Mrs. Nonaca

How to Refer Your High School Work Samples

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The deadline to submit support requests including completed spreadsheet is Nov 6

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Fall Semester Work Records Deadline is

Fall-November 20, 2025

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High School Task Referral

• Why do we do work records?
• State needs evidence of student work (audit)
• Referring your work records is not inconveniencing/hurting anyone. In fact, it helps by giving you more time with your students

Fall 2025 Release Time

FROM ADMIN:

Focused Work Record Time

Full Day

10/31/25- assigned based on content area (Eng/Math/HST/SCI/CTE/WL)

11/3/25- assigned based on content area (PE/Health/Electives)

Half Day

11/14/25- by teacher selection (11/14 or 11/17)

11/17/25- by teacher selection (11/14 or 11/17)

**Teachers may choose a 4-hour work period on one of these days. If your selected block results in cancellation of any live sessions, please complete this survey by 12pm on Friday, October 31st.

Please note that homeroom sessions still must be held on these days and any IEPs and 504s meetings scheduled must be attended.

**UL Teachers and ELD Specialists should contact their Lead for designated dates.

Office Support Request – If you choose to submit a support request, the deadline to submit is 11/6/25. Students who have been withdrawn/dropped and are no longer in your course or students who have not submitted any work should not be included in your request to pull a sample.

Work Record Deadline – 11/20/25

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ADMIN: Support Sessions

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The following optional support sessions will be available to you and will be a time for you to join to ask questions and receive support.

Freshman Academy North and South with Mike Cook

• 10/27, 2:30-3:30pm: WR Sample and Roster Prep
• 10/28, 3:00-4:00pm: WR Mail Merge
• 10/30, 2:30-3:30pm: WR General Support

Link to Zoom Room: https://caliva-org.zoom.us/j/95552129464

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Directions and Reminders FROM ADMIN:

Please make sure that you are carefully following the directions to complete work records. These directions can be found here.

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A few important reminders:

• Work Sample Naming Convention - The assignment name (previously an optional part of the naming convention) can no longer be included when naming your work samples. It has been found to interfere with the sample being identified in the internal audit. Please make sure you are saving your samples using the following naming convention (including underscores):

Course Number_Student Last Name_StudentNumber (EX: ENG108A_Smith_123456)

• Work Samples Selected – Select standards-based assignments. A contract, course navigation scavenger hunt, or a phrase that pays are all examples of samples that should not be selected until the end of the semester and only if no other work was submitted. It is critical that every assignment chosen, falls within one of the units and lessons listed at the bottom of the cover sheet.
• Current Cover Sheets - It is critical that you are using the most up to date cover sheets when doing your mail merge. All Fall Cover Sheets can be found here. The ORN coversheet will be provided with the email on October 23rd with the work record roster.
• No Folders Within Folders - You each have a folder titled “Cover Sheets and Roster” and folders titled with the official course name for each course you teach. Please do not drag an entire folder from your desktop to the google drive. That will create folders within folders and keep our internal audit from working properly. You will need to select the samples themselves and put them in the correct folder that we have already created.
• Work Record Resources document HERE contains links to the directions, cover sheets, team google drive folders, and other helpful resources.

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Steps to Complete

Your Office Support Request

1. Complete your work records roster.
2. Transfer information from your roster to your support for request document.
3. Upload request for support document to Sharepoint before 11/6 (the earlier the better in case there’s a mistake).
4. Check Sharepoint a few days later to see the status of your request.
5. Rejoice in having the office retrieve and upload work samples for you!

Step 1: Complete your Work Records Rosters

Directions and Resources

The Fall 25-26 Work Record Roster is ready to be downloaded HERE.

The Directions tab on this spreadsheet will explain the steps needed for the roster. Please make sure you are downloading this document and not just opening straight into it and editing.

• Work Record Resources document HERE contains links to the directions, cover sheets, team google drive folders, and other helpful resources.

