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Guidelines
for
Elementary
Student Retention
Revised February 2008
Guidelines for Elementary Student Retention
Table of Contents
Guidelines for Elementary Student Retention ......................................................... 3
Elementary Retention/Appeal Time Line ................................................................. 6
Elementary Retention/Appeal Time Line Spanish ................................................... 7
Elementary Retention Folder................................................................................... 8
Elementary Retention Data Cover Sheet ................................................................ 10
Elementary Retention Parent Signature Form ........................................................ 11
Elementary Retention Parent Signature Form Spanish ........................................... 12
Elementary Retention Report .................................................................................. 13
2
Guidelines for Elementary Student Retention
Grade Level Retention Considerations
Retention of students is an option for students at any grade level who, after intensive
interventions, are performing below established targets. Research does not support
retention of students (at any grade level) as an appropriate intervention. Accordingly,
retention should be considered only after the following factors have been considered
and documented:
Performing significantly below established targets in at least two of the three
content areas of reading, writing, and math
Evidence of insufficient academic growth
Chronological age of student
Language proficiency
Special Education
Attendance record/truancy
Transiency
Previous grade retention
Placement in the next grade level shall not be contingent upon completion of summer
school.
Retention of students having limited English proficiency solely because of a lack of
English speaking ability is contrary to federal regulations. Non English proficient
(Beginning and Early Intermediate) students may not be retained. Any retention of a
limited English proficient (Intermediate) or exited student must include consultation with
the director of student achievement of diverse learners.
Consideration of retention for students with Special Education needs must follow the
process posted at http://www.apsnet/ess/RETENTION.htm.
Retention may be considered at any time of the school year, not just at year-end.
Regardless of what time of year a retention occurs, retention procedures must be
followed.
Intervention
Intervention must occur before retention decisions are made. The parent/guardian
must be notified of the recommendation for intervention. Each student who is
considered a candidate for retention must be referred to the building’s Child Study
Team or similar body for intervention recommendations. Intervention may include but is
not limited to the following: in-class interventions, summer school, after-school tutoring,
extended learning opportunities, or other alternative programs. Documentation of the
intervention and the effect on achievement is required.
3
Grade Level Retention Procedures
1. Parent Notification
Parents must be notified if their child is not making adequate progress and is
being considered for retention. The teacher shall consult with the principal
and parent in each case concerning possible retention before March 1 of the
current year. An interpreter must be provided for parents whose native
language is not English. In all cases, parents must remain involved
throughout the process. Without parental agreement as part of the decision
to retain, the success of the retention is questionable. After intensive
interventions have been implemented and the results documented, a
collaborative decision to retain may be made.
2. Educational Plan
An educational plan is to be developed as part of the retention process.
Grade level appropriate assessments must be completed for every student
as a part of the body of evidence.
3. Retention Folder
A retention folder is to be implemented when both parent and principal have
been consulted (before March 1 of the current school year). Interventions,
which must have occurred prior to the recommendation for retention, must be
documented on the Student Information page of the retention folder. The
Conference Log on the retention folder must be maintained with anecdotal
notes. The Student Retention Procedure Checklist is to be dated as items
are completed. The signed Elementary Retention Parent Signature Form
must be included in the retention folder.
a. Data Gathering Instruments
The following data, as applicable, must be recorded on the Student
Information page of the retention folder:
1) Assessment data as appropriate to grade level
Mondo Reading Assessments
DRA II
Interim Assessments
Colorado Student Assessment Program (CSAP)
Math Critical Learning Phase Charts
Other secured assessments
Marie Clay Observation Survey
Kindergarten Entrance/Exit Assessment
CELA
Individual Literacy Plan (ILP)
2) Report card scores and comments
3) Samples of representative work as compared with proficient
work at the same grade level
4) Written summary of student’s strengths and weaknesses
5) Other important information
4
b. Location and Storage of Records
In the event the student is retained, the retention folder will be added
to and remain in the child’s cumulative folder. Should the student
move, the retention folder should accompany the cumulative file.
4. Retention List
By April 15 a list of all students being considered for retention must be
sent to the appropriate director of student achievement who will
forward to the chief academic officer. Use the School Retention Report
on page 13 of this guide.
The list will include:
student name
birth date
student identification number
grade
primary reason for retention
student assessment data as appropriate
5
Aurora Public Schools
Elementary Retention/Appeal Time Line
Action Deadline
Recommendation for grade level retention ......................................... Prior to March 1
Teacher(s) make a recommendation to the principal for grade level retention of
the student. Then the teacher notifies the parent/guardian of the possible
retention.
