Portfolio Information

Definition

A portfolio is one work sample for each growth area covered each semester if the student is in grades K-8 and one work sample per High School COURSE listed on the Report Card and attempted per semester for 9th to 12th. Students doing a mixture of K-8 and 9-12 may include all samples in the same envelope, listing the samples correctly on the Portfolio Checklist. A minimum of 5 samples per semester is required.

Portfolio Sample Requirements

Samples must be an actual student assignment for that growth area/course (not a description of the actual assignment). They must also follow school policy of what is allowed in our school: may not be from a sectarian vendor and may not be a sectarian assignment; must be from materials that are or could be purchased by the school with ADA funding. The sample must show the learning documented in the student’s learning record for that semester. Samples submitted must be graded by either the parent or the ES or an online scoring report. Work not graded by the ES must be reviewed by the ES for appropriateness before submittal. An ES may add their grade to the sample if there is a disagreement.

Samples will not be returned to the students; therefore, we recommend copies of original artwork, videos, and cassettes be submitted.

Who Must Have a Portfolio

All students enrolled (with at least 1 active student day in a school year) must have a portfolio on file by the end of each school year, turned in at your ES Group meeting on the date indicated each year on the Paperwork Timetable. If a student has dropped and was enrolled in the school for 2 months or less, and you are unable to obtain the full amount of samples required, then a minimum of two samples (total) will be accepted. (This does not pertain to a student that enrolls late in the school year. They are required to have a complete portfolio even if they haven't been enrolled for 2 months at the time that the portfolios are due.) .

Portfolios and Attendance

If two samples are not collected, no attendance may be claimed for that student for that semester. The student's first day of school will then be modified which in turn affects the student days that calculates ES pay. Consult your advisor immediately in this situation.

Portfolio Collection

Portfolios will be collected once a year in March, after the 2nd semester begins and enrollment for that school year has ceased. Each portfolio must contain samples from both semesters, if the student attended any part of both semesters. The ES should collect many samples of the student's actual work assignments throughout each semester, then carefully choose samples that display a progress in learning from one semester to the next, and accurately reflect the working level of the student. For help with a late enrolling student, consult your advisor.

Portfolios and the Law

Student work samples are required by law to contain the following information in the upper right corner printed on a portfolio label provided by the school: Student Name, Course Title (if HS credits are being earned only), Growth Area of that sample, ES Signature, the date the sample was collected, and the time value of that sample (not the time in the entire class, but the time it took to do that one lesson represented by the sample). Each element of the label must be complete, or the school may not claim ADA for that student for that course.

Each portfolio envelope must include the following information in the upper right corner (Lay envelope horizontal, clasp down, opening on right hand side). This information is contained on the envelope label (OGCS, SSCS) : Student Number, Student Name (last, first ), ES Code, ES Name, School Name, School Year

ES Supply Fund Purchases

1. Using their ES supply funds, ESs must purchase a box of labels (5160 or equivalent) early in the year. Print a label for each sample for each of your students. You may use the porfolio labels on the generic forms page, or copy the info on the label into your Word Processor and create a label that fits your label format. You may not change the layout/content of the label or type all info into the label. Minimally, your signature and the time value must be written in your hand by pen.

2. Using their ES supply funds, the ES will need to purchase a box of 10x13 manila clasp envelopes for the portfolio's submission and a box of labels for the portfolio envelope labels. An envelope label by school is also available on the generic forms page to print to labels.

Portfolio Assembly

Refer to the portfolio video and the portfolio review checklist as you assemble your portfolios. Remember that the ES Handbook information supersedes any information in the video that may conflict.

When the portfolio is ready to be assembled, place an ES WEBfiles printed, completed PORTFOLIO CHECKLIST (in ink, no white out, initial any changes made), one for each semester, with the appropriate samples paper clipped (not stapled!) behind each checklist. Be sure to organize the samples in the same order as the growth areas/courses appear on the checklist. (Extra samples in a growth area can be placed at the end of the sample set). The checklist is accessible through the student's View/report card. You must complete/update/revise if needed the courses on the report card for the student prior to printing the checklist. If any changes are made in the student's courses, the report card must be changed and a new checklist printed. You will want to print a working checklist to use during the semester as you collect samples, but be sure the final one you submit has accurate course listings on it. For high school students, both the courses listed on the report card and the course information in the LR must match the courses listed on the portfolio checklist with the required samples.

Place all the samples paper clipped to the checklists for both semesters into one appropriate student portfolio envelope, and leave the clasp of the envelope open and do not seal. Please do not staple items together unless they are part of a single sample and do not put additional envelopes or folders within the portfolio envelope.

You must then print your ES Portfolio List by going to WEBfiles, and choosing "create/print portfolio list". This will have all currently active students as well as any students that dropped during the year with you as the last recorded ES. You must have a portfolio for all students you served during the year, except for students transferred to another ES. Check the box by the student's name to indicate that you have included their portfolio, and arrange the portfolios alphabetically by the first letter of the student's last name. Place the ES portfolio list on top and rubberband your set of portfolios together. Print out 1 Final Portfolio Review form for each of your portfolios, and a few extras, to bring to your March ES Group Meeting, plus print a stack of Portfolio Error Review forms to use when reviewing portfolios at the meeting.

Portfolio Submission

All portfolios are due to your ES Area Facilitator at your March ES Group meeting. Note any irregularities indicated on your ES Portfolio list, and come prepared to have a peer review of your completed portfolios using the Final Portfolio Review Form. Be ready to make any corrections needed at that meeting.

Portfolios for January Graduates are due earlier, and will be turned in to the ES Advisor with the Grad Packet. Portfolios for dropped students may be mailed to ES Support at IEM at any time they are complete, or submitted at the December Portfolio Review ES Group meeting for 1st semester drops, or at the March Portfolio collection for 2nd semester drops and graduates.