Revised 1/2007

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 their 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:

· the name and student number of the potential graduate

· a statement that you have checked the transcript (as described below), coded courses as needed, and are in agreement with the credit summary at the bottom of the transcript.

· list the course names that the student will attempt to complete for their last semester (that are also listed on their SA) along with the number of credits they will be attempting in order to meet the deficiencies listed in the credit summary.

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.

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) Exclude any courses that have an F grade or zero credits.

C) Exclude any duplicated courses 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 religious title. We cannot count those credits toward graduation.

Be sure to click "update total" in the credit summary so that any excluded courses can be omitted from the total requirements.

E) 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 of any English Course Title. 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 10 units of Computer/Typing, 20 PE, 5 Health, and 15 electives.

(Please refer to the Life Skills Elective Planning Chart in the high school forms area to be sure your student has met the 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” (except for health which is a 5 credit course max).

3- History- needs 10 units of US History courses, 10 World Studies courses, 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.

4- Political Process- needs 5 credits of US Government.

5- Mathematics- needs 10 credits of Algebra I and 10 credits of another math course.

6- Science- needs 10 credits of a physical science and 10 credits of a life science.

7- Special Interests- needs 10 credits of foreign language or 10 credits visual and performing arts (one full year of one course), 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.

F)The above process should make the credit summary state the areas where your student is “deficient” in the required number of units for graduation. Use this summary to create your e-mail to your advisor and to ensure that your students are taking all required courses for graduation.

G)Keep a copy of the e-mail for your records. Your advisor will check your student’s transcript 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 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.)

· Graduation Requirements Worksheet that has been kept updated throughout the student’s high school years.

· School Certificate Selection Agreement Statement

· Final Transcript (printed after transcript is complete)

· A copy printed from Scantron of this student’s exit Scantron Scores

· Demonstration (if applicable)

· Work Samples (if a December Graduate)

· Send e-mail to student records and cc 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).

The ES Advisor will then turn in the graduation packet if it is complete and all materials have been returned. Within a month of graduation, the diplomas will be printed and mailed out.