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Kelly the Kitchen Kop

What Our Homeschool Transcript Looks Like + Stay on Top of Paperwork and Grades (or go to JAIL?!)

August 20, 2016 27 Comments

*Amazon or other affiliate links may be included, see full disclosure after the post. I'm not a medical professional, so use anything you read here only as a starting point for your own research.

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What Our Homeschool Transcript Looks Like

Hopefully most of us won't have to worry about serving jail time for not keeping up on our homeschool paperwork like these Ohio parents (WHAT is up with Ohio?!), but still, there's a lot to keep track of when homeschooling your kids.  Even here in Michigan, where it's one of the “easier” states to homeschool since there's no required paperwork to file with the government, you'll want to keep on top of your kids' transcripts especially if they're planning on going to college.  Since people are always asking for a peek at what our homeschool transcript looks like, and also for help with grading, record keeping, etc., today I'll share my system that I've developed over time.  Note that my transcript is not fancy.  Some people may have a more professional looking document, but mine is just a plain list, which is good enough for us.

We need YOUR help too!

I'm sure some good stuff was missed here, we've only been doing this 4 years; so those of you with much more experience, I hope you'll add your suggestions in the comments!

How I organize and keep records, papers, grades, etc…

  • I'm getting a little better all the time at remembering to SAVE a sampling of the paperwork the kids work on throughout the school year, just so we have the work to support their grades.  For each subject I keep a few assignments and quizzes or tests per semester, and I just toss them into a drawer once it has a grade on it, which makes things faster later.  For math I wait until the end of the school year (or the end of the math program) and print out only their quiz and test grades.  (We use this math so it's very simple to do that.)  I also keep a list of the books they read or that we read together.
  • At the end of the school year (well, that's the goal anyway, but usually I'm srambling at the end of the summer), I'll go through all of those papers and figure out their final grade for that subject.
  • THEN I work on the transcript, and I've copied a sample of that for you below.
  • Once that's done, I make sure it's saved on my computer, which backs up a few different ways (I'm super crazy about having lots of backups of my computer files), and then I make a paper copy to keep with those saved assignments, which all go together in a manila folder.
  • In case you're curious about what's next, even though it's nothing to do with record keeping or transcripts…  At that point I start to hit it hard as far as planning the next year's curriculum.  By then I may know what I'm planning in some subjects, or I might still have a lot of research to do.  I often switch things up year to year based on what's working and what isn't.  I use a spreadsheet in Google docs where I keep all goals, notes for each subject, and future plans for each kid. Next I get any new materials ordered, and often I'm cutting it close on having them in time for school to start!  Then I'll reorganize their book baskets and get their daily schedules all set for fall.  I do this in iCal and have a different colored calendar for each kid that I print off weekly, so their to-do lists (chores and schoolwork) are clear and I can quickly look and see what they haven't checked off yet each day.  This year for our son who is a senior, I'm going to give him a list of his work for the whole week and let him figure out when he'd like to get it done, as long as it's done by a set day/time.  He has a job now, plus he goes to his tech school classes each afternoon, so I think he'll like having more control on when to do his work.  Plus I'm all for any system that has me nagging less!

What Our Homeschool Transcript Looks Like

This is just a sample using part of our son's transcript.  You can copy and paste what you see here into another document and then fill it out with your own info.  I've taken out some information specific to our son, and left enough so you can use this as a simple transcript template.  Wherever you see a star*, that's where you'll need to fill in your information.  Every year may not look exactly the same, it just depends on your child and their activities, sports, awards, interests, etc.

Note that I don't include a description for every class/subject, because I have all of that in my Google doc if it's ever requested, but some do include that information in just a few lines.  Also, a friend asked why I include info from the kids' elementary and junior high grades on the high school transcript when most colleges don't look at that.  The reason is because the transcript now is mostly for my own records, I'll copy over just the high school transcripts someday when it's time to send it to colleges.

*Insert child's name 

TRANSCRIPT
Date of birth: *, Gender: *, Social Security Number: *

St. John Neumann Academy (*Insert your homeschool name here)
*Home Street Address
*City-State-Zip code

K-7th grade — *This is where I listed the public school our son went to before we started homeschooling.

8th grade — St. John Neumann Academy transcript for 2012/2013:

Religion — Pass — 1 credit
History & Geography — Pass — 1 credit
Language Arts — Pass — 1 credit
Mathematics — Pass — 1 credit
Science — Pass — 1 credit
Latin — Pass — 1 credit
Fine Arts — Pass — 1 credit
Physical Education/Health — Pass — 1 credit

(I only give pass/fail grades until high school.)

