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HCPSS / POLICIES

Policy 8020 – Grading and Reporting: Middle and High School

The purpose of this policy is to provide guidelines to ensure that information on grading, reporting, promotion, retention, and homework is determined in a clear and consistent manner and reported to students and their families through regular and timely communication about student academic progress.

Policy Document

Implementation Procedures

I. Policy Value Statement

The Board of Education of Howard County (Board) is committed to ensuring that all students learn and that students, parents, teachers, administrators, and other stakeholders are provided meaningful feedback on student achievement. Grading, reporting, promotion, and retention within the Howard County Public School System (HCPSS) are based on the individual student’s mastery of curriculum standards. Additionally, the Board supports students in maintaining and extending their learning through the use of homework as part of the curricular program. The Board views grading, reporting, and homework as part of an ongoing conversation about student academic progress with students and their families.

II. Purpose

The purpose of this policy is to provide guidelines to ensure that information on grading, reporting, promotion, retention, and homework is determined in a clear and consistent manner and reported to students and their families through regular and timely communication about student academic progress.

III. Standards

  1. Grades and Codes

    1. A letter grade or a code will be given for all courses in which a student is enrolled.

    2. A letter grading (A, B, C, D, E) and coding (I, N/A, P, W, X, Z) system as described in Sections III.A.3. and 4. respectively, will be used; no plus or minus signs will be used for official records, such as reports cards and transcripts.

    3. Codes

      1. Any courses taken in middle and high school.

        • I - I (Incomplete) codes will be used when a student has not been able to complete required coursework due to excused absences or other extenuating circumstances. I codes will be converted to an appropriate letter grade according to Implementation Procedures Section II.D.1.

        • N/A - N/A (Not Available) codes will be used when transfer students (in-county or from out-of-county) are missing grades from one marking period and/or assessment grades. High school credited courses with N/A codes will be calculated into the cumulative Grade Point Average (GPA). The final grade will be the average of the remaining quarters or assessment grades. N/A codes may also be used as a placeholder for non-traditional courses until the marking period and/or assessment grades are recorded at the end of the semester. If an N/A code is needed for another reason, counselors should request permission from the Office of School Counseling. A student may not receive N/A codes in multiple quarters of the same course and still receive credit.

          When the achievement of Individualized Education Program (IEP) goals requires a schedule change, N/A codes will be used for missing marking period and/or assessment grades in a new course.

        • P - P (Pass) codes will be used when a student successfully completes a course through credit by assessment, credit awarded for coursework from non-accredited schools, or home instruction courses upon enrollment in an HCPSS school. Courses with P codes will receive credit and will not be calculated into the cumulative GPA.

      2. Any courses taken in middle or high school for high school credit.

        • W - W (Withdrawal) codes will be used to indicate that a student withdrew from a course more than 24 school days from the start of a full year course or 16 days from the start of a semester course, or the date of enrollment for a non-traditional course, and did not transfer into another level of the same course. Courses with W codes will receive no credit and will not be calculated into the cumulative GPA but will be calculated into marking period GPAs for eligibility.

        • X - X (Late enrollment in class) codes will be used when a student enrolls in a course after the 24th day of a full-year course or after the 16th day of a semester-long course, too late for credit to be granted. Courses with X codes will receive no credit and will not be calculated into the cumulative GPA but will be calculated into marking period GPAs.

        • Z - Z (Assessment not taken) codes will be used when a student does not take a mid-term or final assessment for a course. Courses with Z codes will receive no credit, will count as a credit attempted, and will earn 0 quality points until the Z code is converted to an appropriate letter grade.

