September 2014 Revision Timeline for Processing Retentions NOTE: Problem Solving is an integral and required part of the retention procedure. Although there is no specific timeline for Problem Solving/Child Study, it is required that any students being considered for retention enter into problem solving no later than February. End Oct/Beg Nov Ensure staff is monitoring the progress of all retainees from previous year(s) End Oct/Beg Nov Staff (in data teams) holds focused conversations about students having difficulties. Teachers given K-5 or 6-8 Retention Considerations (hard copy) October/November Teachers develop success plans for students who are having difficulties. This plan is shared and discussed with parents at fall conference time. Teacher, parent, and student responsibilities are listed on the plan. End of January Principal receives from each teacher or team a Retention Considerations document with data for each child being considered for retention, including a score from Light’s Retention Scale. February The Consideration of Retention letter is mailed (via US mail) to parents prior to the end of February (policy 505.6-R). (See sample letter.) Teachers must make contact with parents before letter is sent or given to parents. This could happen during spring parent-teacher conference (regarding the possibility of retention), IF conferences take place prior to the end of February. The success plan developed in November is reviewed with parents. March Ensure that each and every student being considered for retention has entered into problem solving with appropriate documentation (blue folder) April The Update on Possible Retention letter is sent midway through third trimester. Letter mailed via US Mail. (See sample letter) May The Decision to Promote letter or Decision to Retain letter is sent. Conference time is set. Copy of letter must to be filed in child’s cumulative folder. June Distribute final list of retainees to Cora Turner and Charles McNulty.