No. 105     Institute For Learning

Elementary School Principals; Division and Department Heads

Administrative Circular No. 30, Learning Contract for At-risk Students (Dated September 24, 2001)

Complete Attachment 5 and return to Standards, Assessment, and Accountability Department no later than March 20, 2002.

1) Teacher Decision to Promote or Retain: Grade 1

2) Teacher Decision to Promote or Retain: Grades K and 2-4/5

3) Teacher Decision to Promote or Retain: Grade 5/6 (Exiting Elementary)

4) Parent/Guardian Conference Request Form (Grades K-8)

5) Order Form: Teacher Decision to Promote or Retain (return by March 20, 2002)

Brief Explanation:

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 processes outlined in the Blueprint for Student Success are followed consistently throughout the district.

Teacher Decision to Promote or Retain forms (NCR) will be available on or about April 15, 2002. Initial distribution of forms will be based on site response to Attachment 5. Thereafter, schools must request forms, either in writing or via phone, from the Accountability Office (619-725-7165). Forms will no longer be available through the stock order desk or stock catalog. Please discard all copies of the 2000-01 version of the Teacher Decision to Promote or Retain Form (Elementary); they are now obsolete.

Cut-points for determining the proficiency level of a student will be available via circular on or about March 18, 2002. Principals will be notified via e-mail, once the circular has been posted.

Procedure No. 4755: Promotion/Retention and Placement/Articulation, K-6 (Elementary)
Procedure 4755 outlines the 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.

Description of Attachments

Following is a brief description of each attachment that highlights key information:

Note: This year there are three forms at the elementary level. There are separate forms for the district-designated retention grade, Grade 1; for Grades K, 2-4/5; and Grade 5/6, the elementary exit grade. Please ensure that copies are distributed as indicated at the bottom of each form.

1. Teacher Decision to Promote or Retain Form: Grade 1
   Attachment 1 provides a sample of the Teacher Decision to Promote or Retain: Grade 1 form for the elementary level. This form must be completed for each at-risk student (i.e., 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 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.
     
     
2. Teacher Decision to Promote or Retain Form: Grades K, 2-4/5
   Attachment 2 provides a sample of the Teacher Decision to Promote or Retain: Grades K and 2-4/5. This form must be completed for each at-risk student (i.e., each student with a Learning Contract).
   
   
3. Teacher Decision to Promote or Retain Form: Grade 5/6 (Elementary Exit Grade)
   Attachment 3 provides a sample of the Teacher Decision to Promote or Retain: Grade 5/6 to be used for students in Grade 5 or 6, whichever is the school site exit grade. This form must be completed for each at-risk student (i.e., each student with a Learning Contract). Please note that this form includes an additional copy that should be sent to the school the student is expected to attend for 2002-03.
   
   
4. Parent/Guardian Conference Request Form (Grades K-8)
   Attachment 4 is a sample of the Parent/Guardian Conference Request Form (Grades K-8). This form is to be used by parents to request a conference to discuss or appeal the promotion/retention decision. A supply of these forms will also be sent to each site on or before April 15, 2002.
   
   
5. Order Form
   Attachment 5 is the order form to request copies of the Teacher Decision to Promote or Retain forms for your site. There are several points to consider in your decision-making process:
   • A Teacher Decision to Promote or Retain form must be completed for all students who received a Learning Contract during the 2001-02 school year.
   • Please order only what you need, these forms will be revised next school year.
   • If you are in doubt about the number of forms you need, please contact Gail Smith via phone at (619) 725-7165.

Questions may be directed to the Standards, Assessment, and Accountability Department (619-725-7165) 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