Presentation on theme: "Agenda NYC DOE Promotion Policy Promotion Criteria Changes"— Presentation transcript:
0Promotion: Policy and Process Overview April 2013
1Agenda NYC DOE Promotion Policy Promotion Criteria Changes Common Core Aligned NYS Assessments and Student PromotionEarly Preparation for June Promotion DecisionsPromotion PortfoliosCore Course Outcomes and Class PerformancePromotion ProcessPromotion Data FreezeJune DecisionsAugust DecisionsParent Appeals/Grade ChangesAdditional Resources
2OverviewChancellor’s Regulation A-501 outlines promotion standards for New York City public school students in grades Pre-K through 12, as well as procedures for implementing the promotion policy.
3Promotion Policy: Grades Pre-Kindergarten–2 Criteria (ATS Criteria Code)Promotion Standard1,2Pre-K3Exempt(EXM)Students are exempt from the NYC DOE Promotion Policy.KindergartenLower Grade(LGR)Principals, in consultation with a child’s teacher and parent, make promotion decisions based on whether students have demonstrated progress toward meeting the Primary Literacy Standards and the New York Learning Standards for Mathematics.1 and 2Principals make promotion decisions based on whether students have demonstrated progress toward meeting the Primary Literacy Standards and the New York Learning Standards for Mathematics.For ELL’s, the decision to promote or retain shall include consideration of the student’s language development; limited English proficiency may not be the basis for retention.1 This policy applies to all grade pre-K–2 students, including English Language Learners and Students with Disabilities.2 For ELL’s, the decision to promote or retain shall include consideration of the student’s language development; limited English proficiency may not be the basis for retention (Chancellor’s Regulation A-501, p. 4).3 Given the reasons for exempting these students from the promotion policy, a positive outcome is expected in June. Students may be retained with valid reasons and documentation provided by the school.
4Promotion Policy: Grades 3-8 Criteria (ATS Criteria Code)Promotion Standard3-7Standard(STD)Students must achieve a Level 2* or above on both ELA AND Mathematics tests to be promoted to the next grade.8Students must achieve a Level 2* or above on both the ELA AND Mathematics tests AND attain passing grades in all four core courses (English, mathematics, science, and social studies) to be promoted to the next grade.*A promotional cut score of “met” can be used to satisfy students’ promotion requirements.
5Promotion Policy: English Language Learners Promotion criteria for ELLs is determined by two factors:Number of years enrolled in a United States School System (USSS) (reflected on UYRE)Status as a Student with Interrupted Formal Education (SIFE).
6Business Rules for Calculating Months Enrolled in a US School System Rules from NYSED Student Information Repository System (SIRS) Guidance:One day of enrollment within a month equals one month of enrollment.Months of enrollment in Pre-K or ungraded elementary are to be counted.For students that complete a school year and return the following fall, summer months are counted in their total enrollment in US schools.A student’s enrollment will not reset to zero when they discharge to a non-US school for more than a calendar year.Their enrollment will stop accruing when they discharge and resume when/if they re-enroll.
7ATS Calculates months of enrollment in NYC DOE. Schools can add additional months of enrollment in US school systemsTotal years enrolled in a US school systemFor students in red, schools need to complete ELPC
8Promotion Policy: ELLs Grades 3-7 ELL InformationCriteria(ATS Criteria Code)Promotion Standards1Enrolled in an USSS for fewer than 2 yearsExempt(EXM)Students are exempt from the NYC DOE Promotion Policy.Enrolled in an USSS for at least 2 but fewer than 6 years OR SIFEMultiple(MLT)Promotion decisions are based on multiple measures. Students must:Attain satisfactory progress in English as a Second Language (ESL) literacy development in alignment with New York State Learning Standards for English Language Arts as evidenced by student work, teacher observation and assessments/grades; or achieve a satisfactory level of proficiency in English as evidenced by the New York State English as a Second Language Achievement Test (NYSESLAT); or achieve a Level 2* or above on the ELA testANDMeet New York State Learning Standards for Mathematics taught either in the student’s native language or using ESL methodologies; or attain satisfactory progress in Mathematics taught using ESL methodologies as evidenced by student work, teacher observation and assessments/grades; or achieve a Level 2* or above on the math test.Enrolled in an USSS for at least 6 yearsStandard(STD)Students are promoted if they achieve a Level 2* or above on the ELA AND Mathematics test.*A promotional cut score of “met” can be used to satisfy students’ promotion requirements.
