Report Cards/Transcripts

revised 5/6/08

1.      Gather grade and credit information.

o       Discuss w/families – visit, phone or email.

o       Look at work completed and its quality.  Evaluate against expectations from HS course outlines, catalog outlines.

o       ES has final say in determination and awarding of grades.

o       Student grades are determined based upon the quality of the work completed.  Failure to complete entirety of expected workload does not necessarily result in a lower grade; a reduced # of credits may be awarded instead of a lower grade.  This is left up to the ES’s professional discretion.

2.      Complete the report cards in Report Writer.

o       Refer to School Pathways’ directions for inputting report card information into RW.

o       See below for specific details regarding high school and k-8 cards and special situations.

o       Be sure to finalize all report cards in Report Writer (except as noted below in Specifics Regarding K-8 Report Cards).

o       Do your high school cards first, so they can be imported to the transcripts as soon as possible at the conclusion of the semester.

o       When you have completed your high school report cards, email the person responsible for importing high school report cards to the transcript so she may get started on that process. 

3.      Print and disseminate the cards/transcripts.

o       Print 3 copies of the report card for K-8 students. 

o       When the high school report cards have been imported to the transcript, print 3 copies of the complete transcript for high school students.  The transcript may be viewed and  printed from the student’s dashboard in SIS.

o       Mail/hand a copy of the report card/transcript to the family.

o       Keep one copy for your file.

o       Mail all report cards/transcripts to the office in one alphabetical stack.  Include your student list on the top of the stack.  Make sure your name is clearly marked at the top of your student list.  Check off the students’ names on the list to indicate the card/transcript is included in the stack.

·        Specifics regarding high school report cards/transcripts –

o       All high school courses receive a letter grade (A, B, C, D, or F), with the exception of the CAHSEE review courses.  The CAHSEE review courses are graded on a “Pass” (P) or “Not Passed” (NP) basis.

o       All high school courses are awarded credits – 0-5 credits for each GVCS high school course titles, maximum 10 credits for college courses, as determined by the College Unit Conversion Policy.

o       Check that the proper course titles are appearing on the report card, before you finalize it for import to the transcript.  If the course title is not correct, edit the title.  Be certain to include the course number and course title, if you manually edit a high school course title on the report card.

o       If the student receives a failing grade (F), an incomplete (I) or NP (for CAHSEE review courses only), zero (0) credits are awarded for the course.

o       Partial credits are acceptable; if partial credits are awarded, a letter grade.

o       If # of credits is different than anticipated, ES puts appropriate number on report card; the remaining, unfinished, approved credits are listed on the student’s course selection form for the following semester, if the student will be completing the course.

o       If the student is receiving a failing grade, this must be recorded!  You must record the F and zero credits.  The student may re-take the course to get a higher grade, but the F will remain on the transcript.

o       If the student added a course, no credits may be given without prior approval, so ES will have to submit a revised course selection form to Ed. Support Mgr. for approval.

o       All course work must appear on the transcript as approved on the Course Selections Form, unless formally dropped or changed prior to the appropriate deadline.

o       You must make an assignment in a course, in order for that title to show on the report card.  If you have a student who did not even begin a course and it was not dropped by the deadline, you will need to go in to the last LR and make a comment in a custom entry that the student did not do anything for that course.  Then, the title will show on the report card, and you can award an incomplete (I) and 0 credits.

·        Specifics regarding K-8 report cards

o       All K-8 students receive a report card each semester.

o       The grading scale used in K-8 should be agreed upon between the ES and parent at the beginning of the semester.

o       When a K-8 student is working above or below grade level in one or more subjects, this must be noted on the report card.  Since our students are able to use curriculum that is not necessarily at their stated grade level, this information serves to paint a more clear picture of the student's abilities, and provides a reader with a better understanding of exactly what the grades represent.  Note at what level the curriculum is that the student is using, if it differs from their stated grade level.  This info should be noted as a comment under each subject area, since it may only be one or two subjects in which the level of the work differs from the grade level, and the level of work may vary from subject to subject for one student.

o       If a student is completing Algebra 1 prior to 9^th grade:

§         Record this on each semester’s K-8 report card as follows:

Use the course title Algebra 1.

Award a letter grade.

Include a comment noting the name and publisher of the text and how many chapters/lessons were completed, out of how many chapters/lessons are in the book.

Do NOT finalize the K-8 card.

§         In addition, if the student completes the entire Algebra 1 course, at the end of the year, create a high school report card.

List Algebra 1 (without the high school course number).

Award no credit (NC) for the course, with a letter grade.

Remove/hide all other K-8 courses so only the algebra shows on the HS card.

Finalize only the HS card, so it may be imported to the transcript.

§         Give parent a copy of the K-8 card only; send a copy of both the K-8 card and the transcript to the office and keep copies of both in your file.

o       Any approved high school course work must be recorded on a secondary (high school) report card.  K-8 work will appear on the K-8 card; high school course numbers, titles, letter grades and credits will appear on the high school report card, and therefore, on the transcript.

§         The high school course must be designated appropriately for the student, with the high school course number and name.

§         Hide the high school course, so it does not appear on the K-8 report card. (Except in the case of recording the completion of Algebra 1 prior to 9^th grade; Algebra 1 will appear on both the K-8 report card and the high school transcript.)

o       When a K-8 and a high school report card are completed for a student, only the high school card is finalized in Report Writer.  Print copies of both the K-8 card and high school transcript for the family, your file, and for the office, but do not check the box to finalize it.  Only the high school card will be finalized to go to the database to be imported to the transcript.

Deadlines

·        Semester report cards are due in Report Writer 5 working days after the last day of the semester. 

·        Printed copies for all students should be mailed, all together, to the school office immediately thereafter, to be received in the office within 2 weeks of the last day of the semester.

NOTE:  Students enrolled for one month or more must get a report card.  Students enrolled for less than a month may receive a report card upon parent/student request.