STANDING OPERATING PROCEDURES (SOP) CLEARING LOCAL SCHOOLS CHILD, YOUTH AND SCHOOL SERVICES (CYSS) Headquarters US Army Garrisn Frt Campbell, KY 17JANUARY 2017 1. GENERAL. a. Purpse: T prvide guidance regarding Frt Campbell sldiers clearing lcal schls (K-12) t include Clarksville Mntgmery Cunty Schls, Frt Campbell Schls, Christian Cunty Schls, Stewart Cunty Schls, Trigg Cunty Schls, Tdd Cunty Schls, and Cheatham Cunty Schls. b. References: (1) DA Message R U 011832Z, IN-/OUT PROCESSING THROUGH the SCHOOLS OFFICER/LIAISON, March 01, 1999. (2) Headquarters Installatin Management (IMA) mem 18 AUG 05, executins 2005 Army Schl Transitin Plan. (3) AR 600-8-101, PERSONNEL PROCESSING (IN-, OUT-, AND MOBILIZATION PROCESSING. (4) HQDA DAIM-ZA MSG, 011341Z Dec 98, POLICY FOR IN-AND-OUT PROCESSING. c. Scpe: This SOP applies t all Frt Campbell sldiers with schl-age children wh are ut prcessing due t a permanent change f duty statin (PCS) 2. RESPONSIBILITIES. a. It is the respnsibility f the Schl Liaisn Officer (SLO) r the Garrisn Cmmander Designee t establish lcal prcedures fr Frt Campbell parents with schl-age children, t ut prcess thrugh schls and the Child, Yuth and Schl Services (CYSS) Schl Liaisn Office. The SLO must als prvide this guidance t all PCS ing sldiers: 3. PROCEDURES. a. The Schl Liaisn Officer will individually brief all ut-prcessing sldiers at Bldg.5384, Parent Central Services. Each PCS ing sldier with schl-age children will be briefed n the purpse and prcedures fr clearing lcal schls and the Schl Liaisn Office. b. PCS ing sldiers will fllw instructin utline in Schl Clearance Instructin. (Appendix-1) as fllws: (1) List the name(s) f schl-age child(ren) n the Acknwledgement f Receipt (bttm f Appendix 1).
(2) Cmplete a Schl Ntificatin Letter (Appendix 2) fr each schl-age child(ren). (3) Verbally request pht cpies f the dcuments listed n the Schl Ntificatin Letter, and give the signed dcument t the schl cunselr. Principal r registrar at least ne week befre child(ren) last day f schl. (4) Have cunselr, principal r registrar stamp the Acknwledgement f Receipt frm next t the schl name. (5) Return stamped frm t Child, Yuth and Schl Services (CYSS), Bldg. 5384 Schl Liaisn Office t btain clearing rder stamp. The hurs f peratin are 0930 t 1530 daily. (6) Receiving Administrative Assistant (AA) will have sldier t sign in using SLO sign in sheet, and EXPORT husehld thrugh Child and Yuth Management System (CYMS), and send slider t speak with SLO cncerning student transitin. (7) SLO/AA will sign sldier s DA Frm 137-2 (Schl Liaisn Services line) and will cunsel all sldiers withut stamped acknwledgement f Receipt frms n prcess f btaining stamp. c. Each PCSing sldier will cntact the SLO if there are prblems with receiving pht cpies f child(ren) s mst recent dcuments frm his/her fficial schl file. d. The SLO will als ensure sldiers receive the fllwing infrmatin t assist them upn arrival t new duty statin. (1) Checklist fr transferring students (Appendix 2) (2) Discuss and given infrmatin n Interstate Cmpact Agreement (Lcate gaining state and discuss prvisins) (3) Cntact infrmatin fr gaining installatins and gaining SLO ffice (4) Discuss cmmn cre curriculum standards (if needed) 2
Reviewed and Apprved by: Terri McQuirter, EdD, Schl Liaisn Officer Manuela Hemingtn, M.ED, Schl Liaisn Officer Rachel Austin, Parent Central Services Jennifer Rberts, Installatin Central Out-Prcessing, Chief Mark Ryales, Child, Yuth and Schl Svc 3
SCHOOL CLEARANCE INSTRUCTIONS 1. The DA Message R U 011832Z IN-/OUT PROCESSING THROUGH SCHOOLS requires all sldiers with schl-age children t ntify their children s schl(s) upn ntificatin f reassignment instructins. This requirement will assist bth the sldier and schl in the transitin f military students t anther schl district. 2. Prcedures fr schl clearance are as indicated belw: a. List the name(s) f yur schl-age child(ren) n the Acknwledgement f Receipt Sectin lcated at the bttm f this sheet. Yu will need this frm fr final clearance. b. Cmplete a Schl Ntificatin letter fr each ne f yur schl-age child(ren). c. Turn in the Schl Ntificatin Letter t principal/fficial at least ne week befre yur child s last day. Have the schl registrar r schl cunselr stamp the bttm f this frm (Acknwledgment f Receipt sectin). d.return this frm t THIS BUILDING (bldg. 5384 Tennessee Avenue.) Schl Liaisn Officer. A clerk will anntate the DA FORM 137-2 R, labeled SLO/CYSS. CYSS ffice phne number is (270)798-9874. THE HOURS OF OPERATION ARE 0930-1130 TO 1230-1530 DAILY. 