Ventura Unified School District

Buena High School El Camino High School Foothill Technology High School Pacific Continuation High School Ventura High School Revised 9/26/11

ACKOWLEGMENTS

Counseling Staff Karen Birbeck, Retired Counselor – Buena High School Steve Boyd, Counselor – Foothill Technology High School Teri Dath, Counselor – Ventura High School Karen Hartwell, Counselor – Pacific High School Roanna Prell, Retired Counselor – El Camino High School Peter Shedlosky, Counselor – Buena High School

Support Staff Stella Brown – Records Troy Leach – Technology Suzanna Sánchez – Admin. Support Services/CWA

Administration Jeff Chancer, Asst. Superintendent – Education Service Dept. Nancy Bradford, Retired Director – Admin. Support Services/CWA Robin Faigin, Director – Specialized Student Support Services Kyunghae Schwartz, Ed.D., Director – Admin. Support Services/CWA

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REFERENCE GUIDE

for

SECONDARY COUNSELORS, STUDENT DATA TECHNICIANS, and RECORDS OFFICE PERSONNEL

MIDDLE SCHOOL AB 1802 Middle School Grade 7 Students Who Are at the “FAR BELOW BASIC” Level in English Lang. Arts and/or Math A conference must occur before January of that school year in which the student is enrolled in grade 7. AB 1802 requires that each counselor meet with parent and student (grade 7) to develop a list of coursework and experience necessary to assist student who is at the "far below basic" level in English Lang. Arts, and/or Math pursuant to California Standards Tests administered in grade 6. Included in the conference is a successful transition plan to high school to meet all graduation requirements including CAHSEE. The counselor is to enter AB1802 as an “incident” in the behavior module of Zangle.

High School Credit for Middle School Classes? (i.e. Algebra, Geometry, or a foreign language) • College prep courses in mathematics taken in 7th and 8th grades with grades of “C” or higher will be counted toward the subject requirement (no credit). However, the principal or principal designee of the high school from which a student graduates must certify on the transcript that the 7th and 8th grade courses are comparable in content to those offered at the high school. • If another district assigned high school credits for the Middle School/Jr. High School coursework, VUSD cannot change the other district’s transcript or take away the high school credit

High School Credit for Middle Schoolers Taking College Courses? • No, if courses are completed prior to the end of the student’s 8th grade year th • Yes, if courses are completed after the end of the student’s 8 grade year

HIGH SCHOOL AB 167 (Educ. Code §51225.5) requires a school district to exempt a pupil in foster care from all coursework and other requirements required by the governing board of the district that are in addition to the statewide coursework requirements (130 credits – refer to AB 167 grad check form). • If the pupil, while in grades 11/12, transfers to the district from another district or between high schools within the district unless the district makes a finding that the pupil is reasonably able to complete the additional requirements in time to graduate from high school while they remain eligible for foster care benefits pursuant to state law. • Notify a pupil in foster care and, as appropriate, the person holding the right to make educational decisions for the pupil if any of the requirements that are waived will affect the pupil’s ability to gain admission to a postsecondary education institution (AB 167 Graduation Contract). • Provide information about transfer opportunities available through the California Community Colleges (AB 167 Graduation Contract).

- 3 - AB 1802 High School Grade 10 Students Who Failed One or Both Sections of the CAHSEE Exam A conference shall occur between the spring of that school year in which the pupil is enrolled in grade 10 and the fall of the following school year in which the pupil would be enrolled in grade 11. AB 1802 requires that each counselor meet with grade 10 student (and parent, if possible) to develop a list of coursework and experience necessary to assist student in passing both sections of the CAHSEE, discuss the availability of career technical education, and understand consequences of not passing the CAHSEE. The counselor is to enter AB1802 as an “incident” in the behavior module of Zangle.

AB 1802 High School Grade 12 Students Who Are Credit Deficient or Who Failed One or More Sections of the CAHSEE Exam A conference shall occur after November of that school year in which the pupil is enrolled in grade 12, but before March of the same school year. AB 1802 requires that each counselor meet with grade 12 student (and parent, if possible) to develop a list of coursework and experience necessary to assist student in passing both sections of the CAHSEE, discuss the availability of career technical education, and understand consequences of not passing the CAHSEE and credit deficiencies. The counselor is to enter AB1802 as an “incident” in the behavior module of Zangle.

