The following guide is to assist in simplifying and demystifying the grade reporting process for students in our homeschool, self-paced, and online courses. Even if your students are exclusively taking online courses, you may still have some end of semester reporting to receive your student’s grade report, so keep reading!
You can only report grades for courses your student is officially registered in. If you wish to register in an additional Kolbe or non-Kolbe course, please fill out a Course Change Request Form for your advisor to review and approve prior to submitting your grade portfolio.
Note: "In High School, students are permitted to report a maximum of 8 academic courses per semester."
You do not need to report any online Kolbe courses taught by our instructors; these will be reported by the teachers. Also, you do not need to report in the portfolio any courses taken at other schools that you intend to transfer in by sending us the official transcript. The courses you need to report in this portfolio are:
- Any non-academic courses like PE, Fine Arts, Music, etc.
- Any Kolbe courses taken in the homeschool or digital self-paced format.
- Possibly self-placed plus. The self-paced plus format has two reporting options. One of these is a parent reporting option. Please see self-paced plus reporting below.
- Any non-Kolbe courses that you want on the Kolbe transcript.
- Any online course your student is auditing.
Note: “It is important to remember that review of portfolios of sample work is a service of Kolbe Academy, not a requirement. However, if reports are not filed, recommended grades provided on the report card cannot be validated for the purpose of issuing diplomas or providing an official grade record."
My student has a PE and Fine Arts course in Schoology? Do I still need to report these in the grade portfolio?
No. If your student has a Schoology account for a digital self-paced or online course, they will have a Physical Education course and may have a Fine Arts course in Schoology. These courses contain only a reporting “assignment” for you and your student to complete at the end of each semester. In this assignment, you will verify that your student has completed the hours requirement for the course and provide a brief description of their activity. If you do this, you do not need to report these courses via the portfolio process. If your student is exclusively taking online courses, aside from PE or Fine Arts, you can complete all your reporting via Schoology and do not need to send in a grade portfolio.
Note: "The primary educator will need to be logged into the student's Schoology account to complete these assignments."
Yes. To report Self-Paced course grades, please see our grade reporting articles for more information. We suggest starting with reviewing the "Grade Report Submission Overview" and the "Grade Reporting Guide" for your student's grade level to get started!
To understand the two options available for reporting Self-Paced Plus courses, please see our Reporting SP+ Courses article.
A Grade Portfolio consists of the following items, which you will ideally compile into one PDF and email to [email protected].
- 9-12th Grade GRADE SUBMISSION FORM (GSF) – A two-page document including a checklist page and a grade submission page to report high school courses. The GSF must include:
Grade Level (eg. 9th)
Primary educator’s email address
Semester letter grade for each course
Primary educator's signature and date
HONORS COVERSHEET – (Required only for high school honors courses.)
SAMPLES – Two samples per subject per semester for each registered course you are reporting. Each sample must be completed by the student and reflect grading with a letter grade, percentage, or score (e.g. 42/45). Please label each sample with:
Assigned grade (letter or percent)
- Sample scans must be legible; faded text, distant photographs, and other difficult to review samples will not be accepted. Samples must show student work (eg. student answers to math questions, essays questions, answer selections, etc.)
- If a link is provided, please allow permissions so the documents are easily accessible to anyone with the link.
- Grade sheets/books are not considered work samples.
Samples do not need to include the entire assignment unless seeking the Kolbe or Honors designations. A good sample would be a page or two graded excerpt from an assignment.
If seeking a K or H designation, please reference the course plan and submit the correct samples for these designations. The H designation also requires an honors coversheet.
Samples for online or computer-based couress can be print outs of graded tests and/or assignments. The print out must show questions and answers as well as the grade earned on the test/assignment.
Computer science samples should indicate the assignment objective and information and display the student's work. Written work should also include something like: lines of code, coding journal/notes, and screenshots (if applicable). In addition, it is helpful to see the grading rubric for courses of this nature.
No samples are required for the non-academic courses like Fine Arts, PE, and Music. Instead, please provide a description (type of activity, duration, frequency) on space provided in the Grade Submission Form.
