Administrative Circular

Date:

May 7, 2001

To:

Middle-Level Principals, and Division and Department Heads

Subject:

Promotion/Retention Decision For At-Risk Students

Department and/or Persons Concerned:

Middle Level Principals, Vice Principals, Teachers, Counselors, Site Technicians

Due Date:

Beginning with the last six weeks of instruction through the conclusion of summer school.

Reference:

District Procedure No. 4760, Promotion/Retention and Placement/Articulation, 6-8 (Middle); Administrative Circular No. 60, Learning Contract for At-risk Students (Dated November 6, 2000)

Action Requested:

Review of and compliance with decision and documentation process relating to students identified as at-risk of retention.

Brief Explanation:

The primary purpose of this circular is to call your attention to the actions that must be taken for students identified as at-risk of not meeting grade level standards.

This circular and accompanying attachments contain important information related to student promotion/retention and placement/ articulation. It is essential that site administrators, teachers, counselors, and site technicians carefully review all of the attached materials to ensure that the promotion/retention and student placement processes outlined in the Blueprint for Student Success are followed consistently throughout the district:

Attachment Number	Document(s)
1	Procedure No. 4760: Promotion/Retention and Placement/Articulation, 6-8 (Middle)
2	Teacher Decision to Promote or Retain Form
3	Promotion/Retention Cut-points
4	Placement Guidelines: Literacy, Fluent English Speakers
5	Placement Guidelines: Literacy, English Learners
6	Placement Guidelines: Mathematics
7	Placement Guidelines: Special Education/504
8	Placement Guidelines: High School
9	Placement Recommendation Forms: Literacy and Mathematics

Description of Attachments

Following is a brief description of each attachment and highlighted information:

1. Procedure No. 4760: Promotion/Retention and Placement/Articulation, 6-8 (Middle)

Attachment 1 is an advance copy of a new procedure outlining steps related to identification, monitoring, and promotion/retention/placement decisions for at-risk students in middle-level grades (6-8).

District-established retention grades are Grade 6 (middle) and Grade 7 (junior high). District guidelines strongly discourage retention at other middle-level grades, although retention may be considered at any grade if the student has not met the criteria and has not participated in the required support and intervention opportunities. Grade 8 students should not be retained; they will receive support through the ninth-grade accelerated program.

Parents/guardians must be notified about the promotion/retention/placement decision. (See also Attachment 2 on the Teacher Decision to Promote or Retain Forms and Attachments 4-6 regarding Placement Guidelines.)

2. Teacher Decision to Promote or Retain Form

Attachment 2 is a sample "Teacher Decision to Promote or Retain" form. This form must be completed for each at-risk student (each student with a Learning Contract).

For Grade 6 (middle) and Grade 7 (junior high) students who are candidates for retention, and Grade 8 students who are candidates for placement in the Grade 9 support program, the promotion/ retention/placement decision should be discussed with the parent/guardian during a conference. There is also an appeal process for parents/guardians who disagree with the teacher’s decision to retain (see Attachment 1 - Procedure 4760 for a description of the appeal process).
For students who attend summer school, a new "Teacher Decision to Promote or Retain Form" must be completed at the end of the summer session.
"Teacher Decision to Promote or Retain" forms (NCR) will be available on or about May 18. Initial distribution will be handled through IMC; principals will be notified of the process as soon as the arrival date is confirmed. Following this initial distribution, additional forms may be ordered through the stock catalogue (see Attachment 1 – Procedure 4760 for stock order numbers).

3. Promotion/Retention Cut-Points

Attachment 3 provides end-of-year cut-points that identify students who are above/at/close to, below, or significantly below grade level.

Performance cut-points were established to provide common, districtwide criteria to identify students for support/intervention and determine which students will be promoted/retained.

There are separate cut-points in literacy for English-speaking students and for English learners. Mathematics cut-points will be disseminated with the end-of-year mathematics assessment materials.