5TH Year Senior • Site decision • Each case should be dealt with on a student by student basis • Exception – SpEd students with IEP’s

Minimum School Day for 9th-12th grade students is 240 minutes (EC §46144) with the following exceptions (EC § 46141): • 11th-12th graders attending classes for academic credit at California State University, University of California, or community college have a minimum school day of 180 minutes (EC § 46146). • Opportunity Classes (EC §46180), work experience (EC §46144), or Continuation High School (EC §46170) • 12th-grade pupil in his or her last semester, before graduation, who is enrolled in a work experience education program and who would complete all of the requirements for graduation by attending high school, except courses of physical education, for less than 180 minutes each day, to attend high school for less than a minimum day of 180 minutes, upon the written request of a parent or legal guardian or upon his or her own request if the pupil is 18 years of age or over (EC § 46147).

HIGH SCHOOL AND VENTURA COMMUNITY COLLEGE Ventura Community College courses that are Equivalent to High School Credit (and other information) • Anatomy – Biology pre req. is covered if student did well in H.S. Biology • Art - ART 11A and/or ART 12A before taking most art classes (not A-G for UC/CSU) • American Democracy AP = POLS V01 • Biology P - Bio V01 and Bio V01L • Chemistry P = CHEM V20 and CHEM V20L • Chemistry AP = CHEM V01A and CHEM V01L • Economics = ECON V01A • English (a year of Senior English) = ENGL V01 AND ENGL V21A; OR V21B • Health = HED V93 • Trig./Pre-Cal = MATH V05 AND MATH V20 (MATH V05 prepares for Cal. AB, BOTH MATH V05 and MATH V20 are needed to go to Cal. BC) • Spanish • U.S. History = HIST V07A AND HIST V07B • World History = HIST V01A AND HIST V01B • Course titles may be different at other community colleges and will be evaluated on a case-by-case basis

- 4 - Ventura Community College Applied Arts Departments • Architecture • Guidance Workshops • Automotive • Health Education (not HEDV93 Health & • Business Wellness) • Business Information System (BIS) • Health Sciences • Child Development • Home Economics • Computer Science • Journalism • Construction Technology • Library Instruction • Criminal Justice • Manufacturing Technology • Drafting • Multimedia • Education • Real Estate • Emergency Medical Technology • Speech • Engineering • Supervision • Fashion Design Merchandising • Water Science • Geographic Information Systems

The following courses could be either Fine or Applied Arts: • THAV06 Stagecraft y ARTV51A and ARTV51B Beg. Ceramics I and II y Photography

Credits for Community College Courses (Administrative Regulation 6146.1) • Students in grades 11 and 12 may take elective courses in the local community college(s) for high school credit, if the courses are not a part of the high school curriculum. (In the future, these regulations may change) • Ten (10) units of high school credit will be allowed for each three (3) unit semester course successfully completed in the community college(s). • As designated by the counselor, a student must provide an official, sealed transcript to their counselor. The chart below is a break-down of accepted units.

Community College Unit Credits VUSD Equivalent Unit Credits

.5 1.6667

1 3.3333

1.5 5.0000

2 6.6667

2.5 8.3333

3 10.0000

3.5 11.6667

4 13.3333

4.5 15.0000

5 16.6667

For accurate unit credits on all transcripts and GPA calculations, the full unit credits equivalent should be used in Zangle. Zangle allows for four (4) spaces past the decimal point.

IGETC Ventura Community College courses • Can be given extra weight if course is on IGETC list in college catalog providing the student receives a “C” or better

- 5 - PE at Ventura College • 9th graders cannot take PE at the college because of the PE minute requirement in California Education Code and VUSD Board Policy. (exception: El Camino HS and Pacific HS) • Students will likely need to take two PE classes within the same semester to insure they are taking at least 400 minutes of physical education every ten school days. (exception: El Camino HS and Pacific HS)

TESTING ACT and SAT scores cannot be placed on the student’s official transcript for the following reasons: • Does not reflect the official, original, posted score • Liability of reporting an inaccurate score • Confidentiality issues

CAHSEE scores • Accept official or unofficial transcripts if the test date and the word “PASS” or the score is listed • The District’s Testing Specialist (x1062 or x1006) is the only one who can enter CAHSEE or CST scores into Zangle. Copies of the official or unofficial transcript along with the CAHSEE Update Form (Appendix 1) should be FAXed (653-7862) or mailed to the District’s Testing Specialist.

