REVISED 05/2012
Graduation Procedure
Step 1 – Preliminary Assessment
At the beginning of a student’s last semester before graduation (due date to be given at the first ES meeting of the semester):
A. Enter the following information into FRED:
• Go to “View Students”, and click on the Graduation tab.
• Select the “Expected Grad Date” from the drop down list.
• Confirm that the student's name is entered correctly for their diploma and make edits as needed.
B. The Preliminary Assessment Survey will be completed in a Google Docs document. E-mail your advisor stating that you have completed the Preliminary Assessment Survey. It will include the following.
• The name and student number of the potential graduate
• A statement that you have entered the graduate information on the student
detail page (see “a” above)
• A statement that you have checked the transcript (see "C" below)
and are in agreement with the credit summary at the bottom of the transcript.
• List the course names that the student will attempt to complete for their
last semester along with the number of credits they will be attempting in
order to meet the deficiencies listed in the credit summary.
• Indicate whether or not the student has passed both sections of the CAHSEE
• A statement that you have emailed all of the HQTs informing them that the student is a potential graduate.
• If the student
is a special education student who has not passed the CAHSEE.**
**See CAHSEE FAQs, #5, for more information.
C. Follow the directions found in "Preparing the Credit Summary". Use this summary to create your Preliminary Assessment and to ensure that your students are taking all required courses for graduation.
Keep a copy of the Preliminary Assessment for your records. Your advisor will check your student’s
transcript and will either affirm your preliminary assessment or offer further
guidance. When an agreement is reached, your advisor will print the transcript
and use the credit summary to do the final graduation check.
Step 2 –Report Card and Grad Info Update
A. Submit Final Semester Report Card
About 2 months before graduation (the date will be given to
you), you will need to submit a report card of the
courses/grades/credits that you hope your student will complete by the end
of the semester. The final semester
grades must at least include all of the courses in the “deficient” area of
course summary on the transcript. This report card will generate a new transcript
that you will print to include in your graduation packet.
(If your student does not complete the projected courses/grades/credits,
then the transcript can be changed to reflect the work actually done.)
If a potential graduate is planning on attending a Community College the following semester, they may request a letter from the Waterfod Office verifying the date of the student's graduation prior to registering for college.
• Go to “View
Students”, and click on the Graduation tab. Go to "View detail” for your
graduate.
• Choose “yes”
or “no” for Ceremony Participation.
• Choose the correct "Endorsement" from the drop down list of choices.
• Select the students "After Grad Plans" from the list of choices.
If you choose "other", please indicate in "Comments" what
the student plans to do next.
• Enter the student's name as they would like it to appear on their diploma.
Step 3 – Putting Together the Graduation Packet
See Graduation Packet Paperwork
IF ANY PART OF THE GRADUATION PACKET IS MISSING, THE ES ADVISOR WILL RETURN THE WHOLE PACKET TO THE ES.
Step 4: Advisor/Student Records Notification
At the end of the semester of the student's graduation, input the following information on the Google Docs Grad Packet Survey form:
a) The student's portfolio (including writing prompt) is complete
b) The mailing address in FRED for the student is accurate.
c) The student has completed and ES has collected the confidential Graduate Exit Survey (to be mailed by ES to the School Office) or completed online. Please specify in the email if the form was completed and mailed or completed online.
d) That your student has completed the final courses listed on the transcript, (include any changes that need to be made to the transcript at this time).
e) E-mail sent to student records studentrecords@connectingwaters.org and cc your advisor indicating if there are or aren't any missing materials. The diploma will not be sent until this procedure is complete. This includes all materials and those from the Surpass library.) See tracking missing materials for details.
f) E-mail (if applicable) to special education with the most recent CAHSEE scores, to receive confirmation that the student is a special education student with a current IEP and/or 504 Accommodation Plan and can receive a regular high school diploma without the necessity of passing the CAHSEE.
g) Incomplete grad packets, or grad packets of students that have decided to remain in school for the next semester, will be returned to the ES.
The ES Advisor will then turn in the graduation packet if it is complete and all materials have been returned. Once they have been turned in by the ES Advisor, within a month of graduation, the diplomas will be printed and mailed.