    4. Grades

      Grading will reflect the student’s level of mastery of curriculum standards. Students will be given multiple opportunities to demonstrate their learning via various measures in each quarter. Parameters for grading will be developed collaboratively with educators and the Division of Academics. Letter grading will be determined as follows:

      • A (90-100%) – Outstanding level of achievement

      • B (80-89%) – High level of achievement

      • C (70-79%) – Satisfactory level of achievement

      • D (60-69%) – Low level of achievement

      • E (59% or lower) – Failure (no credit awarded for high school credited courses)

      Percent scores are rounded to the nearest whole number. Therefore, if the number behind the decimal point is less than 5, the score is rounded down to the next whole number and if the number behind the decimal point is 5 or more, the score is rounded up to the next whole number. (Example 1: 89.49% rounds to 89; Example 2: 89.50% rounds to 90)

    5. High School Grades

      Final grades in high school credited courses will be determined by translating the letter grade for each marking period and State end-of-course assessment where applicable, using the following quality points scale:

      • A = 4

      • B = 3

      • C = 2

      • D = 1

      • E = 0

      1. 1.0 or more credit courses

        1. Final grades for all classes, except biology/biology gifted and talented (G/T) and American Government/American Government Honors (H), are calculated by combining each quarter grade that counts for 20% of the final grade, and the mid-term and final exams which each count for 10% of the final grade. Beginning in SY 2023-24, final grades in biology G/T, and, beginning in SY 2024-25, final grades in biology and American Government/American Government Honors are calculated by combining each quarter grade which counts for 20% of the final grade and State end-of-course assessment which each count for 20% of the final grade.

        2. Multiply the quality points for each marking period grade by two. Add the quality points for each assessment grade. Compute the sum and divide by ten. For biology and American Government, find the sum of the quality points for each marking period and State end-of-course assessment, then multiply by two.

        3. For reporting purposes, the quotient will be converted to a letter grade using the following scale:

          • A = 3.50-4.00

          • B = 2.50-3.49

          • C = 1.50-2.49

          • D = 0.75-1.49

          • E = Below 0.75 (No Credit)

          Note: The average for a D must be 0.75 (not 0.5) to 1.49 in order for credit to be awarded.

          Example: A student earns an A in quarter 1, B in quarter 2, B on the mid-term assessment, B in quarter 3, an A in quarter 4, and an A on the final assessment: Student’s grade would be 4(A)X2=8, 3(B)X2=6, 3(B)X1=3, 3(B)X2=6, 4(A)X2=8, 4(A)X1=4. 8+6+3+6+8+4=35 divided by 10 = 3.5. Final Grade A.

      2. Semester courses (0.5 credit courses)

        1. Grades composed of 40% each quarter and 20% for the final exam.

        2. Multiply the quality points for each marking period grade by two and compute their sum. Add the quality points for the assessment grade and divide by five.

        3. For reporting purposes, the quotient will be converted to a letter grade using the following scale:

          • A = 3.50-4.00

          • B = 2.50-3.49

          • C = 1.50-2.49

          • D = 0.75-1.49

          • E = Below 0.75 (No Credit)

          Note: The average for a D must be 0.75 (not 0.5) to 1.49 in order for credit to be awarded.

          Example: Student earns a C in one marking period, a B the second marking period, and a C on the final: Student’s grade would be 2©X2=4, 3(B)X2=6, 2©X1=2. 4+6+2=12 divided by 5 = 2.4. Final Grade C.

          Middle School Grades

    6. Final middle school grades will be determined by translating the letter grade for each marking period using the following quality points scale:

      • A = 4

      • B = 3

      • C = 2

      • D = 1

      • E = 0

      1. 1.0 credit courses

        1. For high school courses taught in middle school, the mid-term assessment will be included in the second quarter grades and the final assessment will be included in the fourth quarter grades.

        2. Compute the sum of all marking periods and divide by four.

        3. For reporting purposes, the quotient will be converted to a letter grade using the following scale:

          A = 3.50-4.00 B = 2.50-3.49 C = 1.50-2.49 D = 0.75-1.49 E = Below 0.75 (no credit)

          Note: The average for a D must be 0.75 to 1.49 in order for credit to be awarded.

          Example: Student earns an A in quarter 1, a B in quarter 2, a B in quarter 3, and an A in quarter 4: Student’s grade would be 4(A), 3(B), 3(B), 4(A). 4+3+3+4 =14. 14 divided by 4 = 3.5. Final Grade A.

