
requirements?
(MDH Form 896, or a copy of computer-generated record,
must be attached.)
Yes
No
Blood Lead Screening
Yes
No
Physical Exam
Yes
No
Does the student require any special health consideration?
(i.e., medication, allergies, etc.)?
If yes, please list:
Yes
No
Is student receiving any of the following services?
Special Education (
If yes, attach copy of current IEP)
Yes
No
Related Services (
If yes, attach copy of current IEP)
Yes
No
Section 504 (
If yes, attach copy of current 504 plan)
Yes
No
English Learner
Yes
No
Migrant Services
Yes
No
Gifted and Talented
Yes
No
Other supplemental services (
If yes, attach description)
Yes
No
DISCIPLINARY ACTION
Is student not attending
school due to disciplinary
action?
Yes
No
CURRENT SCHOOL YEAR
ATTENDANCE
Days Present:
Days Absent:
As-of Date:
STATEWIDE EDUCATIONAL INTERVIEW FORM
Maryland State Department of Education
Revised SY 2019-2020
This form should be used by the school system to verify the reason(s) the student is withdrawing from school prior to graduation. Schools should encourage students to remain in the current school, or
work with students and their families to find an alternative program more suited to the student’s needs
.
First Name: Date of Birth:
Middle Name: SASID:
Last Name: LOCID:
Preferred Name:
Grade Level:
Ethnicity: Hispanic/Latino Not Hispanic/Latino Gender: Male Female Non-Binary
Race:
(Check all that apply)
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander White
Date:
CURRENT SCHOOL INFORMATION
School System:
School Name:
School Address:
School Number:
Phone Number:
Attendance for Current Year Attendance for Previous Year
Days Absent: Days Present: Days Absent: Days Present:
Parent/Guardian 1 Parent/Guardian 2
Name: Name:
Relationship: Relationship:
Address: Address:
Phone: Phone:
Present for Interview
Yes No
Present for Interview
Yes No
REASON FOR TERMINATION
Select the most appropriate code. Select only one.
W30 - Illness W35 - Marriage W42 - Special Cases W85 - Age Out
W31 - Academic W36 - Military Service. W44 - Parenting W86 - Alternative Program – MSDE Approved
W32 - Discipline W38 - Court Action W46 - Expulsion Over Compulsory Age of Attendance W88 - GED
W33 – Lack of Interest W39 - Economic Reasons W50 - Not Accessing Educational Services W89 – Deferred Diploma
W34 – Employment W40 - Expulsion Under Compulsory Age of Attendance W71- Pregnancy
REASON FOR TERMINATION UNABLE TO MAKE CONTACT WITH STUDENT COMMENTS
Student Interview Date:
Reason:
Records Review
Date:
Parent Interview
Date:
Teacher Consultation
Date:
Date(s) Contact Attempted:
Principal Consultation
Date:
Interviewer Information
Name: Title: Phone: