1702 N. Main St.
Davenport, IA

Board Policy 503 – Progress

Board Policy Administrative Regulation
503.01 Promotion and Non-Promotion Practices in Elementary Schools (Revised 9/17/07) (Revised 8/26/13)
503.02 Scholastic Probation (Deleted 9/17/07)
503.03 Student Progress Reports and Conferences (Deleted, Combined w/605.01, 10/26/09)
503.04 Student Progress Reports and Conferences: Elementary (Deleted 3/13/00)
503.05 Student Library Circulation Records (Adopted 9/29/08) (Reviewed 8/26/13)
503.06 Student Records–Cumulative Permanent (Revised 9/17/07)(Revised 2/25/13)

(Revised 11/12/19)

503.06A Definitions
503.06B Records Manager
503.06C Access
503.06D Right to Withhold
503.06E Disclosure
503.06F Challenge
503.06G Rights Notice
503.06H Destruction
503.06I Handbook
503.06J Media Guidelines

503.07 Honors and Awards (Revised 12/10/07)(Deleted 2/25/13)
503.08 Honors Program – Home Instruction (Deleted 5/13/96)
503.09 Credits Earned in a Foreign School (Revised 12/10/07) (Revised 8/26/13) 503.09A
503.10 Credits Earned in “Upward Bound” Program (Revised 12/10/07)
503.11 Graduation Requirements (Revised 9/27/10)(Revised 1-9-17) (Revised 5/28/19)
503.12 Junior Achievement (Reviewed 6/14/10)(Reviewed 10/12/15)
503.13 Accelerated Graduation (Deleted 12/20/04)
503.14 Non-Traditional Graduation (Reviewed 8/9/10) (Revised 10/12/15)
503.15 Graduation: Home Instruction (Deleted 2/14/00)
503.16 Commencement (Deleted 2/14/00)
503.17 Diplomas for Adult Education (Deleted 2/14/00)




Promotion and Non-Promotion Practices in Elementary Schools

General Requirements

Promotion practices in the District shall have as their objective the placement of each student in an environment at which maximum development shall occur. Parents shall be kept informed if a student’s progress does not meet the expectations for the grade level to which the student is assigned. A student may be retained if, in the opinion of the professional staff, academic success would not be possible at the next grade level.

Promotions in the elementary schools shall be based on academic progress and consideration of the best interests of students. An assessment shall be made regarding any student who is not maintaining desired academic growth to determine the appropriate long-term or short-term assistance. Parental involvement shall be encouraged as soon as possible whenever a student is not progressing academically.

  • By action of the Board 12/13/76, 11/8/76; Revised 4/11/83, 9/20/93; Reviewed 5/13/96; Revised 1/08/01; Revised 9/17/07

  • Edited 9/07; Revised 8/26/13




Scholastic Probation                            DELETED 9/17/07

  • By action of the Board 4/4/63, 5/8/75, 11/8/76; Revised 4/11/83; Revised 6/10/96; Revised 9/18/00; Deleted 9/17/07

  • Edited 9/07




Student Progress Reports and Conferences

DELETED (COMBINED WITH 605.01) 10/26/09




Student Library Circulation Records

Student library circulation records are designed to be used internally to assist in the orderly administration of the school district libraries. As a general rule, student library circulation records are considered confidential records and will not be released without parent consent. Individuals who may access such records include a student’s parents, the student, authorized licensed employees, authorized government officials from the U.S. Comptroller General, the Secretary of Education, the Commissioner and Director of the National Institute of Education, and the Assistant Secretary for Education and State Education Department. Appropriate authorities in a health or safety emergency may access the student’s library circulation records without the approval or the notification of the student’s parents. Parents may not access records, without the student’s permission, of a student who has reached the age of majority or who is attending a post-secondary educational institution unless the student is considered a dependent for tax purposes.

It is the teacher-librarian’s responsibility, as the person maintaining the student library circulation records, to approve requests for access to student library circulation records. Students’ library circulation records may be accessed during the regular business hours of the school district. If copies of documents are requested, a fee for such copying may be charged.

