Registrar

Procedures/Duties

January 2013

The Registrar Handbook was originally created in 1995 and revised annually to be an overview of registrar duties for the purpose of assisting and training registrars. All District Procedures referenced should be the main source of information. It is recommended that each District Procedure referenced be read in its entirety, printed, and kept in a notebook along with this handbook for quick reference.

By April Avery, Registrar

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San Diego City Schools REGISTRAR

Procedures/Duties

TABLE OF CONTENTS A. Graduation (District Procedure 4770) .......................................................................... 4 1. Diplomas ................................................................................................................4 2. Certificates of Completion .....................................................................................4 3. Graduation Requirements through Class of 2015 ...................................................4 4. Graduation Requirements Class of 2016 and beyond .............................................5 5. Diploma with Academic Distinction ......................................................................6 6. Summer Graduates .................................................................................................7 7. Mid-Year Graduates ..............................................................................................8 8. Waivers and Certification of Graduates ..................................................................8 9. Ordering Diplomas-Grad Doc ................................................................................8 10. Seal of Biliteracy ....................................................................................................9 11. Language Other Than English Proficiency Certification (LOTE) .........................9 12. Computation of Weighted Grade Point Average (WGPA) ................................. 10 13. Honor Roll ............................................................................................................ 10 14. Credits earned in Grade 7 or 8 .............................................................................. 10 15. “Class of” ............................................................................................................. 10 16. Grade Level Assignment Tracking ....................................................................... 10 17. Evaluation of credits from other schools .............................................................. 10 18. Credit for On-Line High School Coursework ...................................................... 11 19. Credit for H.S. Coursework taken out of district by current students .................. 11 20. High School Credit for College Coursework ....................................................... 12 21. Alternative Means of Satisfying the Prescribed Course of Study ........................ 13 22. College Courses ................................................................................................... 13 23. Concurrent Enrollment of Minor High School Students in Community College Adult Education Classes (4405) .............................................................. 13 24. High School Diploma Program (HSDP) .............................................................. 13 25. Certificates of Proficiency. California High School Proficiency Exam ............... 14 26. Diploma Options .................................................................................................. 14 27. Mid-Year Graduate Procedures ............................................................................ 15 28. Senior Failures-June ............................................................................................. 15 29. June Graduate Procedures .................................................................................... 15 B. Progress Reporting (District Procedure 4705) ........................................................... 16 1. Issuance of Report Carts ....................................................................................... 16 2. Changing of Grades .............................................................................................. 16 3. Uniform Method of Reporting Student Grades .................................................... 17 4. Reporting “D” and “F” Grades .......................................................................... 17 5. Grade Replacement .............................................................................................. 18 6. Year Courses ........................................................................................................ 18 7. Advanced Placement Courses .............................................................................. 18 8. No Credit .............................................................................................................. 18 9. No Grade .............................................................................................................. 18 C. Cumulative Records (District Procedures 6510, 6520, 6525, 6527) .......................... 19 1. Student record - definition .................................................................................... 19 2. Use of legal/assumed name .................................................................................. 19 3. Mandatory PERMANENT students records (cumulative records) ...................... 19 4. Mandatory INTERIM student records .................................................................. 20

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5. Permitted student records (optional) .................................................................... 20 6. Inspection of Records ........................................................................................... 20 7. Active Student Records ....................................................................................... 20 8. Inactive Student Records ...................................................................................... 20 9. Adult Education Records ...................................................................................... 21 10. Disposal of Interim or Permitted Materials .......................................................... 21 11. Release of Directory-Type, and Access to, Release of, and Confidentiality of Non-directory-Type Student Information ............................... 21 12. Initiating Cum Records ......................................................................................... 23 13. Transferring Cum Records ................................................................................... 23 14. Receiving Cumulative Records ............................................................................ 24 15. Senior Credit Checks – tracking senior grad requirements .................................. 25 16. Transcripts ............................................................................................................ 25 17. Mid-year Transcripts ............................................................................................ 26 18. Ranking Reports ................................................................................................... 26 19. Final Transcripts to Colleges/Universities ........................................................... 26 20. Mexican Consulate Letters ................................................................................... 26 D. Registrar Timeline ......................................................................................................27-28 E. SDSU Graduation Requirements 1963 to Present ...................................................29-31 F. Alternative Education High School and GED Records ......................................... 32 G. Most Used Course # Worksheet ................................................................................ 33 H. Table of Grades in Percent’s ..................................................................................... 34 I. Foreign Language Transcript Evaluation ................................................................ 35 J. Sample Forms .............................................................................................................36-57 1. Student Record Log 2. Release of Student Information-Parent/Guardian or Student Consent 3. Release of Student Information Agreement to Limit Use of Info. 4. Diploma with Academic Distinction Memo 5. Senior Failure Memo 6. Records Requested Form 7. Letter: Withholding Student Records for Debt 8. Drop List Form 9. Transcript Evaluation Worksheet 10. Student Card Form (can replace Student Transcript Folder) 11. Diploma Withheld Form (to attach to non-graduate diploma) 12. Authorization to Release Student Information to Private School/University/College 13. California High School Proficiency Exam (CHSPE) Waiver Form 14 Principal’s Waiver of Graduation Requirements 15. Principal’s Certification of Graduates 16. Mexican Consulate Sample Letter 17. Academic Distinction Option 2 Worksheet 18. Seniors At Risk Worksheet 19. Diplomas Withheld Worksheet 20. Senior Credit Summary Worksheet 21. Diploma Form “DD” – Order/Correction Form 22. College Admission Requirements for Freshman Applicants-CSU-UC

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REGISTRAR Procedures/Duties

A. Graduation (District Procedure 4770)

1. Diplomas are awarded to students who: a. Have a scholastic WGPA of 2.0 or higher grades 9-12. Students must also meet a

minimum standard of 2.0 GPA in citizenship during their senior year in order to participate in the graduation ceremony, and

b. Students must present & pass a senior exhibition meeting school-site criteria, and c. Effective with the class of 2006, pass the High School Exit Exam, and d. Meet the course requirements and earn a minimum of 44 semester credits e. No diploma, certificate or other document (except transcripts), shall be conferred on a student as evidence of completion of a prescribed course of study or training, or of satisfactory attendance, unless the student has met the graduation requirements approved by the Board of Education as outlined in the district’s Course of Study, K-12.

NOTE: Students completing all graduation requirements while attending A.L.B.A. shall receive their diploma from the high school they attended prior to attending A.L.B.A. Special Education students in special education programs who complete graduation requirements (e.g., Home and Hospital Instruction) may participate in commencement exercises at either their high school of residence, or the high school they last attended

2. Certificates of Completion Certificates of Completion are presented to non-diploma-bound students receiving special education services who meet all the goals and objectives specified in their Individualized Education Plans (IEP). A Certificate of Completion is issued at the completion of the student’s prescribed educational program. Students receiving Certificates of Completion are eligible to participated in commencement exercises.

3. Graduation Credit Requirements through the Class of 2015: History/Social Science - six semester credits, including: -2 semester credits in World History in grades 9 or 10 -2 semester credits in U. S. History or a designated advanced alternative -1 credit government and 1 credit in economics, or 2 credits in an advanced alternative as specified in the Course of Study, K-12 English Language Arts - eight semester credits, including: 1 semester credit in American Literature. Note: Drama, public speaking, or journalism courses may not be used to fulfill the English Language Arts credit. Drama courses qualify for visual and performing arts credit; public speaking courses qualify for elective credit; journalism courses qualify for practical arts credit. English as a Second Language (ESL) courses may be used to fulfill this requirement. Mathematics - six semester credits

-Algebra 1-2, or Algebra Exploration 9th 1-2; Geometry 1-2 -Intermediate Algebra 1-2 or Unifying Algebra and Geometry 1-2 Effective with Class of 2016: Unifying Algebra and Geometry 1-2 will not meet the math graduation requirement

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Science – 6 semester credits -2 credits physical science (physics, chemistry or other UC-approved lab science in the ‘d’ subject area)

-2 credits life science (biology or other UC-approved lab science in the ‘d’ subj. area) -and 2 additional credits of UC-approved lab science in ‘d’ (lab science) or ‘g’ (elective) subject areas

World Languages and Visual, Performing and Practical Arts -3 semester credits earned as follows: Option A: 2 semesters of a world language (a one-year course) 1 semester of a fine or practical art Option B: 2 semesters of visual and/or performing arts 1 semester of practical arts -Visual and Performing arts include courses in art, music and theater

-Practical arts include courses in business education, consumer and family studies, industrial education, vocational and occupational programs, journalism and yearbook.

Physical education (PE, Athletics, Cheer, JROTC, etc.) -Four semester credits in physical education. (Max 8 semesters toward Graduation)

-Exceptions: (Dist.Proc.4179) Students may be excused from the number of P.E. credits if: 1) they are medically excused for more that 50% of the time required for earning credit, or

2) they transfer from an accredited high school where physical education is not required, or

3) they are enrolled in the district High School Diploma Program. 4) Fitnessgram: Four physical education credits are required for a diploma; however, students who do not pass five out of six Healthy Fitness Zones on the Fitnessgram must enroll in physical education courses until an overall passing score is obtained. Computer Proficiency

Students may demonstrate computer proficiency ( in Grades 5-12) through completion of a course of study (e.g., i21) that incorporates proficiency in computer applications. Proficiency may also be demonstrated through satisfactory results on the high school level district test of computer proficiency. www.sandi.net/page/800.

Additional credits to reach the minimum of44 credits may be earned by completing additional courses in the above areas and/or elective courses

4. Graduation Credit Requirements Class of 2016 and beyond: Students must complete a minimum of 44 semester credits, as specified below. Students

are expected to meet California standards in English, math, science, history/social science, visual and performing arts and physical education as well as the UC/CSU ‘a-g’ course requirements.

a History/Social Science - six semester credits in a UC- approved course in the ‘a’ subject area and as outlined in the district Course of Study, K-12 as follows:

Two credits in a world history course; two credits in a U. S. History course; one credit in an American government course and one credit in an economics* course, or two credits in an approved alternative as outlined in the district Course of Study, K-12. (*Economics is a district and state requirement and counts as one semester of UC ‘g’).

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b English Language Arts - eight semester credits in a UC-approved course in the ‘b’ subject area and as outlined in the district Course of Study, K-12 as follows:

Two credits, English 1,2; two credits, English 3,4, or English 3,4, Advanced; and four credits, including one credit in a course that emphasizes a range of American literature and three credits from a prescribed list of English courses as outlined in the district Course of Study, K-12..

Note: Beginning with the Class of 2016, English as a Second Language 5,6, (ESL 5,6) may be used to fulfill two credits of this requirement, but ESL 1,2,3,4 may not.

English credit is not granted for theater, public speaking or journalism courses. Theater earns visual and performing arts credit, public speaking earns elective credit, and journalism earns practical arts credit.

c Mathematics - six semester credits in UC-approved courses in the ‘c’ subject area and outlined in the district Course of Study, K-12 as follows:

Two credits in an algebra course; two credits in a geometry course; and two credits in intermediate algebra. (Unifying Algebra and Geometry 1-2 no longer meets the math graduation requirement). UC Validation-Completion of a higher-level (advanced) course in the areas of sequential knowledge demonstrates proficiency of lower-level coursework in the same subject area. Additional information is available on the UC Doorways website.

d Science – six semester credits in UC-approved ‘d’ subject area courses and as outlined in the district Course of Study,K-12 as follows:

Two credits of a life science; two credits in a physical science; and two additional credits of UC-approved science coursework in either the ‘d’ (laboratory science) or ‘g’ (elective) subject areas as outlined in the district Course of Study, K-12.

e Languages Other Than English - 4 semester credits of sequential study** of the same language other than English in the UC approved ‘e’ subject area courses as outlined in the district Course of Study, K-12. **UC Validation-completion of a higher-level (advanced) course in the areas of sequential knowledge demonstrates proficiency of lower-level coursework in the same subject area.

f Visual, and Performing Arts – two semester credits in the same UC-approved ‘f’ subject area courses as outlined in the district Course of Study, K-12.

g Electives: The district requirement of a third year of Science meets the UC ‘g’ requirement.

