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Record keeping in Maryland is straightforward: you need a portfolio. But “portfolio” is vague. This guide explains exactly what to track, how to organize it, and how to prepare for superintendent reviews.
Key Takeaways
- Portfolio must cover all 8 required subjects; include instructional materials, readings, work samples, writings, and creative materials
- Superintendent may review up to 3 times/year (typically semester-end)
- No specific format mandated; organize however works for you
- Attendance log helpful even though no hour requirement; documents “regular and thorough” instruction
- Keep records 3+ years; they support college applications, future school enrollment, and homeschool credibility
What Maryland Actually Requires
Maryland regulation (COMAR 13A.10.01) requires a portfolio containing:
- Instructional materials used (textbooks, curricula, programs, websites)
- Readings and literature
- Work samples from each subject
- Writing samples
- Creative materials (art, music, projects)
- Portfolio must cover all 8 required subjects
No specific format mandated. You choose how to organize, document, and present.
The 8 Required Subjects
- English (reading, writing, spelling, grammar)
- Mathematics
- Science
- Social Studies (history, geography, civics)
- Art
- Music
- Health
- Physical Education
Your portfolio must show instruction in all eight.
Building Your Portfolio System
Approach 1: Organized by Subject
Create a folder (physical or digital) for each subject.
Example:
Math folder:
- Curriculum used (Saxon, Beast Academy, etc.)
- Monthly work samples (3-4 per month)
- Progress notes or grade tracking
- Photos of manipulatives or hands-on work
English folder:
- Reading list with titles and dates
- Writing samples (essays, creative writing, journal entries)
- Grammar workbook samples
- Books read (with brief notes on comprehension)
Science folder:
- Curriculum/program used
- Lab write-ups or experiment documentation
- Nature journal entries
- Photos of projects
- Reading materials used
Social Studies folder:
- Books/materials read
- Project documentation (research papers, dioramas, timelines)
- Map work or geography activities
- Current events analysis (if applicable)
Art folder:
- Photos of artwork
- List of projects/media
- Art course or instruction documentation
Music folder:
- Music lessons documentation (private teacher notes or online program)
- List of pieces learned
- Performance photos/videos (optional)
Health folder:
- Health curriculum/program used
- Work samples or discussion notes
- Safety, nutrition, or wellness learning documented
PE folder:
- Sports or physical activities list
- Lessons or instruction documentation
- Athletics achievements
Advantage: Easy to organize and easy for superintendent to review by subject.
Approach 2: Chronological (by Month)
Monthly snapshots of what you did.
Example format:
January:
- Math: Saxon Math 5/4, lessons 1-15 completed; work samples attached
- English: Charlotte’s Web read aloud; comprehension questions answered; grammar through Writing With Ease
- Science: Study of weather; tracked daily temperature; did 3 experiments
- Social Studies: Colonial America unit; read Johnny Tremain; created timeline
- Art: Watercolor instruction; 4 paintings completed (photos)
- Music: Piano lessons with teacher (lesson notes); learned 2 pieces
- Health: Safety unit; watched CPR video
- PE: Swimming lessons (2x/week); played soccer
Advantage: Shows flow of learning over time; easy to demonstrate “regular and thorough” instruction.
Approach 3: Digital (Google Drive, Folder System)
- Create a Google Drive folder: “2025-26 Homeschool Portfolio”
- Subfolders by subject or month
- Upload work samples, photos, documents
- Add text notes describing lessons and projects
- Share read-only link with superintendent if asked
Advantage: Backup in cloud; easy to photograph and attach items; organized remotely.
Approach 4: Hybrid (What Most Families Do)
- Monthly overview document (summary of each subject)
- Key work samples by subject (saved digitally or in folders)
- Attendance log (monthly)
- Progress notes (quarterly)
This is the sweet spot: Organized enough for superintendent review, not so complicated you quit mid-year.
What to Keep for Each Subject
Instructional Materials
Document what you used:
- Curriculum names and publishers
- Online programs (Time4Learning, Khan Academy, Outschool)
- Textbooks and workbooks
- Library books used
- YouTube channels or educational websites
- Field trips or classes attended
You don’t need to keep everything. But list what you used so you can explain your approach.
Work Samples
Collect 3-5 per subject per month:
- Math: graded worksheets, test scores, or problem sets
- English: writing samples (rough draft + final), grammar exercises
- Science: lab reports, observation logs, experiments
- Social Studies: essay, map work, research notes
- Art: photos of projects (or keep originals)
- Music: practice logs or lesson notes
- Health: worksheets, discussion summaries, safety project
- PE: class attendance records, sports participation documentation
How to collect:
- Keep a folder in your homeschool space
- Photograph work at end of month and file digitally
- Scan important documents
- Take photos of 3D projects, artwork, experiments
Readings and Books
Keep a list:
- Title, author, date completed
- Optional: brief note on comprehension (helped your child understand main ideas? could summarize?)
- Grade level (advanced reader? at-level?)
Why track: Demonstrates breadth of learning and reading volume.
