HQT SME Information

As the semester comes to a close, and if your students are enrolled in an SME HQT CP course, it is time to start organizing what you need to send to your SME instructors. IDentify the deadline on your Paperwork Timetable and work backwards to try to have the information they need prior to that date, and as early as possible!

Since each instructor may require different things, it is important to first check the syllabus for the particular course in which your student(s) are enrolled to see what the requirements are if you haven’t done so already. You can access the syllabus for your course in the following way:

1. In the ES Protected page of our website, click the Curriculum button on the left.

2. Scroll down until you see the following:

3. Click on the syllabus you need and reprint if necessary.

Within the syllabus, you will find the requirements of what to send (usually at the end) and where to send them (usually at the top). Specific questions and requests for modifications can be emailed directly to the SME instructor.

In general, the SME needs to see the following at the end of the semester, although specific assignments will differ with each course/instructor and whether or not the course is a-g (if so, include all of the a-g syllabus requirements):

1. Representative samples of student work. For instance, in an English class, this would be answers to textbook section questions, a writing sample, a unit test, and a book report.

a. These samples can be photocopied if you are planning on using them for portfolios. Remember that they will not be returned to you; the SME is the official teacher of record and will need as much evidence of the grade given if it is ever called into question.

2. A detailed list of assignments and grades given on those assignments. Please use this form (or your own form that has the same information) here: http://www.sscs.cc/genericforms/smestuasswksht.pdf

a. It is important to make notes, preferably on the back of this form, about any modifications or extenuating circumstances that the student may have.

3. A list of your students and their suggested grades and credits. Please use this form (or your own form that has the same information) here: http://www.sscs.cc/genericforms/smestulstwksht.pdf

a. Remember it is important to give your input to the SME about what grade and credit amount you believe the student has earned over the semester since they rely heavily on your contact with the student to help them give the final grade.

4. Your contact info and the best way/time to reach you to discuss your students’ grades. If you would prefer a phone call, let your SME know. Otherwise, they will usually email you.

The above supporting documentation requirements need to be sent to your SME instructors by the date listed on your paperwork timetable.. YOU MAY SEND THEM EARLIER, AND YOU ARE ENCOURAGED TO DO SO! The end of the semester is a busy time for everyone, so the earlier you can send the information to the SME instructors the quicker they can get back to you and the quicker you can get your grades entered! The SMEs will do their best to get back to you within a week of when they receive your information, however, if everyone sends their documentation on the due date this may be impossible for them.

Some helpful hints to make the process go smoother:

1. Send supporting documentation to your SME instructors EARLY so they can review the information and get back to you in a timely manner.

2. Enter in your estimated/suggested grades into your report card when you send your documentation. This way, it will be as simple as sending the grades or making a quick change and sending them when the SME gets back to you.

3. Keep a running list of the assignments throughout the semester so you are not filling out the forms at the end when you will be busy trying to get other things done.

4. Be as organized as possible. The SME may receive hundreds of students’ work, so the more organized you have everything, the easier it will be for the SME to review and get back to you. Also, make sure to include everything. Much time is lost when the SME doesn’t have all that he/she needs and then must contact the ES for additional information.

The SME instructors are here to help and assist you and your students and families in any way possible with curriculum and general information about the subjects. We appreciate all you ESs do to make the process go smoothly!!