Additional Credits Physical education (Dist.Proc. 4179): four semester credits (2 years) required. Students must earn two semester credits of physical education in Grade 9 and two semester credits in any of Grades 10-12, as outlined in the district Course of Study, K-12.

Fitnessgram: Students must pass five of the six standards of the California physical fitness assessment, FitnessGram®, to receive an exemption from the state- mandated four-year requirement.

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Computer Proficiency Students may demonstrate computer proficiency (in Grades 5-12) through completion of a course of study (e.g., i21) that incorporates proficiency in computer applications. Proficiency may also be demonstrated through satisfactory results on the high school level district test of computer proficiency. www.sandi.net/page/800.

Additional credits to reach minimum of 44 credits: the eight required elective credits must be earned by completing additional district courses as outlined in the district Course of Study, K-12.

5. Diploma with Academic Distinction - (District Procedure 4772) a. Option 1 - 3.5 weighted GPA grades 10, 11 and the first semester of Grade 12. Students who raise their grade point average to qualify by the end of third quarter (or Semester 2, 12 week progress report) of their senior year also may receive the Diploma with Academic Distinction. b. Option 2

- Completion of 14 semester credits (grades 10-12) in courses designated in Procedure 4772 or the Course of Study, K-12, with ‘A’ or ‘B’. Four of these semester credits must be earned in senior year.

- Minimum two years in both lab science (4 credits) and world language. (4 credits). This requirement may be met in grades 9-12, or prior to grade 9 if courses are judged to be equivalent to those offered in grades 9-12 (e.g. world language). c. See District Procedure or Course of Study, K-12 for Option 2 course list d. Process for determining whether students will qualify at the third quarter: 1) Using your ranking report, start at 3.49 down to approximately 3.0 GPA 2) Option 1 -GPA Credit Attempted # plus # of Credits to be earned eighth semester Example: 31 + 5 = 36 -Multiply 36 x 3.5 (GPA you want to achieve) = 126 -Subtract ‘Grade Points’ achieved to this point Example: 126 - 108 = 18 -Student needs 18 grade points (or at least 3.6 GPA) in 5 enrolled classes at the eighth semester report to get a 3.5 cumulative GPA 3) Option 2 -Must have 2 years lab science (4 credits) and 2 years world language (4 credits) (can be grade 7-12). Doesn't have to be ‘A’ or ‘B’ grade -Identify any qualifying class, ‘A’ or ‘B’ grades, senior year. Must have four courses in the senior year -Add all qualifying classes ‘A’ or ‘B’ grades 10-12. Need 14 (including 4 in senior year) -See sample Form #16, Page 52 for ease in determining options e. Only those students who have attended a district high school for their ENTIRE senior year are eligible for this diploma f. Mid-year graduates qualify if they have met all requirements

6. Summer Graduates a. Students may not participate in June commencement exercises at their individual high schools if they have: 1) earned fewer that 44 credits in required coursework

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2) attained less than a 2.0 WGPA in Grades 9-12 3) failed to present a Senior Exhibition that meets school-site criteria, and/or 4) not passed both parts of the CAHSEE b. Students have until the end of summer school following their senior year to complete

graduation coursework requirements and receive diplomas with their graduating class. A district-wide commencement ceremony may be offered in August for students who wish to participate.

c. Students who complete district graduation requirements by the end of summer school following their senior year, and receive confirmation by October 1 that they have passed both parts of the CAHSEE as of the July administration, may also receive diplomas with

their graduating class. d. Students who complete district graduation requirements after the end of summer school

following their senior year will receive their diplomas with the following year’s graduating class.

7. Mid-Year Graduates Students who have completed all district graduation requirements by the end of the fall

semester of their senior year shall be termed “Mid-Year Graduates.” Mid-Year diplomas will be available for pick up beginning the last day of the spring semester. Mid-Year graduates may participate in June commencement exercises.

8. Waivers and Certification of Graduates: State-mandated coursework and the CAHSEE graduation require- ment as outlined in EdCode, may not be waived. Waivers to other requirements adopted by the governing board of the school district may be granted in specific cases with compelling circumstances. With the Area Superintendent’s approval, the principal has the

authority to grant waivers and will make the determination in each case. All such waivers must be documented on the Principal’s Waiver of Graduation Requirements form (Page 49), the information filed in the student’s permanent records folder at the school site, and the form retained at the school. The Principal’s Certification of Graduates form (Page 50) must be completed and submitted within two weeks after each graduation event (mid-year, June,

or end of summer school with the Office of Accountability. See District Procedure 4850 for detailed information on CAHSEE waivers for students with an IEP.

9. Ordering Diplomas - Grad Doc (Dist. Proc. 5609) a. You will be using the SIS Graduation Record System. This system allows registrars to use a common database to manage the various pieces of information about students who graduate from district schools in order to provide for central processing of: 1) Reports for presentation to the Board of Education 2) Listings used for printing names of graduates in commencement programs 3) Listings used for the printing of graduation documents (diplomas) 4) Statistics for state and federal reports 5) Information for site use and for authorized central offices b. Using a mainframe Graduation Document Record screen, graduation information will be gathered and maintained each school year. Each graduation cycle will begin shortly before the end of first semester with the creation of graduation document records for seniors, and will end with the

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Graduation Cancellation Date (approximately October 1). A schedule of dates for the cycle will be published each year. Diploma Corrections Form “DD”, Page 56. c. Graduation Document valid codes: 1) D - Diploma 2) A - Diploma with Academic Distinction 3) C – Certificate of Completion 4) N - No document d. Graduation Code valid codes: 1) 06 - Graduate (graduate) 2) 15 - Non-graduate (definitely not a graduate) 3) 16 - Graduation Pending (graduation contingent on completion of work in summer school. Must be replaced with 06 or 15 by Document Cancellation Deadline) e. See the Secondary Graduation Document for complete instructions on how to use the mainframe system. Document copy can be requested from the IT Dept. f. Academic Distinction Diploma. Order two documents (Diploma & Diploma with

Academic Distinction) for those students who have not qualified for either Option 1 or Option 2 at the end of the first semester of their senior year. Students have until the third quarter/12 week semester two to raise their WGPA and/or qualify for Acac. Distinction.

1) Students who raise their grade-point average to 3.5 qualify by the end of the 12 week, Semester 2, senior year, may receive the Academic Distinction Diploma

2) For all students from 3.49 down to 3.0, use the calculation formula given previously (A.2.d.) to determine which students have a chance to achieve Academic Distinction through Option 2 3) You might like to notify those students who are close (what they need to achieve by the third quarter/12 week) by using sample Form #4 on Page 39

g. Diplomas should rarely be mailed. Students must pick up their diploma in person with proof of identification. If they have moved out of town, you may mail after notifying them that there is only one printed so if it is lost/damaged in the mail, the diploma is irreplaceable. If a copy is requested from a past graduate, there are no copies.

10. Seal of Biliteracy Award The District Seal of Biliteracy is an award granted to high school seniors upon graduation certifying attainment of mastery in two or more languages. The Seal of Biliteracy policy is directly linked to the Language Learning Policy adopted by the SDUSD Board of Trustees in August 2009, which recognizes that “in addition to being academically prepared and fully proficient in English, all students benefit from being proficient in another language”. Seals issued for the first time spring 2012.

a. Counselors assist students in applying to the Office of Language Acquisition/World Languages

b. Seals are to be affixed to diplomas in June

11. Language Other Than English Proficiency Certification (LOTE) Students can be certified LOTE proficient in their home language (other than English) to be equivalent to (or greater than) two years of college-prep language study. Certification is based on the judgment of language teachers and advice of professional or cultural organizations with an interest in maintaining language proficiency or through a formal assessment. LOTE Certification from the Office of Language Acquisition will be based on:

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a. Student successfully challenges an existing district language course exam, or b. Student completes oral and written exam in a LOTE administered by a fully proficient

speaker of the student’s language, with proficiency level of two or more years of college-prep study, or

c. Student’s LOTE proficiency was certified via college or university assessment, or d. Student passed one of the following: SAT II, AP or IB e. LOTE Certification appears on the transcript

12. Computation of Weighted Grade-Point Average (WPGA) a. ‘A’, ‘B’, and ‘C’ grades in AP, IB are weighted, and (Beginning 2005-06) the following

courses were designated weighted UC honors courses: Hon.Am.Lit.1,2; Hon.US Hist.1,2; Hon. Chem.1,2; Hon.Pre-calculus 1-2

b. A = 5, B = 4, C = 3, D = 1, F = 0

13. Honor Roll (Dist. Proc. 4770) a. Shall consist of graduating students who attain a weighted grade point average (WGPA) of 3.33 or higher grades 10-12 at the end of the fall semester senior year b. See site procedures on computing an honor roll at semesters for your principal

14. Credits earned in Grades 7 and 8 (Dist. Proc. 4770) a. Mathematics (Algebra; Geometry) and Languages Other Than English courses taken in Grades 7 and 8 (except those taken at Independent World Language Schools [IWLS])

that meet high school graduation requirements are retained as permanent entries on students’ high school transcripts and count towards the minimum 44 credits needed for graduation. Grades earned in such coursework are not included in the high school WGPA calculation.

b. When entering credit for computer proficiency in a grade 8, use only grade 8 course # so a high school credit is not issued.

15. “Class of”: Students are assigned a “Class of . . . “ designation based on the year they first Enter Grade 9. The “Class of . . .” designation reflects the student’s expected year of Graduation—four years from the year the student first entered Grade 9.

16. Grade Level Assignment Tracking: a. At the beginning of each school year: 1) students with 9 or fewer credits are classified ninth-grade students 2) students with between 10 and 20 credits are classified tenth-grade students 3) students with between 21 and 30 credits are classified eleventh-grade students 4) students with 31 or more credits are classified twelfth-grade students 5) Seniors with 30 credits may be promoted to Grade 12 at the principal’s discretion.

6) a student’s credit-based grade level may not exceed his/her expected grade level derived from the academic year he/she entered Grade 9.

b. “Class of . . .” designation reflects the year students would be expected to graduate-four years from the year the student first entered Grade 9. Students may have additional years, based on their “Class of . . .” to complete the high school diploma requirements specified for their ninth-grade class, including the CAHSEE.

17. Evaluation of Credits from other schools a. Credits for courses completed in the district High School Diploma Program are accepted for graduation. Entry of marks and credits should be limited to approved

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courses in the Course of Study, K12, www.sandi.net/page/1606 b. Transcripts from accredited high schools are accepted at face value. Entry of marks should be limited to courses in the Course of Study, K12. Entry of “pass/fail” marks where applicable should be as follows: 1) Enter "pass" as ‘P’ (credit); “Fail" as ‘NC’ (no credit); these are not included when computing a grade-point average 2) Credit for graduation is allowed for a grade of "pass" c. Transcripts from school not accredited. 1) Site principal/designee shall evaluate and determine credit to be given. Entry of marks where applicable should follow same procedure above, “pass/fail”. 2) Sites may retroactively grant credit for courses from non-accredited high schools if a student successfully completes more advanced coursework in the subject out of district. d. Partial Credits. According to the Calif. Ed.Code, we “shall accept partial coursework satisfactorily completed by a pupil while attending public school, juvenile court school or nonpublic, nonsectarian school or agency.” See C.14c.3., Page 24.

