Revised 3/2012
Graduation
Procedure
Step 1 – Preliminary Assessment
At the beginning of a student’s last semester before
graduation, you will be doing a preliminary assessment of your potential
graduate’s transcript with your advisor. You will be given a due date at the
first ES meeting of the semester and on the Paperwork Timetable for each school
year for you to e-mail your advisor for each prospective graduate for that
school year. Please complete your
assessment prior to that date, so that you will have all that you need to pass
on to your advisor for their review.
Every year we find problems and a student must complete another course
or two in order to graduate—meeting our set deadlines will give your student
enough time to do this, if they are one of the ones not quite “done”.
Email the following info to your advisor on or prior to the
deadline date:
·
The
name and student number of the potential graduate
·
A
statement that you have checked the transcript (as described below) and all
prior school info is on the transcript in FRED, coded all HS courses, and are in agreement with the credit summary
at the bottom of the transcript.
·
List
all of the final needed course names that the student will attempt to complete
for their last semester on their SA & HS report card, along with the number
of credits they will be attempting in order to meet the deficiencies listed in
the credit summary. (A “snip” of the last semester’s report card meets this
need.)
·
That
you have entered/updated this student’s expected graduation date in ES Webfiles
(See step 2).
Follow the directions found on your student’s transcript in the “credit
summary” box at the bottom. Click on the yellow question mark to access the
directions. Click the Refresh button when you are done coding and take one last
look at the credit summary to be sure it is accurate. Sometimes printing it out
will help you to identify any errors prior to sending to your advisor.
A) If the student has any courses on their transcript from
other schools that have not been assigned a growth area, please do this first
or they will not show up in the credit summary.
B) Clear the CAT and SubCat fields
for any courses that have an F grade or zero credits. (This will remove them
for that growth area for graduation purposes, but still count in the GPA).
C) Exclude any duplicated courses or supplemental or any
courses that have more than 10 credits for any given course title (since we can
only count 10 credits for any course).
D) Exclude any course with a sectarian title. We cannot count
those credits toward the required 210 graduation credits.
E) Be sure to click "refresh" in the credit summary
so that any excluded courses can be omitted from the total requirements.
F) Check each growth area to make sure that all course
requirements are met. Refer to the credit summary for guidance:
1- English-
needs 30 units ofEnglis 9, 10 and 11. (Enlgish 12 may take the place of one of these required
course titles). Any course (except for a duplicated course name, or a course
name with more than 5 credits total) that bring the total over 30 units should
have their category changed to “7E” to be included in Special Interests.
2- Life
Skills- needs 20 PE, 5 Health, and 25 life skills electives.
(Please refer to the Life Skills Elective Planning Chart in
the high school forms area to be sure your student has met the school standards
for this area) If they have more than the required number of credits, then you
count the extra credits in the Special Interest Area “7E” .
3- History- needs 10 units of US History,
10 World Studies, 5 Economics. If there are more credits for these courses, then they may NOT be counted in the Special
Interest area. Ask your ES Advisor if you are uncertain as to what courses
count in any area. For example, World Geography is NOT World Studies. Geography
is a special interest course “7E”, and is not counted in the history area at
all.
4- Political Process- needs 5 credits of US
Government.
5- Mathematics- needs 10 credits of Algebra
I and 10 credits of another math course (See math fact sheets and Webexs for specifics in this area).
6- Science- needs 10 credits of a physical
science and 10 credits of a life
science (See chart for specifics on your chosen course: http://www.sscs.cc/Handbook/highschool/Courseinfo/Sciencerequirement.htm
.)
7- Special Interests- needs 10 credits of
foreign language or 10 credits
visual and performing arts (one full year of one course) or 10 credits of Career/Vocational ED (Standards), and 50
credits composed of any “extra” college prep, academic, or vocational elective
classes. Make sure that none of these courses are duplicates of courses from
other areas, or courses that must be excluded.