Writings
Save samples of:
- Essays or research papers (earliest and final drafts helpful)
- Creative writing pieces
- Poetry, journaling
- Lab reports
- Book reports or reflections
Creative Materials
Document:
- Art projects: photograph them; keep 3-4 best per year
- Music: lesson records; songs learned; performance notes
- Drama or performance: photos/videos
- Building projects or engineering
- Other creative work
Attendance and Time Tracking (Optional but Helpful)
Maryland doesn’t mandate specific hours. But documenting that instruction is “regular and thorough” helps.
Simple Attendance Log
Monthly form (sample):
| Week | M | T | W | Th | F | Notes | |——|—|—|—|—-|—-|——-| | 1 | X | X | X | X | X | Regular week | | 2 | X | X | X | OFF | X | Day off for field trip | | 3 | X | X | X | X | X | Regular week | | 4 | X | X | X | X | OFF | Friday holiday |
Simple checkmark for each school day. Notes for anything unusual (field trip, holiday, sick day).
Why keep this:
- Demonstrates “regular and thorough” instruction
- Easy to explain interruptions (illness, travel)
- Protects you if superintendent questions frequency
Time Tracking (Optional)
If you want to be detailed:
| Subject | Monday | Tuesday | Wednesday | Thursday | Friday | Weekly Total | |———|——–|———|———–|———-|——–|————–| | Math | 45 min | 45 min | 45 min | 45 min | 45 min | 3.75 hrs | | English | 45 min | 45 min | 45 min | 45 min | 45 min | 3.75 hrs | | Science | 30 min | 30 min | 30 min | 30 min | 30 min | 2.5 hrs | | Social Studies | 30 min | 30 min | 30 min | 30 min | 30 min | 2.5 hrs | | Art/Music | 30 min | — | 30 min | — | 30 min | 1.5 hrs | | PE | — | 30 min | — | 30 min | — | 1 hr |
Total weekly: ~15 hours
Reality: Most families don’t track time this precisely. But if you’re worried about “sufficient duration,” rough timing is reassuring.
Preparing for Superintendent Review
Superintendent may review portfolio up to 3 times/year (typically semester-end). Here’s how to prepare:
Before Review (1 week notice if possible)
- Organize by subject. Superintendent should easily find each of the 8 subjects.
- Include title page with:
- Student name, age/grade
- School year
- Your name (parent/teacher)
- Supervision option (Portfolio, Church Umbrella, etc.)
- Brief overview of your approach
- Add curriculum list: What materials and programs you used.
- Include work samples: 3-5 per subject (current selections).
- Attach attendance log: Showing regular instruction.
- Add progress notes: How your child is doing; any accommodations or modifications.
During Review
If superintendent picks up portfolio for review:
- Provide in a binder or folder they can easily handle
- Include instruction on organization (“Math is in the first tab,” etc.)
- Provide a contact number for questions
If meeting to discuss:
- Be ready to explain your curriculum choices
- Discuss your child’s progress
- Explain any accommodations or pacing differences
- Answer questions about specific subjects
After Review
- Request written feedback (helpful for your own planning)
- Make notes on any suggestions
- Address concerns in future submissions
What NOT to Include
You don’t need to submit:
- Daily lesson plans
- Every single assignment
- Detailed day-by-day logs
- Private family information
- Medical or mental health records (unless relevant to education and you choose to share)
Keep it professional and education-focused.
Long-Term Record Storage
What to Keep
- Portfolio snapshots (mid-year, year-end)
- Transcripts and progress summaries
- Standardized test results (if taken)
- Work samples from each year (representative pieces)
- Attendance records
- Curriculum lists by year
How Long to Keep
- Minimum: 3 years (covers superintendent review windows)
- Better: 7-10 years (helpful for college applications)
- Best: Entire homeschool history (documents full K-12 trajectory)
Storage Options
- Physical: Organized binders or boxes by year
- Digital: Scanned work, organized Google Drive, cloud backup
- Hybrid: Originals + digital backup (best for important documents)
Red Flags to Avoid
Don’t:
- Leave portfolio blank or empty
- Claim instruction you didn’t provide
- Misrepresent your child’s progress
- Refuse to submit documentation
- Miss submission deadline without notice
Do:
- Document honestly; acknowledge struggles alongside progress
- Be organized and clear
- Communicate proactively with superintendent
- Keep good records from day one (not scrambling at review time)
Moving Forward: Your Record-Keeping Plan
Step 1: Choose your organizational system (by subject, monthly, or hybrid).
Step 2: Set up folders (physical or digital) before school year starts.
Step 3: Build in 30 minutes/month for portfolio maintenance (collecting work, photographing, filing).
Step 4: Keep an attendance log showing regular instruction.
Step 5: Before superintendent review, organize and review your portfolio.
Step 6: Maintain records 3+ years for credibility and college applications.
Good record-keeping isn’t bureaucracy. It’s clarity — for your superintendent, for your child’s future, and for your own confidence that instruction is happening and progress is real.
Internal Links
— How to build and organize portfolio — Compliance checklist and superintendent expectations — Turning records into official transcript