18. Credit for On-Line High School Coursework (Dist.Proc. 4770) For the Classes of 2014, graduation credit for online coursework is only granted for district-approved courses, as outlined in the district Pilot and Site-Adopted Courses Supplement to the Course of Study, K-12. Beginning with the Class of 2016, graduation credit for online coursework is only granted for district-approved UC ‘a-g’ courses and electives, as outlined in the district Pilot and Site-Adopted Courses Supplement to the Course of Study, K-12. Beginning in 2008-09 the district began offering online courses from Apex Learning for purposes of Credit Recovery. The courses are treated as in-district courses, and successful completion of certain core subjects will suppress D’s and F’s in equivalent courses.

19. Credit High School Coursework taken outside the district by students currently enrolled in the district. (Dist. Proc. 4770)

Graduation credit may be granted for coursework taken by students at WASC-accredited private institutions or non-district high schools outside the regular school day or school year. a. Courses meeting core graduation requirements may only be taken outside the district if

a student has already taken the same course in a district school and earned a letter grade. Non-district coursework may not be used for grade suppression purposes.

b. Beginning with the Class of 2016, courses taken at an accredited California high school outside the district may receive core graduation credit only if those courses are listed on the issuing school’s official UC ‘a-g’ course list for the year in which the grade was earned. c. Grades earned in non-district high school coursework will be included on the student’s

transcript and grades from both the district and non-district coursework will be used when calculating the student’s WPGA. Only letter grades may be used to record core coursework taken outside the district by students currently enrolled in the district. No “P” grades should be entered.

d. When posting non-district coursework and grades for core coursework that the student has already taken, the district course title and number listed in the district Course of Study, K-12 that most closely matches the non-district course will be used. It should be noted that the course was taken outside the district.

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e. Elective credit may be granted for coursework that does not meet core subject require- ments taken by students at WASC accredited private institutions, non-district high schools, or industry online Virtual high schools (e.g. Cyber High School, UCCP, UCCP/UCI Extension and Natl. University Virtual High School) outside the regular school day or school year (e.g. summer school). This elective credit does not earn a letter grade and will not be used when calculating the student’s WGPA. Grades earned in non-district coursework may not be used for grade suppression purposes. 1) Enter “P” for passing grades; do not enter failing grades. 2) When posting non-district coursework and grades for elective coursework, the

district course title and number comparable in content listed in the district Course of Study, K-12 that most closely matches the non-district course should be used. If a comparable district course is not available, the generic subject area course #

(e.g., 4000 for Mathematics) should be used. In both cases, it should be noted that the course was taken out of district.

f. Graduation credit may be granted for coursework taken at district-approved independent world language schools (IWLS) outside the regular school day by students enrolled in district high schools in Grades 9-12. The list of district-approved IWLS is available in the Pilot and Site-Adopted Courses Supplement to the District Course of Study, K-12, www.sandi.net/page/1606. It should be noted that the course was taken outside the district. District-approved independent world language schools not be used for grade suppression purposes.

20. High School Credit for College Coursework (Dist. Proc. 4770) a. Principals may secure permission to offer high school graduation credit for college

course-work taken by students at a public or private community college, college or university outside the regular school day, or on the high school campus during the school day. Such coursework must be in the fields and subjects included in the Course of Study, K-12. Credit may be granted if all of the following conditions are met: 1) Students earning elective high school credit for college coursework are regularly enrolled and in attendance for the full day at the district high school, and

2) The institution offering the college coursework is accredited by the WASC, and 3) Course credit earned exceeds the course requirements for graduation in a specified subject area (e.g., math, science) and is used as elective credit for graduation, and

4) The courses are listed on the institution’s UC ‘a-g’ course list for the year they are taken, and

5) The Instructional Support Services Division has determined that the content and rigor of the course are equivalent to district course offerings, and

5) The site submits the course to the Interdivisional Curriculum Committee (ICC) for approval prior to offering the course as a site-adopted course, and

6) The Board of Education approves awarding district level elective credit for the college-level coursework before instruction begins. c. High school credit for college coursework does not earn a letter grade and will not be

used when calculating a student’s GPA. Such coursework will earn elective graduation credit only, and will be counted on a one-to-one basis (e.g., one semester of high school credit for one semester of college credit). Credits earned in this coursework should be recorded using the course number established for the site-adopted college coursework by the ICC, as follows:

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1) Enter “P” (pass/credit) for passing grades; do not enter failing grades. 2) Students may not use a passing grade earned in college coursework to suppress a

“D” or “F” grade earned in a district school. 21. Alternative Means of Satisfying the Prescribed Course of Study: To meet individual student needs and encourage students to complete their high school education, alternative means to complete the prescribed course of study will be made available to students in accordance with law. Such alternative mans may include:

a. Practical demonstration of skills and competencies b. Supervised work experience education c. Completion of certain Career Technical Education courses, including Regional Occupation Program (ROP) courses d. Independent Study e. Credit earned at private Independent World Language Schools (IWLS) f. District certification of grade-level proficiency in a Language Other Than English g. Other such means as may be approved by the Board of Education

22. College Courses (Dist. Proc. 4322) a. Only college credit will be granted for college courses established on high school campuses solely for high school students. Math150-51 & Political Science may not be used for high school credit. b. Other college courses. The student may petition the principal to use the college courses for high school credit or for the completion of a graduation requirement. This petition must be made prior to taking the course, in writing.

23. Concurrent Enrollment of Minor High School Students in Community College Adult Education Classes (Dist.Proc. 4405) On an annual basis at the beginning of the school year, the SDUSD Adult Education

Office provides an Information Bulletin to secondary principals and school counselors, containing a list of the community college adult education classes that may be taken by high school students to make up deficient credit. Courses usually include: Algebra, World History, U.S. History, Govt/Econ, ESL, English 3,4, American Lit, Cont.Voc. in Lit. are only accepted if approved in advance. Location 699/AdultEd/sdccd is used to enter these courses. See AdminCirc: Approved High School Credit Courses Offered by SDCCD Continuing Education (Adult Education) updated every August for approved courses.

24. High School Diploma Program (HSDP) (Dist. Proc. 4410) An adult education high school completion program offered by the district.

a. HSDP serves: Students between 18 & 19 years 11 months who have not graduated from high school and were enrolled in a high school, continuation school, or opportunity program in the semester prior to enrollment in the district’s diploma program.

c. SD Community College District provides a high school diploma program for students 20 years and older and for students who were not enrolled in a K-12 program the present or previous semester.

d. Students earn a regular district diploma from the high school where the program is located. Students must complete the same course requirements as continuation high

school students (Proc. 4470). High school credits are earned on completed coursework.

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e. Any course in the Course of Study, K-12 (except P.E.) may, be offered with the District diploma program as long as it has received prior approval from the Board of Education.

25. Certificates of Proficiency. California High School Proficiency Exam (CHSPE) (Dist. Proc. 4790) a. Any person who is 16 or older or who has been enrolled in tenth grade for one academic year or longer, or who will complete tenth grade at the end of the semester during which the next regular examination will be conducted, may have his/her proficiency in basic subject matter verified by exam based on criteria established by the State Department of Education. Upon successful demonstration of such proficiency, the student will be awarded by the State Board of Education, a "Certificate of Proficiency", which legally is the equivalent of a high school diploma. b. Exams are given once in the fall, once in the spring. c. Exemption from compulsory attendance and right to re-enroll: 1) Students may, with parent approval, be exempt from compulsory education after

passing the proficiency exam; with the right to re-enroll without prejudice. d. The registrar will receive a list of students passed and/or failed and a label to affix to student transcript folder/card to be included on all future official transcripts. e. Student/parents should then complete exemption form (Page 48) to keep on file. The student can then be dropped using Zangle code 330. There is no district diploma

issued. You can direct questions to the Calif. Dept. of Educ., www.chspe.net/results, or www.cde.ca.gov.

26. Diploma Options The following list provides diploma options other than the traditional SDUSD High School Diploma requiring 44 credits, 2.0 GPA: a. SDUSD High School Diploma - 40 credits, 2.0 GPA from alternative school programs i.e., Garfield, Twain and adult students in the High School Diploma Program. Students are still considered concurrently enrolled the summer following their senior year and are not eligible for a 40 credit diploma through the HSDP until the fall following their senior year. b. SDUSD/SDDCD (S.D. Community College) District Joint High School Diploma. Option 1: same course requirements as a SDUSD diploma. Option 2: Based on Calif.Ed.Code requirements (e.g., 26 credits, min. 1 college course . . .)

d. California High School Proficiency Exam (CHSPE)(Dist.Proc. 4790) See previous: 20. Certificates of Proficiency.

d. San Diego Community College District, Adult High School Equivalency Diploma, GED plus three social studies credits. You must be 17 years 10 months to take the GED. Students interested in the military should get diploma requirements in writing from their recruiter. Competency and computer proficiency requirements must be met. You may direct adults to www.cde.ca.gov. 27. Mid-Year Graduate Procedures a. Before the end of the semester, send a notice to each of the teachers of your Mid-Year Grads, marking whether they will ‘pass’ or ‘fail’ their course. b. When semester ends and graduation requirements have been met, pull transcript folder/card and mark Graduate, Diploma, Mid-Year Grad, date, etc.

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c. Mid-Year Grads do not receive their diploma until June - with other graduates. d. It is a good idea to keep the Mid-Year Grad transcript folders/cards with the other seniors until the year is complete - and not forgotten (in front of drawer/box).

28. Senior Failures - June a. The last week of senior attendance, notices can be sent to teachers asking them to notify

you of any senior that will definitely fail their course. Have the lists due to you the morning after seniors last day (typically 3 days before graduation), leaving you time to pull diploma, and for the counselors to notify parent/student. See sample Form #5,

page 40. Check your site procedures. b. As a help, you might want to create your Diploma Withheld List based on:

1) seniors who you know already are deficient in either credits/courses/GPA or CAHSEE

2) seniors who have failed required courses on the 12 week progress report Names can be removed or added to list as failure information is received (see sample Form #18, Page 54).

29. June Graduate Procedures a. Before ordering final transcripts: 1) Finalize grad codes in Grad Doc (mainframe a) 06 - Graduate b) 16 - Pending Graduate c) 15 - Non Graduate 2) Finalize grad document code: a) A=Academic Distinction Diploma b) D=Diploma c) C=Certificate of Completion b. Principal’s Certification of Graduates due within two weeks after each graduation event. c. A listing of diplomas which have been canceled will be generated from the central data base and presented to the Board of Education in mid-October. (Admin. Cir. 34, Aug. '94) d. Diplomas Withheld: If a diploma is withheld for either credit/subject deficiencies, indebtedness, or citizenship, attach a form (sample Form #11, Page 46) to the diploma and file until diploma can be released. A list of non-grads can be

created listing students and missing requirements. As requirements are met after summer school, they can be crossed off. When complete, student can initial and date when diploma was picked up.

e. Senior transcripts – After upload of grades, print set to check for errors. 1) Check each transcript to make sure all graduates have the magic “44” credits 2) Fix any repeat courses; change first semester ‘F’s’ in year courses to “D” if the student passes the course in June. 3) Teachers cannot issue an ‘F’ grade unless they notified you before graduation, in that

case, ‘F’s’ issued should be changed to a passing grade of ‘D’. See your administrator. 4) Print again if necessary when Grad System is complete. 5) Print Rank on final transcripts 6) Prepare to send Final Transcripts to colleges. Seniors going to a four-year college should leave you a stamped/addressed envelope to send the final transcript. UC’s and the CSU system requires proof of graduation transcript by approx. July 15.

