How To Track Grades and Transcripts for High School Homeschool

You can keep track of younger kids grades if you want to (or if your state requires you to) but in high school you must track your student’s grades.  The high school grades are necessary for college admissions, military admission, and sometimes for jobs, even years after graduation.  Here we’ll explain how to track grades and transcripts for high school homeschool.  We’ll also share a Google Sheets spreadsheet (scroll down for the link) we formatted to do the grading calculations for you.  The file contains pages for two semesters (you can easily add more) and a page for the transcript all in one document.  You can use this same file for tracking the grades of younger students as well.  I start tracking my kid’s grades in 5th grade.  Until high school the only reason I do this is for motivation.  They hate to get bad grades.

The first thing you must understand about grading a class is that there is no firm method or set way of doing so.  There are some conventions, but each teacher can decide the criteria for her own class and how to award grades.  Whatever system you do choose though should be fair and consistent.  So let’s start with the conventions.  High school grades in the United States are awarded in a letter system, A through F.  You probably shouldn’t change that up because it’s what college admissions offices understand and we do need to all speak the same language.  Besides, it ain’t broke.  Generally letter grades are awarded based on a percentage out of a hundred.  It’s a simple and intuitive way to grade and again, everybody understand it, so don’t change that either. The final convention is that individual grades on homework, projects, tests and so on are averaged up to make the final grade, the final grade is not arbitrarily decided on out of thin air by the teacher.  If you want your child’s transcript to be credible later on, you need to be able to clearly explain how grades were arrived at.  “I felt he had mastered the subject” isn’t really acceptable in the grown up world. “He completed all reading assignments, turned in all his papers, which each scored very highly, and participated in discussions about the reading, showing understanding.”  Is much more to the point.

Grading  Math

So let’s take an example of a class and how to grade it.  Math is probably the easiest subject to grade so we’ll start there.  Most high school (and college) teachers give full credit for completed math homework regardless of how many correct answers were arrived at.  You can do the same.  Whatever math curriculum you have for high school should have tests of some sort.  Grade the tests based on correct answers.  Sometime teachers will give partial credit for an answer, especially if all work is shown and the student has understood the principle, but perhaps made an arithmetic error.  It’s up to you if you decide to give partial credit for some answers, but you need to decide how you will grade at the beginning and be consistent.  Some teachers allow students to retake a test if the student does poorly, some teachers do not.  Again, it’s up to you, but decide your policy from the beginning and stick to it.  At our house we also do daily math facts practice, even through high school.  I give credit for daily drilling as well.  Finally, most math teachers weight the scores from homework and the scores from tests differently.  For example, they might think the homework should be sixty percent of the grade and the tests should be thirty percent of the grade and attendance at lectures be worth ten percent of the grade.  You can make the same judgement calls.  At our house math facts practice is given a weight of 20%, homework is 60%, and tests are 20%.  The deal is the homework is do or die.  If you don’t complete even one assigned problem for the day, nothing on the page counts.  I do that because I want my kids to do the work, to practice, and put the effort in.  It is important to have reasons for why you decide to grade the way you do.

homeschool math

Grading English

English is a bit trickier to grade. Most English classes, especially the freshman and sophomore years, will involve more than just reading and writing papers.  They will also include grammar, spelling/vocab, instruction on how to write papers, oral presentations, projects, and more.  Each of these elements will be graded differently.  Grammar is usually handled though a workbook in which case completed work gets a hundred percent and failure to finish gets a zero or partial credit if you’re a nicer sort of person than I am.  Some grammar programs have tests which would be graded based on correct answers.  Our grammar program has tests, but we just use them as further practice and check them over orally together, so I just grade them like an exercise, done or not.  Some people do grammar more on the fly, they point out errors in their kid’s writing and teach a mini-grammar lesson right then and there.  If that’s your method, you may not want to grade grammar, but just leave it as an element of grading when you give a score on papers and other writing.  Spelling and vocab are usually graded based on correct answers on weekly quizzes.  We don’t ever do quizzes at our house.  We just do a group spelling lesson (with several ages of kids) each and every day.  So I grade based on “did you do it, or not”.  Most teachers grade reading by giving comprehension quizzes or tests on assigned reading.  We don’t do that at home partly because I have avid readers who can’t get enough so I never worry whether they’ve completed the reading assignment and partly because I’m sitting right there watching them read.  My eagle eye never rests. So I grade based on “did it or didn’t do it”.  Either method is fine as long as you are consistent.  Now the hardest thing in the world to grade is the paper.  Grading a paper is sort of subjective.  It’s not like math where there’s a single right answer (at least in Realsville).  So what you need is a method. Karen, brilliant English teacher type that she is, has a perfect system that I’ve been using for years . . . she saved my bacon with this method.  But it’s too long to share here so I refer you this post about how to grade a paper.  For grading poetry you can use this same system.

