Homeschool Records

Writing a Course Description for Chorus

Cindy was working on her course descriptions (go, team, go!!!) and got stuck with music class.

  I would like to count all the singing our youth group does as Choir but not sure how to write it on a course description or on the transcript. How can I best represent this in a transcript and Course description. Oh yeah, they do a drama in the performance too!

It's so common for kids who love one kind of fine art (like singing) to love LOTS of fine arts (like drama.) Choir is a GREAT fine art - that's what I took in high school, same course description for all 4 years, and I got a total of 4 credits during high school for it. I had friends in high school that took choir, band, and orchestra every single year - and earned 3 high school credits in music every single year. Feel free to put choir and drama both on your transcript.

First, read this review of the 3 Ingredients of a Great Course Description

When you get stuck, try to find a high school course description from a public school. I found a choir course description from Antigo High School in Wisconsin, a public high school, but you can pilfer wording from any school with a similar class, and then modify it to fit your needs.

TREBLE CHORUS
Grades 9 – 12
1 Credit
1 Year
No Prerequisite

The Treble Chorus is a women’s chorus that sings a variety of music. It is open to any interested female in grades 9-12. All females in the choir program will be placed into Treble Chorus their freshman year. All students with no choir experience must have a voice placement interview with the instructor before being allowed to participate. Focus will be placed on proper vocal production, sight-reading, diction, music theory, and functioning as a musical ensemble. Required concerts for the Treble Chorus include: the Fall Concert, Holiday Concert, Clinician and/or Large Group Contest, and the Spring Concert. Other performances are possible during the course of the school year. The Treble Chorus meets daily.

I get this question a lot: My daughter is in 8th grade and has completed a couple of High school courses this year.  How should I show it on her transcript?

If your child hasn't started high school yet, he or she can still earn high school credit. If she has done Algebra 1 or higher, high school biology or higher, or high school foreign language, then it does go on the transcript. Here's how.

Curious about what type of transcripts can win $187,000 in scholarships? Click to see: The HomeScholar Record Keeping Samples

If you arrange your transcript by year

Create a new transcript section called "Early High School Credits" and place middle school credits there. You can see an example here: Sample Homeschool Transcript by Year

If you arrange your transcript by subject

Add classes to the transcript as you normally would, and include a completion date, without indicating the grade your child was in at the time. That is enough to show it was done in middle school. You can see an example here: Sample Homeschool Transcript by Subject

Need more information?

If you want to know more about earning high school credits in middle school, I have some great free resources. This blog post explains more: Early High School Credits Earned in Middle School. This free class on grades, credits and transcripts will give you even more detailed information: A Homeschool Parent's Guide to High School Grades, Credits, and Transcripts.

The Real Value of Grades on a Transcript

I always recommend that parents put grades on every class on your homeschool transcript. Either letter grades (A, B, C) or number grades (4.0, 3.5, 3.) will be equally helpful, but grades are important. I do not recommend using Pass or Fail on your transcript.

Colleges award scholarships based on the GPA of your child - and the GPA is determined by the grades you provide. Without grades, you can't get a GPA. Colleges may still award scholarships based on test scores, but give them the option of giving you their best scholarships by providing them with grades.

When my boys were in school, I did put grades on their transcripts. I've met some homeschoolers that would never put a letter grade on the transcript when they gave the grade themselves. I've met other homeschoolers that would never put a grade that they've gotten from accrediting agencies. But as I talk with colleges, they have made it clear: they want grades on the transcript.

All teachers worry about having subjective grades. Homeschool parents worry about that too. Just create a transcript with grades, putting on the transcript what you know to be honest and true.

Colleges know that in general homeschoolers tend to work for mastery. If you work for mastery in your own home, you could feel comfortable giving them a 4.0. This means that they knew it before moving on. It doesn't really surprise colleges when they see really good grades on a homeschool transcript. When they see you give a less than perfect grade, a lot of times that would say that you’re a rough grader.

Learn more about grading in this free online class: A Homeschool Parent's Guide to High School Grades, Credits and Transcripts.

As long as you have documentation for the grades you give and the SAT or the ACT scores. Those documents, when given together, look like a natural thing which doesn't freak them out at all. Learn more in this article: Super-Size Scholarships with Outside Documentation.

You know you want to include fabulous fun electives on your homeschool transcript. But how? How do you put crocheting and other delight directed learning on a high school transcript!?