It is the responsibility of the superintendent, in conjunction with the teacher or teacher-librarian, to develop administrative regulations regarding this policy.

NOTE: This is a mandatory policy and a reflection of federal and Iowa law.

  • Legal Reference: 20 U.S.C. 1232g (2004).; 34 C>F>R> Pt. 99 (2004).; Iowa Code 22: 622.10 (2007); 281 I>A>C> 12.3(6), (12); 1980 Op. Att’y Gen. 720, 825.

  • Cross Reference Board Policy 503.06 Student Records

  • By Action of the Board: Adoption 9/29/08

  • Edited: 9/08; Reviewed 8/26/13



Student Records – Cumulative and Permanent

For the purposes of this policy, the District shall use the following definitions of terms:

  • Student…any person who attends or has attended a school in the District.
  • Eligible student…a student or former student who has reached age eighteen (18) or is attending a post-secondary school      full-time or with the equivalent of twelve (12) semester hours.  A student who has not graduated from high school shall be presumed as a dependent of his or her parents until  such time as satisfactory evidence to the contrary is presented to school officials.
  • Parent…natural or adoptive parent of  the student, a guardian, or an individual acting as a parent or guardian      in the absence of the student’s natural or adoptive parent or guardian.
  • Records…any record (in handwriting,  print, tape, file, data files, electronically or other medium) maintained by the District or an agent of the District which is directly related to a student with the exception of those listed in the District Regulations  503.06A.

Collection, dissemination, and retention of all student information shall be controlled by procedures which comply with state and federal laws and guidelines; to protect the rights of the individual; and to emphasize the concept of the free flow of information between parent, student, and school.

The Office of the Director of Student Supports shall be responsible for all records maintained at the district level and a district-level record custodian shall be designated by the Director as the district-level Record Manager. The custodian of the student records shall make maximum provisions for protection of student records from review by unauthorized personnel and for maximum physical security of such student records.

Records containing personally identifiable information are kept private at collection, storage, disclosure, and destruction stages.   Cumulative Record Folders are kept electronically to become the student’s Permanent Record under the province of the Director of Student Supports.

During the District’s regular business hours, records of a student shall be reasonably accessible to the parent(s) of the student.  Other than the parent(s) only authorized school personnel, authorized government officials, and the student may access these records without the approval or the notification of the student’s parent(s) or subpoena.  Once the student has reached the majority age of eighteen (18), or he/she is attending a post-secondary educational institution, access to the records by the student’s parent(s) or others must be with the permission of the student.  Students of this status can be referred to as “eligible” students.  Directory information is exempted from this process and shall be identified on a yearly basis in each school’s handbook.

Fees for copies of the records are waived if it would prevent the parent(s) or student from accessing the records.  In all other cases, a fee may be charged to search, retrieve, or copy information.

If the parent(s) or eligible student believes the information in the Permanent/Cumulative Record is inaccurate, misleading or violates the privacy or other rights of the student, the parent(s) or eligible student may request that the District amend the record.  The District will then determine whether the request for amendment is or is not appropriate according to set procedures.

The Administration shall establish guidelines for the use of electronic folders.  The Administration shall adhere to all requirements of Privacy Laws of the United States Government.  Annual notice will be provided the parent(s) or legal guardian(s) and eligible students of the rights accorded them by law, provision of the Code of Iowa, requirements of the Department of Public Instruction, and guidelines of the North Central Association of Schools and Colleges.  In addition, the building principal shall ensure that the school staff under the principal’s jurisdiction receives periodic instruction and training regarding the privacy rights of students and parents.

Specific to Cumulative Records: 

The District shall maintain an Electronic Cumulative Record Folder for each student.  The folder shall be started upon student’s entry into the District and shall be a continuous and current record of significant information regarding a student’s progress and growth.  This folder shall contain confidential information and shall be used according to the highest ethical and professional standards.