9Promotion Policy: ELLs Grade 8 ELL InformationCriteria(ATS Criteria Code)Promotion Standards1Enrolled in an USSS for less than 1 yearExempt(EXM)Students are exempt from the NYC DOE Promotion Policy.Enrolled in an USSS for at least 1 but fewer than 2 years OR SIFEMultiple(ML8)Students are promoted if they pass their core courses (ELA, math, science and social studies).Enrolled in an USSS school for at least 2 but fewer than 4 years(MT8)Students are promoted if they:Pass all core courses(ELA, math, science and social studies),Achieve expected gains on the NYSESLAT or ELA test, andAchieve a Level 2* or above on the mathematics test.Enrolled in an USSS school for at least 4 yearsStandard(STD)Pass their core courses,Achieve a Level 2* or above on the ELA and mathematics test.*A promotional cut score of “met” can be used to satisfy students’ promotion requirements.
10Defining Gains for Grade 8 ELLs JuneNYSESLAT and State ELA results will not be finalized in time to make June promotion decisions.To determine if grade 8 ELLs enrolled 2 to four years, have made gains in ELA schools will administer a promotion portfolio.The grade 8 Promotion Portfolio Manual contains special direction for determining performance comparable to expected ELA gains based on the student’s ELA promotion portfolio [performanceAugustELA Gains (from the NYSESLAT and State ELA exams) will be calculated centrally and loaded into ATS for August promotion decisions.
11Promotion Policy: Students with IEPs Grades K-2 (LGR)Grades 3-8Promotion decisions for all grade K–2 students, including students with IEPs, follow the general Promotion Policy guidelines for grades K–2.1Standard Promotion Criteria (STD)Modified Promotion Criteria (MOD)No Promotion Criteria (NON)2If a student’s IEP indicates that he/she is held to standard promotion criteria (or if the student’s IEP does not indicate any promotion criteria), the standard promotion criteria for the student’s current grade level will be used to make the promotion decision.If a student’s IEP indicates that he/she is held to modified promotion criteria1, the promotion criteria in the IEP will be used to make a promotion decision.Students who participate in NYSAA (do not participate in State tests) are exempt from the NYC DOE Promotion Policy.Testing modifications are different from modified promotion criteria. If a student has testing modifications, he/she could have either standard OR modified promotion criteria.1Subject to relevant deadlines for establishing promotion criteria.2 Given the reasons for exempting these students from the promotion policy, a positive outcome is expected in June. Students may be retained with valid reasons and documentation provided by the school.
12Deadlines for Establishing Promotion Criteria The deadlines to establish promotion criteria for students with IEPs in order for it to apply to promotion decisions are1:January 31, 2013: For students with existing IEPs.May 20, 2013: For students initially referred to special education and students with an existing IEP who are new to the NYC DOE.The Promotion Criteria Guidelines for Students with Disabilities in Grades 3–8 provides information on how promotion criteria should be determined, applied, and evaluated.1These deadlines are based on the date of the IEP conference. Promotion criteria established after this date will be in effect for the school year.
13Promotion Criteria Discrepancies Schools were asked to review the Promotion Criteria Report (RPCR) report to ensure students’ promotion criteria were accurately reflected in ATS.When incorrect, schools were asked to update applicable source systems (E.g. SESIS, CAP, UYRE)Early May: Schools should review RPCR to ensure the accuracy of promotion criteria for promotion decisions.If students promotion criteria is incorrect, schools should note the discrepancy, confirm the correct promotion criteria in the applicable source system (SESIS, CAP, UYRE) and escalate the request for a change of promotion criteria to their network.
14Promotion Criteria Overrides Criteria Change Requests Should Include:Subject Line: Promotion Changes DBN E.g. Promotion Changes 27Q124Attach tracker containing this information:Student Name (s)NYC ID(s)Current criteria and what the criteria should be changed to.The CFN can help schools collect and process promotion criteria overrides.IMPORTANT: Changes completed by overrides will not resolve issues in source systems.Schools will still need to update the applicable source system(s).E.g. Overriding the promotion criteria of a Student with Disabilities will not resolve migration errors with SESIS and/or CAP.