Parent agrees, submits signed form ................................................................ April 15
If the parent agrees with the recommendation for retention, the parent signs the
parent signature form and the student is retained in the current grade level.
Parent disagrees, appeals, submits signed form ............................................. April 15
If the parent/guardian disagrees with the retention recommendation, the parent
may choose to appeal. The signed parent signature form must be submitted.
The parent must be given a copy of this time line which outlines the appeal
process.
Principal/designee, parent/guardian, teacher(s) meet ........................................ May 1
In the case of an appeal, the principal/designee will meet with the
parent/guardian and teacher(s) within 10 school days to review data from the
teacher and the parent.
Principal makes decision, notifies parent .......................................................... May 15
The principal makes a decision within five days of meeting with parent and
teacher(s) and notifies the parent.
Parent agrees with retention, submits signed form ........................................... May 22
If the parent agrees with the recommendation for retention, the parent signs the
parent signature form and the student is retained in the current grade level.
Parent disagrees, appeal is forwarded to student achievement director ........... May 22
If the parent disagrees with the decision of the principal, the principal shall
forward the appeal to the Division of Instruction within five school days. The
Retention Folder containing all required information, along with the Retention
Data Cover Sheet must be included.
Chief Academic Officer makes final decision ..................................................... June 1
The chief academic officer shall determine if there is or is not substantial
documentation to support the decision of the principal for grade level retention.
The final decision will be communicated to the parent/guardian and to the
principal within 15 days of receiving the appeal or by June 1.
Revised February 2008
6
Escuelas Públicas de Aurora
Fechas Límites para la Reprobación o Apelación de Reprobación
Durante los Años de Primaria
Acción Fechas Límites
Entrego de recomendación para reprobar el año ....................................................... Antes del 1º de Marzo
El maestro(s) deberá entregar al director escolar, su recomendación para que el estudiante
repruebe el año antes del 1º de marzo. Después, el maestro se encargará de informar al padre o
tutor sobre la posibilidad de reprobar el año escolar.
Entrego del formulario con la firma del padre quien está de acuerdo con la reprobación ............ 15 de Abril
Si el padre está de acuerdo con la recomendación de reprobar el año, el padre debe firmar y
entregar el formulario y el estudiante repetiría el mismo año escolar.
Entrego del formulario con la firma del padre quien está en desacuerdo con la reprobación ...... 15 de Abril
Si el padre está en desacuerdo con la recomendación de reprobar el año, el padre tendría el
derecho de apelar la recomendación. El padre debería firmar y entregar el formulario y debería
recibir una copia de las fechas límites para la apelación de reprobación, lo cual detalla el
procedimiento.
Reunión entre el Director o su asignado, el padre o tutor, y maestro(s) ..................................... 1º de Mayo
Si el padre o tutor decide apelar la recomendación, el director o algún miembro apuntado por el
director, se reunirá con el padre o tutor y con el maestro(s) dentro de diez días para repasar los
detalles.
Decisión del director y notificación al padre ............................................................................. 15 de Mayo
Después de ello, el director de la escuela tomará una decisión dentro de cinco días después de la
reunión, y le dejará saber al padre.
Entrego del formulario con la firma del padre quien está de acuerdo con la reprobación ........... 22 de Mayo
Si el padre está de acuerdo con la recomendación de reprobar el año, el padre debe firmar y
entregar el formulario y el estudiante repetiría el mismo año escolar.
Entrego del formulario al director de rendimiento estudiantil con la firma del padre quien está en
desacuerdo con la reprobación ................................................................................................... 22 de Mayo
Si el padre está en desacuerdo con la recomendación del director de reprobar el año escolar, el
director entregaría el formulario de apelación al Departamento de Instrucción dentro de cinco días.
La Carpeta de Reprobación que contiene toda la información requerida, junto con la Hoja de
Cubierta con los Detalles de Reprobación, también debería ser entregada.
Decisión final del jefe académico ................................................................................................. 1º de Junio
El jefe académico determinará si existe o no, documentación sustancial para apoyar la decisión
del director en reprobar al estudiante. La decisión final será compartida con el padre o tutor y con
el director dentro de 15 días después de haber recibido la apelación, o a más tardar el 1º de Junio.
