Document 6 of 9
Student Records System & Templates
6.1 Records Policy
The VA School maintains a confidential student record for every enrolled student. Records are stored securely, accessible only to authorized school personnel and the student’s family. Records are retained for a minimum of seven years following the student’s departure from the school. Families may request access to their student’s records at any time.
6.2 Record Types Maintained
- Student enrollment file (application, signed agreements, emergency contacts, immunization or exemption records)
- Attendance log (daily, by student)
- Academic progress record (mastery log by subject and skill domain)
- Behavioral progress record (pivotal behavior data by pillar)
- Taekwondo progression record (rank history, assessment dates)
- Instructor observation notes (filed by date)
- Correspondence with families
6.3 Template A — Daily Attendance Log
Week of:Cohort:
| Student name | Mon | Tue | Wed | Thu | Notes |
|---|---|---|---|---|---|
Key: P = Present | A = Absent (Unexcused) | E = Excused Absence | T = Tardy
6.4 Template B — Academic Mastery Progress Log
Student:Cohort:School year:
| Subject | Skill / unit | Date mastered | Assessment method |
|---|---|---|---|
| Mathematics | |||
| Mathematics | |||
| Science | |||
| Science | |||
| English Language Arts | |||
| English Language Arts | |||
| Social Studies | |||
| Social Studies | |||
| Computer Science / Coding | |||
| Leadership Development | |||
| Taekwondo |
6.5 Template C — Behavioral Progress Record (Pivotal Behaviors)
Student:Period:
| Pillar | Target behavior | Current level (1–5) | Notes / next steps |
|---|---|---|---|
| Self-Control | Emotional regulation in conflict | ||
| Self-Control | Resistance to peer influence | ||
| Self-Awareness | Task engagement / on-task behavior | ||
| Self-Awareness | Environmental orientation | ||
| Strength of Character | Maintaining values under pressure | ||
| Strength of Character | Perseverance through academic challenge |
Scale: 1 = Skill not yet observed | 2 = Emerging with significant support | 3 = Developing with occasional support | 4 = Independent in familiar contexts | 5 = Generalized across environments
6.6 Template D — Taekwondo Rank Record
Student:
| Belt rank | Requirements demonstrated | Assessment date | Assessed by |
|---|---|---|---|
| White Belt | |||
| Yellow Belt | |||
| Green Belt | |||
| Blue Belt | |||
| Red Belt | |||
| Black Belt |