FORMS Auto Insurance - “Good Student Certificate” form or other forms requesting student information • Parent must sign and date the auto insurance form indicating that the parent gives permission to the school to release the student’s grades from the previous semester to the auto insurance company • If the auto insurance form does not have a place for the parent to sign and date giving permission; then parent can handwrite the following with a signature and date: “I authorize school to release grades to: .”

Dropping a Class (“High School Course Directory 2010/2011”) • A student will be allowed to drop a class without penalty of an “F” grade until the 30th school day of the semester • A student who drops a class between the 31st and the 60th school day with a passing grade will receive a Withdrawal (“W”) on their transcript next to the class that is dropped. • A student who drops between the 31st and 60th school day and is earning an F-grade will receive an “F” on their transcript. Prior to dropping, the parent, teacher, student, and counselor shall confer to agree the drop is in the best interest of the student. REQUIRES ADMINISTRATIVE APPROVAL. o Between the 31st and 60th school day, the counselor submits a “grade correction form” to the Student Data Technician, in addition to making the schedule change in Zangle.

Courses that Can Satisfy Different Graduation Requirements Different Graduation Requirements VUSD Course that can be Satisfied by Course Accounting Math or Applied Art AP Computer Science A Applied Arts or Math AP Computer Science AB Applied Arts or Math Computer Graphics Fine Art or Applied Art Digital Animation Fine Art or Applied Art Digital Photography Fine Art or Applied Art Environmental Studies Life Science or Physical Science Financial Survey Applied Arts or Math Intro to Agriculture Science Life Science or Applied Art

- 6 - Intro to Engineering Physical Science or Applied Art Journalism Fine Art or Applied Art Money Management Math or Applied Art Stage Craft Fine Art or Applied Art Viscom Fine Art or Applied Art Yearbook Fine Art or Applied Art

Counselors should be familiar with each year’s UC/Cal State course lists as well as the NCAA approved course lists. That information can be found at the following: www.ucop.edu/doorways ” www.ncaaclearinghouse.org

PARTIAL CREDITS Enrolling with Less Than 60 School Days Left in the Semester (exemptions: El Camino and Pacific) • If check-out grades are available, enroll in courses scheduled at previous high school • If no check-out grades are available, double-up on non-academic classes to earn 2.5 credits per course (i.e. 2 PE classes, 2 shop classes, 2 Teacher’s Asst. classes, 2 Art classes, etc.). • If a student is unable to complete PE both quarters in a semester (i.e. illness or injury), the student may be given 2.5 variable credits for one quarter. Note: Zangle will default to 5 credits for the semester.

Leaving School with 60 School Days or More Enrolled in the Semester (exemptions: El Camino and Pacific) • Teacher shall issue final semester grade and credit.

Acceptance of Partial Credits Each public school district and county office of education shall accept for credit full or partial coursework satisfactorily completed by a pupil while attending a public school, juvenile court school, or nonpublic, nonsectarian school or agency. (EC §48645.5)

Issuance of Partial Credits • Foster Youth, homeless or unaccompanied youth, migrant students, students of military families and students placed in a juvenile court school, who exit the school district prior to the end of a grading period, will be issued partial credit based on a number of days enrolled and the course grade to date. (EC §49069.5 and June 6, 2007 Memorandum of State Superintendent of Public Instruction from CDE)

1 – 6 days = No credit / No grade 37 – 42 days = 3 credits per Subject 7 – 12 days = ½ credit per Subject 43 – 48 days = 3.5 credits per Subject 13 – 18 days = 1 credit per Subject 49 – 54 days = 4 credits per Subject 19 – 24 days = 1.5 credits per Subject 55 – 59 days = 4.5 credits per Subject 25 – 30 days = 2 credits per Subject 60 + days = 5 credits per Subject 31 – 36 days = 2.5 credits per Subject

• With the approval of the Principal, Principal Designee, and/or the Assistant Superintendent of Educational Services, partial credit may be considered for other students exiting the Ventura Unified School District.