15Types of Promotion Criteria Special FlagsOA: OveragePR: Previously RetainedSpec Ed: Special EdIEP CRI: Promotion Criteria from CAPLEP Flag: ELL Status
16Common Core Aligned NYS Assessments and Student Promotion In past years, promotion decisions for students with standard criteria were based on students’ state test performance levels (e.g. 1, 2, 3 or 4).Due to the changes in the tests, it is not possible to estimate students’ performance levels this year.Instead we will determine promotional cut scores based on student’s raw scores.Raw scores are the total number of questions the student answered correctly out of the total number tested.Standard promotion criteria students with raw scores in the lowest 10% (approximately) will be recommended for retention and summer school.We expect this number to be similar to last year.While the overall performance levels on the 2013 tests may be lower, the raw score required to meet promotion standards will be comparable to the 2012 tests.
17Common Core Aligned NYS Assessments and Student Promotion As in year’s past, promotional cut scores will be calculated centrally and loaded into ATS.School will be able to view promotional cut scores and other promotion related student performance data on RASP.A promotional cut score of “met” can be used to satisfy students’ promotion requirements.
18Release of Final NYS Test Results NYS test results are expected in late AugustThe release of NYS test results will not impact promotion decisions, as promotional cut scores will be used to make promotion decisions for the SYA decision to promote a student in June, based on the promotional cut scores, will not be reversed if a student did not achieve a Level 2 on the NYS test(s).
19Agenda NYC DOE Promotion Policy Promotion Criteria Changes Common Core Aligned NYS Assessments and Student PromotionEarly Preparation for June Promotion DecisionsPromotion PortfoliosCore Course Outcomes and Class PerformancePromotion ProcessPromotion Data FreezeJune DecisionsAugust DecisionsParent Appeals/Grade ChangesAdditional Resources
20Promotion Portfolios Portfolio Components ELALeveled Text (reading accuracy)Standard Reading Passage (reading comprehension)Independent Writing Activity (writing process, expression, mechanics)ELA Class Work (one piece of class work)MathematicsMathematical InventoryStandard Math ProblemsMathematics Class Work (one piece of class work)Overall Portfolio ScoresHigh Level 2: Eligible for promotion in JuneLevel 2: Eligible for promotion in AugustLevel 1A promotion portfolio is a collection of specific exercises that indicate whether a student in grade 3-8 is performing comparable to Proficiency Level 2 on the NYS ELA and/or mathematics exams.They are not samples of student work collected over the course of the year.
21Who Must Receive a Promotion Portfolio Students who do not meet the NYS test promotion standardStudents whose cut score indicates they did not meet in ELA and/or mathAre missing a cut score (for one or both exams)Grade 8 ELLs enrolled in a US schools system for at least two years, but no more than four years (MT8)Used to determine ELA gains in the absence of NYS ELA and NYSESLAT results in June.
22Students Recommended for Promotion Portfolios This year, students recommended for a promotion portfolio will appear in red on PPSC.The recommendation is intended to:Help schools administer and prepare promotion portfolios in a timely and targeted manner.Strategically balance the promotion portfolio workflow and reduce the amount of portfolios that need to be prepared. between the release of promotion cut scores and the deadline for principals to enter promotion decisions (3 days).
23Students Recommended for Promotion Portfolios Who is recommended for a promotion portfolio?Students who scored and Level 1 or Level 2 on the 2012 NYS examsStudents who were promoted on the basis of a promotion portfolio for the SY (Appeal Code 1)Portfolio recommendations are not exhaustive.Note: Grade 3 students who have never taken the NYS exams and new admits will likely not be flagged as recommended using the above rationale.Schools should administer additional promotion portfolios to students who they feel will not meet their promotion standards on the NYS exams based on academic performance throughout the year.
24Printing the Promotion Portfolio Summary Sheet Schools will print the Promotion Portfolio Summary Sheet from ATS (PPSC) to record student’s scores on the promotion portfolio.The summary sheet will be scanned into ATS (UPSC) to populate promotion portfolio data.