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7) Print a set of grade 9-11 transcripts f. Grade 12 students who completed their diploma by the end of the summer session should

be awarded June diploma from current year. Students who finish their requirements after summer school should be awarded a diploma for following year.

g. The final date for data input of graduation info for current year graduates is October 1. Registrars should update school's graduation data base, including type of document issued. All pending diplomas listed on grad screens must be corrected to graduate (06) or non graduate (15) status.

h. When graduation is complete, student transcript folder/card should be stamped with any special designation (e.g., honor roll, academic distinction, Natl. Honor Society, etc.). File i. Non-Grads. Mark their transcript folder/card "NON-GRADUATE" and list requirements “not met” for graduation. File non-grad folders in a special file. Check them after summer school to see if they completed courses and will either issue them a diploma and/or change GRAD DOC to graduate or non-graduate.

B. Progress Reporting (Dist. Proc. 4705)

1. Issuance of Report Cards a . Either parent or guardian is eligible under current law to receive grade report on a

student. If a parent/guardian not having custody requests a report, a duplicate may be issued directly to that parent/guardian. The noncustodial parent does not need the consent of the custodial parent/guardian, unless limited by court order, before inspecting and/or receiving a copy of the student's record.

b. Student progress reports shall include both scholarship and citizenship grades in courses that carry a credit value. College courses that are approved to meet district graduation requirements and are taken for college credit are not given a citizenship mark. “No credit” courses should not be given a scholarship mark but may be given a citizenship mark. For a student receiving special education and related services, the IEP specifies

the method and frequency of reporting progress towards IEP goals. Whenever appropriate, the regular reporting process should be used along with any other process specified in the IEP. For the student with disabilities served under an IEP, or ISP, grades may not be reduced based on the student’s receiving accommodations specified in the IEP, ISP.

2. Changing of Grades a. A grade given by a teacher shall be final and cannot be changed by others unless given fraudulently, in bad faith, because of incompetency, or because of clerical or mechanical error. See site for grade change policy.

EXAMPLE: If it is determined that grade should be changed, teacher will fill out a grade change form. After administrative approval is received, the grade correction will be made in the following areas:

1) At the semester Registrar will: - Make grade correction in Zangle Mark Reporting and Academic History, recalculate the GPA, and print a new transcript

2) At the quarter/6/12 week progress reporting period Registrar will: - Make grade correction in Mark Reporting only 3) Registrar will file grade change form when corrections are complete.

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3. Uniform Method of Reporting Student Progress a. A = Superior B = Above Average C = Satisfactory D = Below Average F = Failure, credit not granted NC = No credit (see below, B.8.) NG = No grade (see below, B.9.) Inc. = Incomplete. Given only in cases of absence due to illness. Six weeks are allowed for making up work; if not made up, an ‘F’ is recorded b. Withdrawing or Dropping Classes 1) A student dropping a course during the first six weeks of a semester may do so without an entry recorded on his/her permanent cumulative record or report card. 2) A student dropping a course after the first six weeks of a semester for reasons within his/her control, or who is dropped because his/her behavior in class is detrimental to the welfare of the class, may receive an "F" on the permanent cumulative record. 3) For a student withdrawing for reasons not within his/her control, each school

should evaluate individual circumstances and determine at the time whether grade should appear on the students’ cumulative grade history records.

4) Students leaving school early. Students who transfer during the last two weeks of a semester shall earn final grades and credits and may receive a report of

grades via U.S. mail by leaving a stamped, self-addressed envelope in the school office; students leaving prior to this time may be issued a report of grades at the time of leaving, these grades are not a part of the permanent electronic records.

4. Reporting “D” and “F” Grades All teachers shall make a written report to parents/guardians and to the principal on students

whose work is unsatisfactory. (Unsatisfactory work is defined as student progress that is Marginal (“D”) or failing (“F”). The principal shall inform teachers of this responsibility. Reports of notification of unsatisfactory progress must be issued whenever it becomes evident to a teacher that a student is in danger of failing a course, but sufficiently in advance of grade reports to permit improvement (usually five weeks). Notification must be in the form of a written report; a failing grade may not be issued unless such notification is made. Refusal of a parent/guardian to respond to a written report shall not preclude failing the student at the end of the grading period. (EdCode Section 49067)

a. A “D” mark on the second or fifth grade report for students receiving six-week progress reports, or on the first or third quarter grade report for students receiving quarterly

progress reports, will constitute compliance with the above notification requirement. b. Students at risk due to reading and/or mathematics performance that is below grade level (based on district assessments) and grades 9-12 students at risk because of

credit deficiencies.

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5. Grade Replacement Students receiving either a “D” or “F” on their final grade may repeat the same district course, with the same course number until they receive a “C” or higher grade. When the “C” or higher grade is received, the “D” or “F” shall be suppressed on the transcript and from cumulative grade point average calculations. Both courses must be taken in a SDUSD junior or senior high, or in a SDUSD/San Diego Community College District adult education program.

a. Students may not replace a ‘D’ or ‘F’ with a grade earned outside the district. b. Students may not suppress a ‘D’ grade by retaking course in HSDP. HSDP coursework

may be used to suppress ‘F’ grades only. c. Certain suppression policy rules do not apply if the course was taken anytime during or after the 2008-09 school year. A course that is suppressed when printed on a transcript will be designated with a hyphen (-) preceding the course number.

6. Year Courses Year courses are courses defined in the Course of Study, K-12, as two-credit yearlong courses, in which the second semester’s work is dependent on the learning involved in the first semester. If the student receives a failing grade for the first semester and a passing grade for the second semester, credit shall be allowed for both semesters and a passing grade of “D” shall be recorded for the first semester. If a student receives a passing grade for the first semester and a failing grade for the second semester, credit shall be allowed for the first semester only.

7. Advanced Placement Courses (AP) All students in Advanced Placement (AP) courses are expected to be motivated for, and capable of, doing college-level work in a specific subject area, and will receive weighted credit.

8. No Credit (NC) a. Advance approval of principal or designee is obtained- b. Evaluated class work is passing or acceptable, but excessive absence has prevented the student from meeting course objectives. c. Absences are other than truancy. d. A "Special Progress Report to Parents" form was issued.

9. No Grade (NG) a. Students who are recent immigrants may have few or no records of prior schooling. The initial programming of the recent immigrant student during the school year may justify assignment of “no grade” (NG). Those recent immigrant students who are LEP and who are not placed initially in the appropriate instruction program(s) may also be assigned “no grade” (NG).

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C. Cumulative Records Cumulative Record Keeping, 7-12 (Dist. Proc. 6510) Student Records, Retention & Destruction (Dist. Proc. 6520) Release of Directory-Type Information (Dist. Proc. 6525) Access to, Release of, and Confidentiality of Non-directory-Type Student Information (6527)

1. Student record - definition (Dist. Proc. 6520) a. Any item of information directly related to enrollment and scholarship of an identifiable student which is maintained by a school district or required to be maintained by any employee in performance of his/her duties. b. All records pertaining to any accident or injury involving a student for which a claim for damages has been filed as required by law. c. "Student record" shall not include informal notes compiled by a school officer or employee which remain in sole possession of the maker and are not accessible or revealed to any other person.

2. Use of legal/assumed name (Dist. Proc. 6535) a. It is district practice to use legal names for registration, enrollment and official record keeping eliminating confusion when the district is asked for information about students. b. A minor student's name on district records should not be changed without a decision by a court of jurisdiction authorizing name change. c. When a parent requests in writing that an assumed name be used (such as step parent's name), this should be cross-referenced to the legal name on the student's permanent cumulative records.

3. Mandatory PERMANENT student records (cumulative records): (Dist. Proc. 6520) Each district shall maintain indefinitely all mandatory permanent student records, or an exact copy.

a. Records shall include: Legal name of student Date of birth Method of verification of birth date Sex of student Place of birth Name and address of parent of minor student Address of minor if different than parent Enter and transfer date of each school year, including summers All subjects or grade levels attempted If marks or credit are given, all marks allowed and number of credits toward graduation allowed for work taken Verification of or exemption from required immunizations Date of high school graduation or equivalent b. Secondary schools mandatory permanent records: Hard copy of the "Student Data Form" "Elementary Cumulative Student Record" "Secondary Cumulative Student Record"

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4. Mandatory INTERIM student records: Records which schools are required to compile and maintain for a minimum of three years after a student leaves the district a. Log/record of persons requesting/receiving information from student's records b. Health information c. Case studies and records concerning participation in special education classes d. Language training records e. Grade reports and/or progress reports f. Parental restrictions regarding access to directory information g. Parent or adult student rejoinders to challenged records and to disciplinary action h. Parental authorizations or prohibitions of student participation in specific programs i. Results of standardized tests administered within preceding three years

5. Permitted student records (optional): Those records having clear importance only to the current educational process of a student. Permitted records may be destroyed six months after the student's completion of or withdrawal from the education program a. Objective counselor and/or teacher ratings b. Standardized test results older than three years c. Routine discipline data d. Verified reports of relevant behavioral patterns e. All disciplinary notices f. Attendance records other than required district classroom attendance records maintained at the school g. Zero Tolerance. Records of a student violation of Zero Tolerance will be maintained

until the student graduates or reaches the age of 19 years and 6 months

6. Inspection of Records (Dist. Proc. 6510) a. Parents or legal guardians have the right to inspect the cumulative records of their children during consultation with principal or certificated designee. Parents or guardians may receive copies only of documents in student file. b. Fee assessment of 10 cents per sheet is permitted if parents/guardians request to have copies. Fee assessment does not apply to other school districts or agencies which interchange information with our district in normal course of business. The school collects fee; issues a receipt. (Dist. Proc. 9010) c. If you receive court order to release records, route document to Placement and Appeal. Do not release records until notified by Placement and Appeal. d. Court order to seal records is handled by Placement and Appeal (Dist. Proc. 6521).

7. Active Student records. Each district school in which a student is enrolled is responsible for adding to and maintaining mandated and permitted information on a student’s electronic record.

8. Inactive Student Records (Dist. Proc. 6520) At the time of disenrollment, whether due to a transfer within district, transfer out of district, articulation to a middle level or senior high school, graduation, or withdrawal, the last school of enrollment is responsible for verifying that all mandated information, as appropriate has been entered on the student’s electronic record.

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Support documents of mandated items should be filed in the student’s cumulative folder. Items of permitted information that may be of value to a student’s educational process also may be filed in a student’s cumulative folder. Information not in a mandated or permitted category should be purged from the folder and destroyed. The folder should be held in a suspense file at the last school of enrollment until requested by another district school, or until one school year after the expected date of articulation, or until three school years after the expected date of graduation. If the student record is not requested, it is sent to Student Records. Contact Student Records for procedures on have COR-O-VAN store cum files.

9. Adult Education Records a. Transcripts for students who have earned credits in the district's High School Diploma Program will be maintained at Student Records Office and/or at the HSDP site. Cum files for students at HSDP are not transferred. Cum files are kept at at last comprehensive high school that adult attended.

10. Disposal of Interim or Permitted Materials (Dist. Proc. 6520) a. Student information considered being "interim" or "permitted" may be destroyed when

the value of a student’s education process has ended. b. Materials to be destroyed shall be shredded.