4 – 6. Placement Guidelines: Literacy and Mathematics

Attachment 4 provides literacy placement guidelines and "decision trees" for English-speaking students. In early May, you will receive copies of the letters that will be mailed to parents/guardians reporting students’ SDRT scores. Please note that the letters for parents of Grades 6/7 students who are candidates for retention and the parents of Grade 8 students who are candidates for the Grade 9 support program will be marked "URGENT, OPEN IMMEDIATELY."

Attachment 5 provides literacy placement guidelines and "decision trees" for English learners. In early May, you will receive copies of the letters that will be mailed to parents/guardians reporting students’ SDRT scores. Again, the letters for parents of Grades 6/7 students who are candidates for retention and the parents of Grade 8 students who are candidates for the Grade 9 support program will be marked "URGENT, OPEN IMMEDIATELY."

Attachment 6 provides mathematics placement guidelines and "decision trees".

7. Placement Guidelines: Special Education and 504 Students

Attachment 7 provides "decision trees" for literacy and mathematics course placement for students receiving special education services and students with 504 plans.

8. Placement Guidelines: High School

Attachment 8 provides "decision trees" for literacy and mathematics course placement for high school students.

9. Placement Recommendation Forms: Literacy and Mathematics

Attachment 9 provides a sample of the form that will be used for placement review conferences.

A placement review conference may be convened for a student if there is a belief that the assessment results do not accurately reflect the student’s academic performance. The conference will involve the teacher, counselor, principal (or designee), parent/guardian, and student. These are expected to be exceptional circumstances. Information about the Placement Review Conference is detailed in Procedure 4760 (see Attachment 1) and in the placement guidelines (see Attachments 4-6).

Placement Recommendation Forms (NCR) will be available on or about May 18, with initial distribution through IMC or the mailroom. Principals will be notified of the process as soon as the delivery date is confirmed. Following this initial distribution, additional forms may be ordered through the stock catalogue (see Attachment 1 – Procedure 4760 for stock order numbers).

Action Time Line

Action Dates	Responsible Party	Actions to be Taken
Within last 6 weeks of instruction	Teacher(s)	Evaluate student’s academic performance based on designated performance measures and, if needed and appropriate, additional evidence of student academic achievement, participation in support and intervention opportunities, readiness for next grade level, etc.
		Consult with the principal and the student’s parent/guardian.
		Convene meeting with parent/guardian upon request to discuss student’s academic program for the coming year.
		Make promotion/retention decision. Complete "Teacher Decision to Promote or Retain" form and submit to principal for signature.
At least 3 weeks prior to end of school year	Principal	Sign "Teacher Decision to Promote or Retain" form; notify parent/guardian of decision, and the opportunity to request a meeting to discuss student’s academic program in the coming year or appeal the decision.
Prior to end of school year	Principal Teacher Principal	Conduct appeal process if requested by parent/guardian. Make the final promotion/retention decision following the proceedings. Contact the parent/guardian regarding disposition of the appeal; a written notice shall be provided shortly thereafter.
Prior to end of school year	Counselor	Conduct Placement Review Conference if requested by parent/guardian. Record student performance level and placement on "Placement Recommendation" form; obtain signatures of teacher, counselor, and principal; obtain indication of agreement with or decline of placement recommendation by parent/guardian.
End of school year	Principal	File all original documents in the student’s cumulative folder. Notify receiving high school of students promoted with recommended interventions.
End of summer school	Teacher Principal Principal	Review student progress and assessment results. Confirm or revise promotion/retention decision. Mail copy of new "Teacher Decision to Promote or Retain" form to parent/guardian. File original document in student’s cumulative folder.

Professional Development Opportunities

A session concerning promotion/retention/placement processes will be offered at the next Professional Development Conference to be held on May 17 and 18, 2001. Counselors received information at the April 25-26 meetings; materials will be sent to those counselors unable to attend one of the meetings.

Questions may be directed to the Standards, Assessment, and Accountability Department (619-725-7188) or via e-mail to Sherrin Robinson (srobins1@mail.sandi.net) or Linda Dusharme (ldusharm@mail.sandi.net).

		Sally J. Bennett Assistant Director Standards, Assessment and Accountability
	APPROVED: Mary Hopper Executive Officer to the Chancellor

No. 161 Institute for Learning