School transition checklist for students with individualized plans

Changing schools can feel stressful, especially when you are concerned about how your child’s learning needs, including any individualized plans (for example, IEP, PLP, IPP), will be met in their new school. This checklist helps you collect the necessary documents to make the move easier. 

Student records are not always shared smoothly between provinces, territories, or even different school boards. Typically, after parents give consent, the current school mails the student’s files to the new school. This can lead to delays in setting up learning supports or services. Some schools also do not keep old records for very long. For these reasons:

• keep your own copies of important documents
• tell your child’s school that you are a military family and may need to move on short notice
• contact the school before the end of the school year or before a move, to request copies of documents

The new school may not offer the exact same special/inclusive education model, programs, or services. However, your child has the right to have their needs met and the new school will help you determine how they can meet those needs.

Note: This checklist is not necessarily complete. Each school may ask for different information, and every document listed may not apply to every child.

Document checklist

Student information

• Full legal name, date of birth, grade
• Proof of address
• Contact information for current and new schools (including classroom teacher, special education teacher, and other key staff)
• Registration and cumulative record forms

Educational documents

• Current and previous individualized plans, such as:
  • Course modification/adaptation forms
  • Placement decisions on where education has been provided (such as resource room, learning centre, or inclusive class)
• Present levels of educational performance
• Report cards, learning updates, summaries of learning, and progress reports
• Provincial/territorial assessment results
• Sample work showing strengths and challenges
• Specialized program plans and/or list of required support services (such as speech therapy, occupational therapy, physical therapy, applied behaviour analysis, orientation and mobility)
• Behaviour support and/or safety plans
• Transition plans

Assessments and reports

• Psychoeducational assessments
• Formal academic or behaviour assessments
• Diagnostic or medical reports (such as vision, audiology, psychology, speech, occupational therapy, physical therapy)
• Assistive technology assessments

Health and safety

• Immunization records
• Provincial/territorial health insurance information
• Medication plans and emergency protocols
• Allergy or healthcare plans
• Transportation, safety, and emergency procedure plans

Support services

• List of current support personnel (such as a teacher, educational assistant, therapist, or counsellor)
• List of services the child received during the previous school year
• Service logs or schedules
• Accommodations or modifications or other planned adaptations in place (such as assistive technology or extra time)

Legal and administrative

• Consent forms or release-of-information forms signed with previous schools/services
• Custody or guardianship documents (if applicable)
• Attendance records

Communication and notes

• Parent notes for teachers (strategies, triggers, strengths, challenges, or interests)
• “All About Me” student introduction
• Sample schedules or routines
• Communication log or preferred contact method
• Meeting notes (from individualized plan meetings, parent-teacher conferences, therapy sessions, team meetings, and transition meetings)