11. Release of Directory-Type Student Information (Dist. Proc. 6525) and Access to, Release of, and Confidentiality of Non-directory-Type Student Information (Dist. Proc. 6527) a. "Family Educational Rights and Privacy Act of 1974” see district procedure. b. Directory-type information: Current information contained in a student’s education

record that would not generally be considered harmful, or an invasion of privacy if disclosed. Includes, but not limited to, name, age, address, telephone listing, date/place of birth, participation in officially recognized activities and sports, weight/height, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended. See District Procedure 6526 for release of Directory-Type Information.

c. Non-directory-type information: Student information pertaining to a student’s records that would generally be considered harmful or an invasion of privacy if disclosed. This includes, but is not limited to, assessment results, disciplinary and health records, and free or reduced-price meal eligibility. See District Procedure 6527 for release of Non-directory-type information.

d. Release of Information for Health or Safety Emergencies without Parental Consent: (See Dist. Proc. 6527) e. Student Record Access Log (6527) (see Form # 1, Page 36) 1) A log shall be maintained with each student's record, listing all persons, agencies, or organizations requesting or receiving information from the record and the legitimate interests thereof. 2) The log shall be open to inspection only by a parent/guardian and school official

or designee responsible for maintaining student records, and by the Comptroller General of the U.S. etc. (See district procedure for details)

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f. Access to or Release of Educational Records Without Written Parental Consent (6527): Only the following individuals or agencies may receive or have access to educational records other than directory-type information without written consent of student's parent/guardian or student is18 years or older 1) Either parent/guardian if student is a minor 2) Students over 18 and graduates 3) Students who are 16 to 18 years of age or have completed grade 10 4) School officials 5) Officials of other schools or school systems 6) State and local officials or authorities to whom information is specifically required to be reported or disclosed pursuant to State statute. 7) The State Superintendent of Public Instruction 8) Representatives of the Comptroller General of the U.S. 9) Independent auditors or agents employed by the district for audits or evaluations 10) Prospective granting agencies in connection with a student's application for financial aid. (Only info necessary to determine eligibility is released 11) Organizations conducting studies in accordance with Procedure 4930 12) Accrediting organizations g. Release of Educational Records With Written Parental Consent (6527:

Parental consent is required for release of student records to the persons and/or agencies listed below. The requesting individual or agency should obtain parental consent; schools should not do this for the requester unless it is unavoidable. All requests must be filed in the student cumulative folder and the information entered into the Student Record Access Log (Form #1, page 36). Parental consent must be signed and dated and must (a) specify records that may be disclosed, (b) state purpose of disclosure, and (c) identify party or class of parties to whom disclosure may be made. Parents/guardians must be notified of their right to a copy of the records released under this provision, if desired; a nominal charge of 10 cents per sheet may be made. The recipient of the information must sign a statement to the effect that he/she will not transmit the information to others, and a copy of the statement must be placed in the student’s file.

1) Private individuals. Lawyers, agents, etc. 2) Representatives of agencies such as FBI, IRS, etc. 3) Federal, state, and local law enforcement officers. 4) An officer or employee of a county agency responsible for protective services to children. 5) An officer or employee of any adoption agency licensed by the Dept. of Social Welfare. 6) An officer or employee of the U.S. seeking information in the course of his/her duties, when the student is a veteran of military service, an orphan or dependent of such veteran, or a noncitizen. h. Authorization to Release Student Information to the Private School/University/College (Form #12, page 47) Typically a school wide required form in the fall authorizing the release of educational information, including, but not limited to: transcripts, letters of recommendation, financial aid forms, GPA verification forms, mid-year reports, and ranking status, and disciplinary records. Form should be on file before any of the educational information is released.

i. Court Orders/Attorneys. Contact Placement and Appeal

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12. Initiating Cumulative Records a. Cum records are initiated for incoming students by transferring data from out- of-district records to district forms as required and by noting the school from which records came. b. If records are originals, registrar files separately and retains for at least one year after the student has graduated. Originals of out-of-district records may be returned to originating school upon request. c. Suggested process for adding a new student to your record system: 1) At the time of enrollment, make a new student transcript folder/card (sample Card, Form #10, Page 45) marking the enrollment date/from school. If the student is returning to your school, pull their transcript folder/card from the drop file. 2) Out-of-district students that arrive with no records: Call previous school to make sure they are dropped and get courses enrolled in and grades by phone or FAX for counselor. 3) In-district students that arrive with no records: Print a student transcript after enrollment at your site. 4) Request records from previous school. If student is coming from out-of- district and it is noted that he/she was in our district previously, request records from either the school or the Student Records Office. 5) Make a new/temporary cum folder to house records brought with them. File these cums separately. This system provides a quick reference to their grades etc., and whether their records have arrived yet. When official records arrive, the two files are put together and then filed. 6) Print transcript 7) Record in "Records Requested Journal" (see sample, Form #6, Page 41). This is a running log of when/where records were requested and whether they have arrived. 8) If a senior, add to Senior Credit Summary system.

13. Transferring Cumulative Records a. Whenever a student transfers from one district to another, the pupil's permanent record or copy is transferred to school where the pupil intends to enroll. b. Facsimile. When a request for a student's record is received from outside the district, a facsimile of the student's cum record is forwarded to requesting school. Psych reports are not sent to schools outside the district except through Special Education Department. c. Student records shall not be withheld because of any charges or fees owed by student or his/her parent. For a sample letter to use when other districts withhold records for debt, see Form #7, Page 42. d. When student transfers schools within same school district, the student's entire cum file shall be transferred upon request. e. Suggested process for dropping a student from record system: 1) Pull student transcript folder/card and note leaving date and destination state/school. Record leaving grades on transcript. File folder/card in drop drawer/box/binder (transcript), which ever system you use.

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2) Request leaving grades if incomplete. Check site for procedure as to who does requesting of drop grades. 3) Record on "Drop List". See sample, Form #8 Page 43.

14. Receiving Cumulative Records a. Within district 1) Note arrival date and whether CSIR and Health Card are included in Records Requested Journal. 2) Pull temporary cum and put together. 3) Pull Health Card/CSIR for nurse according to your site procedure. 4) Check Cum for IEP/GATE certification and notify responsible parties with information. 5) Send leaving grades to teachers if not done so at time of enrollment. 6) File cum. b. Out of District 1) Repeat 1-6 above, and 2) Remove the Official Transcript from the sending school for transposing. Highlight the student's name and mark in red the year of graduation. File in your transposing folder to do when time, by grad year. Do seniors first, then juniors, etc, so transcripts are loaded and complete for college application time.

c. Transposing out of district records (Dist. Proc. 4770) When official transcripts are received from accredited high schools:

1) Starting with seniors, transpose courses/grades onto form, see sample Form #9, Page 44, using district course #'s whenever possible (helps for ‘a-g’ requirements). 2) Most districts use either 1, 5 or .50 point credits per course per semester. Transpose, if needed into our 1 credit system. If transcripts have one grade for the whole year, you can split the year into semesters using the same grade. See Page 34 for sample grades in percents.

3) Partial Credits. Court schools, for example, may provide a transcript with partial credits in the 5 credit system. According to the Calif. Ed.Code, we “shall accept partial coursework satisfactorily completed by a pupil while attending public school, juvenile court school, or nonpublic, nonsectarian school or agency.”

-Add together all credit values in same-course area to add up to 5 to give full credit.

-Be careful to notice “½ credits” issued by schools when interpreting transcripts typically in the area of PE, so that full credit is not issued. -unfortunately, partial credits are not available in Zangle 4) Trimesters: Some schools use the trimester system. Suggestion: add all three

trimesters and divide by two to get two semesters of credit, or use 1st & 2nd averaged for Semester 1, and 3rd trimester for Semester 2.

5) Look for computer proficiency, Algebra and world languages on grade 7 and 8 transcripts and load onto transcripts.

6) Religious Schools. There is no requirement to include religion courses, 7) Give a copy of hand-transposed transcript to student's counselor for reference until courses/grades get loaded into Zangle.

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8) File a copy in student's transcript folder or grade level binder (depending on your system) for your reference 9) File the original in a transposing file for future loading in Zangle. d. Foreign Transcripts 1) Students from foreign countries must always provide original transcripts. 2) You may choose to give a ‘P’ for pass instead of translating into our grading system, especially if an English translation (grade equivalents) has not been provided. Check your site procedure. 3) As foreign transcripts often list a more than the normal 6-8 courses, it is

necessary to question how many hours/days a week student attended. To avoid too many course credits being issued, subjects are usually grouped together (e.g., Chem/Bio/Physics, Geog/History, Music/Art/Tech, world languages, etc.) Science courses in most foreign countries is a 4 year progressive system. Each year they take Chemistry, Biology, and Physics, but don’t complete each course until the end of high school. Do not load grade 8 unless they meet the same criteria for a high school course (e.g., Algebra, Foreign Language). For colleges, it is recommended that the foreign student send both SDUSD transcript and foreign transcript for admission process.

4) English Credit: If student tests at ESL 1 level, previous English credit should not be granted. If student tests higher (e.g., ESL 3) previous English course could be granted.

5) Foreign Exchange Students. Foreign exchange student enrollment is usually for a semester, or year with no intention to attempt graduation. They are typically enrolled in Grade 11 so student is not impacting the graduating senior database. Although, with the new STAR testing standards, students may be placed in Grade 12 to be out of the testing window. See your Administrator. Students must arrive proficient in English, and may not be placed in ESL courses nor be CELDT tested.

6) See foreign transcripts and translation information, Page 35.

15. Senior Credit Checks (tracking senior graduation requirements) A method for keeping track of seniors meeting the requirements of graduation. Counselors track each one of their counselees and registrars are often a back up check. See your site for procedure. See sample form #19, Page 55.

16. Transcripts a. Parent/guardian must be notified of release or transfer of student information or records. (Dist. Proc. 6525) b. Transcripts are now printed in Zangle. Transcripts for students prior to 2008-09 can still

be ordered from IT using Job Request SQS59. c. Current Students: 1) Check site procedures. Many schools allow students a certain amount free transcripts,

then charge $1.00 for each additional. Principals may waive charges for scholarship applications, and requests directly from colleges. 2) Rather than be interrupted many times a day, you might use a Transcript Request Form (many samples available from registrars). You can then do all at once at the end of the school day, and have students come back after school to pick up their copy.

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d. Graduated Students

1) Request must come from student himself, in person with ID, or a signed release from school/organization requesting transcript. 2) Any requests from lawyers, armed services, etc., must be accompanied by a release. Contact the District Legal Office/Placement & Appeal on subpoenas, etc. 3) Pull transcript, copy, sign and stamp "Official" and deliver/send. Mark student transcript folder/card where/date transcript is sent. 4) Charge designated fee for your site. 5) "Official Transcript" labels can be printed to seal envelope "officially".

17. Mid-Year Transcripts a. Mid-year (7th semester) transcripts are required by most private colleges/universities. b. Start a Mid-Year Transcript file once the college application process begins by placing midyear report forms/addressed stamped envelopes in file until end of first semester. c. Run bulletin notices for seniors to bring in addressed stamped envelopes for all the colleges to which they applied that require a mid-year transcript. d. At semester, print new transcripts and create new ranking report. e. With the student's counselor, complete mid-year report forms and copy transcripts/rank and send. f. Log date sent on student transcript folder/card.

18. Ranking Reports a. July/August ranking report. Interim ranking for Fall use. b. October ranking report: Print when enrollment settles and “new senior” transcripts have

been loaded in Academic History. Use this as the official ranking for upcoming college applications, and also for financial aid purposes determining GPA Verification in the spring. Cal Grant requires unweighted GPA (without PE/ROTC) from sophomore through summer of junior year. Before ranking, remove non-diploma-bound/ILS students and any others waiting for credits to be loaded (e.g., credits well below the norm)

c. February ranking report. Use this as the official graduation ranking. 1) Rank students per site procedure. 2) Determine valedictorian and notify principal, etc. per site procedure. 3) Mark the official rank/class size on the senior’s transcript folder/card. 4) Make sure there isn't a student on the ranking report (a foreign exchange student for example) who is ranked with only one semester of work. Remove such student until all grades have been loaded.

19. Final Transcripts to Colleges/Universities a. All four-year colleges/universities require a final transcript, usually by July 15. In May,

start bulletin notices asking students to provide an addressed stamped envelope to the college they will attend. "Final Transcript" printed.

b. Send Final Transcripts as soon as the new transcripts are available.

