PUPIL PROGRESS REPORTING PERIODS FOR 2002-03

Complete attached form and send one copy to each of the following, by the due date:

1. Planning Section: Transportation Services;
2. Your Instructional Leader;
3. Pupil Accounting (Room 3202, Eugene Brucker, Education Center); and
4. School Police Services (EOC Trailer, Eugene Brucker Education Center

Attachment 1 - Elementary Level Pupil Progress Reporting Periods
Teacher/Parent Conference Schedule 2002-03
Attachment 2 - Request for Teacher-Parent Conference Dates 2002-2003

Attachment 1 - Elementary Level Pupil Progress Reporting Periods
Teacher/Parent Conference Schedule 2002-03
Attachment 2 - Request for Teacher-Parent Conference Dates 2002-2003

Brief Explanation:

Prior to implementation of standardized reporting periods, elementary schools had considerable latitude in determining pupil progress reporting periods. As a result, there was wide variation in the length and ending dates of reporting periods among elementary schools. This practice was problematic because:

1. Data collection and reporting were difficult, because some schools did not submit information (e.g., grades, assessment results) prior to the due dates for many required reports;
2. Student achievement data (e.g., Developmental Reading Assessment) were difficult to compare, because some students had more instructional days than others;
3. It was difficult to "catch" mobile students in district wide data collection because they moved between schools with different reporting periods and testing schedules; and
4. It was difficult to meet required timelines related to parent/guardian notification of students at risk of retention.

Beginning in the 2000-01 academic year, the district instituted standard progress reporting periods at the elementary level. In 2002-03, the district will continue using three standard progress reporting periods. The first and second reporting periods will contain approximately 50 instructional days each; the third reporting period will contain approximately 80 instructional days. The shortened first and second reporting periods are necessary so that parents/guardians of at-risk students have early warning that their students are in need of extra support. In addition, reporting period end dates ensure that students at year-round schools can be identified for support during each intersession. The chart below provides reporting period end dates for 2002-03.

At the beginning of the 2002-03 school year, you will receive more detailed information and timelines for submitting report card scan sheets and production/distribution of completed report cards.

Although reporting periods are standardized for the 2002-03 academic year, schools should continue to schedule parent conference days to meet individual site needs and transportation availability. The following section provides guidelines for scheduling parent-teacher conference days.
Guidelines for Scheduling Parent-Teacher Conference Days
All elementary schools are authorized to operate a minimum-day schedule for the purpose of conducting parent-teacher conferences. Traditional and single-track year-round schools are authorized to use a maximum of four days per year for parent-teacher conferences (ref. Procedure No. 4072).

Elementary schools may select their minimum days at the end of the first and/or second progress reporting periods according to the timeline provided (Attachment 1). After selecting parent-teacher conference dates, the form provided (Attachment 2) should be submitted to the individuals/offices listed. The provisions below must be met when conducting minimum days for pupil progress reporting conferences.

1. Grades 1-3: 230 minutes per day, exclusive of recess, non-intermission, and nutrition breaks. Minimum school day may be computed by determining number of minutes of attendance in any ten consecutive school days and dividing that number by 10. If resulting quotient is 230 or more, students shall be deemed to have complied with Education Code and district provisions even if the number of minutes attended in any one school day is less than 230 (but not less than 205).
2. Grades 4-5: 240 minutes per day, exclusive of recess, non-intermission, and nutrition breaks. Minimum school day may be computed by determining number of minutes of attendance in any ten consecutive school days and dividing that number by 10. If resulting quotient is 240 or more, students shall be deemed to have complied with Education Code and district provisions even if the number of minutes attended in any one school day is less than 240 (but not less than 205).
3. Cafeteria lunches must be provided for those pupils desiring to purchase lunches and for those pupils eligible for free or reduced-price lunches. Lunch does not count as part of the 230- or 240-minute minimum.
4. Schools sharing the same bus routes on the same time schedule must select the same days for conference(s) in order to avoid conflict for bus service. The transportation routes for pupil progress reporting days are generated from the regular afternoon roster.
5. The number of buses available for minimum-day support is limited. Transportation will be scheduled on a first-come, first-served basis by written requests from schools. It is possible that some requests from schools cannot be supported by Transportation Services.
6. In the event that a particular day is oversubscribed, schools will be required to reschedule their minimum days to other dates in order to receive bus service. Schools should NOT notify parents, staff, or students of specific days for conferences until receipt of written confirmation from Transportation Services. All changes should be submitted to Transportation Planning. Please wait for approval of the changes before announcements are sent home. Transportation may not be able to support changes made at the last minute.
7. A minimum-day schedule for students does not change the workday for certificated or classified staff.

Because of multiple calendars, arranging pupil progress reporting periods is difficult. Bus service in support of parent-teacher conference days will be scheduled in the most cost-effective manner due to budget limitations. This often results in different buses and drivers servicing schools on minimum conference days. Therefore, schools should closely supervise procedures at their loading zones on these days.

Transportation Services will provide written notification to each school when buses are scheduled for conference days. Schools should contact the Planning Section of Transportation Services at 858-496-8475 or 858-496-8460 if they have any questions regarding transportation. Questions regarding standardized progress reporting periods should be directed to Karen Bachofer at 619-725-7167 (kbachofe@mail.sandi.net).