High School Principal’s Secretary / Registrar

(updated: 06/21/2007)

Hours:  7:30 a.m. – 4:00 p.m.                                                            Days in Service: 207

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The following duties are to be preformed by the High School Principal’s Secretary and Registrar.

• Enter all new student information into PEIMS

• Enter/Maintain accurate address, phone numbers, demographics and all information on students including withdrawing students.

• Enter all grade information (verify entry by teachers)

• Process student report cards and progress reports

• Responsible for overseeing the Leaver Process, must thoroughly familiarize themselves with the PEIMS Data Standards as they relate to the Leaver Documentation Process.

• Must be trained in entering, changing, and deleting data from the student software.  All entries, changes, and deletions require supporting documentation.  Any changes made to original documentation must be initialed and dated by the person making the change.

• Maintain Leaver Data and collect all documentation for proof of code.  Place Leaver Data in Permanent Folder.

• Generate a final Leaver report that contains all leavers from the current school year.  This will be an alpha report containing the following information:

·                    Social Security number or Alternate identification number;

·                    Student’s full name;

·                    Leaver reason;

·                    Dropout indicator;

·                    Sex; and

·                    Ethnicity.

• Generate a final “no show” list now later than September 1 of the current school year containing the same information as shown above.  Each name on this list must have a leaver tracking form on file.

• Maintain Leaver Data & collect all documentation for proof of code.  Place Leaver Data in Permanent Folder.

• Process end of the year PEIMS reports and Submission PEIMS reports.

• Maintain New Student Folders with all documentation and forms to facilitate student check-in procedures.

• Make sure all paper work is filled out for new students at reception desk before new students see counselor.  Collect all signatures and documentation for permanent folder from parents during initial check-in. (See Cumulative Folder Checklist)

• Maintain student permanent records.

• Provide new student/parent with Student Handbook and Special Programs information.

• Other Duties Assigned by Principal:

1.      Notify faculty of meetings, communications, and agendas

2.      Maintain High School Activity Calendar

3.      Maintain Maintenance Requests

4.      Take and deliver all messages & correspondence, dictation, including e-mail for High School Office and the principal maintaining confidentiality.

5.      Notify High School Site-base Committee of Meetings and Post Notification 48 hours

• Other Duties:  Maintain Record of

1. Teacher absences
2. Substitutes
3. Distribute transfer forms & provide them for board packets
4. Mail out newsletters
5. Maintain Office Supplies ( purchase orders)
6. Answers incoming calls & assist all needs of classrooms
7. Maintain Activity Funds
8. Prepare Money Boxes for home games
9. Maintain records of textbooks

The High School Secretary will receive from the High School Principal a yearly evaluation based upon these duties.  The Secretary may be asked to perform other duties as necessary.  These other duties will be taken into consideration at time of evaluation

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Secretary’s Signature, Date                                                       Principal’s Signature, Date