Videos, certifications of completion, and course descriptions for academic courses will not be accepted. In these cases, the course will be reported as a non-academic course with an automatic P/F grade.
3. ATTENDANCE RECORD – (Submitted at the end of Semester 2 and required only for California residents; optional for non-CA residents)
4. HONORS COVERSHEET – (Required only for honors courses)
- The Grade Submission Form and Checklist for all grade levels can be located on our Welcome Packet. The link to download the form is found halfway down the page under the header “Grade Submission Form and Checklist”. You can navigate to this page by searching for “Welcome Packet” in the Help Center or by navigating from the main page to Current Families > Filing Grade Reports > Learn More.
- The Attendance Record is found on the same Welcome Packet page under the header “Course of Study.
- The honors coversheet is found alongside the course plan in the PowerSchool Parent Portal. Click the hyperlinked “[i]” in the S1 column of each course listing in your Quick Lookup view to find the hyperlinked coversheet available for download.
For detailed help, please see our Completing the 9-12 Grade Submission Form and Checklist article.
Please see our help article on How to Scan the Grade Portfolio Documents.
The following tips will help you submit a portfolio that is complete, easy to review, and likely to have a quicker turnaround.
- ONE DOCUMENT – Compile all portfolio documents into one PDF or a few scanned documents. The more scanned documents submitted over a long a period of time, the greater likelihood your forms or samples can get overlooked, misplaced, or misidentified.
- ONE EMAIL – Send all portfolio documents in one email or, if attachment size is an issue, at most a few well-labeled emails on the same day.
- CLEARLY LABELED – Labeling the subject line of the submission email with your student’s name, grade level, school year, the semester submitted ensures the email gets to the right team. Clearly labeling each document in the submission also ensures the team can review your portfolio accurately and efficiently.
- [email protected] – Email your portfolio directly to [email protected] to ensure delivery. While advisors have accepted grade portfolios directly to their personal Kolbe emails in the past, and advisors may reach out to you directly with questions, all initial submissions and all follow-up sample submissions should be sent to this reporting inbox. This ensures that the team processing grade reports can prioritize the report correctly and that no submissions are lost with staff promotion or transitions.
- TIMELY – There are no grade reporting deadlines. We recommend you submit your student’s portfolio within a month of completing the semester or a month of completing the year if you choose to report annually. If the reviewers follow up with additional submission needs, you still have ready access and fresh memory for student work.
Please see the visual guide below or scroll down to the bottom of this article to download this image as a PDF with clickable links.
This D stands for “Designation” and this column is where you indicate if you are taking standard, K (Kolbe), or H (Honors) designation for any Kolbe high school courses. For a brief review:
Standard designation indicates that you completed the Kolbe course plan but may or may not have modified it somewhat. Any two samples of student work from the course can be submitted. Submitting any two samples of high school course work will earn your student high school credit for the course.
K (Kolbe) designation indicates that you completed the Kolbe course plan faithfully with minimal modifications. Specific, complete samples of certain tests are required to earn this designation. These specific samples are listed under the reporting requirements for K designation on each course plan. Submitting K samples to earn the K designation will ensure your student earns high school credit for the course.
H (Honors) designation indicates that you completed the honors version of the Kolbe course plan faithfully with minimal modifications. An honors cover sheet and specific samples are required to earn this designation. These specific samples are listed under the reporting requirements for K designation on each course plan. You can only earn this designation if your student is enrolled in the Honors version of the high school course. Submitting Honors samples to earn the Honors designation will ensure your student earns high school credit for the course.
We aim to send your student's finalized report card back to you within 3-4 weeks of our receipt of your grade portfolio. While it is our goal to return your grade report to you within a few weeks of submission, this is not always possible during our busier seasons. Submitting complete, accurate, and timely grade portfolios helps ensure your student has an official transcript ready when you need it! Please know that your student’s success is our goal. We make every effort to support you with the student records and documentation needed.
- Grade Reporting Guide: K-1
- Grade Reporting Guide: 2-5
- Grade Reporting Guide: 6-8
- Grade Reporting Guide: 12
Please contact your family advisor or email [email protected] for any further questions you may have on the grade reporting process.