Grading History

History usually has elements of reading and writing.  School teachers usually give tests, but I never do at home since I can sit there one on one and see and talk with my kids about what they learned.  However, we have some sort of project nearly every week.  So I grade history in three elements, reading (which is either you did it or you didn’t), writing (essays usually 1/2 to 1 page long summaries of what they’ve learned, which I grade like English papers), and projects, which are graded like the English papers as well except since there is often no actual writing involved, mechanics doesn’t come into it.  Following the assignment, completing it, doing your best work, and presentation all do count.  I weight the reading the most heavily because I believe that reading is the most effective learning tool, at least for my kids and their learning style.  You have to decide what makes sense for your learning style.

Homeschool Teen

Grading Science

Science consists of reading, lab work (which is sometimes more like projects than actual labs), and worksheets.  Your science program might have tests or homework with written work.  Again, reading is weighted most heavily for us in science.  My kids don’t read science texts very often.  Instead they read the works of real scientists.  Tim is reading “A Brief History of Time” by Stephen Hawking right now because we’re studying astronomy.  So our reading is pretty substantial and important.  I weight it heavily in science as well.  You might have a program that emphasizes lectures and hands on labs and in that case you would weight the labs more heavily.  The key is to think through which elements your program uses for teaching the subject and separate these elements into categories for grading purposes.  Each of these elements will become your sub-subjects and get their own column on the grading sheet.

Grading Geography

First let me say that geography is incredibly neglected for high schoolers.  Other than our Layers of Learning curriculum I’m not sure I’ve ever heard of another homeschool geography course for teens.  Geography isn’t just about maps and locations, though those are very important all by themselves.  Geography is about culture, language, governments, and current events.  Geography is the study of people as they are on earth at this moment in time.  So many homeschoolers are so into history (me included) but they forget that people alive right now today are the ones who are making history, and that is the study of geography.

But I digress.  Geography should have elements of maps, projects, and possibly quizzes.  Maps should be assigned with clear guidelines of what the student needs to include and clear directions on what you expect the final product to look like (neatly labeled in black ink, neatly colored with colored pencils, etc.).  Then grade based on those guidelines.  The English paper grading method we use should give you an idea of how to set up a grading system for something like a map as well.  Projects would include crafts, food, current events, research presentations, and stuff like that.  Grade them based on the criteria you gave when you explained the assignment to your kid.  Quizzes are fabulous in geography.  They are an excellent aid to memory.  And you do want a certain mastery of the countries, land forms, and features of Earth.  A quiz might consist of handing your student a blank map of Africa and asking them to label at least fifteen countries (or the whole continent).  The number they get right divided by the possible is their percentage that you enter into the grading sheet.  I would include reading as an element of geography if anybody would ever get around to writing interesting books about countries of the world.  But for the most part, they haven’t.  So when we do come across the occasional book, I put it under the projects heading.

IMG_4052

Grading The Arts

The Arts at our house includes great literature, plays, and poetry, painting, sculpture, music, and dance.  We do an amalgamated art appreciation/art execution course perpetually.  But you can also do a semester long dedicated drama course or watercolor painting course.  My sub-subjects under the Arts are projects and reading.  Because so much of our course is art appreciation and because we use literature elements we have quite a bit of reading.  You may only have projects depending on how you do art.  I grade everything in this subject as done or not done.  If they basically follow the direction given and complete the project or the reading then they get full credit.

Grading Foreign Language

You probably use a program of some sort for foreign language if you do foreign language at all.  Even if you are fluent in a second language or have a neighbor who is, your kids should probably be doing grammar and written exercises in the foreign language.  Generally foreign languages have daily work and drills to complete and weekly or periodic tests.  The daily work can be graded as complete or not.  For a five day week award 20% for each day completed.  That way the scores for all five days fit in a single box and the student has to complete an entire week of exercises to equal the work of one test. Foreign language tests can be graded by marking off wrong answers and entering the percentage.

Grading Other Courses

Teens take a wide variety of classes from computer programming to wood shop and it would be impossible to cover all the possibilities here.  But there are some basics you may have picked up in the above grading descriptions.  First you decide which elements of the class are being used to teach.  Is there a reading element? A testing element? A project element?  Grade each of these in separate categories.  Next, weight each category depending on what you believe to be the most important.  Decide if an element will be graded as “done or not done” or if it can be graded with an actual percentage of right and wrong answers.  Then just average your graded elements together using a weight system.

Piano

A Spreadsheet for Grading

Below you can see a screen shot of a portion of the grading template I created for my kids.   The form was created in Google Sheets and to use it you have to have a Google account, which is free.  You can set up calculations in a spread sheet so that throughout the semester or year the grades are automatically updated as you go along.

homeschool transcripts and grading

Now a little about how the template is organized.