No-Mark Grades • Use on limited basis and with discretion. It is best to issue “drop/withdrawal” grade. • The no-mark does not affect the student’s GPA. • May be used when enrollment too late for a grade (auditing class).

- 7 - Non-Accredited High School Credit (VUSD Board Policy AR 6146.3) • When a student transfers from any non-accredited private, public, alternative, home or charter school, academic credit shall be subject to approval by the principal or designee at the enrolling school. Credits transferred from these schools shall be fully accepted when there is evidence that the course work completed is equivalent to similar courses offered in this district. • The principal or designee at the enrolling school shall be responsible for determining which of the student's credits are equivalent to district requirements. Guidelines for determining equivalency shall be developed by representative certificated staff familiar with the district's academic standards and graduation requirements.

PE – One Quarter for High School Credit • If a student is unable to complete PE both quarters in a semester, the student may be given 2.5 variable credits for one quarter. Note: Zangle will default to 5 credits for the semester.

Physical Education and Exemptions (VUSD Board Policy 6142.7 and AR 6142.7) (December 11, 2007) • All 9th grade students must be enrolled in PE. • State Physical Fitness Test - Student’s performance on the state’s physical fitness test needs to be classified in the “healthy fitness zone” in 5 of the 6 fitness areas tested in order to be eligible to receive a two-year exemption from Physical Education during his/her four years in high school. Students must pass this test in 9th or 10th grade for the Two-Year Exemption. • Instruction in physical education shall be provided for a total period of time of not less than 200 minutes each 10 school days for students in grades 1 through 6 and not less than 400 minutes each 10 school days for students in grades 7 through 12. • Students in grades 10-12 who have been granted a two-year exemption shall be offered elective physical education courses of not less than 400 minutes each 10 school days. • Students in grades 10-12 who have been granted a two-year or permanent exemption from physical education shall not be permitted to attend fewer total hours of courses and classes than they would have attended if enrolled in a physical education course. Requirement: 230 Credits to graduate. • Temporary Exemption - granted by the Superintendent or designee if the student is enrolled for one-half time or less, the student is ill or injured and a modified program to meet his/her needs cannot be provided. Doctor note is required indicating specific time period for PE exemption. Requirement: 230 Credits to graduate. • Permanent Medical Exemption – granted by the Superintendent or designee. Doctor note is required indicating specific time period for PE exemption. Requirement: 230 Credits to graduate.

Repeated Courses • Student does not receive course credits if class is repeated where a “D” or better grade was earned in repeated course. • Student receives credit if student repeats a course in one of the following subject areas: Music, PE/Athletic, Work Experience, Life Skills, Study Skills, Leadership, ASB, etc. (refer to “High School Directory” for additional courses) • When transcripts are run at the beginning of the year (September) for each grade level by the Student Data Technicians, they can be run by subject so the counselor can do grad checks and identify repeated course credit errors. The counselor can request that the Records Clerk correct the credit errors for repeated courses. • Zangle has a “repeated course report” in marks query writer, but the report has to be done manually by the Student Data Technician. • Credits from repeated courses, regardless of subject matter, can be applied to earn “elective” credits if such accommodation would help student meet graduation requirements at counselor’s discretion. Be aware of UC regulation; refer to their policy. Also, a student who repeats a math class such as Algebra will also earn elective credit for the duplicate math class.

- 8 - Substitutions or Replacement Courses Grad check can be modified if any of the following:

Can be substituted or Course replaced by these Courses Geography (10, 11, 12 only) Any non-core Social Studies course

Statistics Math, but does not satisfy Algebra Requirement

ROP Courses / Credits • ROP course is equal to two elective classes or 10 credits per semester, unless ROP course is one period per day • Students enrolling from another district with PE/Health combo-course (i.e. St. Bonaventure) • Student to receive 10 credits in PE and a “pass” in Health with no credits per year

Trimester and Tri-Semester Grades • Contact District Records Dept. for consultation on our of district trimester/tri-semester grades

TRANSCRIPTS College Courses on High School Transcript • Student must have prior approval from his/her counselor to take a Community College course • Student is responsible for bringing the college transcript to his/her counselor • Counselors will only add community college grades to high school transcripts if they are needed for high school graduation or to meet UC/CSU a-g requirements (exception is El Camino HS).