You know you want to include fabulous fun electives on your homeschool transcript. But how? How do you put crocheting and other handcrafts on a high school transcript!?

Mandi asked, "My daughter has taught herself to crochet and makes bags, headbands, coasters and whatever else pops into her head. Can count that as an elective art credit?

Yes! Art can be taught intentionally with books, or learned naturally and for fun like Mandi's daughter. School districts across the country include these kinds of classes, and we can do it too. Let me show you just a few examples.

Wallingford Public Schools in Connecticut offers a class called "Contemporary Crafts". Their online description suggests a variety of crafts, but of course you have unlimited options as a homeschooler. They call it "Career and Technical Education" instead of fine art, but high school kids can earn 1/2 credit each year.  Here is their course description:

Course Description for Contemporary Crafts

"Contemporary Crafts is a hands-on course designed to give students opportunities to develop skills in a variety of craft techniques. The course delves into the history of each craft and its application to today’s society. There are numerous connections to the core academic areas. Each student will create an individual information based portfolio. The class will design a business based on a craft and market their product. Examples of the skills that may be developed include macramé, decoupage, charted designs, basketry, weaving, quilting, knitting, crocheting, paper craft, bookbinding, and stamping."

Bloomer High School Wisconsin simply calls it: "Crafts 1". It's available every semester for students in grades 10-12, but we have the freedom to provide the same thing in grade 9, of course. Their online description says "Some projects covered are: paper arts, cement casting, stamping, card making, clay, handmade books, fiber arts, and decorative painting."


Northland Pines School District is also in Wisconsin, but it uses a really fancy class title, calling it "Textiles, Arts and Crafts". Their online description says "Students will learn a number of handicrafts by taking this class. Students will work with the following areas in this class: crocheting, latch hooking, cross stitching, bracelet making, scrap-booking, cake decorating, beading, and glass decorating."


Wayne Westland Community Schools in Michigan calls it "Creative Stitchery" for Grade 9-12 and allows their students to take this class all year. Although each semester class earns 1/2 credit, the course can be taken more than once for credit throughout high school, so students can earn up to one credit per year of high school. The school provides this description:

Course Description for Creative Stitchery

"This course explores hand sewing and craft techniques. The student will make a sample project supplied by the teacher. This allows the student to learn a hand craft such as knitting, crocheting, counted cross stitch, and/or embroidery. Students will be required to purchase some additional materials. As the student’s ability increases, each project will become more challenging. Because this class is taught according to each individual student’s skill level, this course may be repeated to increase skill level."

Failing Grades in Online School

Many parents choose online classes for their students, and from time to time will experience the "crash and burn" of failing grades from these classes. How can you make sure your smart child is represented fairly on the transcript, even if your child has failed some classes?

If your classes are NOT accredited, then the class and grades are essentially like a homeschool co-op, and you are completely in charge of those grades. Their transcript is like a "serving suggestion" or recipe that you can use for informational purposes and modify it at will and is not sent to colleges. They only see what your child submits/does in class, and you are the teacher who sees the full picture. You are the real teacher here, and you can give her the grades she deserves. There are multiple ways of doing this.

1.     Give a grade for what she knows.


2.     Give a grade for her hard work.


3.     Give extra credit so she can boost her grade.


4.     Repeat the class if necessary, so she can learn what she needs to know.


5.     Give a subject test to prove her knowledge. (SAT Subject test, for example.)

If your classes ARE accredited, then you have to work within their system to modify those grades. These transcripts must be sent directly to the colleges. You can't change the class titles, grades, or credit values, even if you are putting those classes on your own homeschool transcript.

Homeschool independently for more flexibility. When you homeschool independently, you have all sorts of flexibility to modify curriculum to keep your child challenged but not overwhelmed. When you are not independent, it's possible for kids to fall in over their head. When you homeschool independently, you can change your expectations, adapt assignments, and turn on a dime when facing difficulty.

What do you really need to keep? A military mom shares her frustrations with homeschool record keeping.

How much of my kids' elementary or middle school paper work do I need to keep? I have every notebook, every workbook they have done. We just moved for the third summer in a row and as I moved that stuff, one more time, it got me thinking do I really need to keep all of it? I have tests and grades in a separate binder, but do I need to keep all their workbooks? ~ Melissa, Military Mom

Homeschool Records: How Much to Keep?

The volume of records you keep depends on what you want to do with the information. There are three purposes for homeschool records you will want to keep in mind.

