The key to stress-free reporting is to plan and prepare in
advance. By doing this reporting will be simply mailing
everything rather than trying to go back and put everything
together. The first step is to determine whether the
parent wants to report twice a year or once a year.
Twice-a-Year Reporting (Bi-annual/Semester) - Families who
choose Semester Reporting will submit a report to CCS after
completing 90 days of actual school, which should be completed within six months. A
second report is submitted after a total of 180 days are
completed, which should be done within twelve months of
enrollment. The student will receive a Report Card twice a year
after each report is made. It will reflect both semesters
as well as a yearly average.
Some parents find reporting to be simpler when done in
smaller increments rather than all at once at the end of the
year. To them it is easier to organize. They find it
convenient to report changes in curriculum or adjust courses
being taken when they do everything by biannually. Some
have stated that they don't have to worry about being late at
the end of the year or procrastinating if they do it as they go.
Many enjoy receiving two Report Cards a year rather than one.
Once-a-Year Reporting (Annual/Yearly) - With the Annual
Reporting Options, parents will submit a report to CCS after 180
days of school are completed, which should be done within twelve
months of the enrollment. Students will receive one Report
Card at the end of the report which will indicate both semesters
as well as a year average.
Parents who choose this option enjoy feeling as if they are
homeschooling on their own throughout the year and are only
being held accountable at the end of the year. For them it is
just as easy to compile a Report at the end of the year than to
do it twice. They find the one Report Card a year to be
sufficient. These parents do well with keeping records and
samples organized throughout the year and promptly submit their
report when due at the end; procrastinating isn't a concern.
Once the decision is made as to which plan best suits the
family's lifestyle, be certain to inform CCS by indicating the
plan at the bottom of the Enrollment Form. If the parent
changes their mind and desires a different plan after enrolling,
simply contact CCS via email and let us know.
Unless submitting standardized testing results by the end of
the school year, parents are required to submit a lesson
plan/journal with their reporting. This is often the most
challenging requirement as some parents do not keep up with
their lesson plan/journal. Focusing on keeping it updated
will prove to be helpful in many ways.
There is a difference between a lesson plan and a journal,
and which one the parent chooses is solely based on their
lifestyle and personal preference. A lesson plan is a
day-by-day or week-by-week plan consisting of materials used,
assignments, notes of completion, listing of activity, etc.
Lesson plans are typically made in advance and adjusted as
needed. A journal is a daily or weekly account of what the
child did in each subject, list of materials, assignments,
notes, etc. Both may use a formal type of lesson plan
book, but a spiral notebook, or such, works fine. High
school students may be able to assist the parent in the
maintaining of a journal.
One of the most frequently asked questions is how many
samples of the student's work is required at the time of
reporting. Unfortunately there isn't an exact number.
We are looking for a good sampling of what the child has done
that semester/school year. This will include the good and
the bad. Often parents believe that they should only send
the best of what the student has done; however, at times we are
able to offer suggestions when we are able to see everything. As
a rule of thumb ten samples should be enough, but be certain
that it is a well-rounded example of what the child did in that
subject. High school English samples should contain a
composition paper, at minimum.
Samples cannot be returned. Parents should photocopy
anything that they would like to keep. We will happily
take the copy allowing the parent to maintain the original.
Most samples are not stored so we will not be able to return
Keep in mind that if the samples fit in a small envelope it's
probably too few. If it requires a large box, that is
probably too many.
CCS does not require standardized testing, unless under
special circumstance. Parents may choose to submit annual
standardized test results in lieu of submitting a lesson
plan/journal. Samples and the Reporting Form are still
Standardized tests are often given through local homeschool
support groups or state licensed teachers. Some tests may
be ordered and administered at home. Here is a list of
some commonly used test suppliers (we do not endorse any
School Services |
University Press |
Seton Testing Services
CCS students are required to complete 180 days anytime during
a twelve-month period. If the student enrolls in October
2009, he will have until October 2010 to complete 180 days of
school. If the family chose the Semester (bi-annual)
Reporting Plan, a report will be submitted after the student has
completed one semester, which is 90 days of completed school
within a six month period. A second report will be due
after 180 days of completed school. Those on the Annual
Reporting Plan will report after 180 days of
completed school, which should be done within twelve months of
On our Reporting Form, parents will indicate the number of
days completed for that reporting period (90 days minimum for
those reporting each semester or 180 days for those reporting
annually). Tracking attendance may be done in several
ways. Some will utilize their lesson plan/journal as a
means of tracking attendance. There are a few who use a
special attendance book or notebook. Using a standard
calendar is also helpful. CCS does not need the attendance
book itself, but we will need the parent to report the days
attended accurately. The method of tracking is a matter of
the parent's preference.
Keeping track of grades requires a bit more work. The
parent will need to track grades either in a special grade book
or on the lesson plan/journal (or computer). The grades
submitted to CCS at the time of reporting should be an average
of daily work and tests.
