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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, and counselors 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:
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Attachment Number |
Document(s) |
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1
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Procedure No. 4755: Promotion/Retention and
Placement/Articulation, K-6 (Elementary) |
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2
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Teacher Decision to Promote or Retain: K-6 (Elementary) |
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3
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Promotion/Retention Cut-points |
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4 |
Middle School Placement Guidelines: Traditional Calendar |
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5 |
Middle School Placement Guidelines: Year-round Calendar |
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6 |
Junior High School Placement Guidelines |
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7 |
Middle-level Placement Guidelines: Special Education/504 |
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8
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Placement Recommendation Forms: Literacy and Mathematics |
Description of Attachments
Following is a brief description of each attachment and
highlighted information:
1. Procedure No. 4755: Promotion/Retention and Placement/Articulation,
K-6 (Elementary)
Attachment 1 is an advance copy of a revised procedure outlining steps
related to identification, monitoring, and promotion/retention/placement
decisions for at-risk students in elementary grades (K-6):
- The district-established retention grade is Grade 1. District
guidelines strongly discourage retention at other elementary 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. The assigned classroom teacher makes the
decision concerning student promotion/retention in Grades 1-6. Retention
at Kindergarten can only occur with the permission of the
parent/guardian.
- 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 1 students who are candidates for retention, 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 promote
or retain (see Attachment 1 - Procedure 4755 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 4755 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 – 7. Information Concerning Placement at the Middle Level
Attachments 4-7 relate to student placement at middle-level schools.
These are provided for your information and reference:
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Attachment 4 |
Middle Schools, Traditional Calendar: Literacy placement guidelines
and "decision trees" for English-speaking students and
English learners; and mathematics placement guidelines and
"decision trees." |
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Attachment 5 |
Middle Schools, Year-round Calendar: Literacy placement guidelines
and "decision trees" for English-speaking students and
English learners; and mathematics placement guidelines and
"decision trees." |
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Attachment 6 |
Junior High Schools: Literacy placement guidelines and
"decision trees" for English-speaking students and English
learners; and mathematics placement guidelines and "decision
trees." |
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Attachment 7 |
Middle Level: "Decision trees" for literacy and
mathematics course placement for students receiving special education
services and students with 504 plans. |
8. Information Concerning Placement at the Middle Level
Attachment 8 provides a sample of a form for use following a placement
review conference.
- 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 the middle-level
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.
Action Time Line
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Action
Dates |
Responsible Party |
Actions to be Taken |
|
Within last 6 weeks of instruction |
Teacher
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- 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.
|
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- Consult with the principal and the student’s parent/guardian.
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- Make promotion/retention decision.
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- Indicate decision on "Teacher Decision to Promote or
Retain" form and submit to principal for signature.
- Indicate decision on Elementary Progress Report Collection
form (report card scan sheet).
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At least 3 weeks prior to end of school year |
Principal
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- 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.
|
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Prior to end of school year |
Teacher
Principal
Teacher
Principal |
- Convene meeting with parent/guardian upon request to discuss
student’s academic program for the coming year.
- Conduct appeal process upon request 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.
|
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End of school year |
Principal
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- File all original documents in the student’s cumulative
folder.
- Notify receiving middle-level school of students promoted with
recommended interventions.
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End of summer school |
Teacher, Principal
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.
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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 this information at the April 25-26
meetings.
Questions may be directed to the Standards, Assessment, and
Accountability Department (619-725-7188) or via e-mail to Sherrin Robinson
or Linda Dusharme.
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