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.

Lesson Plan/Journal
 

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. 

Samples

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 them later.

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.

Standardized Testing

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 required.

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 particular business):

Bayside School Services |  Bob Jones University Press  |  Seton Testing Services

Attendance and Grades

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 enrollment.

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.

Step 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 - Semester 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 address.

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 titles rather 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 additional form.

High school students requesting credit for non-traditional courses (driver's ed, band, sports, piano classes, etc.) should include a copy of our Non-Traditional Credit Worksheet.

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.

Step 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 verification.

Address the package clearly.  Our address may be found on this website and on the forms.  Use the correct postage!  Mail.

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 shipping.

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.

Late Reporting

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 14, 2011).

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.