26Individual Portfolio Component Scores Portfolio Status
27Steps to Prepare a Promotion Portfolio (Teacher) For June Promotion DecisionsAccess materials needed from the Promotion section of the Principals’ Portal. Teachers will need to download two documents for the applicable grades:Promotion Portfolio ManualPromotion Portfolio Blackline MastersPrint the student’s Promotion Portfolio Summary Sheet from ATS (PPSC).Indicate whether the portfolio is being completed for ELA and/or math.Administer the portfolio components using the Manual and relevant sheets from the Blackline Masters.Score student responses for each component and calculate overall score for the promotion portfolio and record results on the Promotion Portfolio Summary Sheet.Use the checklist included in the Blackline Masters to assemble the promotion portfolio.For August Promotion DecisionsAdd the August Update Sheet and relevant evidence as outlined in the Manual. (This sheet is not scanned. Staple the sheet to the student’ portfolio)
28Steps to Prepare a Promotion Portfolio (Principal) For June Promotion DecisionsEnsure that all necessary evidence is included in the promotion portfolioUse checklist provided from the Blackline Masters.Review the evidence submitted and make a final determination on the promotion portfolio score (Level 1, Level 2, or High Level 2) and sign and date the bottom of the Promotion Portfolio Summary Sheet.Scan Promotion Portfolio Summary Sheet into ATS to populate portfolio results in ATS (UPSC).Deliver only portfolios of students who score High Level 2 and High Level 1 (for ELLs with MT8 Criteria) for students whom you are recommending for promotion.For August Promotion DecisionsReview the August Update Sheet and make a final determination on the portfolio score (Level 1 or Level 2), and sign and date the bottom of the August Update Sheet.If the overall portfolio score has changed, you can update the score on UPSC Example: Student work over summer school shows student has moved from Level 1 to Level 2.Deliver only portfolios of students who score Level 2 and for whom you are recommending promotion to community superintendents.
29Promotion PortfoliosPrincipals should only submit high quality, complete promotion portfolios for reviewAll components should be includedThe classwork items should reflect the student’s best workIt is recommended that the student work sample is from one of the school’s Common Core unitsSuperintendents review promotion portfolios and may confirm or change the score of the promotion portfolio in ATS.Once superintendents review a promotion portfolio score in ATS, schools will be prevented from printing a new Portfolio Summary Sheet (PPSC) or changing promotion portfolio scores (UPSC).
30TG8C: Core Course Outcomes and Class Performance Grades 3-7Schools will enter ELA/ESL and math performance in ATS for ELLs with multiple (MLT) criteria.Grade 8Starting June 3, core course outcomes that are finalized in STARS will transfer to ATS to populate the TG8C function.Schools will also be able to manually update TG8C to reflect grade 8 students performance in their core courses.As core courses are finalized throughout the week of June 3, the outcomes will migrate from STARS to ATS.Note, it may take 2 days for the outcomes to appear in ATS. STARS—SIF--ATSIf a course grade is updated in STARS, it will not replaced the course grade in ATS. Schools will need to then update STARS and ATS.
32Promotion Data FreezeJune 1: ATS will ‘freeze’ the DBN (promotion DBN) of all students.Schools will be responsible for making promotion decisions for all students on their register at this time.New registrants (not including transfers) will be added to schools’ promotion screens on an ongoing basis.June 10-12: Once a principal decision is entered, all pieces of promotion data will freeze for the remainder of the promotion process (through August promotion decisions).Discuss the reason discharged students will still appear
33June Promotion Decision Timeline: Grades K-8 Date1Action StepMay 7 –June 7Schools prepare standardized promotion portfolios and enter all promotion portfolio scores into ATS.Principals submit only High Level 2 and High Level 1 (for ELLs with MT8 criteria) promotion portfolios to superintendents for students who are being recommended for promotion.June 3-June 7Grade 8: Ensure core course outcomes are entered in TG8C.Grades 3-7: Ensure ELA/ESL and math class performance information is entered in TG8C.June 10Anticipated release of promotional cut scores in ATS.June 10-12Principals enter promotion decisions for ALL students in ATS (PDEC).Schools administer promotion portfolios to students who were not previously administered one and who did not meet a promotional cut score in ELA and/or math and require one for promotion. If the portfolio is a High Level 2, they may recommend the student for promotion and should submit the portfolio to the superintendent for review.June 12-14Superintendents enter June promotion decisions in ATS. Once a final decision is entered, it will enable school to begin printing June decisions letters and summer school letters.June 17-26Schools print standardized June decisions letter(for students who were not promoted) from ATS and send letters home to families.1Dates are general time frames and may be updated as events relating to promotion decisions are finalized.
