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Promotion in Doubt January 2012 Office of School Support.

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1 Promotion in Doubt January 2012 Office of School Support

2 2 Overview Chapter 1: Promotion-in-Doubt (PID) Overview Chapter 2: Reviewing & Correcting Promotion Criteria Chapter 3: ATS Designation (Systems) Chapter 4: Before You Print Letters Chapter 5: Written Notification Chapter 6: Additional Resources Appendix

3 Chapter 1: Promotion In Doubt Overview 3

4 Overview Chancellor’s Regulation A-501 Chancellor’s Regulation A-501 outlines promotion standards for New York City public school students in grades K through 12, as well as procedures for implementing the promotion policy, including the Promotion in Doubt (PID) process. The PID process allows schools to formally notify families, in writing, that their child is at risk of not meeting promotion standards and being retained in the same grade for the next school year. This mid-year notification, which occurs in February, enables schools and families to plan for the needed supports and interventions to help students meet promotion standards by June. 4

5 Promotion In Doubt Process Early Notice to Families: Schools give early notice to parents if their child’s performance is not approaching standards at fall parent teacher conferences. Criteria Checks and Corrections: Schools review student’s promotion criteria in ATS and update where needed. ATS Designation: Schools identify student’s whose performance is not approaching standards (e.g. ELA, math) as PID. Written Notice to Families: Schools generate and print PID letters from ATS and mail to families. Schools should not create or send their own PID letters. Continued Notice to Families: Schools update parents regarding their child’s progress towards meeting promotion standards at spring parent teacher conferences. 5

6 Promotion in Doubt Timeline 6 DateAction Beginning September 2011 Schools review RPCR report in ATS and update sources systems as needed.RPCR Fall Parent Teacher Conferences Early notice to parents if their child’s performance is not approaching standards. January 10–February 3, 2012 Schools identify students as PID using the UPID function in ATS.UPID January 17, 2012PIDLPIDL function opens for schools to begin PID letter printing. January 31, 2012 Deadline to change promotion criteria for students with existing IEPs so that the updated criteria applies for promotion decisions in the school year. February 3, 2012Deadline for schools to designate students as PID in ATS. February 6-10, 2012 Schools generate and release PID letters from ATS printers and mail to families. February 15, 2012 Final deadline for parents to receive written notice of PID status. Spring Parent Teacher Conferences Update parents on their child’s progress towards meeting promotion standards.

7 Changes to the PID Process ATS will now designate PID Letters for all students. Schools will no longer need to select the appropriate PID letter for ELLs The definition of English Language School System was updated as well as the function previously used to capture this information, UYRE. UYRE 7

8 Chapter 2: Review & Correcting Promotion Criteria 8

9 Types of Criteria: Grades K-2 Promotion decisions for students in grade K-2 are made by: The principal in consultation with the child’s teacher and parent (Grade K). Made by the principal (Grades 1-2). Students in grades K-2 have Lower Grade (LGR) criteria. 9

10 Types of Criteria: Grades 3-8 Promotion decisions for students in these grades are made by the principal and superintendent and are based on the student’s promotion criteria. Students in grades 3-8 have one of 5 criteria: Standard (STD) Held to promotion criteria outlined in Chancellor’s Regulation A-501Chancellor’s Regulation A-501 Modified (MOD) Held to promotion criteria reflected in their IEP (by applicable deadline) Multiple (MLT, ML8, MT8) Varies by grade level, enrollment in US schools and years of service. Exempt (EXM) Not held to promotion criteria in Chancellor’s Regulation A-501Chancellor’s Regulation A-501 None (NON) Students’ whose IEPs specifies they do not participate in state/citywide assessments and specify a modified promotion standard due to the nature or severity of the disability. 10

11 11 ELL Information ATS Criteria Code Promotion Standards Enrolled in a US school for fewer than 2 years EXMStudents are exempt from the NYC DOE Promotion Policy. Enrolled in a US school for at least 2 but fewer than 4 years or qualified for extension of services for a 4 th or 5 th year MLTPromotion decisions are based on multiple standards, including satisfactory performance* in ESL and math OR satisfactory proficiency** on the NYSESLAT, and achievement at or above Level 2 on the State Mathematics test. Enrolled in a US school for at least 4 years and not qualified for extension of services STDStudents are held to standard promotion criteria (unless otherwise reflected in their IEP). Types of Criteria: ELLs Grades 3-7 *Satisfactory performance: Progress observed and recorded throughout the year showing growth and consistent movement along a continuum. **Satisfactory proficiency: Growth in NYSESLAT proficiency levels that is in alignment with the demonstrated classroom growth.

