Secondary Student Evaluation and Grading Procedures - Regulation R6-58

A. Determining End-of-Course Grades
1. Middle school end-of-course grades are to be computed by an average of the grades earned for each nine weeks.

2. High school course grades are computed differently depending on whether the course is a year-long course or semester course.

  1. Year-long course – The course grade is computed by applying 20% weight to each of the four quarters and 20% for the final exam.  If there is an exam exemption, the course grade is computed by applying 25% weight to each of the four quarters.  Teachers are encouraged to consider a clear positive trend as another factor in determining the final grade, when applicable.
  2. Semester course – The course grade for a semester course is computed by applying 40 percent weight to each of the two quarters and 20 percent to the exam or final project grade.

B. Exams
1. For year-long courses, there will be one exam at the end of the course that assesses content from the full year.  There will be no exam at the end of the first semester in these courses (as there is no longer a special exam schedule in December). Teachers may plan quarterly or other periodic assessments during the year that assess content previously learned during the course.

2. For semester courses, there should be either an end-of-course project or an exam that could be given within a normal class schedule since there is not a special exam schedule at the end of the first semester.

C. Senior Exam Exemptions
1. Exemption will apply to seniors only.

2. Exemption will be for the senior year only.

3. The student must have a course grade that ranges between 90-100 percent except as specified in Section D below.

4. The student cannot have more than five absences, excused or unexcused, in the class during the second semester.  Absences that are the result of school-sponsored events are exceptions to this attendance requirement.

5. Only the principal can make exceptions to the attendance requirement.

6. A student in a dual enrollment course with Central Virginia Community College will not be exempt from exams since this is a college course.

7. A student in an Advanced Placement (AP) course will continue to take the AP exam and have the option of being exempt from the final exam regardless of the grade in the course (current practice).

8. A senior enrolled in any course with an end-of-course Standards of Learning Test must pass the Standards of Learning Test to be eligible for the exam exemption.

D.   Advanced Placement and Standards of Learning Exam Option
During an Advanced Placement course with the Advanced Placement test, an examination may not be given. 

Students enrolled in courses that are assessed by the Virginia Standards of Learning (SOL) tests will have the following option related to the course exam:

Students who pass the SOL test may choose to be exempt from the course exam and take the grade they make from the average of the four quarters.

Students who receive a Standards of Learning score rating of “pass proficient” will receive an exam score of 90, and a student who receives a Standards of Learning score rating of “pass advanced” will receive an exam score of 100. These scores, since they replace the final exam, are weighted as 20% of the course grade.

Students who successfully pass a state career-technical licensure test have the option of not completing the teacher-created exam and may choose to use the four quarter grades to compute their course grade.

Teachers will have the option to use project-based assessments and other alternative assessment approaches in lieu of a traditional exam, with principal review and approval.

E. Determining Grades for a Student Who Exits a Course Before the End of the Semester

1. Request to Withdraw
All requests for a student to be withdrawn from a course shall be made in writing, signed by a parent/guardian, and turned in to the guidance department by the end of the 15th school day.  Any courses from which a student is withdrawn within that time period will not be recorded on a student's report card or permanent record.  Unless there are extenuating circumstances, students will not be permitted to withdraw from a course after the 15th day.

In very rare cases, extenuating circumstances may justify a withdrawal from a course after the 15th school day.  If a student is withdrawn after the 15th school day, the student’s transcript will reflect the course and a grade of withdrawal passing (WP) or withdrawal failing (WF) for the semester.  These designations (WP and WF) are not considered in Grade Point Average calculations.  A parent/guardian must file a written request for such consideration with the building principal, and that request must clearly indicate the extenuating circumstances to justify a withdrawal.  An example of such circumstances would be extensive absences for medical reasons.  The principal will review the request, recommend approval or denial, and send the request and recommendation to the superintendent (or designee) for consideration.  Only the superintendent (or designee) can approve a withdrawal from a course after the 60th school day.  If it is determined that sufficient justification for a withdrawal does not exist, the student will remain in the course until the end of the semester.

2. Request to Transfer to a Lower Level of the Same Course
At any time during the semester, the principal may approve a request from a parent/guardian for a student transfer to a lower level of the same course.  An example would be transferring from Advanced World History and Geography 1 (4.5 GPA weight) to World History and Geography 1 (4.0 weight).  Such a transfer would be dependent on the ability to reschedule the student and the available space in the desired course.  When such a transfer occurs, the name of the course will be changed in the student’s schedule, and the previously earned grades will be counted toward the grade reported on the student’s academic record under the lower-level course name.

3. Courses That Are Dropped Due to Extensive Absences
School Board Policy 7-15:  Student Attendance speaks to the practice of dropping students from courses due to extensive absences.  Section C. 3. of the policy notes “Students absent 15 consecutive days from school are dropped from the school’s attendance roll.  The principal or designee shall make a reasonable effort to notify the parent/guardian by telephone and in writing that the student has been dropped from the roll (8VAC10-110-13).”

In the case that a student is dropped from a course pursuant to School Board Policy 7-15 after the 15th school day but before the end of the 60th school day, the student will be dropped from all courses, and no record of courses in which the student was enrolled will be maintained.  If the student is dropped from a course for extensive absences under School Board Policy 7-15 after the 60th school day, a zero will be recorded for any assignments not completed during the remainder of the semester, and the resulting “F” grade will be recorded for the course grade at the time of the drop.

F. Grades and Class Rank Related to Courses Repeated
Students shall be allowed to repeat a course already passed only upon approval by the school principal. The repeating of performing arts courses - acting, chorus, band, and orchestra is not affected by this regulation since each of these may be taken repeatedly as a new course.

For all repeat courses, the grade earned shall be averaged with all grades (whether passing or failing) in determining the student's grade point average and class rank. All grades will also appear on the student's academic record.

No additional credit toward graduation requirements will be awarded for passing a course more than once unless allowance to do so is specifically noted in the course description in the current Lynchburg City Schools High School Program of Studies.

G. Repeat Courses Under the Credit Recovery Format
Students who have earned an “F” in a high school credit course may retake that course as a repeat course under the Virginia Department of Education approved “credit recovery” format.  This format allows for repeat instruction to be provided in half the instructional hours as a new credit course.  More specifically, semester courses awarding 0.5 Carnegie credits must provide no less than 70 clock hours of instruction.  However, the same course as a repeat course under the credit recovery format meets for no less than 35 hours.  Only students who have previously failed a course and have had that failure reflected on the academic record are eligible to enroll in a repeat course under the credit recovery format.

Students who register for repeat courses under the credit recovery format are taking those courses officially for credit.  If a student fails such a course, that student will earn an “F” grade, and it will be reflected on the student’s academic record.

Students who are dropped from a repeat course under the credit recovery format prior to the 23rd instructional hour will not have that course appear on their transcripts.  However, if after the 23rd instructional hour a student no longer attends a course and is dropped due to extensive absences, a zero will be recorded for any assignments not completed during the remainder of the course, and the resulting grade will be recorded for the semester course grade.

Approved by Superintendent:  August 2, 1983
Revised by School Board: September 21, 1993
Revised by School Board:  March 30, 1999
Revised by School Board:  February 21, 2006 (effective – beginning with school year 2006-07)
Revised by School Board:  May 18, 2010
Revised by School Board:  August 2, 2011
Revised by School Board:  January 8, 2013
Revised by Superintendent: July 14, 2014 (effective – beginning with school year 2014-15)
Revised by School Board:  September 20, 2016

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