Homeschool Record Keeping - In a Nutshell

Homeschool record keeping is so important because it’s completely possible for a normal homeschool parent to accidentally forget large chunks of information. A few years ago, I was working on a transcript with a mom named Paula. She thought her child's transcript would be easy because she had been keeping records. In truth, her record keeping book was completely empty. We had to work through old receipts and curriculum records to create her child's transcript. We didn’t worry though, we simply discussed every subject area in detail, from algebra to American Sign Language.

Once the records were complete, she was so happy! As I was leaving, I asked, "What are you doing this weekend?" Paula didn't hesitate for a moment, explaining they were going to a Latin competition.

"Latin competition?" I said. "You never mentioned Latin!" That was how I discovered that her high school junior had already completed four years of high school Latin, and her mother had completely forgotten about it. A very large and important part of the child's transcript was missing, and would have stayed that way if I hadn’t asked about her weekend plans. It's not as if the four years of Latin was a repressed memory of something horribly traumatic. It was obvious the student enjoyed Latin - that's why she was still competing, and why they were both looking forward to the weekend.

This is why we need to keep high school records. Keeping records will help us remember our children's homeschool experiences so we can create great transcripts and course descriptions. Record keeping is important so we don't forget broad swaths of learning, such as four years of Latin.

Keep high school records so you can make a transcript that reflects the courses you taught and so you don't short-change your student. Paula is a gifted home educator, loving mother, and she had done an exceptional job homeschooling her children, yet even she forgot four years of Latin. Never underestimate the human ability to forget, because it can happen to anyone!

You can avoid a homeschool record keeping crisis of your own. Learn how to keep high school records so this doesn't happen to you.

Being a binder queen requires a minimal investment. A few dollars will get you everything you need: a 3 ring binder, a set of dividers, and some notebook paper. All it requires is a few minutes each week, making sure the binder is prepared and used instead of ignored. Using a binder system is a convenient way to keep work samples and graded work from every class. If colleges ever want to see a sample of work from Latin or Macroeconomics class, simply reach into the binder for one.

Simple is better. My binders were 3 inch, 3 ring binders, each with a simple label such as "Kevin 2020-2021." At the beginning of the year, label each divider in the binder. In the front of the binder, label a section for the transcript. Then arrange a section for everything required by your state law. You might include a divider for your Declaration of Intent to Homeschool, immunization records, or annual testing records.

Next, label a divider for each class you intend to teach. This includes English, math, social studies, science, foreign language, P.E., fine art, and electives for the year. You can record test scores or grades for each lab or report on a simple piece of notebook paper. Store significant papers behind each divider to keep as work samples.

You don’t need to keep everything, but it can be helpful to keep papers that you evaluated. Later in the year, perhaps in the spring, go back over what your child learned and develop a course description for each class. If you started a class but didn’t finish, throw that divider away; there’s no reason to record what was not done.

Keeping a place for my records helped me to keep them up to date. Every month, I gathered all the papers my kids produced and gradually filled up each 3 ring binder. As the year progressed, I was able to see which sections were filling up and which sections were blank. Once the blank sections were identified, I could concentrate on developing records for those sections. When the art divider was empty, I assigned my children a one page paper on an artist. When the music section was blank, I had them list their performance-ready piano pieces and added their Christmas Recital Program to it.

Keep high school level academic records. Homeschool record keeping is different from scrapbooking – it’s not an artistic endeavor. There are three big high school record keeping categories.

1. Keep anything required by your state homeschool law. This may include a declaration of intent to homeschool or an immunization record.
   
2. Keep what your child will need for college admission. Be prepared, because you don’t always know what the future will hold.
3. Keep records needed to create course descriptions and a high school transcript. You are the high school, so you are in charge of these records.

It’s relatively simple for many classes. Keep any tests or papers your child has written, and you're done! For other classes you may want to keep lab reports, tests, research papers, or short essays. Some classes don't include paper assignments, and record keeping will require some creativity. The credit value of courses such as P.E., fine arts, and other electives may be hard to quantify unless you keep track of hours. You can also make a list of the activities completed or resources used in each class.

One mother asked what records she should keep for her child learning how to cook at home. Think outside the box, and consider what your child does to learn. This child created a menu, went grocery shopping, and cooked using recipes. Those are all great homeschool records! Save the menu, the shopping list, and photocopy recipes for culinary arts class records.

There are many other ways to keep records. Keep a printout of the curriculum you purchase. List every book your child buys, uses, or reads for pleasure. Track hours spent on subjects, projects, or activities that aren't bookish. Keep online descriptions from internet or co-op classes. Photocopy textbook covers and table of contents. Keep any assignment sheets or schedules you create.

Instead of writing down what you want your child to do in the future, you can write down what your child did after the work is completed. (This will help parents who are conscientious, but not good at planning ahead.) Have your child keep a journal of school work, including books, assignments, and experiences. Most students do some of their work on the computer, so be careful to save it in a school file on the computer or printed out in your filing box, or both.