Work Sample Information from Withdrawal and Dropped Course Surveys

Cover sheet information was pulled from the Withdrawal and Dropped Course surveys as of 10/22/25 and filled in on the work record roster, for those of you that took advantage of that option on the Withdrawal and Dropped Course Surveys.

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I recommend alphabetizing your rosters A-Z, then moving all withdrawn students to the bottom of your roster (this will make it easier to copy and paste data from your gradebook later)

Recording on How to Set up Work Record Roster:

https://caliva-org.zoom.us/rec/share/9gzPPyuncapyakJpqYmYKZLgmu8fiys98WTHFwmNY9ljz9rXV1yoUsX1ejUUdJvV.rE95y3jS9S-PLYxW

24-25

Step 2 : Complete your Request for Support Doc

Once your rosters are complete:

Download (File→Save As→ Download a Copy) the Request for Support to Retrieve and Upload Work Samples excel sheet: Request for Support to Retrieve and Upload & Archiving Only Work Samples.

Note: The support doc has not been updated for 25-26 to reflect our move to Powerschool and Canvas. I’ve been told that there is no info about whether the doc will be updated to reflect that change. My assumption is to swap out “TV” and replace with “Powerschool” for column J. And that “Unit Name” would be “Module Name.”

Copy and paste information from your Work Records Roster Into your Request for Support Doc.

This document is a map for the office—it tells them where to go in your course to find your student’s sample

REMEMBER:

Students who have been withdrawn/dropped and are no longer in your course or students who have not submitted any work should not be included in your request to pull a sample.

Work Records Roster

Request for Support to Retrieve and Upload Work Samples

A Few Notes on the Support Request Doc

The support doc still shows “TV” prompts instead of Powerschool. I’ve been told that there is no info about whether the doc will be updated to reflect that change. My assumption is to swap out “TV” and replace with “Powerschool” for column J.

Column J (Classroom Name):

Use the “Search students” option to find your classroom name as shown in Powerschool

Columns T-U:

School Year: 2025-2026

Date Range:

8/14/2025-1/16/2026

Columns R and S

-Has a Cover Sheet Been Completed?

Does this assignment need to be loaded into Pathways?

-Say yes to both

Column V:

Course Type: Use the dropdown to select. Homeroom = Elective

Step 3: Upload Your Completed Request For Support Doc to Sharepoint (make sure that all of your filters on your document have been cleared before uploading so that all your information is visible)

4. Attach your request doc to your form

1. Central Office

2. Teacher Support Request Form

3. + New Item

Fill out highlighted fields and attach your doc before clicking save

11/6/2025

Step 4: Check Back Later to See the Status of Your Request

If there was a mistake on your form or doc, check the notes from the Support team, edit, and re-submit as soon as possible

When your status is “complete” your work samples have been uploaded!

Due Dates

• Requests for Retrieving and/or archiving work samples must be submitted at least 2 weeks prior to the department completion deadline
• If corrections are needed, the teacher must submit within 24 hours of the correction request
• The deadline to submit support requests is NOV 6

Keep In Mind

• Cover sheet information was pulled from the Withdrawal and Dropped Course surveys as of 10/22/25 and filled in on the work record roster, for those of you that took advantage of that option on the Withdrawal and Dropped Course Surveys.
• Students that have been withdrawn/dropped from your courses will not show in your gradebook export We have been asked to submit these samples through a google form survey prior to a student’s withdrawal—-if that was done, then all you need is a cover sheet for that student.
• If you did not submit a sample through the form, you may need to upload a sample to Pathways for withdrawn or dropped students, or any other samples that need to be uploaded. Directions HERE

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Missing Work Samples

If you are missing a work sample for a withdrawn student or for an active student who dropped your course, please do the following:

• Review #6 here to see if it is possible for you to save a sample.
• If you are unable to save a sample using the directions above, complete and mail a cover sheet for the assignment using your gradebook backup to obtain assignment name and grade information.
• Add the Course, Assignment, and student information to your Team Tracker, Fall Missing Work Samples tab.