*(List name of your homeschool enrichment building here) Homeschool Enrichment classes:
Art (one semester) — *grade here
Spanish (one semester) — *

*List any extra-curricular activities here

9th grade — See 2013/2014 file for transcript from Mother of Divine Grace School

Algebra I — * grade here — 1 credit — *GPA
American Literature — * — 1 credit — *GPA
Basics of Latin — * — 1 credit — *GPA
Computer web design — * — 1/2 credit — *GPA
Earth science — * — 1 credit — *GPA
Faith & Morality — * — 1 credit — *GPA
Fine Arts — * — 1/2 credit — *GPA
Intro to Grammar — * — 1 credit — *GPA
Physical Education — Pass — 1 credit
US History & Geography — * — 1 credit — *GPA

Total credits/GPA = 9 credits/*GPA

Work Experience: Neighborhood pet care and lawn care

Volunteer Experience/Service Hours: See other document with this information (We keep that separate)

Extra curricular:  *List any extra-curricular activities here for this school year

*(List name of your homeschool enrichment building here) Homeschool Enrichment classes:
Art/drawing (one semester) — *grade here
Web Design (one semester) — *

10th grade — St. John Neumann Academy transcript for 2014/2015:

Sacraments and Apologetics — * — 1 credit — *GPA
Ancient History & Geography — * — 1 credit — *GPA
Ancient Literature — * — 1 credit — *GPA
English 10 (part was online course) — * — 1 credit — *GPA
Algebra II — * — 1 credit — *GPA
Natural Science & Biology — * — 1 credit — *GPA
Latin II — * — 1 credit — *GPA
Fine Arts — * — 1/2 credit — *GPA
Physical Education/Health — Pass — 1 credit

Total credits/GPA = 8.5 credits/*GPA

Work Experience: Neighborhood pet care and lawn care, babysitting

Volunteer Experience/Service Hours: See other document with this information

Extra curricular: *List any extra-curricular activities here for this school year

Interests: *List interests here

Other information you should include, if applicable:

  • Trade school/tech school information
  • Work/job information once they're old enough
  • Dual enrollment/honors class information
  • Awards/achievements
  • Any standardized testing scores/dates
  • Anything else at all that is significant
  • Graduation date
  • Parent signature and date

Now please let us know in the comments how this compares to YOUR transcripts or how YOU do record keeping?

Here are some of the new materials we're using this year:

  • This Dave Ramsey course for high schoolers!

Ramsey high school course

  • We loved this chemistry DVD last year and are using the Physics DVD this year.  It was actually so interesting, even the younger kids were into it!

chemistry101

  • Somewhere I heard good things about this art book, I'm hoping it'll motivate my kids and that they'll like art more this year:

how great thou art

More posts you might like:best homeschool materials-3

  • 3 Ways We Finally Found Our Groove (also the BEST Homeschool Materials and… am I an UNschooler?)
  • Top 5 Things I Love (and Do NOT Love) About Homeschooling
  • Homeschooling is NOT Primarily about Academics, and Other Encouraging Words I Needed to Hear — This was a good reminder before we begin this school year!
  • 12 Tips For Keeping Toddlers Busy While Homeschooling

photo

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Comments

  1. Sarah says

    February 13, 2018 at 8:58 AM

    Any suggestions for an American History for high school curriculum?

    Reply
    • KitchenKop says

      February 13, 2018 at 9:06 AM

      Hi Sarah!

      We combine this: https://modg.org/curriculum/syllabus/20 with this: https://kellythekitchenkop.com/drive-thru-history-america-amazon.

      Kel

      Reply
  2. Cindi says

    August 24, 2016 at 12:57 PM

    I, personally, would assign a grade to the high school phys ed class rather than a pass/fail. Even when my DD took driver’s ed, I assigned a grade, which was easy since her driver’s ed training class gave quizzes and tests.
    A great resource our family has used for high school is Lee Binz, The Homescholar. Also, HSLDA as well.
    Happy Homeschooling!

    Reply
  3. Sarah says

    August 24, 2016 at 8:23 AM

    Very timely, thank you! We are in our first year of high school courses for two kids and starting kindergarten. Talk about a gap! Wouldn’t change my tag a long for anything.

    Reply
    • KitchenKop says

      August 24, 2016 at 9:24 AM

      We’ve got gaps too but it’s all good! 🙂

      Reply
  4. Rhiannon F S Knight says

    August 24, 2016 at 10:48 AM

    You Americans sure have it tough! In Britain, it’s much easier – no paperwork needed, as far as I know, and one of my best friends was homeschooled and did GCSE’s online so that she could get into college.