20. Mexican Consulate Letters Students’ full names (as written on their Birth Certificates) are incomplete in our records. In order to obtain passports and identification cards from the Mexican Consulate, students

27

must provide school documentation, along with a birth certificate, to the Mexican Consulate. In lieu of transcript correction, the Mexican Consulate will accept a letter. Process:

a. Student must provide original birth certificate b. Student provides photo. We must be able to verify the student’s identity before we affix

a photo to the letter c. Registrar affixes photo to letter. Sample letter Form #15, Page 51 d. Contact Help Desk to get Remedy Case to have name corrected if student not current

D. Registrar Timeline July/August (All references to Grad Doc will eventually change to a Zangle graduation system) -summer school complete; check to see if non-graduates completed required courses. -Print ranking report -credit checks for seniors done, if possible. -Transfer of cums from feeder schools complete -print new set of transcripts that include summer school -order set of summer school completers if desired (may not be available with Zangle) September -Principal’s Certification of Graduates due for Summer Grads -Opening of School: 1) new student registration 2) requesting records for new enrollees in/out of district 3) receiving records 4) removal of dropped/no show students from files to inactive 5) Finalize Grad Doc/Zangle Grad System. Change pending codes 6) Cut-off for last printing of diploma's for previous June is approx. October 1st. 7) Print GPA Verification GPA report provided by Sharon Peterson to use in Jan/Feb. October -October 1st – Approx. Deadline Document Cancellation date -Principal’s Certification of Graduates due. -CALPADS -Receiving official records on new students –loading grades in Zangle Academic History -Senior credit checks complete. Meet with counselors verifying credit/subject deficiencies. -Print new Ranking Report when enrollment settles down, and new senior records have been entered in Zangle Academic History. -Senior Diploma cards (seniors decide how they want their name on their diploma). November/ December -Senior deficiency letters (notifying students/parents of graduation requirement deficiencies -Check records received--request records again if they have not been received. -Load new records into Zangle Academic History, seniors first. -Assist with college application process, verifying GPA/rank (This may vary from school to school.) -Continue loading incoming records. January -Set up Grad Doc/Zangle Grad System. In January for mid-year grads, and by late March for June grads -Stock requisition for diploma covers due (#22-C-5900) -Complete new record loading of new students at semester -GPA verification form process begins, final Cal Grant GPA Verifications due March 2

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February -Grad Doc/Zangle Grad System complete for Mid-Year Grads -Principal’s Certification of Graduates due for Mid-Year grads -Grad Doc Information report can be requested (Job Request SQS62) to be used as work sheet to verify accuracy of grad doc records -Non Stock requisition for program-cover art work due and commencement program survey due -End of Semester duties: Print new set of transcripts Mid-Year Grads - deadline to create Grad Doc (approx. Feb. 10) Senior credit checks updated with semester grades Academic Distinction determination Valedictorian/Salutatorian determination Senior 7th semester ranking report received - ranking to be done

Mid-year reports/transcripts due to universities (by the 10th-15th usually) Grad Doc process continues with updates Transcript check for missing records/repeated courses (wrong levels) March -March 2 – Cal Grant GPA verification due -End of March - Deadline for Grad Doc for all June grads -Grad Doc/Zangle Grad System updates continue April -WGPA will be set to create WGPA. Doc Code "A" used to order Acac.Dist. diplomas -Schools request Class Ranking when ready. -Request Grad Doc Information Report to verify Grad Doc accuracy -Finalization of Academic Distinction determination @ 12 week marking period May -First week in May - Deadline for Class Rolls for Commencement Program -Grad names to printer -Deadline for additional copy in Commencement Program -Mid-month - Deadline Grad Doc submitted for Board Action. No deletions in Grad Doc June -First week - Last changes to Grad Doc before sent to printer -Receive diplomas - check each one for errors or missing diplomas -Add special accolades to diplomas (Acad. Dist. foil/ribbon, GSE stickers, CSF, CCTE, --see your site for procedures -Replace diplomas with certificates of designated students. Change Grad Doc before transcripts are printed. -Day after seniors last day, Teachers notify you of seniors who are failing courses to pull diplomas. Also final grades required for seniors to determine who is walking in ceremony. -Prepare diploma covers for Commencement Program (ribbon bound, etc.) -Be part of diploma distribution process Commencement Day -Principal’s Certification of Graduates due.

29

SAN DIEGO UNIFIED SCHOOL DISTRICT GRADUATION REQUIREMENTS

And other District Changes 1963 to Present

Prior to 1963: 38 Credits Required for Graduation

1963 – 1982 : 40 Credits Required for Graduation

1972 – 1974: Grades 9-12 English: 6 Sem. Credits - Eng. 3,4; Senior Reading; 3 additional credits (Drama, speech, journalism could be used until 1986). Soc.Studies: 6 Sem. Credits - US Hist. 1,2; Am.Govt; 3 additional credits. to include world geography 1,2. Science: 2 Sem. Credits grades 9-12. Math: 2 Sem. Credits grades 9-12. PE: 6 Sem. Credits (until 1985). Fine/Practical Art: 3 Sem. Credits (until 1986). Health/Driver Ed/First Aid (until 1985). Must Pass US Constitution Test (until 1985). 1.50 GPA (until 1996).

1974 – 1975: English: 3 Sem. Credits – Eng. 3,4; Amer. Writer requirement. Soc. Studies: 3 Sem. Credits – US Hist. 1,2; Am.Govt.

1977 – 1979: English: 5 Sem. Credits – Eng. 3,4; 2 CR Amer. Writers; 1 CR Grade 12.

1980 - 1981: English: 6 Sem. Credits – ESL may be used toward English requirement. Soc. Studies: USHist. 1,2; Grade 12-Am.Govt.; 1 Elective Soc. Studies. Math: 2 Sem. Credits – from Adv.Math 3-4, Alg. 1-2, Gen.Math 1-2, Cons.Math 1-2, Career Math 1-2.

1983 – 1986: 42 Credits Required for Graduation (1.50 GPA until 1996) 1983 – 1985 Grades 9-12 English: 6 Sem. Credits – ESL may be used toward English requirement . Math: 4 Sem Credits grades 9-12. Soc. Studies: USHist. 1,2; Grade 12-Am.Govt.; 1 Elective Soc. Studies. Science: 2 Sem. Credits grades 9-12. PE: 6 Sem. Credits (until 1985). Fine/Practical Art: 3 Sem. Credits (until 1986). Drivers Ed/Health. Must Pass US Constitution Test (until 1985).

1985 - 1986: English: 8 Sem.Credits – Grade 11-Am.Lit (English credit no longer granted for drama, speech, journalism). Science: 4 Sem. Credits. PE: 4 Sem. Credits. ROTC meets PE requirement. 1987 – 2015: 44 Credits Required for Graduation (1.50 GPA until 1996) 1986-87 Grades 9-12 English: 8 Sem.Credits – Grade 11-Am.Lit. Math: 6 Sem. Credits Science: 6 Sem. Credits – 2-Life Science Soc. Studies: Grade 12, 2 Sem. Credits Govt/Econ. 3 Sem. Credits Foreign Language, fine and practical art. PE: 4 Sem. Credits. ROTC meets PE requirement.

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Page 2 – Graduation Requirements

1987 - 1988: Soc. Studies: 2 Sem. Credits World Hist/Geog. Grades 9 or 10.

1989 – 1990 -Computer Lit. requirement grades 7-12. -GPA for graduating is based on grades 9-12.

1990 – 1991: -First year for weighted GPA and Rank. AP Courses weighted.

1991 – 1992: -First year for grade suppression and grade replacement; started July, 1991. (Policy does not apply to any course taken and repeated prior to Term 1, 91-92)

1993 – 1994: -July 1, 1993 – weighted status for “D” changed from 2 points to 1 point. -Diploma format changed (was grey with block letters).

1994 – 1995: -Diploma format changed back to original (white with gold emblem). -Choice Program started.

1995 – 1996: -SAT scores re-centered—previous average scores: 424V; 478M. Reset to 500V; 500M.

1996 – 1997: -2.00 GPA Grades 9-12 required for diploma, and 2.00 GPA required in citizenship in order to participated in commencement and senior activities. -Adult School: SDCC grades will replace ours: use 699 site code.

1997 – 1998: -Senior Exhibition required for graduation.

2000 – 2001: -All students must take Algebra in grade 8. (The 2 units of math credit will count toward the 6 units required for graduation.)

2001 – 2002: Math: 6 Sem. Credits – Algebra required. Science: 4 Sem. Credits - Biology required.

2002 – 2003: Math: 6 Sem. Credits – Algebra and Geometry required.

2003 – 2004: Math: 6 Sem. Credits – Algebra; Geometry; and Intermediate Algebra required Science: 4 Sem. Credits – Biology; and Chemistry or physics required -Valedictorian/Salutatorian-all district high schools will use same criteria: Highest/Second highest WGPA through 1st semester of grade 12.

2005 – 2006 Science: 6 Sem. Credits – Biology; Chemistry; and Physics required -Chemistry no longer a Year course. -High School Exit Exam: Must pass both portions (English Language Arts and Mathematics) of the California High School Exam (CAHSEE). -UC approved weighted courses added: Hon.Am.Lit; Hon.US Hist.; Hon.Chem; Hon.Pre.Calc.; Hon.World Languages 7-8. -SAT with the new WR component—add all three scores together for a new high total of 2400. -New ID System in Zangle with 0’s +5-6#’s. No more birthdate/sequence #s issued.

2006 – 2007 Science: 6 Sem. Credits – Physics or Chemistry or any other UC approved “d” lab course; Biology or any other UC approved “d” lab course; a third science can be met by any approved UC “d” or “g” course.

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2015 – 2016 UC ‘a-g’ for All Initiative World Languages and Visual, and Performing Arts Requirement:

Eliminate Option A and B: - Require: 4 semester credits (2 years) in the same World Language. - Require: 2 semester credits (1 year) in a single Univ. of California (UC)

approved course in the ‘f’ subject area. Math: Eliminate Unifying Algebra and Geometry 1-2 as meeting graduation requirement

32

ALTERNATIVE EDUCATION HIGH SCHOOL AND GED RECORDS

Current Site Type of Records Records / Other Site Names Center City Campus

GED Records 1966- Present HS Cum Cards (1932-Present) HS Diplomas (1932-Present) Voc Cum Cards (1968-Present) Employ.Serv.Prog. (1978-1980) VATEA Records (1991-Present) VA records HS Cum cards/Prep Program

Euclid Testing Site SD Evening HS (1932-1965) SD Adult School (1964-1975) Center City (1975-1984) Foundation (1984 – Present) ECC Memorial (1975-1978)

Cesar Chavez Campus HS Cum Records (1979 – Present)

Harbor View Adult (1979 -1984)

ECC Grad, cum cards (1976-Present) Records for 1939-1975 sent to Revere Center.

ECC – Memorial Adult Southeast Adult Bell Adult Lincoln Adult (1975-1976)

Garfield Snyder Records (1915-) BECAME Garfield Continuation, then Garfield Alternative, then Garfield High School

Lincoln Wright Brothers records went to Gompers. Gompers Closed 2008, records went to Lincoln

Mid City Campus Cum cards Hoover-Crawford East San Diego Adult Mid-City Center (1950-Present) Navajo Center (1970-Present

Navajo Campus Cum cards Some Serra records, mostly Kearny until Serra program relocated late 70’s

North City Kearny Mesa Campus

Cum records (1979-Present) VATEA, Veterans warehouse (1979-1990

North City Miramar Campus

Student files (1988-Present) Cum cards (1979-Present)

North City, Mira Mesa, Miramar (1979-Present)

Revere Center Wings Program City as a School Y.O.U.

