You are here: Home About APS Policies and Procedural Directives Procedural Directives I. Instruction Retention or Reclassification of Students

Retention or Reclassification of Students

Elementary and Middle School Retention Process

Teachers recognizing students with significant educational progress deficiencies shall notify the principal no later than the end of the second grading period if retention is anticipated.

The teacher shall work closely with the principal, counselor, and the support personnel to develop a special support program. The parent shall be notified no later than the end of the second grading period of the possibility of retention. Parental help should be elicited when initial concerns arise.

No student shall be retained without documented remediation/intervention strategies provided based on the school remediation plan program and recommendations from school support staff members to focus attention on the unique needs of the student.

If students currently in compensatory programs such as Bilingual, English-as-a-Second-Language, and Title I, are considered candidates for retention, the appropriate program coordinator or designee shall be included in the decision conference.

Decision to Retain

A conference consisting of principal, teacher, counselor, and parent must be scheduled and the parents notified of the conference. All factors will be taken into consideration. There should be a review of all records, and all significant points of view should be aired by all interested parties.

A parent or guardian who refuses to allow his (her) child to be retained shall sign a waiver indicating that the child's promotion is against the specific advice and recommendation of the certified school instructor and the school principal.

The form, Retention of Student in (INS-32), is completed by the principal. The original is placed in the student's cumulative folder and a copy forwarded to the region assistant superintendent.

Districtwide Reporting

Research, Development, and Accountability (RDA) will be responsible for compiling all school data into a district retention report, and also completing the retention report required by the State Department of Education.

A form will be sent by RDA to each school in late April, to be returned to RDA no later than two weeks after school is out, which requests a listing of all students who will be retained, their current grade levels, and their student numbers. RDA will supply this information to Data Services and Assistant Superintendents upon receipt from the schools.

In order to keep student data files current, schools should enter the retention code on student records no later than the third week after school is out.

High School Classification or Reclassification

All students must be classified each year as follows:

  1. A student may be reclassified during the months of June, August, and January depending on the number of credits earned.
  2. A student must have a minimum of five (5) credits to be classified a sophomore.
  3. A student must have a minimum of eleven (11) credits to be classified a junior.
  4. A student must have a minimum of seventeen (17) credits to be classified a senior.

Parental Notification

A standard NCR notice (Form INS-101) must be mailed to parents of students who have been reclassified in this process.
A standard deficiency notice will be mailed to parents of failing seniors at the fifth week of each grading period.

Notification of Student Failures

Teachers will mark deficiency notices at the mid-point of the grading period, marking the appropriate reasons for deficiency.

Schools will mail or send deficiency notices home to parents. Failure of parents to receive notice does not constitute grounds for passing the student.

The report card/transcript provides verification of loss of credit for the semester.

Notification for Seniors

In addition to the steps outlined above, at the end of the first grading period, second semester, high school personnel should mail letters and/or call parents to inform them of the possibility of failure of a class jeopardizing graduation.

After the fourth quarter deficiency notice, teachers will submit Tentative Senior Failure lists to the school administration. Only the listed seniors may be failed unless a senior who was passing a course at the time the list was compiled exhibits a significant drop in attendance, fails to complete major course assignments, and/or fails to complete the final exam.

Schools will inform parents of students on the Tentative Senior Failure List form. If a student’s name is added to the Tentative Failure List, parents must be notified.

Following final exams, schools will inform parents and the area office of failures resulting in non- graduation.

Cross Ref.:

NSBA/NEPN Classification: IKE

Revised: May 1995
: April 1996
: May 1997
: June 2002

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