      2. Semester courses (0.5 credit courses)

        1. Compute the sum of the marking period grades. Divide by two.

        2. For reporting purposes, the quotient will be converted to a letter grade using the following scale:

          • A = 3.50-4.00

          • B = 2.50-3.49

          • C = 1.50-2.49

          • D = 0.75-1.49

          • E = Below 0.75 (no credit)

          Note: The average for a D must be 0.75 (not 0.5) to 1.49 in order for credit to be awarded.

          Example: Student earns a C in quarter 1 and a B in quarter 2: Student’s grade would be 2©, 3(B). 2+3=5. 5 divided by 2 = 2.5. Final Grade B.

      3. Quarter Courses (0.25 credit courses)

        For quarter-credit courses, the quarter grade will be the final grade.

    7. Make-up work will be accepted under the following conditions:

      1. A student may make up work and receive a recorded grade for work missed due to an excused absence or school field trip attendance. Students returning from excused absences or school field trips will have the number of days equal to the number of days of excused absences to complete the make-up work (i.e., work due on the day of a school field trip will be turned in on the next school day; work assigned on a day of an excused absence will add one school day to the due date). For absences beyond two weeks, an administrator can allow for additional days for work to be completed.

      2. A student may complete make-up work but will not receive a recorded grade for work missed due to an unexcused absence.

      3. Teachers may allow students to redo work to demonstrate a satisfactory level of mastery at a minimum.

      4. Make-up work may not necessarily be identical to the original assignment but will meet instructional intent.

    8. Student behaviors, including but not limited to, lateness to class, absence, or disciplinary action, may not be used to reduce a student’s grade. However, student behaviors and attendance may impact the student’s grade indirectly because of missed instructional time and incomplete assignments.

    9. Extra credit is not offered in Grades 6-12. However, students may be provided opportunities to recover credit and demonstrate mastery through other relevant coursework. Opportunities should be given to students who are not passing whenever possible.

    10. HCPSS will recognize and accept any and all credits a student earned toward graduation in any other public school in Maryland. Credits earned while not enrolled in a Maryland public school would be reviewed in accordance with COMAR and HCPSS policy and procedures.

    11. The final grade for high school credited courses completed in middle school will appear on the high school transcript but will not be calculated into the student’s GPA.

  2. High School Grade Point Average

    1. GPAs will be calculated and reported at regular intervals on both a periodic and cumulative basis. The following guidelines will be used in calculating GPAs:

      1. The GPA for a marking period will be determined by adding each course’s total quality points and dividing the sum by the number of attempted credits.

      2. The cumulative GPA will be determined by multiplying the quality points for the final grade earned for each course by the credits assigned to the course, summing the results, and dividing by the total of the credits assigned to the courses taken.

      3. For students earning a Certificate of Program Completion, the GPA will be determined by all courses the student is enrolled in, since this student is not earning high school credits.

    2. Both cumulative unweighted and weighted GPAs will be calculated for all students at the end of each marking period.

    3. Weighted GPAs will be based on course level, with additional quality points added to designated courses.

    4. Students must earn a grade of A, B, or C in a G/T or advanced placement (AP) course in order to earn the weighted designation of 1.0 additional quality point per credit. Students must earn a grade of A, B, or C in an Honors course in order to earn the weighted designation of 0.5 additional quality point per credit. Students taking a dual enrollment course in a post-secondary institution for dual credit will receive the weighting for the highest possible equivalent offered by HCPSS, using the chart below. The following chart summarizes quality points for weighted GPA purposes, where applicable:

      AP and G/T Honors Regular

      A

      5.0

      4.5

      4.0

      B

      4.0

      3.5

      3.0

      C

      3.0

      2.5

      2.0

      D

      1.0

      1.0

      1.0

      E

      0

      0

      0

  3. Promotion and Retention - Middle School

    1. Decisions concerning promotion or retention will be made by the principal upon recommendation of the school team, including the teacher(s), with the knowledge and appropriate participation of parents. The factors which principals will consider are detailed in Section II.F.3. of the Implementation Procedures.

