Transfer Grades or Grades Less Than 20 Days

Due to the continuous request for information regarding how to award grades (and credits) at the end of a quarter or semester, this guidance is being provided to assist with making these decisions.

References: DoDEA Graduation Requirements Administrative Instruction, 2014, p. 22; DoDEA Administrator’s Guide, Chapter 3 Grading, p. 3; DoDEA Regulation 2000.10 “Department of Defense Dependents Schools Progress Reports, August, 1995, p. 1

1. If a student arrives before the end of the quarter or semester DoDEA’s policy is to issue quarter or semester grades based on the incoming withdrawal grades from the previous school. “When a student has more than one teacher for a course, the last teacher should assign the final course grade after consulting with the former teacher(s). “ In this case, the “consultation” would be the withdrawal grades.

2. If the student has not attended the DoDEA school long enough to determine mastery of course content, there are two options:

a. DoDEA teacher could choose to use the Withdrawal grade for the quarter or semester grade.

b. DoDEA teacher could issue an “I” grade until the student has the opportunity to complete coursework. Normally, an “I” grade can only stay on the record for 2 weeks after the marking period, but in this extenuating case (and with permission of the school Administrator) the “I” grade can remain until a specified time for all work to be completed and the grade to be changed to an A-F grade. Please note that “I” grades are calculated into the GPA as “F” grades, so this does affect GPA.

3. If a student arrives with a course that is not offered in the DoDEA school, all attempts should be made to enroll the student in an equivalent course in the area that most closely matches the previous course (Career and Technical Education, Fine Arts, etc.).

a. If Mastery is not achieved by the end of the marking period, an “N” grade can be issued. “N” grades are considered final grades.

b. Report card comments can be used to explain course grades. For example, “Not in attendance a sufficient number of days to earn a grade” or “Grade reflects work completed since late enrollment.”

c. Students who arrive in the 1st or 3rd quarters and are placed in a new course that wasn't in their schedule at the last school - depending on when they arrive, may also be awarded an "N" grade for the remainder of the quarter, but at the end of the semester should be awarded a letter grade (A-F). (60 contact hours are needed to earn .5 credits).

4. An outdated DoDEA Regulation on Progress Reports from August, 1995 included this statement, “It is the policy of DoDDS to issue a progress report every nine weeks for any student present or enrolled for at least 20 days or more in a marking period.” This guidance was not intended to relieve the teacher from issuing a grade. This statement indicates that if students were ENROLLED in the course (even if it was in their previous school) they would receive a progress report grade.

Updated: 12/16/2019