Report Cards/Transcripts

 

Please note the difference between transcripts and report cards.

A report card is the Education Specialist's/HQT SME’s report of grades. A transcript is an official document imprinted with the school stamp which is issued by the Charter School transcript office. The transcript shows high school courses, grades, and credits and is accepted as an official record by other high schools and by colleges. No one but the transcript office clerk may print an official transcript.

 

Report Cards for K-8 Students

This Charter School does not require report cards for K-8 students, although a parent can elect to request a report card for their student. The K-8 report card can be done either at the end of each semester or at the end of the year. This option is discussed when the Student Agreement is signed by the parent. For those K-8 students whose parents have requested a report card, ESs are also responsible for creating an electronic report card. If a K-8 student is doing high school work, the ES can assign high school credits by creating an electronic report card.

 

Report Cards for High School Students

ESs are responsible for creating electronic report cards for all 9-12 students by submitting electronic report cards. Grades for high school students will only be accepted if they are created electronically and are due within 10 school days after the end of each semester. The report card information is used by the Student Records to compile a Charter School transcript. If you cannot find the correct course name when creating the report card, contact your ES Advisor.

 

HQT Coding for High School Report Cards

Per Federal law, all students must be served by a Highly Qualified Teacher of record for each core course.

  • Choose “0” (n/a) for courses that do not require an HQT, for instance PE, Health, Family Studies, etc. Also use for core classes that are being counted as electives, not requirements, for instance, Consumer Math, Environmental science, Geography, etc.
  • Choose “1” (HQT is certified) for a subject that you, the ES, are qualified to teach (NCLB certified). For example, you are certified in Math and English, you would select “1” for your student’s English 10A and Algebra 1 courses.
  • Choose “2” (HQT online course) for a course for which you are not an HQT and your student is taking an online class to fulfill this requirement. For example, you are not NCLB certified in Social Studies, so your student is taking an online Odysseyware course for US History.
  • Choose “3” (HQT SME course) for a course for which you are not an HQT and your student is taking an SME course to fulfill this requirement. For example, you are not NCLB certified in Spanish, so your student is taking the SME HQT Foreign Language course.
  • Choose “4” (Community College) for a course for which you are not an HQT and your student is taking community college course to fulfill this requirement. For example, you are not NCLB certified in science, so your student is taking chemistry at a community college.

 

High School A-G course list

SSCS and OGCS currently have three alternatives to meet a-g requirements:

1.   Score appropriately on Standardized tests: minimum scores are required for each subject and vary by each a-g subject (Reference the school’s website- select Guidance, then select College Admission Requirements, then select the 2008 UC College Admissions Report.  See pages 8-9 for the scores required for each subject.)

2.  Complete acceptable community college courses.  Refer to www.assist.org to find classes that will transfer to the UC system & identified as such. Note UC course number, as it will be needed later.

3.  Use the approved school a-g course syllabus and textbooks with the corresponding report card name.

 

Documenting a-g College Coursework on the Report Card

When entering a course taken at a college on the report card that is being used to meet a-g coursework requirements, please, remember to do the following:

·         Be sure the college course is transferable to UC/ CSU, as indicated on the college’s course schedule (otherwise, it is not a-g and this process should NOT be followed).

·         Select one of our regular course titles that closely matches the college course content (For example Economics, Calculus A & B); NOT and “A-g” course title.

·         Click on the “a-g Type” box and select “College Course” from the drop down. 

·         Click on the “a-g Detail” box and enter the specific college’s course title (for example:  ECON 302, MATH 370)from the college’s course schedule/report card/transcript.

·         You will notice that our course title will now include the College Course information (for example: “Economics (College Course ECON 302)” – Seeing the entire entry is dependent upon the spaces available). This will indicate to the UC system that this is an a-g course, using the college’s a-g approved syllabus, not our school’s a-g approved syllabus.

·         For semester college courses that cover an entire year’s high school course content, you will use a block schedule type entry.  (for example: You will enter 2 courses -- Calculus A for 5 credits and Calculus B for 5 credits.  In such a case each would have the same college course title - MATH 370). (And yes, that translates to 2 portfolio samples, one for each section of the course.)

 

Copies of Report Cards

You will need to make two copies of the report card:

  • one copy for the family (you provide to them)
  • one copy for your records

 

Transcripts for K- 8 Students

The Charter School does not provide transcripts for kindergarten through eighth grade students. Learning Records are sent out in place of grades if requested by an outside entity.

 

Transcripts for High School Students

Any High School Report Card in excess of 40 credits per semester will be placed on hold pending ES Advisor approval. If approval is given (and this is a rare, exceptional circumstance), the information will be transposed to the Transcript format. When completing an electronic Report Card, please complete all information asked for. Credits should be submitted as a 2 digit number. (example 0.0 or 5.0).

 

Correcting an Error on a Charter School Transcript

All ESs should routinely check their High School students’ transcripts each semester for accuracy and to do coding and sub-coding as needed. 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 create a new report card for that course ONLY. If a course needs to be removed or corrected, it must first be deleted from the existing transcript and then resubmitted through the report card process. To delete an existing transcript item, the ES may e-mail their advisor with the correct student name/ number and semester/year/course information, requesting that it be deleted.

 

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.

 

All inactive high school students must have drop grades and credits submitted electronically. If the student was not in our program long enough to earn grades and credits we must be notified so we are able to determine why no grades or credits were earned during a specific time period. Course titles are available for this type of transmission. By sending us a complete and accurate record of students' progress, we are able to process our Transcripts in a timely manner.

 

Transcript Coding for Graduation

The ES is responsible to code and sub-code the courses from prior schools on the transcript for credit summary purposes.  Use the directions on the yellow “Help” button in the credit summary section of a transcript. The ES may also move a school course to a different growth area section using the coding if appropriate.  For example:  A Consumer math (10 credits) course taken after Algebra 1 (10 credits) and Algebra 2 (10 credits) have been completed is 10 extra units in the Math section (only 20 credits are required here).  Change the coding to “7E” and it will now count towards the student’s required electives. for more information, see this section http://www.ieminc.org/handbook/carnegie/transcripts.htm.

 

Transcript Form

The transcript form is for ordering transcripts from the school. The parent/guardian/caregiver or adult student are the only ones authorized to request official transcripts.  While a student is active, you the ES may provide an unofficial copy of their transcript to them.  After a student has dropped, and for all requests official transcripts, refer the parent/student to the transcript form on the school webpage. Calling the office WILL NOT speed up the process; the request must be received in written form.

 

Prior School Transcripts

Any information we input on our Charter School Transcript from a prior school must be from an Official Transcript. An Official Transcript cannot be altered in any way and must be signed and/or sealed. We cannot take information that you submit on a Transcript Form that does not match what is on the Official Transcript. This Charter School has the right to accept or not accept credits submitted to us from any other school.

 

If they do not have a transcript to work from for a new student, the parent/adult student needs to call the last high school and ask them to fax the transcript to our main office.

 

The school transcript can reflect the courses/grades/credits for each semester issued by a parent who was previously home schooling via a private school affidavit. It will reflect 'Parent Grades' in the source column of the transcript. The student records office needs a legible document of each year signed by the parent. This is the same process used when the student has info from another school's transcript.