SCPA O’Farrell Performance School became SCPA 1990

The site became O’Farrell Community Charter Middle

Twain Has Y.O.U. Diplomas West City Clairemont Campus

Cum Cards since Clairemont started Clairemont Adult, North City Adult Clairemont Mesa,, Clairemont Center Kearny & Mira Mesa records until Fall 1979

West City Point Loma Campus

Records of all GED tests taken (1957-Present)

West City Pt.Loma Campus Mission Bay Campus

All permanent records, Cum cards since Midway existed

North Shores Center (1952-Present) BOOST records (1979-Present) Midway Jr/Sr Records at Twain

33

ART (0100) 0191,2 – Art 1,2 0201,2 - Commercial Art 1,2 0231,4 – Ceramics 1-4 0244,7 - Des.Mx Media 1-4 0271,2 - Draw/Painting 1,2 0371,2 - Senior Art Studio 1,2 0381,2 - AP Art History 1,2 0377,8 - AP Art Studio Drwg 1,2 0491,4 - 3D Design 1-4

BUS. EDUCATION (0500) 0601,4 - Keyboarding 1-4 0731,4 - Acctg 1-4 0701 - Business Careers 0723,4 - Comp.Appl in Bus. 1,2 0801,6 - Marketing 1-6

COMPUTER EDUC. (4400) 4402 - Computer Test 4403 - Expl. Computer 5-8 4411,4 - Comp.Science 1-4 4480 - Computer Literacy 4498,9 - AP Comp. Sci. AB 1,2

ENGLISH (1500) 1540,1 - English 1,2 1570,1 - English 3,4 1572,3 - Adv.English 3,4 1575,80- ESL 1,6 1583,4 - Am. Lit 1,2 1589,90- Hon. Am. Lit 1,2 (HP) 1612,3 - Con. Voc. Lit 1,2 1641,2 - English Lit. 1,2 1653,4 - AP Eng. Lit 1,2 1655,6 - AP Eng. Lang 1,2 1705,6 - World Lit 1,2 1960,5 - Journalism 1,6

FAMILY /CONSUMER (1000) 1125,6 - ChildDev/Parenthood 1,2 1135,6 - Clothing Design 1,2 1165,6 - Food Pre/Nutr. 1,2 1167,70 - Nutrition/Fitness 1169 - Career & Life Mgmt 1

INDUSTRIAL TECH. (3500) 3601,4 - Drafting 1-4 3621,4 - Graphic Comm 1-6 3651,4 - Construction 1-4 3545 - Expl. Tech 3671-6 - Transp. Tech 1-6 3691,9 - Photography 1-6 8373,8 - Video Prod. 1-4 8432,5 - Broadcast Journ. 1-4

MOST USED COURSE #’S MATH (4000) 4032-3 - Alg.Expl 1-2 4041-2 - Algebra 1-2 4032-3 - Algebra Expl. 1-2 4055-6 - AP Statistics 4063-4 - Adv. Algebra 1-2 4067-8 - HS PreAlg. 1-2 4141-2 - Geometry 1-2 4175-6 - Adv.Geom. 1-2 4121-2 - Unify. Alg/Geom 1-2 4151-2 - Intermediate Alg. 1-2 4065-6 - Adv. Interm. Alg. 1-2 4161-2 - Pre-Calculus 1-2 (Trig) 4181-2 - Hon. Pre.Calc 1-2 (HP) 4185-6 - Discrete Math 1-2 4189-90- AP Calculus AB 1-2 4191-2 - Math 150-51 Calc.CC 4197-8 - AP Calculus BC 1-2

MUSIC (5000) 5325,6 - Adv. Band 1,2 5381,2 - Music Appr. 1,2 5050 - Choir 1-8 5330,1 - Jazz Ensemble 1,2 5373-4 - AP Music Theory PE (5500) 5701,11 - PE 5712 - PE/Athletics 4511,8 - AFJROTC 1-8 5960,5 - Theatre Dance 1-6 (F/A) 5842 - PE Drill Team 5843 - PE/Marching Band SCIENCE ( 6000) 6023,4 - Earth Science 1,2 6211,2 - Biology 1,2 6121,2 - Adv. Bio. 1,2 6191,2 - AP Bio 1,2 6151,2 - Physio 1,2 6211,2 - Chemistry 1,2 6221,2 - Hon. Chem 1,2 (HP) 6291,2 - AP Chem 1,2 6311,2 - Physics 1,2 6321,2 - Adv. Physics 1,2 6391,2 - AP Physics 1,2 6441,2 - Marine Science 1,2 6451,2 - Environ. Science 1,2 6455,2 - AP Environ. Science 1,2 6494 - Aerospace II SOCIAL STUDIES (6500) 6538,9 - Geography 1,2 6540,1 - Adv. Geography 1,2 6605,6 - World History 1,2 6645,6 - Adv. Wld. History 1,2

6639,0 - AP World Hist. 1,2 6683,4 - You & the Law 1,2 6701,2 - US History 1,2 6711,2 - Hon. US Hist. 1,2 (HP) 6721,2 - AP US History 1,2 6755,6 - European History 1,2 6759,0 - AP Euro. History 1,2 6757 - Econ 6758 - Govt 6761,2 - AGWA 1,2 6825,6 - Political Science CC 6839 - AP Govt 6840 - AP Econ 6837 - Sociology 6831,2 - Intro to Psych 1,2 6834,5 - AP Psych 1,2 SPECIALEDUC. (7000) 7953 - Multi Study Skills SPEECH/THEATRE (1400) 1413,14 - Tech Theatre 1,2 1462,3 - Tech Theatre 3,4 1423,30 - Theatre 1-8 1415,20 - Public Speaking 1-6 WORLD LANGUAGES (2000) 2001-8 - French 1-8 2013-4 - AP French Lang 1-2 2019-0 - AP French Lit 1-2 2051-2 - German 1-12 2063-4 - AP German 1-2 2101-9 - Hebrew 1-9 2131-8 - Italian 1-8 2161-8 - Japanese 1-8 2201-8 - Latin 1-8 2321-8 - Spanish 1-8 2333-4 - AP Spanish Lang 1-2 2339-0 - AP Spanish Lit 1-2 2345-0 - Span. for Span. Spkrs 1-6 2384-7 - Am Sign Lang. 1-4 2395-8 - Filipino 1-4 2403-4 - Filipino 5-6 NON DEPARTMENT (8000) 8007,8 - Study Skills 1,2 8060 - AVID 8221,2 - AVID Senior Seminar 8103 - Intro to Careers 8421 - Yearbook 8431 - Stu. Govt (ASB) 8014 - Internship

HEALTH (2500) 2550 - Health 9 2751 - Hlth/Driver Education

TABLE OF GRADES IN PERCENTS

The following tables are to be used in transposing grades on transcripts from other school that is given in percents, after determining their lowest passing mark:

75% basis

96- 100 = A 90 – 95 = B 80 – 89 = C 75 – 79 = D Below 75 = F 70% basis

93 – 100 = A 85 – 92 = B 77 – 84 = C 70 – 76 = D Below 70 = F 65% basis

90 – 100 = A 82 – 89 = B 73 – 81 = C 65 – 72 = D Below 65 = F 60% basis

90 – 100 = A 80 – 89 = B 70 – 79 = C 60 – 69 = D Below 60 = F 50% basis

89 – 100 = A 75 – 88 = B 60 – 74 = C 50 – 59 = D Below 50 = F

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Evaluation of Foreign Language Transcripts

MEXICO When a student has three years of Secundaria, they are only given two years of credit for ninth and tenth grades. These students are not given three years because they are not proficient enough in English and would benefit from two years of instruction. Students with two years of Secundaria will get credit for 9th and 10th grades also and those with only one year will receive credit for ninth grade. They must meet all other graduation requirements. TRANSLATION OF COURSE NAMES Espanol – Spanish Matematicas – Math Lengua Estranira (Ingles) – English as a second language Ciencias Nturales – Natural Science Ciencias Sociales – Social Studies Educacion Artistica – Art Educacion fisica – PE Educacion Tehnologico – Tech. NUMBER/GRADE EQUIVALENT 10, 9 = A 8 = B 7 = C 6 = D 5 = F

FRANCE Grade 9 = Troisieme (3e) Grade 10 = Seconde (2nd) Grade 11 = Premiere (lere) Grade 12 & Diploma = Terminale et BAC (Baccalaureat) Grades: 19-20 = A+ 14-18 = A 10-13 = B 7-9 = C 3-6 = D 0-2 = F PHILIPPINES: Transcripts come with Years 1,2,3,4. Their schooling ends at Grade 10. Therefore, Year 3 is Grade 9, Year 4 is Grade 10. If a student has completed Year 4, they are to be placed in Grade 11.

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FORM # 1

SAMPLE

STUDENT RECORD LOG

Name of Student ________________________________________

Access to, Release of, Student Records Without Parent Consent*

Person Requesting Information

Information Requested

Purpose of Request

Date of Release Information or Access

Authorized by

*See Section C.5 of Procedure No. 6525. This log shall be permanently filed in student’s cumulative folder, for parent’s and school principal’s information only.

37

Form #2

SAMPLE

RELEASE OF STUDENT INFORMATION—PARENT, GUARDIAN, OR STUDENT CONSENT

Dear Parent: The school does not release the type of information requested below concerning your child to any non educational organization, agency, or individual without your consent. The organization, agency, or individual notes below has requested the information indicated. Please check the appropriate box indicating whether or not you wish the school to release the information; sign and return this form to the office of the principal as soon as possible. You may receive a copy of the record or information to be released by submitting a request in writing to the school office. (There is a nominal charge of 10 cents per sheet.) If you have any question regarding the information, we can assist in interpreting it. This form will be filed in your child’s records. Very truly yours, ________________________ Principal ________________________ School ___________________ Date - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - (Organization, agency, or individual requesting information) Name of Student: ________________________________________ Description of information requested: ______________________________________________________ _______________________________________________________________________________________

____________________________________________________________________________________________ Approved for release _____________________________________________ (Signature of Parent or Guardian) Not approved for release __________________________________________ (DATE) Note to Schools: Whenever possible, request that the agency, individual, or organization requesting information obtain parental consent; the school need not do this for them. Certification of non-release to third parties (sample Form #3) can be a part of their request form.

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FORM #3

SAMPLE

RELEASE OF STUDENT INFORMATION AGREEMENT TO LIMIT USE OF INFORMATION RECEIVED

(Nonschool Agencies or Individuals)

Name of Student: _____________________________________________________________________ Description of information requested: _____________________________________________________ Purpose for which requested: I certify that the information received will be used only for the purpose noted above, and will not be transmitted to others. (Signature of individual authorized to receive Information) (Organization or agency) (Date)

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____________________ HIGH SCHOOL (Form #4)

DATE: TO: ______________________________________ FROM: ______________________, Registrar RE: DIPLOMA WITH ACADEMIC DISTINCTION This is to advise you that you are being considered for a “Diploma with Academic Distinction.” As an Academic Distinction graduate, your actual diploma will show this honor, you will receive a gold tassel, and your name will be listed in an additional area in the commencement program. The final decision will be based on your Semester 2, 12 week Progress Report, _____________(date). Academic Distinction “Option 1” is achieved by having a minimum cumulative GPA of 3.50 grades 10-12. “Option 2”, is achieved by having completed 14 semester credits in specific courses with grades of A or B, four of which must be earned in grade 12. In order for you to earn a Diploma with Academic Distinction, it will be necessary for you to achieve the following on the 12 week progress report. OPTION 1: A GPA of ________________. Or You do not qualify for this option _____. OR OPTION 2: An “A” or “B” in _______ of the following courses: _________________________________________ _________________________________________ _________________________________________ _________________________________________ IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT THE REGISTRAR. GOOD LUCK!