34RASP: Overall ELA and Math Performance RASP contains all subject related performance points, that are used to determine recommended promotion decisions.Cut scoresNYS test resultsNYC summer test resultsELA GainsFor ELLs only. Based on NYSESLAT and NYS ELA resultsESL/Math Course PerformanceOnly applicable to ELL’s in grades 3-7 with multiple (MLT) criteria
35Overall ELA and Math Performance (Determine Recommended Decision on PDEC) Column in red denotes final ELA/Math performance. This information will populate the ELA and Math performance fields on PDEC/FDEC.
36PDEC: Principal Decisions for Grades K-8 Principals will enter promotion decisions for students in grades K-8 on PDECPrincipals will not be able to enter promotion decisions until:Core course outcomes are entered for all grade 8 studentsAll students who require a promotion portfolio have received a promotion portfolio and the results are entered in ATSDischarged students will continue to appear on promotion screens (Students will appear in blue on PCOMM or green on WebConnect)Schools should enter promotion decisions for these students based on the available data.The decision will be used as a starting point to determine placement, if the student re-enrolls.There is no recommended decision for discharged studentsPromotion portfolios are not required for discharged students
37Overall ELA and Math Performance (From RASP) Core Course Summary (From TG8C)Overage and/or previously retained students are displayed in red
38Type ‘D’ to display student biographical info Type ‘C’ to enter a comment for a promotion appealRecommended Decision and Principal DecisionPortfolio Scores and AppealsIf disagreeing with recommended decision, enter appeal reason code:Portfolio (Valid Scores Required)Overage/Previously Retained (August Only-Comment Required)Principal Discretion to Retain (Comment Required)
40Final Promotion Decision Letter # and Letter Status
41JUPL: June Letter Printing Screen Schools will release English versions of June retention letters (and summer school letters) from ATS printers using this function in ATS.Schools can complete multiple releases of the letters as needed.Summer school letters cannot be printed until a promotion decision is entered.Schools can back-pack the letters home to families.
42Select which letters to print (New, all or by ID) Update Mailing Date or Principal Name(To Be Displayed on Letters)Sort by Grade Level or Official Class
43Sample June Decision Letter Parent’s Preferred Written LanguageSample June Decision LetterInformation about the June promotion decision and additional opportunities for the child to meet promotion standardsLetter version
44ATS PrintersSchools may print June decision letters on any DFS certified ATS printer:Lexmark T630, T640, T650, X646, X736, X466, X656.Ensure legal paper is loaded in printers and the default tray is adjusted to accommodate legal paper.Additional information about releasing printing jobs is available on ATS Print.
45TranslationIf a family’s preferred written language is a language other than English, schools should download and print the corresponding translated version of the letter from the Promotion page.Parent’s preferred written language is located in the top right corner of the letter.The letter number is located in the bottom right corner of the English and translated letters.The June letter key will assist schools in matching English and translated version of the letters.Schools should send both the English and translated version of June decision letters home to families.
46Student Participation in Commencement Ceremonies1 Elementary school: If a student does not meet promotion requirements in June, the principal and parent can decide together if the student should participate in a moving up or graduation ceremony.Schools should obtain written consent from parents explicitly stating they understand participation in June graduation or stepping up ceremonies does not mean their child will be promoted.Middle school and High School Students: Students may not participate in their school’s moving up or graduation ceremony if they have not met promotion/graduation requirements.MS and HS policy from HS Academic Policy Manual1Especially important for students in articulating grade (5th and 8th) and high school seniors.
47Overage and/or Previously Retained Provision In August, principals may recommend promotion for students in grades 3-8 who are overage and/or previously retained who have not yet met their promotion standards.OA/PR students will appear in red on the August PDECTo recommend promotion, principals must provide information and evidence of how the students have demonstrated gains on multiple measures of assessment (e.g. standardized assessment scores, classroom assessments, completed student assignments, and teacher observations)Grade LevelNorm AgeOverage1Previously Retained In Grade814168, 7 or 6713157, 6 or 56126, 5 or 45115, 4 or 34104, 3 or 2393, 2 or 1DefinitionsOverage: Student is two or more years overage for his/her grade level by December 31 of current school year.Previously Retained: Student was retained in his/her current, or prior two grade levels.1Must turn this age by December 31st of the current school year.