    Reply
  5. Lannah says

    August 23, 2016 at 6:30 PM

    I truly need help , my son did homeschooled for his 10th grade year and I’m required to keep a portfolio . What will that consist of and is there a way that I can get a transcript that the high school will accept?

    Reply
    • Kelly says

      August 23, 2016 at 8:29 PM

      Lannah, if you follow what I talk about & show you in the post, I don’t know why they wouldn’t accept that.
      Good luck!
      Kelly

      Reply
  6. Kiley Loy-Simmons says

    August 23, 2016 at 4:52 PM

    Any suggestion on virtual school

    Reply
    • Kelly the Kitchen Kop says

      August 24, 2016 at 1:46 AM

      Kiley Loy-Simmons — do you mean getting grades for online classes? Wherever you take the classes should give you grades for that.

      Reply
    • Kiley Loy-Simmons says

      August 24, 2016 at 1:48 AM

      I am looking to homeschool my 6 year old. I am looking for like online organization/curriculum

      Reply
    • Kelly the Kitchen Kop says

      August 24, 2016 at 2:14 AM

      Kiley Loy-Simmons there are SO many options, you’ll just need to start researching them. Good luck!

      Reply
  7. Mitzi Dunayski says

    August 22, 2016 at 5:51 AM

    I enrolled my daughter into public school for her 10th grade year after home educating all the way through last week. All went well here in WA. Thankful for the freedom here to choose how to educate my children.

    Reply
  8. Dara Weaver says

    August 22, 2016 at 2:51 AM

    I second the comment about Home School Legal Defense Assn

    Reply
  9. Christine Michael Gibson says

    August 22, 2016 at 1:15 AM

    Michigan is the best state to home school in!

    Reply
  10. Leah Lindsey says

    August 22, 2016 at 12:40 AM

    Make sure to have a membership to HSLDA. I’ve had two friends need them for.cps and our local district starting problems. Once our local harassment agencies knew that they were working with hslda they dropped everything. As a homeschooling mom with special needs students it’s my biggest nightmare especially since I’m in the communist state of California.

    Reply
  11. Barbara Kelly Geatches says

    August 22, 2016 at 12:12 AM

    I’m used to seeing an overall GPA… what/how are you calculating the GPA for each class?

    Reply
    • Kelly the Kitchen Kop says

      August 22, 2016 at 1:27 PM

      Barbara Kelly Geatches — just based on their grade for that class, an A is 4.0, B is 3.0, etc., then add them up and divide by the number of classes to get the overall.

      Reply
    • Barbara Kelly Geatches says

      August 22, 2016 at 1:57 PM

      That makes sense now… Thank you

      Reply
  12. Kristin Stoddard says

    August 21, 2016 at 9:37 PM

    Just curious… When did you start keeping records? We are in Michigan. My daughter is entering grade 2. I have not done anything in terms of record keeping. Should I start???

    Reply
    • Christine Michael Gibson says

      August 22, 2016 at 1:16 AM

      Just high school Kristen.

      Reply
    • Mitzi Dunayski says

      August 22, 2016 at 5:55 AM

      Begin in 8th grade since you can add classes to their transcripts from 8th grade up if they are a high school class. In WA state the law says you can use high school classes on the transcript for credit as long as they are taken within two years of the 10th grade year. I’ve enrolled 2 times in the last 3 years students into 10th grade who were able to come in with over 8 credits because I could add any high school they took during 8th grade.

      Reply
  13. Therese Garcia says

    August 21, 2016 at 9:13 PM

    Please pray for all those still homeschooling in Ohio.

    Reply
  14. Kelly says

    August 21, 2016 at 12:23 PM

    Beth, I’d forgotten about that one, I’ll have to get that for next year, thanks!
    Kelly

    Reply
  15. Roxanne Borchers says

    August 21, 2016 at 2:24 PM

    We are in Montana and pretty new to homeschooling too. This is just our second year and Montana is just a basic attendance sheet and notice that you file for homeschool. It’s one of my biggest fears though, that they’ll come back and say I’m in trouble for not filing the right papers! I keep examples too of what we worked on throughout the year, in case they ever ask me for it. Thanks for sharing your system too, it’s nice to see how other moms organize everything!

    Reply
  16. Beth says

    August 21, 2016 at 10:00 AM

    The Chemistry 101 and Physics 101 look good. I used the Biology 101 a little last year with a class and didn’t even think of looking for Chem/Phys. So, thanks for including this!

    Reply

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