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| The primary
purpose of this circular is to review the actions that must be taken
for students identified as at-risk of not meeting grade- level standards. |
This circular with
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. Please discard all related
materials from previous years.
Description of
Attachments
Following is a brief
description of each attachment and highlighted information:
| 1. |
Procedure
No. 4760: Promotion/Retention and Placement/Articulation6-8
(Middle Level) and Procedure No. 4766: Placement/Articulation
9-12 (High School) |
|
Attachment 1 provides
a copy of District Procedure No. 4760 outlining steps related to identification,
monitoring, and promotion/retention/placement decisions for at-risk
students in middle or junior high school grades (6-8):
- The district-established
retention grade is Grade 6 at middle school and Grade 7 at junior
high school. 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. The classroom
teacher makes the decision concerning student promotion/retention
in Grades 6-8.
- Parents/guardians
must be notified about the promotion/retention/placement decision.
It is the school's responsibility to communicate with parents/guardians.
Attachment 1 also
provides a copy of District Procedure No. 4766 outlining steps related
to identification, monitoring, and placement decisions for at-risk students
in high school grades (9-12):
- Students entering
Grade 9 who are significantly below grade level will be placed in
an accelerated support program. These courses are designed to improve
student skills and success in high school course work and on the California
High School Exit Examination, and to provide adequate opportunities
for students to earn needed course credits for graduation and post-secondary
education.
- Parents/guardians
must be notified about the placement/articulation decision. It is
the school's responsibility to communicate with parents/guardians.
(See Attachments 3-5 for placement guidelines and Attachment 7 for
"Student Placement and Support: Grades 9-10" form.)
| 2. Promotion/Retention
Cut-Points |
Attachment 2 provides
the cut-points that identify students who are above/at/close to, below,
or significantly below grade level. Please note that the retention
cut-points for English Learners at all grade levels have been revised.
- 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.
- There are cut-points
in mathematics for all students.
| 3 - 5. Information
Concerning Placement at the Middle Level |
Attachment 3 provides
literacy placement guidelines and "decision trees" for both
English-speaking students and English learners. In May, you received
copies of the letters that were mailed to parents/guardians reporting
students' SDRT scores. Please note that the letters for parents of Grade
6/7 students who are candidates for retention and the parents of Grade
8 students who are candidates for the Grade 9 support program were marked
"URGENT, OPEN IMMEDIATELY."
Attachment 4 provides mathematics placement guidelines and "decision
trees."
Attachment 5 provides "decision trees" for literacy and mathematics
course placement for students receiving special education services and
students with 504 plans.
| 6. Teacher
Decision to Promote or Retain Form |
Attachment 6 provides
copies of the "Teacher Decision to Promote or Retain" forms,
which were initially distributed via Administrative Circular No. 105.
This form must be completed for each at-risk student (each
student with a Learning Contract). Please note that the classroom teacher
makes the final decision about student promotion or retention. (See
Procedure 4760, pages 5-7.)
- There are separate
forms for Grade 6 (Middle School), Grade 7 (Middle School), Grade
7 (Junior High) and Grade 8 (all students).
- For Grade 6/7
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 4760 for a description of the appeal process.)
- A new "Teacher
Decision to Promote or Retain" form must be completed at the
end of the summer session for students who attend summer school.
- "Teacher
Decision to Promote or Retain" forms (NCR) in English were distributed
to schools at the end of April. The Spanish Version of the forms were
sent to schools in May. Black line masters of other languages, as
well as additional English or Spanish forms, may be ordered from the
Standards, Assessment and Accountability Department at (619) 725-7165.
| 7. Student
Placement and Support: Grades 9-10 Form |
Attachment 7 is
a sample "Student Placement and Support: Grades 9-10" form.
This form must be completed for each at-risk student (each student with
a Learning Contract).
- For students
who attend summer school, a new "Student Placement and Support:
Grades 9-10" form must be completed at the end of the summer
session.
- "Student
Placement and Support: Grades 9-10" forms (NCR) were delivered
to the sites at the end of April. Initial distribution was handled
through IMC. Additional forms may be ordered by calling the Standards,
Assessment and Accountability Department at (619) 725-7165.
| 8. Secondary
Placement Recommendation Form |
Attachment 8 provides
a sample of the form to use when a staff member or parent/guardian request
a review of the student's placement in literacy or mathematics coursework.
- 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 or 4766 (Attachment 1) and
in the placement guidelines (Attachments 3-5).
- "Secondary
Placement Recommendation" forms (NCR) were distributed in late
April, with initial distribution through IMC. Additional forms may
be ordered by calling the Standards, Assessment and Accountability
Department at (619) 725-7165.
| 9. Learning
Contract for At-Risk Students |
Attachment 9 provides
a copy of the Learning Contract form, for your reference. A "Teacher
Decision to Promote or Retain" form must be completed for each
student that received a Learning Contract during the 2001-2002 school
year.
Action Time Line
| ActionDates |
Responsible
Party |
Actions
to be Taken |
| Within
last 6 weeks of instruction |
Teacher |
- 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.
- Make promotion/retention
decision.
- 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).
|
| 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 |
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.
|
| End
of school year |
Principal |
- File all
original documents in the student's cumulative folder.
- Notify
receiving middle-level school of students promoted with recommended
interventions.
|
| End
of summer school |
Teacher, Principal
|
- Review
student progress and assessment results. Confirm or revise promotion/retention
decision.
|
| Principal |
- Mail copy
of new "Teacher Decision to Promote or Retain" form
to parent/guardian.
|
| Principal |
- File original
document in student's cumulative folder.
|
Questions may be
directed to the Standards, Assessment, and Accountability Department
at (619) 725-7166.
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