40

San Diego Unified School District _________________________ HIGH SCHOOL (Form #5)

DATE: ______________________ TO Teachers of Seniors FROM: _________________, Registrar SUBJECT: SENIOR FAILURES

Please list SENIORS who will receive a grade of "F" and/or a “N or U” for the semester. Even if you have “none”, please so indicate. Return completed/signed form to me by 8:00 a.m. Thursday, (date), even if no student names are listed. Please plan on making no additions/deletions to this list after Friday, (date), 8:00 a.m. Appropriate time is needed to notify parents/students if they are to be removed from the commencement ceremony. (Dist. Proc. 4770) NOTE: This is not a "maybe will fail list" -- but a "definitely will fail list". No "F" grades may be given on a final report card if student's name is not included on this list.

Student Name Subject Failure (F) Citizenship(N or U)

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

__________

___ I have no seniors

Teacher Name (Print) _____ Date _____

This form must be returned!

41

RECORDS REQUESTED (Form #6)

STUDENT NAME DATE REQ’D SCHOOL DATE REC’D CSIR HC

42

(SCHOOL LETTERHEAD) (Form #7)

____________________________ ____________________________ ____________________________ Date: Student: D.O.B.: We recently received a notice that you are refusing to send the records of this student because of outstanding bills or monies owed to you for books, materials, tuition, or fines. There is a misunderstanding about Education Code Section 48904.3 (b). It allows the school to withhold records only from the pupil, not from a requesting school district or private school. Please be advised that Education Code Section 49068 and Title 5, Section 43B of the California Administrative Code mandate the transfer of records when one school district or private school requests them from another school district or private school. Section 438 prohibits the withholding of pupil records from a requesting school district or private school because of any charges or fees owed by pupil or parent. This was reinforced by a 1981 attorney General Opinion (64 Ops. Cal. Atty. Gen. 868). The State Department of Education issued a memorandum to all school districts on October 15, 1985 reminding them of this law. Please send the records to: Registrar _________________________ _________________________ _________________________ Sincerely, Registrar

43

DROP LIST 2010-11 (Form #8)

STUDENT NAME DROP DATE TO SCHOOL/STATE DATE SENT CSIR/HC

44

Student Name _____________________________________ Student #______________________________ Grade Placement ______ Counselor ____________________________ (Form #9)

TRANSCRIPT EVALUATION Semester 1

Grade _____ School Name: ___________________Year:_______ City/State: ______________________ Course # Course Title Mark Credit _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____

Semester 2 Grade _____ School Name: ___________________Year:_______ City/State: ______________________ Course # Course Title Mark Credit _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ Summer School:

Semester 1 Grade _____ School Name: ___________________Year:_______ City/State: ______________________ Course # Course Title Mark Credit _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____

Semester 2 Grade _____ School Name: ___________________Year:_______ City/State: ______________________ Course # Course Title Mark Credit _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ _______ _____________________ _____ _____ Summer School:

(Form #10)

45

STUDENT'S NAME STUDENT # YEAR GRAD DATE ENTERED

FROM - SCHOOL DATE LEFT

DESTINATION TRANSCRIPT/COLLEGE REQUESTS

DATE

TRANSCRIPTS SENT INSTITUTION DATE INSTITUTION DATE

______________________________________ STUDENT NAME GRADUATION DATA DATE G.P.A. RANK # IN

CLASS EARNED: Diploma _____ Certificate _____

46

______________________ HIGH SCHOOL (Form #11) 2012-13

Student Name: Graduation Date: June 11, 2013 Your diploma is being withheld because of: _____Credit Deficiency - Credit(s) Needed:_____ _____Subject Deficiency - Subject(s) Needed: You may make up your credit or subject deficiency by attending summer school. If you have not already applied, application must be made immediately. See the secretary in the counseling office. _____Indebtedness (A receipt from the Financial Office or a clearance slip from the Library must be presented to the registrar before your diploma will be released.) _____Citizenship (See the vice principals.) _____Senior Exhibition _____California High School Exit Exam (CAHSEE) When you have completed all of the above requirements, please bring this form, report card/transcripts and/or record of financial clearance to the REGISTRAR. As a senior, this is YOUR responsibility. If these requirements are not met prior to the end of summer school, the diploma will be canceled by the Board of Education per District Procedure 5609, and you will be counted as a drop out. Don't let that happen! If a diploma is withheld, you may see the registrar beginning 7:30 a.m. to 3:00 p.m. on (date) Registrar

47

(LETTERHEAD) (Form #12)

AUTHORIZATION TO RELEASE STUDENT INFORMATION

TO THE PRIVATE SCHOOL/UNIVERSITY/COLLEGE

Student’s Name: _______________________________________________ Student’s ID: __________________________________________________ School Name: _________________________________________________ Grade Level: ______________ I hereby authorize my student’s school to release educational information, including, but not limited to, Transcripts, Letters of Recommendation, Financial Aid Forms, GPA Verification Forms, Mid-Year Reports, and Ranking Status and Disciplinary Records. Communication with these entities may be done verbally, in writing, or electronically. I understand that only Private Schools/University/College personnel and their authorized agents will have access to my student’s educational record. Signature of Parent or Guardian: __________________________________________________________ Signature of Student: __________________________________________________________ Date: ________________________________

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San Diego Unified School District (Form # 13)

TO: CALIFORNIA HIGH SCHOOL PROFICIENCY CERTIFICATE HOLDERS AND THEIR PARENTS The State of California High School Proficiency Exam provides an opportunity for individuals 16 years of age or older and those under 16 years of age who have completed a year of enrollment in the tenth grade to demonstrate proficiency in the basic skills taught in California public high schools. Those successful in the examination are awarded a “Certificate of Proficiency” by the State Board of Education. The certificate is legally equivalent to a high school diploma. Certificate holders who are 16 years of age but have not yet reached the age of 18, must submit verified parental approval to leave school. After leaving school they shall be permitted to re-enroll, without prejudice, by the governing board of the school district from which they came, as if they had never taken advantage of the opportunity to leave school by earning a Certificate of Proficiency. (Ed.Code Section 48414) Regulations (Title V, Section 11522) of the State Board of Education require that the signature of the parent signifying consent for his child’s exemption from further compulsory school attendance shall be personally verified as to authenticity by a school administrator. (Dist. Proc. 4790) A parent choosing to signify consent for his child’s exemption from further compulsory school attendance must demonstrate the authenticity of that consent by (1) executing his consenting signature in the presence of an administrator of the school; or (2) by provision of a notarized signature. ____________________________________________________________________________________________ Date ____________________________ I HAVE READ THE EXPLANATION OF MY CHILD’S RIGHTS OF EXEMPTION FROM ATTENDANCE AND OF RE-ENROLLMENT IN THE SAN DIEGO UNIFIED SCHOOL DISTRICT, AND GIVE MY CONSENT FOR HIM/HER TO LEAVE SCHOOL AT THE PRESENT TIME. Student’s Name _______________________________________Grade Level _____Sex: M___F___ Name of School __________________________________________ ______________________________________ _______________________________________ (Signature of Parent/Guardian) (Signature of Verifying School Administrator)

(IF NOT SIGNED BEFORE A PUBLIC SCHOOL OFFICIAL., THIS FORM MUST BE SIGNED BEFORE A NOTARY PUBLIC)

_________________________________________________________________________________________ ACKNOWLEDGEMENT

State of California County of San Diego On this __________ day of _____________, 20___, before me ________________________________________ A Notary Public in and for the State of California with principal office in the County of San Diego, personally Appeared _______________________________________________________ known to me to be the person whose name is subscribed to the within instrument. Certificated No. _____________________________ Date of Issue: ___________________________

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INSERT STUDENT’S PHOTO FROM ZANGLE

or other photo if ID verified

(LETTERHEAD) Form #15 Month DD, YYYY

Re: INSERT STUDENTS NAME AS ON THE BIRTH CERTIFICATE To Whom It May Concern: This letter is to verify that INSERT NAME AS ON CURRENT SCHOOL DATABASE (Mexican birth certificate lists full name as INSERT STUDENT’s NAME AS ON THE BIRTH CERTIFICATE, DOB INSERT MONTH INSERT DAY DD, INSERT YYYY), student number INSERT ID NUMBER, INSERT attends - or- attended INSERT LAST SDUSD SCHOOL ATTENDED. The District is currently in the process of correcting the permanent records to reflect the students name as indicated on the Birth Certificate. If you have any questions, please call me at XXX-XXX-XXXX x XXXX. Sincerely, Your Name Your Position Your School Name

ACADEMIC DISTINCTION (Form #16)

OPTION 2 Student Name AP Art Hst

AP Art AP Music APCmpSci

Adv Eng3,4 Hon AmLit

EngLit APEng

Adv WH AP & Hon US

AP EH AGWA

AP Gvt AP Ecn PoliSci AP Psy

AdvAlg AdvGeo Adv/Reg IntAlg

DiscM AP Cal APStat PreCal &HonPreC

Adv & AP Bio Physio

Reg/Hn, APChm Reg/Ad AP Phys

For Lang 5-12 AP

4 CR SR Yr

2 Yrs Sci.

2 Yrs For. Lng

Qualified or What needed To qualify

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AT RISK – Class of 2013 (Form #17)

NAME

9-12 GPA

CR COURSES/CREDITS NEEDED CAHSEE Needed

SpEd ACTION TAKEN

SAMPLE

1.87 29 GPA, Eng 3,4, Geom 2, US Hst 2, Bio 1 Ela

X

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DIPLOMA’S WITHHELD (Form #18) (R) = Required, (RC) Required Credit, (NR) Not Required for graduation

Credits Total Diploma Not Student Name 9-12 GPA Subj/Credit Deficiency 2nd Semester Failures Enrolled Credits Withheld Walking Sample Student 1.89 Geom 2 Int.Alg 2 (R), ConVoc 2(R), PE (NR) 6 41 X x

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Student Name Eng 9 1,2

Eng 10 3,4

Am Lit 1,2

SR Eng 1,2

Alg Geo Int

Wld Hist 1,2

U.S. Hist 1,2

Am Gvt Ecn

ErthPhys1,2

Chm 1-2

Bio 1,2

For Lng 1-2

FinePraArt

PE 4

CmLit

GPA 9-12

CR Enr

CR/ Proj.

CHA SEE

Comments

SAMPLE

X/X X/X X/X EN

X X/X X/ F

EN

X/X X/X F/F

X/X X X 1.97 GPA

6 31/43 E/M

USH 2, Bio 1,2 Comp.

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DIPLOMA FORM "DD" Rev. 10/99

SEND TO: SAN DIEGO UNIFIED SCHOOL DISTRICT PHONE:

ORDER/CORRECTION FORM

EDUCATION CENTER RE: GRADUATION DOCUMENTS

FAX:

NAME OF REGISTRAR: _ _________________________________________ PHONE: __________________________ TODAY'S DATE: _________ LOCATION NUMBER: __ ________ NAME OF SCHOOL: __ ______________________________________________________

ORDER

ADD

DELETE

CHANGE

DOC DOCUMENT INFORMATION

GRAD NAME: Example Jr., Student A. X X Grad Date: 6-13-96 Grad Yr: 95-96 STUDENT ID: 012378456 Doc Type: Acad. Dist. Grad Loc #: 332 EXPLANATION: Student completed requirements, but was inadvertently bypassed

GRAD Grad Date: Grad Yr: STUDENT ID Doc Type Grad Loc #: EXPLANATION

GRAD NAME Grad Date: Grad Yr: STUDENT ID Doc Type: Grad Loc #: EXPLANATION

GRAD NAME Grad Date: Grad Yr: STUDENT ID Doc Type: Grad Loc #: EXPLANATION

GRAD NAME Grad Date: Grad Yr: STUDENT ID Doc Type: Grad Loc #: EXPLANATION

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