    2. A student receiving special education will be assessed based on the provisions of their IEP.

    3. After consideration of all factors, including parent input, the principal will decide if promotion or retention is appropriate. Parents may appeal a decision to promote or retain to the Community Superintendent.

  4. Promotion and Retention - High School

    1. To be promoted to grade 10, students must have five credits including one English credit or one mathematics credit and one year of high school attendance.

    2. To be promoted to grade 11, students must have ten credits including one English credit and one mathematics credit and two years of high school attendance.

    3. Beginning with students who are in grade 9 in school year 21-22, to be promoted to grade 12, students must have fourteen credits including two English credits and two mathematics credits, have successfully passed Health I and Lifetime Fitness, and three years of high school attendance.

  5. Reporting

    1. Prompt feedback is essential for developing student understanding. The grading and returning of student work will occur within three weeks of the student’s submission, in the learning management system and also in class, if appropriate and barring unusual circumstances. Some non-traditional courses (such as online and dual enrollment courses) may not meet these expectations. Please check the course syllabus or speak with the instructor.

    2. Teachers will notify parents of progress throughout the marking period. Parents may access a student’s progress through the learning management system. Additionally, teachers may communicate progress with parents in person, by phone, or in writing, either electronically or in print.

    3. HCPSS school-based employees will communicate to students and parents on a quarterly basis the student’s level of academic performance in the curriculum.

    4. Report cards will be issued at the conclusion of each marking period and will reflect all work completed during that marking period unless otherwise indicated by the teacher.

  6. Report Card Grade and/or Code Change

    1. A change of a report card grade will be made for a sound educational purpose according to the following protocol:

      1. A teacher will not change a student’s report card grade unless there are extenuating circumstances and the change is approved by the principal. The teacher will follow the procedures established by the HCPSS in Section III.F.2. below.

      2. A principal may change a student’s report card grade only after conferring with the teacher who assigned the grade. The principal will notify the teacher in writing if the grade is to be changed. The principal is responsible for implementing the procedures defined by the HCPSS below in Section III.F.2. for processing and recording a grade change and subsequent change to permanent records.

      3. Grade and/or code changes cannot exceed 45 school days following the last day of school in the marking period in which the change is to be made.

      4. For a grade change for the 4th marking period or for a non-traditional course or course with a State end-of-course assessment, the timeline would begin on the first day of school in the new school year.

    2. Procedures

      1. Grade and/or code changes must be documented on the grade change form. Parents must be notified of the grade change by the teacher or the principal.

        1. The grade change form needs a signature from the teacher, the data clerk, and the principal. It needs to include a reason for the grade change and date of the approval.

        2. Copies of the grade change form go into the student’s cumulative record, to the teacher, to the data clerk, and to the Office of School Counseling.

        3. A grade change may be authorized by the Executive Director of Program Innovation and Student Well-Being, Chief Academic Officer, Chief School Management and Instructional Leadership Officer, or Community Superintendent. If a grade change is generated from outside the school, a grade change form is still completed with a reason for the change. This form goes into the student’s cumulative record and to the principal and data clerk.

      2. Parents will be notified of the grade change by the teacher, principal, or Central Office employee changing the grade.

      3. The Office of School Counseling will audit the grade changes annually.

      4. Appeals of grade changes can be made to the Community Superintendent.

  7. Homework

    1. If assigned, homework will be purposeful, appropriate, informational, and have flexible due dates when possible. It is intended to extend learning and provide an opportunity for practice. Some courses or instructors may choose to not assign homework.

    2. At the beginning of each school year, schools will communicate their homework guidelines and procedures with all students and families.

    3. Homework guidelines will be established using the following criteria:

      1. The appropriate amount of time that students are required to spend on homework is as follow:

        1. For courses that are not for high school credit, each instructor may assign an average of, at most, one hour of homework per week. Not all classes will require homework. Some classes might require students to spend more or less time on homework than is typical.

