I am so excited to be coming to the end of our school year. However, before the celebrating can began we have one major thing left to do. We need to wrap up our school year and prepare to send in our Year End Reports.
In my part of Canada, we need to fill in a Homeschooling Student Report Form. We also need to include samples along with a list of books read. This report must be sent by the end of June.
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We also need to submit a request to homeschool the following year, included in this is a letter of intent as well as an outline of curriculum choices and subjects we plan on covering. I like to send them all at once but you can send them in separately if needed. (I will be covering this in a future post, in the meantime grab your free workbook! Need the key? Get it here!)
As most families do send them in separately because they are normal and I am not. I thought I would show exactly how I gather the information for the End of Year Reports.
Finding out your legal requirements:
Before I do that, I want you to realize that each province has its own set of rules as to what is required to homeschool in that province. From discussions, I have learned in the United States, each state seems to have its own rules as well.
Here are some things you may need to do depending on where you live:
- provide a letter of intent
- prove you studied 180 days
- keep assignments and meet with a state teacher to be assessed
- provide a record of attendance
- provide a list of materials and curriculum used
- submit a notarized affidavit every year
- provide educational objectives and or goals
- maintain a portfolio
- be evaluated by certified homeschool evaluator
- complete standardized tests depending on the grade
As you can see it really depends on where you live, therefore I recommend making sure you follow the rules of your province/state.
Referring to your local homeschool department of education will help you determine what is required of you and your family.
Here are some quick links to get you started:
Canada HSLDA, information for Canadian Homeschoolers
Also, check this site for frequently asked questions about homeschooling in Canada. She also has a list of Homeschool Laws for the provinces. Re: Manitoba Law, at the bottom of her page you should see other links to the rest of the provinces.
For USA, please visit HSLDA USA for information and state requirements.
For information in other countries, please contact your local department of education.
Year End Reporting: Gathering Information
The next thing I do is gather the information needed to write the Year End Report.
I start by digging out the report I sent in the year before that outlined what we were planning on covering.
I also dig out the mid-year report I completed to see how we were getting along with our goals.
Lastly, I pull up each child’s information on the Homeschool Helper App, email myself the reports and print them off.
By comparing the records I can then compile a list of things we have completed.
Writing the Year End Report:
We are provided with a Homeschooling Student Report Form. However, I find this does not allow me enough room to fill in all the information I want to provide. It also requests “grades” which I do not use.
Therefore, I choose to write my own reports. I have done this for the past 9 years and they have been accepted.
Here is how I write my own.
I start the document with the child’s name and the year we completed the work. I use a simple word program and center this at the top of the page.
Then I list each subject we have done, followed by a list of curriculum we used and any relevant notes I think need to be added.
Here is an excerpt from last year’s submissions:
Participated in STREAM program in our local library, attending several group classes.
Word Study Level F by Modern Curriculum Press
Spelling Workout D
First Language Lessons
Writing with Skill Lessons 1-20 were completed, will continue on next year.
Continuing with Singapore Math– (child’s name) struggled with some concepts of math this year, she thus did extra practice to reinforce these and will continue to do so throughout the summer months, using the following programs:
I also had her switch from Singapore Math to an online program (allinonehomsechooling.com)
Which she completed.
The following is the course description:
Students will work through basic operations with integers, fractions and decimals. Students will progress through the study of number properties as well proportions, rates, exponents and radicals.
Note that the basic format is: subject, resources, and results or input as needed. For example, from the above, you can see this child struggled with math so I noted that we had switched math programs and stated the steps taken to be sure the concepts were getting through.
I continue with this format until all subjects have been included, resources listed and any input or notes are added. This is the Year End Report.End of Year Reports don't have to be scary! Click To Tweet
Samples are to be available upon request. Since I like my summer worry free I send them along with the Year End Report so there is no need for them to be requested later.
When choosing samples I make sure I do not include only A+ or perfect pieces. I choose work they needed to fix or re-do, to show that they are learning from their mistakes.
I let the children choose 1-2 pieces for each subject that they want to include. They take great care in carefully choosing what to send in. They like to include spelling tests, reviews, book reports and more.
Sometimes choosing a favorite can be tough work! By getting the children involved it allows them to see what they have accomplished over the last year and see how far they have come. I find this really helps builds confidence in themselves!
As the “teacher” I find it fascinating to watch them pick and choose. This is one of my favorite moments as they share parts of the last year they liked or dislike, rehash memories of field trips taken or things they discovered over the last months.
Book Reading Lists and Reports:
Last but certainly not least, I gather the information for the reading lists.
I print off the book reports I have in the Homeschool Helper app, and the children hand in the reading chart they have kept. You can find your own reading chart in the homeschool bookshelf. Missing your key? Sign up!
After we get all the lists gathered we compare and cross off any that are included in both lists and make a master list of books read for the year. This list gets included in the documents I send in.
I include any books we have read aloud as a family as well as ones they have read themselves.
I also include any book reports or summaries they have written.
This year we tried something new letting the children choose their own books. The results are in and my children will be returning to mom choosing a list and they can choose when they read the book.
One child read only six books and the other read many books. However they have informed me “that wasn’t as fun as I thought it would be”. Therefore, the children have asked (yes! They asked!) for a list of recommended books to read and they can pick from that list which books to read for the following school year.
Pro Tip: Always photocopy everything you send in, and keep a copy!
One year I was informed that I did not send in the forms. I referenced my dated photocopies. Since I could prove that I sent it and had a receipt from the post office, they were able to check their records. It had been received and filed but not opened! I was happy to have my own records that day 🙂 At work they like to say, “cover your butt!” So always keep a copy of everything for your sake.
As you can see sending in the Year End Reports can be quite easy if you are organized. I like to say, “when in doubt, keep it!”
I like to bundle all the above forms along with a professional styled letter stating exactly what is included in one envelope and send it along. I also make sure to include how to contact me should they have any questions at any time. I include my email, address and phone number.
It takes 4-6 weeks to find out if you have been approved as passed, and this approval is sent by letter. I keep this letter for future reference.
After the Year End Reports are sent in, it is time to relax and enjoy the summer!
Please share this post to help other homeschoolers to gather information for their Year End Reports, thank you!