12 Types of Criteria: ELLs Grade 8 12 ELL Information ATS Criteria Code Promotion Standards Enrolled in a US school for less than 1 year EXMStudents are exempt from the NYC DOE Promotion Policy. Enrolled in a US school for at least 1 but fewer than 2 years OR SIFE (Students with Interrupted Formal Education) ML8Students are promoted if they pass their core courses. Enrolled in a US school for at least 2 but fewer than 3 years MT8Students are promoted if they (1) pass their core courses, (2) achieve gains in ELA (NYSESLAT or State test), and (3) achieve at or above Level 2 on the State Mathematics test. Enrolled in a US school for at least 3 but fewer than 4 years MT8Students are promoted if they (1) pass their core courses, (2) achieve gains on the State ELA test, and (3) achieve at or above Level 2 on the State Mathematics test. Enrolled in a US school for at least 4 years STDStudents are held to standard promotion criteria (unless otherwise reflected in their IEP).

13 Types of Criteria: Grades 9-12 Promotion decisions for students in grades 9-12 are made by the principal. They are based on: Credit accumulation Successful completion of course work Maintaining a goal of 90 percent attendance Students in grades 9-12 have Standard (STD) or None (NON) criteria. 13

14 RPCRRPCR: Promotion Criteria Report Beginning in September, schools were asked to begin checking promotion criteria using the RPCR report in ATS to ensure students’ promotion criteria are accurately reflected in ATSRPCR If the information is incorrect, schools should update the information in the source system (e.g. SESIS, CAP, UYRE). UYRE 14

15 PROFILE New York City Public Schools :39:40 RPCR0100 ATS Report Selection Screen (RPCR) LLOTITO ==> GRADE K - 12 PROMOTION CRITERIA REPORT SELECTION CRITERIA:(ENTER SPECIFIC CRITERIA, LEAVE BLANK FOR ENTIRE SCHOOL) GRADE LEVEL (E.G.03) (DEFAULT IS ALL): __ GRADE CODE (DEFAULT IS ALL): ___ OFFICIAL CLASS (DEFAULT IS ALL): ___ STUDENT ID : ___ ___ ___ SORT OPTIONS: (ENTER A "Y", DEFAULT IS ALPHA) SORT BY GRADE LEVEL, ALPHA : _ SORT BY GRADE CODE, ALPHA : _ SORT BY OFFICIAL CLASS, ALPHA : _ ID: SUBJ: _______________________ PRINT OPTION: ( ENTER PRINTER INFORMATION ) DOWNLOAD DIST: 000 LOC: 000 PRINTER: 0 HOLD: N ID: EPTW2033 TYP: _ Press F6 to execute F1/Help F2/ F3/Quit-return F4/Lookup F5/ F6/Execut F7/ F8/ F9/Refresh F10/ F11/ F12/Exit 15 The RPCR Report

16 PROFILE: ATS NEW YORK CITY PUBLIC SCHOOLS DATE: 01/12/12 USER: LLOTITO GRADE K TO 12 PROMOTION CRITERIA REPORT (RPCR) PAGE: 1 OFF GRD GRD PROMO OVR PRV SPEC IEP LEP STUDENT NAME STUDENT ID CLS CDE LVL CRITERIA AGE RET ED CRI FLG STUDENT STD STUDENT LGR Y R STUDENT K LGR STUDENT LGR STUDENT K LGR STUDENT STD STUDENT LGR Y STD Y STUDENT STD Y STUDENT STD Y STUDENT LGR R STUDENT K LGR R STUDENT LGR R STUDENT LGR STUDENT K LGR R STUDENT LGR R STUDENT LGR STUDENT STD ATSPROD> 16 The RPCR Report printed to the screen

