Entering Exit Comments for Outbound Students

The following guide will be used to record exit information for all students who leave Evergreen Catholic Schools. The key aspect to remember is that we want to collect as much information as possible on where students are heading.

Scenario: When the school has been informed a student will be leaving the school division (or not returning for the next school year):

1. Ask the parents/guardians to provide the School name, City and Province where student will be attending.
   
2. If parents/guardians are unsure at that time, please ask them to notify the school once they have finalized their decision or ask if it would be okay to contact them at a later date to obtain the information (verify contact details).
   
3. Once details are collected, enter the information into the PowerSchool Exit Comment field (Transfer Info > Latest enrollment entry > Exit Comment). Please also include the School Division name if possible.
   
   Sample exit comment:
   {Contact} confirmed that student will be attending {school division}:
   {school name} in {city, province} or {country}.
   
   PowerSchool example:
   
   
4. If the parent is unwilling to provide that information to you, record the date and the person you spoke with in the PowerSchool Exit Comment field along with a descriptive statement:
   
   Sample exit comment:
   {Date}: Spoke with {parent/guardian name}. They were unwilling to provide requested information.
   
   PowerSchool example:
   
   
   

Scenario: When a student has left the school division without prior notification (or a no-show at the start of the school year):

1. Attempt to contact the parents/guardians using the phone numbers and email addresses on file in the PowerSchool student record. Obtain the School name, City and Province where student will be attending and enter the information as shown in the first scenario above.
   
2. If unable to contact parents/guardians on the first attempt, document the date and method of the attempt in the PowerSchool Exit Comment field. Then make a second attempt to contact.
   
3. If the second attempt is unsuccessful, document the date and method of the attempt in the PowerSchool Exit Comment field. Then make a third and final attempt to contact.
   
4. If the third attempt is unsuccessful, document the date and method of the attempt in the PowerSchool Exit Comment field (including the wait period for an email response).
   
   Documentation Example:
   
   

After three unsuccessful attempts, we can declare that we have done our due diligence to locate the the student.