1. Obey state law
I always encourage people to obey their state homeschool laws; you might be asked to keep certain information while you are homeschooling. I haven't heard of any state that requires tons of information, though. Check your state law to see. It's often just a report card and some test scores. Beyond that, most records can be kept on your computer. Here's a tip: think about what a public school keeps from one year to the next. They don't keep EVERY piece of paper, just a report card and test scores. Regardless of where you move, states can only demand you meet their requirements during the time you live there, so you still don't have to keep everything forever.

2. Apply to college 
When keeping records for college application, the situation changes a bit. Keep enough information to describe your class in a course description and make a transcript. That means keeping quite a bit of information, at least until you get those documents done. You also want to have some samples of work from each class - a written paper or math test, for example. Keep enough information to create a reading list and activity list, too. All this information means one thing - you don't have to keep anything from elementary school or even 7th and 8th grade level classes for the purposes of college admission.

3. Keep mementos  
If you don't need something for state law, and you don't need it for college admission, then just do a quick "Do I love it?" check. If it's a memento you want to keep, then keep it because you LOVE it - not because it's homeschool work, but because it  is a reminder of their childhood. It's like keeping their first baby outfit. It may not be important for "school" but it's still important to your family.

Let me give you an example. In elementary school I kept a running total of curriculum tests, and we didn't use many. I kept the annual assessments my kids took each year, and our state-required Declaration of Intent to Homeschool. In middle school, I kept more records as I tried to learn how to homeschool high school. By the time 9th grade came around, I was keeping one 3-ring notebook of material for each child for each year of school, which I condensed into comprehensive homeschool records and course descriptions for college admission.

If you feel you need more help with your homeschool records, check out my Comprehensive Record Solution for everything you need to help keep great records!

What homeschool records do you like to keep? Please share!




Please note: This post was originally published in December 2012 and has been revamped and updated for accuracy and comprehensiveness.

Mary Beth asked me on Facebook, "What type of documentation is recommended to support our student’s transcripts? Sample of work? How do we determined the grade? Do we need to be able to defend the grade we gave our student?"

 Documentation + Work Samples + Grading

I suggest that you keep course descriptions as you go, updating them each year, so that you have a record of your curriculum and class experiences. A course description can have three distinct parts.

1. A paragraph about what you did, perhaps from the curriculum manufacturer, online class description, or my Comprehensive Record Solution.


2. A list of what you used, including textbooks, supplements, experiences, and field trips.


3. A description of how you evaluated, listing tests, quizzes, papers, projects, discussion, or other non-test assessments.

Keep samples of work in a notebook, in case colleges ask for a sample. It's unlikely they will ask, but those samples can add some feeling of security. Better safe than sorry! Plus, saving these samples can help you describe in details your grading criteria.

Outside documentation is important, but there are many options, so choose the one that best first your homeschool and your child. It can be different for every student - maybe just the SAT for one student, or lots of AP tests for another student. This article explains outside documentation: Super-Size Scholarships with Outside Documentation

More Resources

I have two free classes that will be a big help for parents.

1. This free class will explain a LOT about documentation: Homeschool Records that Open Doors

2. This free class will explain about how to determine grades: A Homeschool Parent's Guide to Grades, Credits and Transcripts

= Easy-Peasy DONE!

Don't be anxious about homeschooling high school - do something about it! Take some classes, read some books, and go to a homeschool convention to learn more. It's not scary, it's just a little different. You'll figure it out - it's really not that hard.

What do you do for your continuing education? What books and resources do you used to help you along the way?

2014 Homeschool Year In Review with The HomeScholar

 Every month I help parents homeschool though high school by publishing an email newsletter. January is a great time to look back and see all we have learned in the past year. Join me below for a 2014 homeschool year in review with The HomeScholar.

 January

I have such marvelous news about grading scales! This is guaranteed to thrill! Or maybe not... Let me know after I explain the good news!

You are in charge of your homeschool policy. As the parent, you can choose any grading scale that you want to use.  If you are homeschooling independently, then you get to decide.

There are a few commonly-used grading scale options I usually suggest you consider.  Which of these will strike your fancy?