Cumulative Record Folders may include general and observational data.  Documents include the following:

A.  General Data

1.  Immunization

2.  Family data

3.  Standardized aptitude and achievement scores

4.  Vocational interest inventory

5.  Educational and vocational plans

The principal is ultimately responsible for classifying, maintaining, reviewing, and deleting cumulative and tentative student records, and granting or denying access to student records on the basis of the procedures set forth in District Regulation. (All students under legal age shall have reasonable access to their records. Withholding any material from the minor student must be educationally justifiable or a result of parent request).  Upon the request of parent(s) or a student, the District will provide an explanation and interpretation of the student records and a list of the types and locations of education records collected, maintained, or used by the District.

A student record may contain personally identifiable information on more than one studentsuch as a disciplinary referral form, etc.  Parents will have the right to access the information relating to their student or to be informed of the information.  Eligible students will also have the right to access the information relating to them, or be informed of the information.

A building Record Manager, under the supervision of the building principal, shall be the custodian of all student records at the building level. The building principal shall ensure that the school staff under his/her jurisdiction receives periodic instruction and training regarding the privacy rights of students and parents.

Specific to Permanent Records

The Cumulative Electronic folder  is considered the permanent records under the province of the Director of Student Supports.

Permanent Records shall be maintained in perpetuity.  Updating is to be done as changes occur.  For purposes of security, permanent records shall be maintained on computer files at locations separate from other student records. The student record shall serve as a historical record of official information concerning the student’s education.  The student’s permanent/cumulative record should contain the following:

  1. Health Information – Immunization Records
  2. Identification demographics – name, gender, birth date, address, parent(s) name and address, telephone number
  3. Race/Ethnicity
  4. Standardized aptitude and achievement scores
  5. Evidence of Attendance
  6. Evidence of educational progress
  7. Official Transcript
  8. Date of graduation or withdrawal
  9. Report of support services
  10. Discipline data – only if drug, alcohol or violence related

District administration shall cause to be published, in appropriate publications, notification of the rights accorded students and parents under school rules governing student records.

  • Cross  Reference:  Administrative Regulation 503.06A, 503.06B, 503.06C, 503.06D,      503.06E, 503.06F, 503.06G, 503.06H, 503.06I, 503.06J
  • By  action of the Board 1/17/77; Revised 4/11/83; Revised 1/27/97; Revised      4/23/01; Revised 12/16/06; Combined and Revised 9/17/07
  • Edited 9/07; Revised 2/25/13; Revised 11/12/19



STUDENTS          (DELETED 2/25/13)

Honors and Awards

  • By action of the Board 11/8/76; Revised 4/11/83; Revised 5/13/96; Revised 10/14/96; Revised 11/12/01; Reviewed 12/10/07

  • Edited 12/07; Deleted 2/25/13




Credits Earned in a Foreign School

The District will grant high school credits to students for courses completed in a foreign school or for credits earned through the American Field Service International Program or other qualified programs.

The administration shall establish guidelines for implementation of this policy which will comply with all requirements of the Code of Iowa and the Iowa Department of Education

  • Cross References:  Administrative Regulation 503.09A
  • By action of the Board 11/8/76, 4/11/83; Revised 12/9/96; Revised 11/12/01; Revised 12/10/07
  • Edited 12/07; Revised 8/26/13





Credits Earned in “Upward Bound” Program

The District will award high school credit to students completing the Upward Bound Program when available.  This credit shall be granted as elective credit and shall have a maximum of one unit, (given as 2 half credits) for each summer in the program.

The Board emphasizes that this is elective credit only. All core courses and requirements must be successfully completed for graduation from a Davenport high school.

  • By action of the Board 11/8/76, 7/11/83; Revised 12/9/96; Revised 11/26/01; Revised 12/10/07

  • Edited 12/07; Revised 2/25/13

503.11STUDENTSGraduation Requirements Twenty-six (26) credits are required for graduation classes of 2019, 2020 from the Davenport High Schools.

Twenty-six (25) credits are required for graduation class of 2021 from the Davenport High Schools.

Twenty-six (24) credits are required for graduation class of 2022 from the Davenport High Schools.