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Fall Semester Work Records Deadline is

Fall-November 20, 2025

2025-2026

Cover Sheets

Fall Semester Deadline for Coversheets is 11/20/2025

Steps:

1. Find the cover sheet for your class and download it.
2. Complete cover sheet mail merge, using your work records roster as your recipients list.
3. Save merged cover sheets and name your file.

EX: Johnson_ENG108A_Fall2025_Cover Sheets.

• Send samples to your lead to spot check for errors and get approval to mail.
• Wet signature on all cover sheets.
• Mail to Simi Valley Office.
• Upload/email your work records roster and cover sheet files to your lead’s Google Drive folder.

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May need to be updated for Fall 2025

Materials You Need

1. Fall 25-26 Work Record Roster
2. 25-26 Content/ORN Cover Sheets (you’ll need to click on your CS’ folder to access your content cover sheets)
3. The ORN coversheet (Please note→this is the ORN cover sheet that was provided to FA North. This may be different if you are on another campus).
4. Coversheet Instructions (Step 3)

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Cover Sheets

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• Download a cover sheet for each course that you teach.

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• After your work roster is complete, follow the directions to complete the cover sheet mail merge. Detailed mail merge directions are in the WR Directions on SP.

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• After you receive approval from your lead, print cover sheets and sign with a wet signature.

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• Mail to Simi Valley Office

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CAVA

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Common Mistakes

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• Naming Convention of Sample is Incorrect
• CGA is missing questions or missing the student answer selections. (portions cut off of file)
• Cover Sheet grade does not match the grade on the sample.
• Cover sheet assignment submission date does not match the date on the computer graded assignment.
• SID on cover sheet is incorrect (mail merge error)
• Student first name on cover sheet is an initial
• Work sample is an audio file; Examples of acceptable files are word document, ppt, image, pdf
• Assignment name on cover sheet does not match the work sample
• Cover sheet says “no work submitted”, but there is work sample.

**There are directions for retrieving samples for dropped

students.

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Team Tracker Tabs

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There are three tabs on your Team Tracker that are related to work records.

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Any student with a No Work Submitted

cover sheet should be added here.

Update your progress on the

Work Record Process

here.

If a student completed work, but you are unable to pull a sample, add the student and sample information here.

Step 1:

Open your Cover Sheet

Step 2:

Select Recipients (work records roster)

• Mailings>Select Recipients>use an existing list (select your roster)

In this example I’ve selected my ORN tab

Step 3.

If Merge Fields Aren’t Present, Insert Merge Fields

• Put cursor in intended box>

Mailings>

Insert Merge Field>

Select Field>

insert

Step 4:

After inserting/checking all merge fields, click “Finish and Merge”

Finish and merge>Edit individual documents>All>Ok. This will show you all of the documents in your completed merge

You now have a new word document that has a different page(s) for each student's cover sheet. If a coversheet is multiple pages, you cannot print them back to front. They must all be printed on separate pages.

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Save and Re-name your cover sheet document using the following naming convention:

(EX: Johnson_ENG108A_Fall2025_Cover Sheets

or Johnson_ENG108A_Spring2026_Cover Sheets)

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Step 5: Approval, Upload, and Mail

• Email 10 coversheets to your lead.
• Once your lead approves you will…
• Upload the merged Word doc of all cover sheets to lead’s google drive folder (links on next slide)
• Upload completed work record roster to lead’s google drive folder (links on next slide)
• print, sign and mail all coversheets to the
• CAVA office. 50 Moreland Road

Simi Valley CA 93065

• Blue/black ink: wet signature

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Cover sheet naming convention:

Johnson_ENG108A_Fall2025_Cover Sheets

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Work Record Roster naming convention:

Teacher Last Name_Roster_Semester

Johnson_Roster_Fall2025

Step 6:

• Upload your work records roster (not the support request) and cover sheets to your lead’s Work Record Google Drive.
• Links to lead drives can be found on this document.

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