 Grading Scale Options

Option 1

97-100% = A+, 93-96% = A, 90-92% = A-, 87-89% = B+, 83-86% = B, 80-82% = B-,  77-79% = C+, 73-76% = C, 70-72% = C-, 67-69% = D+, 63-66% = D, 60-62% = D-,  <60% = F

 Option 2

A=4.0, B=3, C=2, D=1, F=0

 Option 3

93-100% = A, 85-92% = B, 75-84% = C, 70-74% = D, Below 70% = F

 Option 4

90-100% = A, 80-89% = B, 70-79% = C, 60-69% = D, Below 60% = F

There are other options out there, but there is no "right" answer to the best grading scale. You can choose the one that's easiest for you to use, the one that looks the most intimidating, or the one that helps you sleep at night. You could even use the one your friends, neighbors, or public school uses, if you want to - it's totally your choice.

Choose the one you like, either for a good reason or for no reason at all. If you simply can't decide, then print this post, and staple it to the wall. Throw a dart at it (or a limp spaghetti noodle will work equally well.)  The grading scale closest to where you hit the paper? That's the grading scale option that you should use - it's the right one for you!

When you don't finish a subject within the regular school year, you have options!  In a public, private, or alternative school, the only option is usually a big "W" on your transcript - for "Withdraw." But independent homeschoolers have many more options available!

You can give 1/2 credit instead of 1 credit

If it's a class that doesn't need a whole credit, then you can award 1/2 credit and just be done with it. For example, if you are working on Logic, and you really wanted to get through a whole credit class but just didn't, this is a great way to just be done! Instead of finishing, just give the class 1/2 credit on your transcript.

You can add the course content to another course

If you didn't finish a class, but the content can be added to another course, then you can roll the content together. For example, if you had a lot of work in health, but you didn't finish the book you were using, you can consider rolling in that content into your PE class.  That might change your title to PE with Health, to show that the content was combined.

You can give credit when you finish the course

If you are working all year, but at a slower pace, you can decide to award credit when you are done - even if you don't finish until the following year. For example, if you were working on a fine art credit, and it took you 18 months to complete the 120-180 hours to get a high school credit, you might put it on the transcript like this: Survey of Fine Art, 1.0 credit, completion date 11/2014.

You can change the name of the class 

For algebra, for example, if you worked all year, but didn't get the whole math book done, you can indicate by the class title that you got halfway through the book. One year you might give 1 whole credit for Algebra 1 A, and the next year you could give 1 whole credit for Algebra 1 B.  That will show that you worked all year, but you allowed a slower pace.

You can drop the class completely

If a class isn't required by anyone, and the child hasn't finished the class, you can always drop the class without recording that on the transcript. In my own homeschool, our plan was to take Latin 4, but we never even got off the ground with our plan. I didn't mention that anywhere on the transcript at all.

You can evaluate what "finish" means

Count textbooks first. You can be done when you have completed 80% of the curriculum. You can give a whole credit when you finish the textbook, no matter how many hours the textbook, required. You can be done when you combine delight-direct learning with textbook or schoolish learning, and you have 120-180 hours of work. Count textbooks first. You can be done when you have achieved the next level, based on some sort of achievement test. You can be done when the class isn't necessary.

I hope that helps!

Use the "Binder Queen Method" of record keeping.

My favorite method of record keeping is not a product you buy, it's reasonably price and easy to assemble.  I recommend a simple 3 ring binder, divider tabs, and lined notebook paper. Super-smart moms might want "college ruled" paper, but that is completely optional!

I have seen far to many moms buy the latest and greatest record keeping, and then not use it. It doesn't matter what you BUY, you know! Yup, you actually have to use something in order to be successful with record keeping.

But here is the cheap and easy way to keep records.

Set up

Buy a three-ring notebook.

Insert dividers.

Make 1 divider for each class you intend to teach this year.
Make 1 divider for things required by your state law.
Make a divider for test results and your reading list.
Insert 1 lined notebook paper behind each divider.

Suggestions for dividers: English, Math, Social Studies, Science, Foreign Language, Physical Education, Fine Art, Electives, Test Results, Reading List, State Requirements

Maintenance

Every time you give a test or quiz, write the test number and score on the paper.
For classes without tests, write a list of books read, field trips, or experiences
Every time you create papers of some kind, write the kind of paper, or essay name, on the paper.
Insert all tests, quizzes and papers into the divider section behind your note paper summary
Keep a copy of textbook cover and table of contents

Use

The divider tabs will tell you what to put on your transcript
The contents behind each binder tab will be the details you include on your course descriptions
If you didn't start or complete a class you intended to teach, throw out that section like it never happened.
As long as you keep records and create a transcript, course description, and reading list, you are a success!  

