Department of Defense Education Activity

School Level PCS Checklist

Make sure you bring the following with you on person when you PCS to Okinawa:

  • Immunization Records
  • Passport or birth certificate for Kindergarten and first grade students
  • Child Social Security No.
  • Copy/official transcript or latest report card from previous school.
  • Copy of IEP if applicable
  • Copy of information for any special program: IE, ESL, Gifted Ed, Speech, LI
  • Copy of withdrawal grade with grading system from previous school
  • Copy of standardized test score if applicable

School Liaison Services

School Liaison Services focus is to assist family members in being advocates for their children's education and in dealing. with unique problems facing military children (PCS moves, varying school-to-school academic curriculum and schedules, varying graduation and records transfer requirements), and other major issues such as Installation-School-Community Partnerships, and Home Schooling. School Liaison/Transition Services helps connect Families, Schools and Communities.

School Liaison (SLO)

For a complete list of School Liaisons (SLO's) in the Pacific Area please visit the School Liaison Contacts MILITARY INSTALLATIONS website.

PCSing before the end of the school year:

If a student is leaving before the end of the school year, please notify the main office and bring a copy of the PCS orders to the school at least two weeks in advance of the student's last day of attendance. On the student's last day of school, he/she will be responsible for clearing classes. This includes returning all books to each classroom and the media center. The student will receive the current grade he/she has earned thus far in his/her classes. Students will not be allowed to attend school after they have cleared their classes.

Accelerated Withdrawal Policy

Students with PCS orders may withdraw from school 20 days prior to the last day of school with credit. The last date to apply for early withdrawal with full credit is 20 days prior to the student's last day of attendance. The following is required to withdraw early:

  • Step 1: An Acceleration Program application should be filled out at least four weeks (30 days) prior to the actual clearance date whenever possible. The acceleration application is to be returned to the registrar with a copy of the PCS orders.
  • Step 2: Teachers are responsible for preparing assignments for accelerated withdrawal and communicating course requirements with parents and students. The work must be completed before the last day attended for full credit.
  • Step 3: On the student's last day, he/she will be responsible for clearing classes (returning all books to each classroom and the media center) and will receive a FINAL grade on the clearance form. If appropriate, a statement of promotion will be provided.

PCS/Withdrawal on or after the Early Departure Date

  1. The principal may authorize an accelerated withdrawal of a student who must withdraw from school 20 or less instructional days prior to the end of a semester. The parent or sponsor must present verification of the date required for the student to depart from the school (e.g., permanent change-of-station orders). All of the conditions of an accelerated study program outlined by the student's teachers must be met prior to withdrawal in order for grades to be assigned and credit to be granted.
  2. This provision is permitted for early withdrawal with full Carnegie credit based solely on careful consideration of the unique circumstances that military families face. It recognizes that due to military requirements, families are occasionally required to make permanent change-of-station moves prior to the end of the school year, and that the school-age dependents of military sponsors should not be penalized educationally for these required moves.
    1. The 20-day limitation provides reasonable flexibility without compromising academic standards or placing the student in an untenable position in regard to mastery of curriculum content.
    2. This policy is not intended to apply to, or be extended for, the convenience of family travel, visits, or other discretionary reasons. It is only for permanent change-of-station moves.
  3. Students who withdraw prior to the 20-day limitation of the accelerated withdrawal policy will receive ''withdrawal'' grades rather than final grades.

Expectations for Students Who Will PCS or Withdraw On or After the Early Departure Date

  1. Students must apply to the registrar for permission to accelerate their courses and receive full credit for the semester's work prior to departure. This is accomplished by completing a “Request for Early Departure.” A parent or guardian must sign the request form. (Available at the Main Office). Students will then make an appointment with their respective counselor to discuss grades and status toward earning all appropriate credits.
  2. Sponsors must present orders, or similar documentation, that validates the early departure of dependents.
  3. Students must follow the procedures as outlined on the “Student Clearance Form.” All work and/or final tests must be completed, graded, and recorded prior to departure.

Students must follow the procedure as outlined on the “Student Clearance Forms.” Students must attend all classes for the entire period on the final clearance day. Students should return the “Student Clearance Form” to the Main Office. A copy of this form and a copy of the student's transcript will be given to the parents of the student following final clearance. Official transcripts will be mailed to the gaining school upon written request from that school. The original transcript will remain the property of Kadena High School.

It is essential that a review of student school records by the sponsor be completed prior to a student leaving school. The sponsor, or guardian, of each student must report to the school registrar on the student's last day of attendance for a review of the records and to sign the necessary record-release forms. This will ensure that the parent knows what is in the file and, if necessary, resolve differences. This will also serve to prevent the dissemination of inaccurate information.

Students who PCS or withdraw prior to the early departure date will receive a “grade-to-date”. The grade appears on the transcript as “AW,” “BW,” “CW,” “DW,” or “FW.” A “W” indicates a withdrawal grade. This is not a final grade, nor is credit awarded. It becomes the responsibility of the admitting school to determine student credit.