Student Records Completeness Checklist & Year-End Workflow Reminders & Updates

Thank you to everyone across the division who has already started working on their Student Records Completeness Checklists! Getting a head start now rather than waiting until the last-minute rush makes a massive difference for all of us and ensures a smooth transition into the next school year.

To support everyone during this busy season, here is a quick division-wide refresher on our updated workflow, timing expectations, and how to properly handle this year's student records.

Accessing the Checklist and Instructions All step-by-step instructions and the checklist itself are now officially housed on the Knowledge Hub. Please stop using or sharing the old Google website link, as it is out of date. If you have the old site bookmarked, please swap it out today with the correct, up-to-date link available right here on the Knowledge Hub:

• Student Records Completeness Checklist Page Link
• Student Records Completeness Checklist Instruction Videos

Checklist Timing & Past Grades: Complete vs. Continue Level We’ve received a few questions regarding whether staff need to retroactively fill out missed years. You do not need to go back and complete previous grade levels for your students! Here is the official process:

• Current Grade Only: Teachers are only responsible for completing the checklist for the current grade level they are teaching. You do not need to retroactively identify or complete sections for older records (like a missed Kindergarten section for a current Grade 1 student).
• Fall (Start/Continue Level): In September or October, teachers should open the checklist for their new students, check PASI Documents to ensure that the previous year's report card is present, we do this because the report cards do not get uploaded until July and then click "Continue Level" (or "Start Level"). (Note: For Pre-K and Kindergarten students who may not have a formal report card yet, an ISP can be used in its place to verify that progress was documented for the year).
• June (Complete Level): At the end of each school year in June, teachers will verify this year's current documents and click "Complete Level" for the students currently in their class.

EdForms Documents: ISPs (or any other form created through EdForms) When completing your checklist, you can go ahead and check off ISPs, BSPs, Accommodation checklists, requests, and permissions if they were created through EdForms for the current school year. Even if these documents are not uploaded to PASI yet, they are officially considered present in the student file. You can find full details on how to locate these forms in the updated video and instructions on the Knowledge Hub, provided in the links above.

EdForms Student Support Document Workflow: Year-in-Review

• No More Manual Uploads for EdForms Created Student Documents: Schools no longer need to manually upload active EdForms created documents to PASI at the end of the school year.
• July Bulk-Upload: The Division Office will automatically bulk-upload all EdForms documents to PASI this July. Because of this automated process, it is completely expected that this year's ISPs will not show up in PASI while you are completing your checklists this month.
• Tracking Tip: If you need a hand checking your numbers, refer to the division emails sent on May 26 to the LST group (EdForms Forms Dashboard) and the Secretary group (Student Records Completeness Checklist - Count). These reports show exactly which forms have been created for your school.
• Manual PASI Uploads (Non-EdForms Records): As a critical reminder, any physical paper or digital copies not generated or uploaded directly in EdForms that aren't in PASI yet must continue to follow your school's usual internal process and must be manually uploaded by the school before the end of the school year.

If you have any questions, concerns, or encounter processing hiccups, please email servicedesk@blackgold.ca so your request can be addressed in a timely manner.

Thank you for your dedication and for everything you do to keep our schools running smoothly!