  •  To keep the sheet as simple and short as possible I created one semester per page.  Typically a semester is 18 weeks.  For you it may be shorter or longer.
  • Also scores should always be entered as percentages, not points.  Every assignment may have a different number of possible points, but there can only be one possible maximum percentage, 100%.  So keeping with percentages makes things simpler.
  • I included blocks of columns for eight different subjects per semester in ours.  I really hope you’re not trying to pursue more than that in a single semester.  Each of the subjects has two or more columns within it.  For example, within English there is a column for “grammar”, “spelling”, “writing” and “reading”.
  • There is also a grading scale entered near the bottom so you can see at a glance what letter grade the percentage earned gets you.
  • At the bottom of each sub-subject column the total average percentage for that column is displayed.
  • Below those numbers are the weights you give each of the sub-subjects.  For English they are 1 for grammar (this means ten percent of the grade comes from the grammar homework), 1 for spelling, 4 for writing, and 4 for reading (again, you can change these numbers to suit your needs).  The numbers in any one subject should add up to 10.  Then the total weighted average grade for the subject is calculated and displayed below these.  If you don’t want to weight the grades you can give each sub-subject a weight of “1”.  But it is a bit awkward to have the grammar homework sheet equal a five page paper in importance, don’t you think?  Still there may be some subjects where weighting doesn’t make sense.  Piano or soccer for example.
  • The final grade is highlighted in a bright color below the sub-subject grades and the weights.
  • At the very bottom of each column you can enter details about the materials or methods you used to complete the course.  I entered some sample information for English and Math so you can see what it might look like.

Now, how to enter the grades.  Each row is a week, not a day.  It’s unlikely you’ll have more that one test or more than one paper in a single subject within a single week.  If you do, you go, you maverick, whip those kids into shape!  You can enter the percentage grade into the box under that sub-subject for that day.  Math test on week 2, 85%, for example.  If you do have more than one test or project in a single week for a single subject you can add a row to accommodate it.  Each grade on a paper, project, or test needs its own cell.

There are sub-subjects under each major subject because different tasks are graded differently and carry a different importance (weight).  The tasks that are daily, like reading, completing math homework, and so on, you assign complete or not grades.  So for a five day week of journal writing, if your student only wrote one of his journal entries (he was assigned five) you would give him 20%.  100% divided by five is 20%.  He gets 20% for each day he completed his work.  If he did four of the five days he gets 80%.

The Transcript

Transcripts sound so very official and the good news for you is that they are and also that you are perfectly qualified to write one.  You may need to back it up though, which is why it’s important to also keep detailed grading sheets, lists of the course materials you’ve used, and a portfolio of your child’s best work.

homeschool transcript

Within the Google Sheets file I created for grading is also a page for recording a transcript.  It too has boxes that automatically calculate the GPA and total credit hours of the student.   I entered a bunch of data into the transcript sheet so you could see how it works and to give you a sample of what kind of courses a high schooler might take (the courses are actually extremely variable in high school).

Hopefully all this has been coherent, but if you have questions, don’t hesitate to leave a comment, just below.

 

Tagged , , . Bookmark the permalink.

8 Responses to How To Track Grades and Transcripts for High School Homeschool

  1. Jana says:

    This post has been so helpful….thank you!!
    Only thing is, I clicked on the link to see your edited version of Grades & Transcripts and I can only see the Transcript Sheet. Is there any way to see the Grade sheets for Semester one and two?
    Thank you!

    • I’m afraid that people have edited the shared file and what is on it now is not what I entered and is no longer formatted the way I had formatted it. It should have been saved by individual users and then they could have edited their own copy. So the other pages that ought to have been there are not. I am editing the post to reflect this problem. I appreciate you pointing it out.

  2. Kate says:

    What an amazing site! I love the work you guys are doing. Is there a link somewhere that I am not seeing to get the spreadsheet?
    Thank you

  3. Elisabeth says:

    I would love to have access to the editable spreadsheets. I believe it’s possible to share them in such a way that they can be viewed, but not edited. Just a thought! 🙂

    • The trouble is, if they can’t be edited, they lose their usefulness. You need to be able to edit it to reflect the kids subjects, scores, grades, etc. Editable fields work for the subjects on pdf’s, but the functionality of the spreadsheet calculating grades did not work with editable scores and grades. Also, people weight grades differently and the formulas will be different depending on what you want to do.

      Google spreadsheets are meant to be shared and editable, but even though we gave direct and careful instructions, users continually edited the shared file. We ended up having to remove it after many problems. We ended up with the personal information of people being posted by them mistakenly, components being deleted by users, and other issues. So sorry. We really did try to make it work, but in the end we decided showing pictures and giving directions for making your own would be the best route.

      Thanks for understanding!

  4. V says:

    Your post has been so helpful. Thank you so much for your time on this 🙂

    ~V

Leave a Reply

Your email address will not be published. Required fields are marked *