48August Promotion Decision Timeline: Grades 3-81 Date2Action StepJuly 29- August 1Grade 8: Ensure summer school core course outcomes are entered in TG8C.Grades 3-7: Ensure ELA/ESL and math class performance information is entered in TG8C.Teachers complete the “August Update: Promotion Review Summary Sheet and add to students’ promotion portfolios.August 5-7NYC Summer tests administered. (August 5: Math, August 6:ELA, August 7: Makeup)August 8NYC Summer test results are available for schools to view in ATS (RASP).August 8-9Principals enter August promotion decisions in ATS (PDEC).Principals submit only Level 2 promotion portfolios to superintendents for students who did not meet their New York State test promotion standard but whom the principal is recommending for promotion.August 12-13Superintendents enter final August promotion decisions in ATS.August 19-23Final August promotion decision letters are printed and mailed to families by Central.August 26-30Principals and superintendents begin to hear parent appeals to final August promotion decisions.1 Pre-K-2 Promotion decisions are only made in June.2Dates are general time frames and may be updated as events relating to promotion decisions are finalized.
49Parent AppealsTo appeal a promotion decision, parents should submit an appeal in writing to the principal within three days of receiving the August decision letter1.All parent appeals are addressed first by the principal and then the superintendent (when necessary).When necessary, the principal submits the promotion portfolio to the superintendent, who:All appeals are reviewed and evaluated based on the student's promotion criteriaAppeals will be addressed beginning the week of August 27.1Parents should not be turned away if their appeal is received outside the designated timeframe or is not submitted in writing.
50Parent Appeals/Grade Level Changes Appeals that will result in a change of grade level should be entered in ATS using the RQSA functions.Grade level changes will be escalated to the superintendent for review and a final determination.When entering requests schools should provide detailed rationale in alignment with Chancellor’s Regulation A-501.RQSA (GRC): Request change of grade level for students in non-articulating gradesRQSA (PAT): Request change of grade level for students in articulating gradesRQSD: View Action Request StatusThe process has not changed for grades PreK-2.District 75 and 79 will not be restricted.Current Numbers 4004 appeals 2224 approved 1084 rejected.Reduces accountability errors for schools.Incorrect grade bumping negatively affected schools Adequate Yearly Progress (AYP) last year.Facilitates accurate enrollment information.Streamlines the end of year process for pupil accounting secretaries.
518 (GRC): Request change of grade level for students in non-articulating grades 9 (PAT): Request change of grade level for students in articulating grades
52Enter requested grade level and effective date Enter rationale for requesting appeal/grade change. Provide detailed information in alignment with Chancellor’s Regulation A-501
53List Notice Information (if available) Enter rationale for requesting appeal/grade change. Provide detailed information in alignment with Chancellor’s Regulation A-501
55ATS Rollover and Promotion Date1Action StepMay- JuneSchools set official classes and enter list notices for the school year.Mid-JulyATS Rollover: ATS transitions from to school year. All students are grade bumped forward one grade (regardless of promotion decisions).August 8- 13Final August Promotion Decisions are made.Late AugustATS Pullback. All students in grades 3-8 whose final August decision is retain, will have their grade bump/list notice cancelled. They will be placed back into their grade level.After ATS PullbackAll appeals that result in a grade level change or requests to change a student’s grade level are entered in ATS on an individual basis using the RQSA functions.Pre-K-2 do not make promotion decisions in August.Any changes to promotion portfolio scores in August based on SS performance will be sent to supt in promotion portfolio. Supts will make changes to scores in ats.1 Dates are general time frames and may be updated as events relating to promotion decisions are finalized.
56Next Steps for CFN’sTurnkey trainings to all schools by Friday May 24, 2013Make sure every school receives training (especially new principals)This PowerPoint will be available on the Network Promotion/Summer School Resource PageA similar presentation will also be available on the Principals’ PortalSupport schools in completing the promotion process (policy question, criteria corrections, decision completion in ATS)