F)After the above steps are done, the credit summary will
show the areas where your student is “deficient” in the required number of
units for graduation. Match the deficient courses with the HS report card for
that semester to be sure all deficits are covered. The student must still attempt 25 credits,
even if less are needed for graduation.
They may drop early when their courses are completed, without finishing
25 credits, but must attempt 25 until they drop.
G)Keep a copy of the e-mail to your advisor for your records.
Your advisor will check your student’s transcript and report card 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 – Database Entries for graduates
Enter the
following information into ES Webfiles for your graduates as soon as you have
the information, and prior to submitting the grad packet to your Advisor. (Enter when this student first enrolls with
us in HS, and keep updated as you proceed through their graduation plan.) Go to
“View/Students”, and click on “Graduation” tab. Complete the line for each HS
student and update as info changes.
Select the “Expected Grad Date” from the drop down list. Choose “yes” or
“no” for Ceremony Participation (enter this info the year they expect to
graduate only—not before). 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. Grad Packets can not be processed until
this step is completed.
Step 3 – Submission of final semester report card
About 2 months before graduation (the date will be given to
you in the Paperwork Timetable), you will need to complete and click “DONE” on
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. Be sure to
email your advisor right after the semester is completed if the student needs
their report card changed.)
Step 4 – Putting Together the Graduation Packet
Send the following to your ES Advisor (due date will be provided in the Paperwork Timetable):
· Graduation/Completion Packet Checklist
· Student Graduation Approval Request (needs parent/student signatures, form is in WEBfiles- go to "view" active students and click on the student number.)
· Graduation Requirements Worksheet that has been kept updated throughout the student’s high school years.
· Graduation Requirements Agreement that you have updated throughout the HS career of your student (keep a copy for your files)
·
School
Certificate Selection Agreement Statement (for qualified {see below}SS/OG 12th graders who have not
passed the CAHSEE Only)
·
Final
Transcript (printed after transcript is complete)
·
A
copy printed from Scantron of this student’s exit Scantron Scores
·
Graduation/Completion
Drop Form printed from ES Webfiles, View/Active Students/detail link for
graduate.
·
Portfolio
(if a December Graduate)
·
Send
e-mail to your advisor indicating if there are or aren't any missing materials.
The diploma will not be sent until this procedure is complete. (See tracking missing materials for details).
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).
3. if the student has changed their mind and wishes to stay
another semester/year.
Step 5—Final Grad Packet Review
·
After receiving your emails on the last day of school (or
last day for the student if they drop early), your ES
Advisor will turn in the graduation packet to the school office if it is
complete and all materials have been returned.
·
Within 3 months of graduation, the diplomas will be printed
and mailed out.
·
As soon as the last day of school, the parent/adult student
may request official transcripts from the IEM office for transcript purposes.
Alternate Paths
All ESs should encourage all students to stay with our school
for as long as they are eligible to do so and attempt to complete the graduation
requirements leading to a diploma. If an
adult student will not do so, we want you to do all you can to encourage them
to take one of these paths listed below.
When you get an agreement, use that drop code for their drop and not the
drop-out drop code, which you need to discourage as much as possible.
Alternate Paths (not considered a “drop out”):
ü Adult Ed
Program
ü Community
College
ü Other public or
private high school
ü Military
ü Job Corp
program
ü Take the GED or
CHSPE assessments
Certificate of Completion
A
School Certificate of Completion will
be offered by our school to certain students leaving our school who meet the
following listed criteria. (A parent/adult
student requesting a Certificate of Completion must be aware that they are
considered a “drop out” by the state.).
A Certificate of Completion is only an acknowledgement by the school
that we are honoring your attempts to complete the state graduation
requirements. We still encourage all
these students to choose a path in the Alternate Paths list above.
COC Criteria:
1. Must have met
all school graduation course requirements (210 credits in required course
areas).
2. Must have
attempted the CAHSEE assessment all 6 times it has been offered to them.
3. Must have scored
340 or higher on both the ELA and math portions of the CAHSEE (350 is passing).
4. The Certificate
must be requested by the parent/adult student (it will not be sent
automatically).