Course Designations – the following designations are coded after each course title: • P – College Prep class. Student has to be able to view designation through transcript section of Student Profile • H – Honors class • AP – Advanced Placement • IGETC college courses are weighted for GPA provided the student receives a “C” or better

Foreign Transcript Evaluation Process • Mexican Transcripts – Refer to “Reference Guide for Counselors and Student Data Technicians – Evaluating Transcript from Mexico” booklet • Other than Mexican Transcript – If student was born or raised in another country, VUSD will pay AERC (American Education Research Corporation) to translate and evaluate the student’s transcript. If student “studied” in another country, student’s family is responsible for translation and evaluation of transcript (AERC). • www.aerc-eval.com is one company that may be recommended • After translation and evaluation of the transcript, the site Records Office personnel enters the transcript into Zangle. • Questions: contact VUSD Records Office ext.1145

Accepting Foreign Language Credit from a Foreign Country Transcript • EL student taking English in another country earns foreign language credit • EL student or exchange student taking French, German etc. taken in foreign country earns elective credit or foreign language credit • Refer to ”Reference Guide for Counselors and Records Clerks – Evaluating Transcripts from Mexico” booklet or AERC www.aerc-eval.com for countries other than Mexico GPA (also included in Transcript Instruction Booklet) • High School Student Data Technicians run rankings twice a year (end of semester 1 and end of semester 2). Rankings change depending on the date that the High School Student Data Technician cues Zangle to re-evaluate/re-rank because students are transferring in and out of the schools. Student Data Technicians could choose not to re-evaluate/re-rank students. • Overall

- 9 - • Overall Weighted • Cal Grant – application only requires GPA; do not rank.

All high schools must have all grades posted to history no later than 7 school days after the semester ends, so that the Student Data Technicians can calculate the GPAs on the ninth day, after the semester ends. All schools will calculate their GPAs and rankings on the 9th day.

Calculating Rank-In-Class (On the Fly) for NEW 11th or 12th Graders (also included in Student Data Technicians Procedure Booklet) • When a new 11th or 12th grade student arrives you may run into a situation where you need to calculate his/her transcript “on the fly” to establish his/her rank in the class. The GPA must be recalculated first for that student only; before calculating “on the fly.” If you do this, you should only calculate “on the fly” ONCE; otherwise, you will not know the student’s true Rank-In-Class. “On the fly” calculates RANK; not GPA. Each time “on the fly” is calculated the rank will change. Transcript should be kept safe in a folder in the Records Office. You will use that transcript for the rest of the semester. • If there is a grade change after the semester calculations are done, the student’s GPA will have to be recalculated and the rank will be zeroed out automatically. Therefore, grade changes are discouraged after the semester calculations are done. Calculating “on the fly” would be necessary to give that student an accurate rank-in-class.

“Graduation” Notation on Transcript for College • BHS and VHS calculate, rank the student’s transcript, handwrite the graduation date on the transcript, and stamp “official” for the college. • If wait for rollover when the graduation date is added automatically through technology the transcripts usually are not ready to mail until July 15. Most colleges have a July 15 deadline for transcripts.

Multilingual Recognition Seal on Graduation Diploma • Seniors may be eligible for a multilingual recognition seal on their graduation diploma if the criteria are met and their foreign language teacher is consulted. Criteria is listed on the VUSD website under the department of Bilingual Education, or you may contact the VUSD Bilingual Office (641- 5000 ext. 1084)

Special Education Courses • The new Special Education courses will calculate into the grad check on Zangle providing the school uses them in the master schedule. The old courses will not calculate into the grad check.

Non-District Alternative Education Classes • Students are required to see their counselor before planning to take a non-district alternative education class.

Out of District College Prep Classes (usually indicated by a “P” College Prep, “H” Honors, or “AP” Advanced Placement) • Course Title must remain exactly as titled by sending school • Assign course with a VUSD college prep course number in order to give college prep credit • Contact sending school counselor or their District Records Department for course description or further questions or online course descriptions (from district or school website) • If sending district is in California, check UC website (http://www.ucop.edu/doorways/) to verify whether or not classes are college prep or not. • Note that sometimes college prep classes are not indicated on the transcript.

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