Twenty-six (23) credits are required for graduation class of 2023 from the Davenport High Schools.

Twenty-six (22) credits are required for graduation class of 2024 from the Davenport High Schools.

Basic requirements to be completed in grades nine through twelve are:

  • Language Arts: Four units (8 terms)
  • Mathematics: Three units (6 terms)
  • Science: Three units (6 terms)
  • Social Studies: Three units (6 terms)
  • Physical Education: One unit  (4 terms)
  • Health: ½ Unit (1Term) CPR training (beginning with class of 2021)
  • Computer Technology Course: ½ Unit (1 Term) required for classes 2019 and 2020.
  • Financial Literacy ½ unit (1 Term) beginning with class of 2021.
  • Electives: 6.5 – 10.5 Units (13-21 Terms)

Non-traditional graduations are addressed in Board Policy #503.14-Non-Traditional Graduation and include guidelines for mid-term and summer graduations, home instruction graduation, and accelerated graduation.

Based on these adopted requirements, the administration shall identify goals, objectives, and procedures in each subject area as well as the methods or means for evaluation. The Board approves all basic instructional materials used in each area in fulfilling the above requirements. In all cases, the administration is responsible for ensuring that graduation requirements meet or exceed all minimum requirements established by the Code of Iowa and the Iowa Department of Education.

  • Cross References: Board Policies #503.14 Non-Traditional Graduation
  • Legal References: Chapter 12 (Iowa Administrative Code, Rules of Iowa, 281-12.5(256) Educational Programs
  • By action of the Board:  11/8/76; Revised 7/11/83, 11/12/90; Revised 6/10/96;   Revised 12/8/97; Revised 1/08/01; Revised 10/11/04; Revised 12/20/04; Revised 8/14/06; Revised 6/09/08; Revised 9/27/10
  • Edited 6/08, 9/10 ; Revised 1-9-17; Revised 5/28/19







Junior Achievement

The Board supports the participation of Junior Achievement and the business community in the elementary, intermediate, and high school classrooms.

  • By action of the Board 11/8/76, 7/11/83; Revised 1/27/97; Revised 11/24/03; Reviewed 6/14/10; Reviewed 10/12/15

  • Edited 11/03; 6/10




Accelerated Graduation

          Policy Deleted 12/20/04 (Combined with 503.14)

  • By action of the Board 11/8/76, 7/11/83; Revised 2/7/94; Revised 8/26/96; Revised 11/12/01; Deleted 12/20/04

  • Edited 11/01




Non-Traditional Graduation 

Any student who completes all requirements for high school graduation at the end of the 1st, 2nd, 3rd term or at the end of summer session shall, at the student’s request, be awarded a high school diploma immediately.  A student receiving a diploma in this manner shall, upon the student’s request, be allowed to take part in the next scheduled graduation ceremony.

Home Instruction Graduation

Any graduating senior currently on Home Instruction may participate in the graduation exercises to receive the diploma, providing a doctor’s statement has been submitted to the Home Instruction Department one week prior to commencement stating such participation is physically possible.

Those not participating will receive their diploma, by request, at the principal’s office of their respective high school after the date of commencement exercises.

Accelerated Graduation

Generally students will be required to complete the necessary course work and graduate from high school at the end of grade twelve. Students may graduate prior to this time if they meet the minimum graduation requirements stated in board policy.

A student who graduates early will no longer be considered a student and will become an alumnus of the District. However, the student who graduates early may participate in commencement exercises during that school year.

File Note Only: This is a mandatory policy on early or accelerated graduation. District don’t have the authority to limit a student from graduating early. They can graduate whenever they meet the District’s graduation requirements.

  • Cross Reference: Board Policy 503.11–Graduation Requirements

  • Legal Reference: Iowa Code § 279.10(1)

  • By action of the Board 11/8/76, 7/11/83; Reviewed 5/13/96; Revised 2/14/00; Revised 12/20/04; Reviewed 8/9/10

  • Edited 12/04, 8/10

  • Revised 10/12/15