High School Transcripts for ESs

 

Transcript for Enrollment Meeting

It is imperative that all high school students transferring into an IEM Charter School have a copy of their high school transcript available for the ES at the first meeting.  When setting the enrollment appointment, the ES should inform the parent that the parent and student should visit the previous high school and request a non-official copy of the student’s transcript before the meeting with the ES.  The ES needs this information at the first meeting for these reasons:

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”).

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, or which courses are in process if it is the middle of a semester (credits earned at a prior school may be lost if they are not continued with our school).

3)   High School materials are expensive, and ordering the incorrect course for a student may limit their ability to order appropriate texts later.

 

Prior Transcript Issues

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 school student records department may encounter when the request for the official copy is made. Issues that may cause the school to not receive a transcript from a prior school include 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, as we do not request the official transcript until the SA is entered into Webfiles.

 

Transcripts and 18 year olds

If the student is under 18 years old, the Charter School will request the student’s cumulative file with the official transcript from the previous school.  However, if the student is 18 years old or older, the previous school will not release a transcript without written permission from the adult student. Please inform all adult students to make arrangements for their own official transcript to be sent to the IEM Placerville office as soon as possible after enrollment.

 

Transcript coding by ESs

If you have a transcript for a high school student that comes from another school, the ES needs to code the following:

1. Exclusions:

(In Webfiles, on a student’s high school transcript, the area that lists all of the classes, the "exc" boxes mean "exclude".)

  • Click on any course that is a repeated/duplicated course to “exclude it”. Of course they'll want to exclude the course with the lower grade!
  • Click on any religious course to “exclude it”, as those courses do not count towards our graduation credits in any area.
  • Leave any course uncoded that earned an "F", as it will not count towards graduation with "0" credits (all "F" grades must have "0" credits attached to them).  But do exclude it after it has been repeated for a higher grade and some credits in that same course.

Clicking “exc” on a course line will automatically remove it from the calculation of required class credits towards graduation and from the official school GPA in the credit summary when the ES clicks the “Update total” button after making the exclusions.

2. Categories:

The ES must category and sub-category code each course from another school before it will appear as a course counted towards our credit summary. Two characters need to be entered into the “Cat” column.

  • Enter the growth area number (1 to 7--see numbers for each area in the credit summary)
  • Enter an R or an E right after the number with no space (Req. equals required and Elec. equals elective).
  • Do not put a growth area/R or E designation in the box for any excluded courses.

3. Extra courses:

·         After completing the above 2 steps, look at the credit summary to determine if any classes are "extra" and will need to be changed to a different growth area for graduation.

Example: A student with 40 credits of English may want to use 10 of those credits for Special Interest, as only 30 credits are required in the English growth area. Change the "Cat" number in front of the course from a “1E” to “7E”. After you click the “Update total” button, that class will automatically move to the other growth area in the credit summary. (Webex)

·         Complete the Sub-Category area as soon as possible after the transcript has been entered into ES Webfiles and you have completed steps 1 and 2. Click into the box and choose the appropriate selection from the drop-down list.

 

Official School GPA Calculation (GPA Off)

Includes the following:

  • Only courses beginning in the sophomore year (not summer school prior to the sophomore year); excludes 9th grade
  • Excludes PE courses. (automatic for our school, entered by ES for transcripts from other schools)
  • Excludes ROTC (automatic for our school, entered by ES for transcripts from other schools)
  • Excludes the first grade for a retaken course (This part relies on the ES to check the exclude box)
  • Needs to be calculated to 2 decimal places (database function)
  • No weighted scale
  • Excludes “P” and “CR” grades
  • “NC”= No credit, therefore can only have 0 credits and is not calculated into the GPA.

 

Cal Grant GPA (GPA CG) 

Includes the following:

  • Only courses beginning in the sophomore year (not summer school prior to the sophomore year); excludes 9th (and the summer after 9th grade) and 12th grade (includes Summer after 11th grade)
  • Excludes PE courses. (automatic for our school, entered by ES for transcripts from other schools)
  • Excludes ROTC  (automatic for our school, entered by ES for transcripts from other schools)
  • Excludes the first grade for a retaken course (This part relies on the ES to check the exclude box)
  • Needs to be calculated to 2 decimal places (database function)
  • No weighted scale
  • Excludes “P” and “CR” grades
  • “NC”= No credit, therefore can only have 0 credits and is not calculated into the GPA.

 

Creating a Charter School Transcript

Charter School transcripts are created through the ES WEbfiles report card system.  Grades reported by the ES are transferred to the student’s official transcript and can only be changed by the teacher of record.  Grades may only be submitted for courses listed on the SA, and with documented learning reported on the LR. All ESs should carefully review each report card prior to clicking the “Done” button to avoid the need to make changes.  See Webfile directions on how to create a report card for further info.

 

Correcting an Error on a Charter School Transcript

Course omitted:

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—this will cause a database error.

 

Removing, Correcting, and Adding Courses:

If a course needs to be removed or corrected, the course must first be deleted from the existing transcript and then the corrected course must be submitted by adding a course to the correct semester/year  report card using the directions below. If a course needs to be added to the transcript, follow the directions below.

 

To delete a course:

·         ES goes into the appropriate report card

·         Click on the “Go to Report Card Lines” button

·         Delete the class that you want deleted (this will send an automated email to the advisor)

·         SMCS Only: Email the advisor with an explanation as to why you want the class deleted; your advisor will make the final determination and will delete the class

 

To add a course:

·         ES goes into the appropriate report card

·         ES adds the class to the current semester/year report card (do not create a new report card), marks the line ready, and clicks “ send”.

 

For more information, select the “Directions and FAQs” tab in View/ HS Report card.

 

Previous ES error:

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 who awarded the grades and credits for information and possible changes to the transcript.  If the previous ES is no longer employed by the school, contact your Advisor for assistance. Only the teacher of record may change grades and credits in California schools.

 

Previous School error:

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 schools cannot make changes to a student’s transcript from a previous school.

 

Report Card processing

To add an item to the transcript, click “Ready” on the HS report card line after all information is completed for that line. Remember to then click "Send" at the top of the report card to mark it for processing.

 

Transcript Requests from Student Records

When another school requests that one of our transcripts be sent in a cume for a student, student records will email the ES, requesting that they review the transcript. Review the transcript carefully within 24 hours (making sure that all classes and credits are correct, all coding is done and in order, duplicated courses, etc.), and then reply to all (cc your advisor) that the transcript is ready to go.