REVISED 07/2008
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. Go to "View
detail” for your graduate.
• Select the “Expected Grad Date” from the drop down list.
B. Send an email to your advisor containing the following information:
• 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.
C. Follow the directions found in "Preparing the Credit Summary". Use this summary to create your e-mail to your advisor and to ensure that your students are taking all required courses for graduation.
Keep a copy of the e-mail 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.)
• 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
Send the following to your ES Advisor (due date will be provided):
-Graduation/Completion
Packet Checklist
- Student Graduation Approval Request (needs parent/student signatures, form is in F.R.E.D.- go to
"view" students and click on the student number.)
- ( if applicable)
CAHSEE letter
- Final Transcript
- Demonstration (if applicable)
- Drop Form
- Portfolio (if a December Graduate)
- Be sure to send an e-mail to your advisor letting them know
the date/scores that your graduate did testing with Scantron. The e-mail will
be part of the grad packet.
IF ANY PART OF THE GRADUATION PACKET IS MISSING, THE ES ADVISOR
WILL RETURN THE WHOLE PACKET TO THE ES.
Step 4: Advisor Notification:
On the last day of school, email your ES Advisor and let him/her know
1. if your student completed the courses that are on the final transcript.
2. if the graduate has any missing materials, (a missing materials form should be mailed to the office asap).
The ES Advisor will then turn in the graduation packet if it
is complete and all materials have been returned. Within a month of graduation,
the diplomas will be printed and mailed out.