Revisado Febrero De 2008
7
Aurora Public Schools
Elementary Retention Folder
Student Information
Student: ID #: Birth date:
School: Grade: Teacher:
Retention in grade: for school year:
Health Checklist List interventions/date implemented Assessment Data
Date completed: / / Results as appropriate to grade level:
Vision: / Mondo Reading Assessments
Hearing: L R DRA II
Colorado Student Assessment Program
Major Health Problems: (CSAP)
Interim Assessments
Math Critical Learning Phase Charts
Other secured assessments
Marie Clay Observation Survey
Kindergarten Entrance/Exit Assessment
CELA
Individual Literacy Plan (ILP)
Other assessments
Report card scores and comments
Samples of representative work as compared with
proficient work at the same grade level
Written summary of student’s strengths and weaknesses
Other important information
Revised February 2008
8
Aurora Public Schools
Elementary Retention Folder
Conference Log Student Retention Procedure Checklist
Parent, Teacher, Specialist, Paraeducator, Principal, Counselor Date:
Type of Assessment data
Conference Observation notes
Informal testing
In person
Health check list
Formal
Identify specific areas of
Phone
letter
Date
concern
Names of participants Summary Initial consultation between
principal and teacher
Initial parent contact
Concerns noted on report card
Refer to Child Study Team
Interventions implemented
Review profile for retention and
education plan developed
Formal conference with parents
Recommend retention
Principal approval
Parent signature obtained
Time line and appeal process
given to parents if necessary
Plan reviewed in fall
Ongoing monitoring and
revision of educational plan
9
Aurora Public Schools
Elementary Retention Data Cover Sheet
Part I: Information
Student: ID #:
Grade: School: Year:
Parent(s):
Parent(s) address:
Home phone number:
Part II: Appeal to building principal
Below, enter the date the principal/designee met with parent(s) and teacher(s) to review data.
List names of participants.
Principal (designee): Meeting date(s):
Parent(s):
Teacher(s):
Principal’s decision (be as specific as possible):
Principal signature Date
Part III: Appeal to the Division of Instruction
Decision of the chief academic officer
Chief Academic Officer signature Date
Revised February 2008
10
Aurora Public Schools
Elementary Retention Parent Signature Form
Student name: has been recommended
for retention in grade in school year .
Parent must complete either number 1 or number 2 below.
1. I agree and support the retention of my child.
Parent/Guardian Signature Date
2. At this point in time, I do not agree or support the retention of my child because
I wish to appeal. My reasons for appealing are stated above. I have been provided a copy
of the time line and appeal process.
I do not wish to appeal.
Parent/Guardian Signature Date
Principal Signature Date
Teacher Signature Date
This student has an Individual Literacy Plan: Yes No
If forwarded for appeal, attach a copy of the highlighted continuums in reading, writing,
ELA (if appropriate), and math to this form.
Highlighted areas on continuums = student is proficient.
Revised January 2004
11
Escuelas Públicas de Aurora
Forma Para Firma del Padre
Para la Reprobación Del Año Escolar Durante la Primaria
(Repetición del Año Escolar)
Nombre del Estudiante: ha sido recomendado
para reprobación del grado en el año escolar .
El padre del estudiante debe completar sólo una de las siguientes secciones.
1. Estoy de acuerdo y apoyo la reprobación de mi hijo.
Firma del Padre/Guardián Fecha
2. En este momento, no estoy de acuerdo ni apoyo la reprobación de mi hijo porque:
Deseo apelar la decisión de reprobación y mis razones por ello están descritas en la
sección anterior. He recibido una hoja que detalla el proceso de apelación y las
fechas importantes.
No deseo apelar y acepto la decisión de reprobación.
Firma del Padre/Guardián Fecha
Firma del Director Fecha
Firma del Maestro Fecha
¿Tiene el estudiante un Plan de Alfabetización Individualizado? Sí No
If forwarded for appeal, attach a copy of the highlighted continuums in reading, writing,
ELA (if appropriate), and math to this form.
Highlighted areas on continuums = student is proficient.
Revised January 2004
12
AURORA PUBLIC SCHOOLS
SCHOOL RETENTION REPORT
School: For School Year:
1. Student Name:
Date of Birth:
Student ID Number:
Retention in Grade:
Primary Reason for Retention:
Student Assessment Data as applicable and appropriate to grade level
Mondo Reading Assessments
DRA II
Interim Assessments
Math Critical Learning Phase Charts
Kindergarten Entrance/Exit Assessment
2. Student Name:
Date of Birth:
Student ID Number:
Retention in Grade:
Primary Reason for Retention:
Student Assessment Data as applicable and appropriate to grade level
Mondo Reading Assessments
DRA II
Interim Assessments
Math Critical Learning Phase Charts
Kindergarten Entrance/Exit Assessment
Revised February 2008
13
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