Student Record Cards – General Information

• The Prince George’s County School System uses the PDS card system.  This includes the PDS-1, PDS-2, PDS-2B, PDS-3, PDS-5, PDS-5A, and the PS-46 card. 
  
• Labels for new students’ records are issued three times a year for the PDS and PS-46 cards. 
  
  These labels cover students enrolled:
  -  Through September 30th
  -  Between October 1st and January 31st
  -  Between February 1st and April 30th
  
  Labels are sent to schools for both sides of all PDS Cards (including the Health Folder – the PDS-5), a label which can be used on the CUM Folder and a label for the PS-46.
  
• Cards for students which do not have labels (e.g. students who enter and withdraw before labels are printed) must be prepared by hand.
  
• Entries must be typewritten or printed neatly and legibly, using black ink only.
  
• Do not use ditto marks.
  
• Unless otherwise stated in this chapter, all items on record cards must be completed.
  
• Copying information from already initiated Maryland records cards onto PGCPS PDS cards is not required.  PGCPS labels may be placed on other Maryland cards.
  
  For help evaluating territorial, or foreign transcripts, contact the International Student Guidance Office.
   
• Student name: The student’s name must be the full, legal name as it appears on a verification document such as the birth certificate or legal name change document.
  
• Name Change/Correction:  When a student’s name is legally changed or corrected, draw a single black line through the name on the record cards and type or write the correct name above it. The original name should remain visible.
  
• Student number: Use the number which is assigned by Pupil Accounting and School Boundaries.  This number will be used exclusively for the assigned student.  Contact Pupil Accounting and School Boundaries if a student has not been assigned a number or more than one number has been assigned.
  
• Birth date:  Use two digit numbers for month and day. Use four digit numbers for the year (e.g. 2002, not 02).
  
• Sex code: Use 1 for male and 2 for female.
  
• Race code: Use the following Federal race codes:
  1. American Indian or Alaskan Native
  2. Asian or Pacific Islander
  3. Black or African American (not of Hispanic origin)
  4. White or Caucasian
  5. Hispanic (regardless of race)

PS-46 Permanent Record Card
 
The PS-46 card must be completed for every student when the student is enrolled for the first time in any school. This record is permanently kept at the local school.  Each school must have a card on file for every student who ever attended the school.
 
No-shows: A PS-46 card must be completed for each student for whom records were actually received, even students whose records are returned to the last school when the student becomes a “no show.”  
 
PS-46 Card Completion – Specific Directions

• Date of Entry – Record the date, enrollment code (as listed on the Pupil Accounting and School Boundaries Codes sheet) and grade level.
  
• Date Microfilmed –  Enter the date that student records were microfilmed, when applicable.
   
• Records Returned for Correction – Record name of school and date that records were returned for corrections.
   
• When a student withdraws – Record the withdrawal date, withdrawal code (as listed on the Pupil Accounting and School Boundaries Codes sheet), grade level, name of the school to which the student’s records were sent and the date they were sent.  
   
• When a student re-enters – The back of the PS-46 card has space for 2 student re-entries before a new card has to be started.  If a second card is needed, it should be filed behind the completed one.
   
• When a school is permanently closed –  Follow the procedures in Chapter 5.
   

PS-46 Card – Filing Instructions

• Each school must have all PS-46 cards divided into 4 separate categories (or drawers) as detailed below.
  
• Within each of the 4 categories, cards must be maintained in one overall alphabetical listing. They are NOT subdivided by year, grade, or any other system. The Active category is the only exception.

Active  (Students currently attending)
 
This file is the one most likely to be used on a day to day basis and should be kept in an easily accessible location.  There must be a PS-46 card for every student currently enrolled.

• The “Active” PS-46 card file may be maintained as a single alphabetical listing, or subdivided in a way that is more convenient for the individual school (e.g. by grade level or teacher).
  
• Prior to October 15, this file also contains cards for all students whose records were sent to the school.  After October 15, if the student has not enrolled (no-shows), return the records to the previous school, make a notation on the PS-46 card, and file it in
  the “Other PGCPS” drawer.  The school to which the records are returned will re-file the PS-46 Card in the “Inactive” drawer.
  
• When a student leaves the school, an entry must be made on the card.  The card is then moved to either the “Inactive” or “Other PGCPS” drawer.

Other PGCPS  (Students who leave and enroll in other PGCPS)
 
This file contains PS-46 cards for every student who left the school to attend another PGCPS.
 
Inactive  (Students who left and did not return to PGCPS)
 
This file contains PS-46 cards for students who left the school and did not attend another PGCPS. 
For example, this file contains cards for students who:

• went to private school.
• went to a public school outside Prince George’s County.
• are receiving home-instruction.
• whose whereabouts are unknown.
• whose records were sent to another PGCPS and then returned to the sending school when the student was a “no-show.”  Be sure to enter the date the records were returned onto the PS-46 card before filing.