3. Additinal K-12 Educatin related infrmatin available fr transitining sldiers n the INTERNET at Military Child Educatin Calitin (MCEC): www.militarychild.rg. 4. Lcal POC s are Dr. Terri McQuirter, EdD., Schl Liaisn Officer and Manuela Hemingtn, M.Ed., Schl Liaisn Officer, 798-9874 r DSN 635-9874. ---------------------------------------------------------------------------------------------------------------------------- Acknwledgment f Receipt Dear Principal/Schl Official/Recrds Staff, If yur schl has received ntificatin f intended withdrawal fr the child(ren) named belw, please sign r stamp as indicated belw: Student Name Schl STAMP REQUIRED fr Lcal Schl Clearance ***Military persnnel will return this frm t SLO ffice bldg 5384 Tennessee Avenue, Frt Campbell, KY 42223 Sldier Last Name First MI Rank Date 4 Appendix 1
Christian Cunty Public Schls C h e a t h a m C u n t y S c h l D i s t r i c t Stewart Cunty Schls Frt Campbell Schl Withdrawal Prcedures fr Pre K- 12th Grade Students Related t Out Prcessing Please return stamped withdrawal paperwrk daily t Building 5384 Tennessee Avenue, Frt Campbell, KY 42223. The hurs f peratin fr the Schl Liaisn Office (SLO) are as fllws 0930-1130 t 1230-1530 daily. (270) 798-9874 Dear Principal: The Department f the Army requires all sldiers t ntify their child(ren) schl(s) upn receipt f reassignment instructins. The intent is t assist bth the schl and the sldier in the transitin f military students t ther schl districts. Therefre, this letter is fficial ntificatin f intending withdrawal fr: Please Print: Student Name Schl Grade Prjected Withdrawal Date Ntify schl registrar s ffice as sn as yu have received an estimated departure date. Visit schl prir t departure t fficially withdraw. Ensure parent and student have begun prper withdrawal prcess at the schl t include: Key fr interpreting letter grades, e.g. A=94-100 (high schl nly) Curse descriptin f any nn-traditinal classes cmpleted by my child (high schl nly) Clear clinic and attendance ffice Request an unfficial cpy f child s permanent recrd (mst recent dcuments such as standardize test scres, health recrds, transcripts, attendance recrds, ect.) Where apprpriate, please indicate if my child is functining at grade level. Secure schl pstal address, name f pint f cntact, phne number and e-mail address. Receive a cpy f mst recent update f child s IEP/504 plan I understand that I will pick up final withdrawal dcuments n my student s last day f attendance and all textbks will be turned in at that time as well as paying any utstanding fines/fees which are wed t the schl. (Parent signature) PCS lcatin: Date 5 Appendix 2
Checklist fr Transferring Students http://www.militarychild.rg/military-parent/checklist-fr-transferringstudents/ Sending Schl Checklist Curse Descriptin Bk Schl Prfile Attendance and Tardy Recrds Reprt Card Current Schedule Withdrawal Grades Transcript/Curse Histry (with grading system) Class Rank Cumulative Flder Testing Infrmatin - Standardized Test Scres, End f Curse Test Scres, Cmpetency Test Scres Health Recrds (including Sht Recrds) Birth Certificate Scial Security Number Activities Recrd (such as c/extracurricular) IEP/504/Gifted Recrds JROTC Recrds Guardianship/custdy Papers Fees Owed Alternative Schls Recrds Letters f Recmmendatins (especially fr senir students) Writing Samples (if available) At-Risk r Actin Plans fr classrm mdificatins (if available) Prtflis (if available) Accelerated Reader Pints (if available) Service Learning Hurs (if available) Receiving Schl Checklist Curse Descriptin Bk Schl Prfile Attendance and Tardy Recrds Reprt Card Current Schedule Withdrawal Grades Transcript/Curse Histry (with grading system, and Class Rank) Cumulative Flder Testing Infrmatin - Standardized Test Scres, End f Curse Test Scres, Cmpetency Test Scres Health Recrds (including Sht Recrds and Birth Certificate) Scial Security Number Activities Recrd (such as c/extracurricular) IEP/504/Gifted Recrds JROTC Recrds Guardianship/custdy Papers Alternative Schls Recrds Letters f Recmmendatins (especially fr senir students) Writing Samples (if available) At-Risk r Actin Plans fr classrm mdificatins (if available) Prtflis (if available) Accelerated Reader Pints (if available) Service Learning Hurs (if available) Prf f Residency/Military Orders Need help! Cntact Schl Liaisn Services 270-798-9874 6 Appendix 3