High school students or those seeking high school credit must
use our grading scale and a traditional A, B, C, D, F manner of
grading. Our grading scale is as follows:
A: 90 - 100 | B:
80 - 89 | C: 70 - 79 | D: 60 - 69
| F: 0 - 59
Younger students not seeking high school credits may use the
above grading system of A, B, C, D, F or a more "relaxed" method
of S, N, and U.
S - Satisfactory |
N - Needs Improvement | U - Unsatisfactory
As with anything, keeping track of attendance and grades
daily will prove to make reporting simple and stress-free.
Two - Putting Together the Report
The student has completed 90 days of school (semester
reporting) or 180 days (annual reporting), and it is time to
report! Don't worry. The process is easy, and in the
event something is accidentally omitted or CCS needs more
information, we will contact the parent.
The first step is to gather the following items: Lesson
Plan/Journal, Attendance, Grades, Student's Samples, and
Standardized Test Result (if applicable).
Print a copy of CCS' Reporting Form -
Annual Reporting Form.
On the Reporting Form, print the student's name, grade
(current grade in which the child is enrolled), student's
date-of-birth, student's mailing address, and student's mailing
Indicate the date the report was prepared (today's date if
preparing it today). Let CCS know if any of the contact
information is different since the time of enrollment. If
it is new, circle yes. If not, circle no.
Those reporting each semester will indicate the first day of
the semester and the last day of the semester. Also
indicate the total number of days completed (90 minimum for
semester reporting). Let us know if this is first semester
reporting (first report of the school year) or second semester
reporting (second report of the school year).
Those reporting annually will do the same as stated above
except the parent will indicate the first and last day of the
school year with a minimum of 180 days completed.
In the course and grade reporting section it is important
that parents use specific course
than generalized titles, if possible. CCS will often alter
the course title to reflect the more recognizable course name in
some cases. This applies mainly to those seeking high
school credit. Instead of reporting Math, a high school
student would indicate Algebra I, for example. Generalized
titles are often accepted for those in lower grade levels.
The letter grade will be the student's average for that
grading period in that subject. Be sure to use our grading
scale. In addition to the letter grade, we want to know
the average as a percent. If the parent is uncertain as to
how grades are averaged, we suggest using this simple method:
Add all the grades together. Divide that total by the
number of grades. For example: The student has five
grades in Algebra I. The grades are 90, 92, 85, 73, and
82. The first step will be to add those grades together
90+92+85+73+82 = 422. Now, divide 422 by the total number
of grades originally added, which was 5 in this example.
422/5 = 84.4. 84.4 is rounded to 84, so the student's
average in Algebra I is B with 84 being the percent.
Those reporting annually will be asked for each semester's
letter grade and percent.
If the course is complete, check the box. If it is not,
such as it is the first semester and the course is a yearly
course, do not check the box.
Need to leave us a note or need additional space for other
courses, feel free to use the back of the form or print an
High school students requesting credit for non-traditional
courses (driver's ed, band, sports, piano classes, etc.) should
include a copy of our
If any student has altered the curriculum or materials used
since the time of enrollment, submitting a new
Curriculum List at
reporting time would be ideal.
Sign the form.
Three - Mailing the Report
Now that the form is finished, place the form, samples,
and lesson plan/journal (or standardized test result) in a
secure, heavy envelope or box. Be sure to tape thoroughly.
We've received many packages opened up or torn in the mailing
process. Understand that the postal service will not be
gentle with these packages. We are not responsible for
items destroyed or lost in the mail.
The child's or parent's name should be placed on the
front of the package to allow us faster processing and/or
Address the package clearly. Our address may be found
on this website and on the forms. Use the correct postage!
Reports should be mailed via United States Postal Service.
UPS and/or FED-EX should be used only when shipping items using
Overnight/Express. Normal shipping should still be done
through the USPS. If sending a package through
UPS/FED-EX Overnight, email CCS for more information prior to
Once we receive the package and process the report, a Report
Card will be mailed to the student.
Reporting is easier than it sounds. The key is to keep
up with the record keeping all year. The actual report
only takes a few minutes.
Remember: If the student has
dual-enrollment forms, Social Security documents, vehicle
insurance forms, etc. that require a signature, enclose a
self-addressed stamped envelope with your request.
Enrollment fees cover one year or grade level, whichever comes
first. For example, if a student begins school on
September 9, 2010, he will have until September 9, 2011 to
complete his school year. If there is a delay in reporting
after the twelve months is completed, all tuition fees are
forfeited. Parents will need to resubmit the tuition in
order to have the work accepted. We allow five days for
mailing, so all reports should be postmarked no later than five
days after the calendar year of enrollment has passed (in the
example above, the report would be postmarked prior to September
It isn't uncommon for some parents to delay
reporting for months (or even years) after the child's enrollment has
expired, which is the reason behind this policy.