REVISED 8/2008
High School
Transcripts
It is imperative that all high school students transferring
into an
1)
All High School students are assigned to the appropriate grade based on number
of units successfully completed, not by age or “social” promotion (see “High
School Grade Placement Policy”), and
2) The
ES cannot help the student plan a course of study leading toward graduation
without first knowing what courses have been successfully completed by the
prospective student.
In addition to obtaining a copy of the transcript for the
ES’s use, the visit to the previous school will alert the parent to any problems
the IEM transcripts department may encounter when the request for the official
copy is made, such as the student owing fees to the previous school or any
books that have not been returned. The
parent can clear up these issues before IEM requests the official transcript.
If the student is under 18 years old, the
High School students will have their transcripts analyzed by CW Guidance and
will be assigned courses. To see the placement recommendations go to “view”
Students in FRED, and click on the student number, then click on the yellow
“Placement Recommendations” button on the right side of the screen.(These
courses may be changed, if needed, by the assigned ES, but it is highly recommended
that they be followed. The transcript of the student has been reviewed and
in some cases the previous school has been called to ensure proper course
placement. If the assigned ES makes changes from an a-g class to a general
class it should be done so with the parent’s approval and understanding that
due to conditions such as geographic location and home situation the student
would not be successful with the a-g course.)
Creating a
Correcting
an Error on a
All ESs should routinely check their High School students’
transcripts each semester for accuracy.
Occasionally, an ES may recognize an error and need to make a correction
to the transcript. If a change needs to
be made in one growth area, DO NOT resubmit a new
report card for all courses. Review the
existing report card for the semester in question by opening the report card
screen and looking in the bottom right corner.
The existing transcript/courses for the semester in question will be
shown for the student. Resubmitting a
new report card does not erase the previously posted courses or grades. In other words, the second report card does
not “write over” the first - it adds to it.
Submitting a second report card for all courses will create a report for
the advisor of excess units for the student and create additional paperwork for
the ES to correct the error.
If a course needs to be added to the transcript: The ES should add the course to the bottom of the existing report card for the correct semester/year. When you have finished adding all additional courses and are satisfied with your work, mark the course as “Ready” and click “Send”. Student records will then process the report card again, sending only the classes which have not been previously sent to the transcript. It may take a day or two for this to be processed and show up on the transcript. Important: do not create a second report card for the same student for the same year and semester. If a course needs to be removed or corrected, it must first be deleted from the existing transcript and then resubmitted through the above report card process.
To delete an existing transcript item: FRED will allow an ES to delete a course from a report card AND have it deleted from the transcript.
1) if it is for the current school year and
2) If it is a course assigned by that ES
To do this, go to view “high school report card”; click on “view/edit”; click on the button that says “go to report card lines”. Click on the red “x” by the title of the course you would like to delete. If the course can be deleted (meeting above requirements), it will…if it is a course from a previous school year or from another ES, clicking on the button will generate an automatic email that will be sent to your advisor asking for their assistance in removing the course. Specific information about the course/semester/year will be included in the email. If you accidentally click the wrong box, and want to remove your request, you may click the “delete” box to uncheck it.
To "Edit" a course, delete the incorrect course and re-enter the correct course/information on a new line as described in above two processes.
If there is an error on the transcript for a continuing
charter school student created by their previous ES, and the previous ES is
currently employed/available, contact the ES for
information and possible changes to the transcript. If the previous ES is no longer employed by
the school, contact your Advisor for assistance.
Any errors on transcripts from previous schools must be
corrected by the parent and student at that school. A new official transcript should then be
requested by the parent/student and mailed to the Placerville office. IEM cannot make changes to a student’s
transcript from a previous school.
Assigning
Credits/Grades for College Classes for Grads
ESs with students graduating that are taking college classes, should get a progress report from the instructor and make an estimate of the final grade. Once the final grades are received, the ESs should make any necessary changes to the transcript through their advisor within two weeks after the college class ends.