        2. For courses that are for high school credit, each instructor may assign an average of, at most, one and a half hours of homework per week. Not all classes will require homework. Some classes might require students to spend more or less time on homework than is typical.

      2. A syllabus is recommended for distribution at the beginning of every semester outlining each course’s requirements, including regular assignments, projects, possible due dates, and procedures for requesting feedback on assignments.

      3. Teachers are required to ensure that homework is accommodated/modified as necessary in accordance with students’ IEPs and Section 504 Plans.

      4. Teachers will provide feedback on homework assignments.

      5. Homework may not be assigned or due on a day schools are closed due to inclement weather or unplanned closures.

      6. Homework may not be assigned over the summer for any courses, nor winter or spring breaks for middle or high school courses.

      7. A student may make up and receive a recorded grade for homework not completed due to the observance of a religious holiday. Students returning from a religious holiday observance will have an equal number of school days to complete make-up work.

      8. Homework may be graded in Grades 6-12 but cannot exceed 10 % of the total grade.

IV. Responsibilities

Principals will communicate information annually regarding middle and high school grading and reporting to all students, parents, and HCPSS employees.

V. Delegation of Authority

The Superintendent is authorized to develop appropriate procedures to implement this policy within the limits set forth by this policy.

VI. Definitions

Within the context of this policy, the following definitions apply:

  1. Assessment – An evaluation of what students know and/or can do.

  2. Code – A letter used to reflect the academic history of a student.

  3. Course – A planned sequence of instruction related to a specific subject delivered at an HCPSS school during the school day and within the school year. The content of an HCPSS course is determined by the curriculum standards.

  4. Course Level – An indication of the challenge of a given course. Course levels may include advanced placement (AP), gifted & talented (G/T), Honors (H), and on grade level. Based on course content, not all courses are offered at each of the different levels (for example, there is not Latin I G/T).

  5. Credit – Unit of achievement awarded for the completion of a course and the successful demonstration of mastery of curricular standards.

  6. Curriculum – The prescribed elements of programs and courses which state clearly and specifically what students are expected to know and be able to do, how well they will be able to do it, how they will meet the curriculum standards, and by what means they will be assessed.

  7. Curriculum Standards – The learning outcomes that students are expected to master, reflect the best knowledge of the developmental needs of learners, and comply with requirements from local policy and state law.

  8. Excused (Lawful) Absence – An absence for any portion of the day under the following conditions:

    1. Death in the immediate family

    2. Illness of the student, including mental illness or behavioral health needs

    3. Pregnancy and parenting needs

    4. Court summons

    5. Hazardous weather conditions

    6. Work approved or sponsored by the school

    7. Observance of a religious holiday

    8. State emergency

    9. Suspension

    10. Lack of authorized transportation

    11. Other emergency or set of circumstances which, in the judgment of the Superintendent or designee, constitutes a good and sufficient cause for absence from school include student discretionary days referenced in Policy 9010 implementation procedures, such as visits to post-secondary institutions, participation in college orientation programs, scheduled interviews with prospective employers, special family events, and civic engagement opportunities.

  9. Grade – A letter indicating a measure of performance and mastery of curricular standards.

  10. Grade Point Average (GPA) – Numerical representation, weighted or unweighted, of a grade measuring a student’s overall performance across courses taken for a specific period of time. There are two types of GPAs:

    1. Marking Period GPA

    2. Cumulative GPA

  11. HCPSS Employee – Any individual who is a permanent or temporary employee of the HCPSS whose compensation is paid in whole or part by the Board, including but not limited to, teachers, substitute teachers, paraeducators, and other school-based and Central Office support staff.

  12. Homework – Assigned work to be completed outside the scheduled school hours.

  13. Individualized Education Program (IEP) – A written description of the special education and related services for a student with a disability that is developed, reviewed, and revised by the student’s IEP team.

  14. Individualized Education Program (IEP) Team – A group of individuals, including parents, responsible for identifying and evaluating students with disabilities. The IEP team develops, reviews, and/or revises an IEP for a student with a disability and determines placement in the least restrictive environment.

