Instruction 117  PROMOTION AND RETENTION POLICY

  

Students shall be educated at the grade level appropriate for them academically, socially and emotionally. Promotion shall be based on a student’s academic performance that indicates he/she is achieving at or near grade level. However, exceptions to a student’s academic performance include: background of student, disability status, English language status, intellectual capacity/ability.

 

On occasion it may be necessary to retain a student. Once a student is identified as a possible candidate for retention, services by way of the response to instruction process shall be implemented within the classroom.  If it is determined that a student must be retained, no more than 2 retentions at each level, elementary and middle, may occur.  If after one retention the child is still not performing to his or her potential at that grade level, an individual learning plan shall be put in place.

 

Excessive absenteeism shall be considered in determining the retention of a student.

 

The Superintendent shall develop regulations to implement this policy.

RETENTION  PROCEDURES 

Elementary:

 

  1. Communication with parent(s) shall commence as soon as it is apparent that the student is in jeopardy of being retained.

  1. At the time of the second trimester progress report, students and parents shall be notified if the student is in jeopardy of being retained. The teacher and principal shall send a “Notification of Potential Retention-Form I” to alert them of the possibility of retention.  A course of action shall be agreed upon for remainder of the school year.

  1. Teacher-parent communication shall continue as a means of monitoring the student’s progress, performance, and response to new components of the curriculum.

  1. A full team of teachers/staff (core teachers, unified arts, guidance counselor, special education, ELL, etc.) shall review each student’s educational record and complete the “Retention Consideration Information Form”.

 

Areas for discussion and consideration shall include but will not be limited to:

 

The decision to retain a student with an educational disability under the Individuals with Disabilities Education Act (IDEA) or disability under Section 504 shall rest with the student’s Individual Education Program Team or 504 Team.

 

  1. By the end of May, after the progress report is sent out, a second letter “Notification of Potential Retention-Form II” shall be mailed to the parent(s). This form is sent to parents to inform them that the educational team is considering retention. A copy of the form shall be placed in the student’s cumulative file.

 

  1. In June a recommendation shall be made by the academic team. The building principal shall make the final decision and notify the parent/guardian in writing on the “Notification of Retention-Form III”. Should the parent disagree with the building principal’s decision the parent may appeal to the Superintendent to consider the reversal of the building principal’s decision.

  1. The parent(s) and principal shall sign the “Notification of Retention-Form III”.  A copy of  this  form shall be provided to the parent(s) and placed in the student’s cumulative file.

 

  1. Written individual learning plans shall be developed for each student who is retained that will identify the educational programming to be provided to the student during the year of retention.

  1. If a student is not eligible for retention based on a comprehensive background review, he/she shall be assigned to the next grade level.

  1.  Written individual learning plans must also be developed for each student assigned to the next grade level.

Middle School:

 

  1. Communication with parent(s) shall commence as soon as it is apparent that the student is in jeopardy of being retained.

  1. As grades are determined for each marking period, middle school principals shall maintain a printout of all course failures. Students who have earned a grade of “F” in core subjects shall be seen by their school counselor after the first quarter. Parents shall be notified of the meeting with the counselor. (IMPORTANT NOTE: A grade of “F” is set to a minimum numerical score of 50 for all calculated averages.)

 

  1. Students and parents shall be notified if the student is in jeopardy of being retained after the second quarter report cards are issued. The teacher and principal shall send a “Notification of Potential Retention-Form I” to parents to alert them of the possibility of retention.  A copy of the form shall be placed in the student’s cumulative file. A course of action shall be agreed upon for remainder of the school year.

 

  1. In February, the building level administrative team and guidance staff shall determine those students who are in jeopardy of failing at least two (2) academic subjects for the school year.  The academic team and guidance counselor shall complete a file review of the student who is at-risk.

  1. Teacher-parent communication shall continue as a means of monitoring the child’s progress, performance, and response to new components of the curriculum.

 

  1. A full team of teachers/staff (core teachers, unified arts, guidance counselor, special education, ELL, etc) shall review each student’s academic profile and complete the “Retention Information Consideration Form”.

Areas for discussion and consideration shall include but will not be limited to:

The decision to retain a student with an educational disability under the Individuals with Disabilities Education Act (IDEA) or disability under Section 504 shall rest with the student’s Individual Education Program Team or 504 Team.

                                     

  1. By the end of May, after the progress report is sent out, a second letter “Notification of Potential Retention-Form II” shall be sent to the parent(s).  This form is sent to parents to inform them that the educational team is considering retention in June. A copy of the form shall be placed in the student’s cumulative file.

In June a recommendation shall be made by the academic team. The building principal shall make the final decision and notify the parent/guardian in writing on the “Notification of Retention-Form III”. Should the parent disagree with the building principal’s decision the parent may appeal to the Superintendent to consider the reversal of the building principal’s decision.

  1. The parent(s) and principal shall sign the “Notification of Retention-Form III”.  A copy of this form shall be provided to the  parent(s) and placed in the student’s cumulative file.

  1. Written individual learning plans shall be developed for all students who are retained that will identify the educational programming to be provided to the student during the year of retention.

  1. If a student is not eligible for retention based on a comprehensive background review, he/she shall be assigned to the next grade level.

  1. Written individual learning plans must be developed for all students assigned to the next grade level. This may include a mid-year promotion contract.

 

The Board of School Committee shall be notified immediately of any changes to procedures.

 

Revised from 2/11/02, 6/14/10 (regulations added to policy)

First Reading Coordination:  5/14/13

Second Reading and Adoption by BOSC:  5/29/13

Forms:

Retention Form I

Retention Form II

Retention Form III