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Transcript Evaluation May 1997

Notice: This policy was reviewed, revised, and/or renamed. We provide this revision for historic purposes only. Please see our current policies and procedural directives.

This procedural directive was updated January 2023.

Determining Credit Required for Graduation

In terms of graduation requirements, students should neither be penalized nor gain advantage by changing school districts. Therefore, the number of credits required for graduation will be adjusted proportionately only to reflect differences between schools – the school in which the student began and the APS school in which he/she is currently enrolled. (See chart at the end of this directive.)

Transfers from a Junior High School

Ninth grade transfer credits for junior high students will be placed on a three-year pro-rated graduation plan. Courses taken in a junior high school will be listed on the transcript, including grades which should be identified with an asterisk in Semester II column as junior high. No credits will be granted; however, graduation requirements will be satisfied.

Acceptance of Transfer Credit

All credits awarded by an accredited school will be accepted as transfer credits, including those for courses in religious education. If a New Mexico accredited sending school declares that a New Mexico graduation requirement has been met by a course completed prior to transfer, the APS receiving school will honor that ruling.

Determining Fulfillment of Graduation Requirements

When out-of-district students enter with partial credits earned in required subject areas, the portion will be rounded to the nearest one-half (.50) credit as applied to meeting graduation requirements. Where "rounding" is impossible, administrative judgment should determine where portions can be combined to meet graduation requirements. The amount of credit shown on the transcript should not be altered in this process.

If a student arrives with no semester grades and/or credits and the previous school has not awarded grade and/or credit, the school will:

  1. Request that the sending school grant semester credit (i.e. Ask sending school to average grades from appropriate grading periods for semester grade and credit), or
  2. Request that the sending school allow us to administer semester exams, return them to the sending school for grading and averaging for credit to be awarded by them.

If above procedures do not result in semester grades and/or credits being awarded, the school will:

  1. Accept the transfer grade and provide the necessary assignments and/or exams and will issue the semester grade and credit, or 
  2. Classes on the sending school’s transcript will be listed on the receiving school’s transcript as satisfying graduation requirements; credits for graduation will be prorated (See "Transfers from a Junior High School above) providing that the student has completed the sufficient contact hours to earn a unit of credit.

Letter Grade Values

Letter grades on an APS transcript will carry the following numerical values (unless the class is designated honors):

  • A=4.0
  • B=3.0
  • C=2.0
  • D=1.0
  • E=1.0
  • F=0.0
  • P=0.0 no grade/no credit is granted (Does not affect GPA)
  • N=0.0 no grade/no credit is granted (Does not affect GPA)
  • WF=0.0
  • I=Must be replaced by a grade in two (2) weeks. If a passing grade cannot be awarded, the grade must be an F. This grade can be changed though the grade replacement process.

Home School or Non-Accredited School Transfers

Students who wish to enroll in an APS school who have previously attended non-accredited high schools or home schools will be accepted for enrollment. Any coursework such students have completed in non-accredited schools will be evaluated and considered for application toward graduation requirements using the following guidelines:

  1. Any transfer credits accepted from non-accredited school will be on a provisional basis until such time as the student successfully completes the New Mexico High School Competency Exam.
  2. Transfer credit will be allowed only for those required courses and electives set forth in state statutes and State Department of Education regulations and which are similar in scope and content to courses found in the APS high school course description guide.
  3. Transfer credit will be accepted on a pass/fail basis only; grade points will not be awarded.
  4. Transfer students from non-accredited schools will be ranked with the graduating class only if the final four semesters are completed in an APS high school.
  5. Transfer students from non-accredited schools must earn a minimum of five credits at a single school during their senior year to be eligible to receive a diploma from that high school.
  6. Initial grade level placement of such students will be made by the receiving school and in consideration of:
    1. Age of student
    2. Analysis of student’s performance in his/her previous educational environment including:
      1. Evaluation of transcripts and course description documentation
      2. Recommendation of the sending school
      3. Counselor’s evaluation
      4. Parent conference
  7. Initial placement of student will be probationary for nine weeks pending demonstrable competency through classroom performance.
  8. If the student’s performance warrants the receiving school may recommend a change in placement prior to or at the end of a probationary period. A parent conference will be held prior to making a change from the initial placement.
  9. Refer questions to the Transcript Evaluation Committee.

Transcript Evaluation Committee

Composition. The Transcript Evaluation Committee is composed of at least five high school assistant principals for curriculum who volunteer to serve each year. Registrars may be invited to attend meetings if topics under consideration require their expertise or perspective.

Duties. The duties of the committee shall be:

  1. To assist schools with the evaluation of foreign transcripts and other transcripts which do not conform to familiar patterns.
  2. To recommend a means of resolving disputes or questions about transcripts, graduation requirements for transfer students, and other related issues.

Meetings. The Transcript Evaluation Committee will be convened by the Director of Instructional Support Systems or the Assistant Superintendent for Curriculum and Instruction upon request by any school. The committee will also convene once each year for evaluation and adjustment of procedures.

Cross Ref.:

  • Board Policy I.11
  • Board Policy J.03: Assignment of Students to School

NSBA/NEPN Classification: IKF

Revised: May 1995
: April 1996
: May 1997