What cheap and easy way do you keep records?

When I go out, I try to look put together. You know, make up on, hair styled, appropriate clothing. Sometimes I get caught on my way home from exercising, which is embarrassing! But on the whole, I want to be ready to see people when I'm out and about. Good thing, too, because sometimes another homeschooler will spy me at Starbucks!

As a homeschool parent, you need to have your homeschool records look put together too. One mom posted some positive feedback on facebook the other day.

Make sure your homeschool records are ready to be seen in public. Make a transcript and course descriptions. Prepare a reading list, activity list. When you visit a college, ask them if they like your records, and find out how they prefer your records to look.

Be prepared to have people see the details of your homeschool when you are applying for college.  They want to know about ALL the schools where applicants come from - and we are not excluded just because we homeschool. They want to see our academics records.

For more information, you might want to take this free class: Homeschool Records That Open Doors.  If you prefer to read a book, you'll like this Coffee Break Book on Amazon, Comprehensive Homeschool Records: Put Your Best Foot Forward to Win College Admission and Scholarships.

I don't recommend weighting grades. It makes it harder for colleges, and colleges will like you more if you make their job easier.  Here is the problem, every high school has a different policy on weighting grades.

For an "Honors" or AP class, some high schools will add 1.0 to the grade - so the highest grade possible is a 5.0 instead of a 4.0.  Some high schools will increase the grade by 0.5, so honors classes can earn a 4.5 grade. To further complicate things, some high schools will change the credit value. An honors class might be worth 2.0 credits, or 1.5 credits, instead of a 1.0 credit like normal. There are so many variation possibilities, and colleges need to compare students from different schools and school districts. For that reason, the first thing they do is to un-weight any weighted grades. Colleges have asked me to tell parents not to weight grades, and so I don't recommend weighting grades unless your first choice college prefers grades that way. High schools weight grades so their student population looks smarter, and more college ready. It sounds great in their marketing materials to say their average GPA at school is 3.2, when you don't have to mention how many kids earned a 5.0 grades. High schools do it for marketing purposes, but it's not helpful for colleges.

However, public schools do weight grades sometimes, and each school or school district can have their own grading policy.  As a homeschooler, you can decide on your own school policy on weighting grades. Look over these options and decide for yourself.

Here are the easiest ways I have seen for weighting grades for honors or AP classes:

• Credit: double the credit value of the class to 2.0


• Credit: increase the credit value of the class to 1.5


• Grade: add 1.0 to your final grade


• Grade: add 0.5 to your final grade

Other high schools have a grading scale specific for honors level courses, like this:

Grade Points awarded

• A (90%-100%) 5.00


• B (80%-89%) 3.75


• C (70%-79%) 2.50


• D (60%-69%) 1.25


• F (0%-59%) 0.00

Some high schools don't increase the value of the class, but will add to the grade point average after it has been calculated. In other words, they calculate the GPA first, then add a "bonus credit" for each honors class. Here is an example from Virginia Beach public schools:

Bonus Credit for Year-long Honors Level Course

• A, A- add to the GPA .0488


• B+, B, B- add to the GPA .0366


• C+, C, C- add to the GPA .0244


• D+, D add to the GPA .0122


• E add to the GPA 0

Some high schools will weight grades differently for different kinds of classes.  For example, Weston High School weights their grades using a very complicated multi-variable scale, like this:

• AP classes can earn 5.0


• Honors classes can earn 4.7


• College prep classes have the regular 4.0


• Foundations (remedial) classes can earn a 3.0

It's not just honors classes either. Some high schools give a 4.3 for perfect grades in regular courses

• A+ = 4.3 GPA


• A = 4 GPA


• A- = 3.7 GPA


• B+ = 3.3 GPA


• B = 3 GPA


• B- = 2.7 GPA


• C+ = 2.3 GPA


• C = 2 GPA


• C- = 1.7 GPA


• D+ = 1.3 GPA


• D = 1 GPA


• D- = 0.7 GPA


• F = 0 GPA

After all of these numbers, you can see how complicated weighted grades could be to a college comparing different students from different school districts all across the nation, all of whom have differently weighted grades. It's actually a big problem for colleges!

Here is the bottom line, I find weighting grades to be incredibly complicated for no perceivable difference in college admission and scholarships. For that reason, I do not recommend weighting grades.

 What do you think? Do you weight grades for your homeschool?

One of the biggest problems with homeschool parents and how to avoid it.