  15. Marking Period – A segment of the school year during which instruction is delivered, student progress is monitored, and grades are given.

  16. Mastery – Comprehensive knowledge or skill in a subject.

  17. Non-traditional Course – Classes that are organized and delivered using different time, location, or instructional methods from traditional in-person instruction. These may include dual enrollment college courses, fully online courses, courses taught during the evening or summer, etc.

  18. Official Records – A student’s report card and Student Records Systems card.

  19. Parent – Any one of the following, recognized as the adult(s) legally responsible for the student:

    1. Biological Parent – A natural parent whose parental rights have not been terminated.

    2. Adoptive Parent – A person who has legally adopted the student and whose parental rights have not been terminated.

    3. Custodian – A person or agency appointed by the court as the legal custodian of the student and granted parental rights and responsibilities.

    4. Guardian – A person who has been placed by the court in charge of the affairs of the student and granted parental rights and responsibilities.

    5. Caregiver – An adult resident of Howard County who exercises care, custody, or control over the student but who is neither the biological parent nor legal guardian, as long as the person satisfies the requirements of the Education Article, §7-101 (c) (Informal Kinship Care) or has been issued a U.S. Department of Health and Human Services’ Office of Refugee Resettlement (ORR) Verification of Release form entering into a custodial arrangement with the federal government.

    6. Foster Parent – An adult approved to care for a child who has been placed in their home by a state agency or a licensed child placement agency as provided by the Family Law Article, §5-507.

  20. Promotion – The normal progression of a student from one grade level to the next based upon successful completion of coursework.

  21. Quality Points – The numerical equivalent of a grade on a 4.0 scale (A=4.0; B=3.0; C=2.0; D=1.0; E=0). Also refers to points which may be added to designated courses for weighted GPA purposes.

  22. Report Card – Document that records a student’s grades, attendance, comments, and other information.

  23. Retention – The act of continuing a student’s enrollment in a current grade level based upon unsuccessful completion of coursework.

  24. School Year – The school year begins on the first day of school as determined by the school calendar and will continue through the day before the next approved school year. Summer courses and non-traditional courses taken during this time are part of the school year.

  25. Section 504 Plan – A written document developed for an eligible student that allows the student to receive a free and appropriate public education in the least restrictive environment.

  26. Student Records Systems Card (Annual Secondary School Performance Data Summary or Transcript) – Record by grade level of courses, grades, credits, and other graduation requirements completed by a student.

  27. Unexcused (Unlawful) Absence – An absence, including absence for any portion of the day, for any reason other than those cited as lawful are presumed as unlawful and may constitute truancy.

  28. Weighting Grades – The process of adding quality points to advanced placement (AP), gifted & talented (G/T), and Honors (H) course values. Students taking a dual enrollment course in a post-secondary institution for dual credit will receive the weighting for the highest possible equivalent offered by HCPSS.

VII. References

A. Legal

  • Md. Ann. Code, Education Article, §7-301, Compulsory Attendance

  • Md. Ann. Code, Education Article, §7-101(c) (Informal Kinship Care)

  • Md. Ann. Code, Family Law Article, §5-507

  • COMAR 13A.03.02, Graduation Requirements for Public High School in Maryland

  • COMAR 13A.03.02.08, Grading and Reporting

  • COMAR 13A.08.01.03, Lawful Absence

  • COMAR 13A.08.01.04, Unlawful Absence

  • COMAR 13A.10.01.01, Home Instruction Program

B. Board Policies

C. Relevant Data Sources

D. Other

VIII. History

ADOPTED: June 25, 1987

REVIEWED: December 21, 2015

MODIFIED:

  • April 14, 2016

  • December 22, 2020

  • December 16, 2021

  • December 5, 2023

REVISED:

  • February 8, 1990

  • June 10, 1999

  • January 27, 2005

  • June 12, 2008

  • March 21, 2013

  • June 13, 2019

  • August 16, 2022

EFFECTIVE: December 5, 2023

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.