17 17 The RPCR Report in Excel

18 Correcting ELL Promotion Criteria P romotion criteria for ELLs is determined by three factors: Number of years enrolled in a US school system Qualification for extension of ELL services (grades 3-7) Status as a Student with Interrupted Formal Education (SIFE) (grade 8 only). Update: Years enrolled in an English Language School System (ELSS) is now defined as enrollment in US schools, excluding Puerto Rico. 18

19 Correcting ELL Promotion Criteria Updating Enrollment in US Schools (Formerly ELSS) The redesigned UYRE function now allows schools to:UYRE View NYC DOE enrollment (calculated in months by ATS) Add additional months of enrollment Months of enrollment are accrued on an ongoing basis. View students’ eligibility for ELA exemption (in relation to state accountability) View years enrolled in US schools (in relation to promotion criteria 19

20 PROFILE New York City Public Schools :57:56 UYRE0100 Months Enrolled Update Screen (UYRE) LLOTITO ==> PAGE 1 OF 2 GRADE LVL: GRADE CODE: OFFICIAL CLASS: L ***MONTHS** OFF GD E HOM TST PREV ***ENROLL** YRS ELA D STUDENT NAME CLS LV P LNG MOD EXMPT DOE USA TOT ENR EXM _ STUDENT Y FR __ 13 1 _ STUDENT Y SP __ 16 1 _ STUDENT Y SP * _ STUDENT Y TW 11 __ 11 0 _ STUDENT Y SP 11 __ 11 0 _ STUDENT Y SP 11 __ 11 0 _ STUDENT Y SP 22 __ 22 1 _ STUDENT Y SP 05 __ 05 0 * _ STUDENT Y SP _ STUDENT Y SP __ 12 1 _ STUDENT Y SP 05 __ 05 0 * _ STUDENT Y SP MAKE CHANGES TO USA ENRL AS REQUIRED. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit 20 UYRE update screen

21 Correcting SWD Promotion Criteria Promotion criteria for SWD is established during IEP conferences and reflected in their IEPs. Students with existing IEPs will be held to the promotion criteria reflected in their IEP on January 31, Students who were initially referred to special education after January 31 and students with existing IEPs who transferred into a NYC DOE school after January 31 will be held to the criteria reflected in their IEP on May 20,

22 Correcting SWD Promotion Criteria The Troubleshooting SESIS IEPs Not Recorded in CAP page contains guidance to assist schools in identifying and troubleshooting IEPs that are not transferring from SESIS to CAP.Troubleshooting SESIS IEPs Not Recorded in CAP page 22 Common Issues Preventing the Transfer of Promotion Criteria from SESIS to CAP IssueResolution Path IEP Missing Promotion Criteria If the promotion criteria field was not completed in SESIS or is incorrect, schools will need to revise or amend the IEP as needed. Authorizations Missing Ensure the CAP Detail Placement screen is complete including all necessary authorizations and first attend dates. Recent changes to IEP in SESIS/CAP As schools modify IEPs in SESIS or complete the detail placement screen in CAP, the information does not immediately transfer to ATS. Schools should allow up to two weeks for the updated information to be reflected in ATS.

23 Chapter 3: ATS Designation 23

24 UPIDUPID: Update Promotion In Doubt Schools should identify students who are not on target to meet their promotion standards and are in danger of being retained in their current grade for the following year. PID Area(s): Grades K-2: No subject area designation. Grades 3-7: ELA and/or math. Grade 8: ELA, math, science, and/or social studies. Grades 9-12: Credit accumulation, coursework, and/or Attendance. School now enter ‘Y’ in the P I D column on the UPID screen to identify students who are Promotion in Doubt. Schools enter ‘X’ in the ELA, MAT, SCI, SOC, CR, CW, AT fields as required 24

25 PROFILE New York City Public Schools :17:27 BIOG0665 Update Promotion In Doubt (UPID) LLOTITO ==> PAGE 4 OF 76 GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: N STUDENT ID: P OFF GD PRM I LTR D STUDENT NAME CLS LV CRI ATT D LT ELA MAT SCI SOC STA _ STUDENT STD 100 _ 05 _ _ _ _ _ STUDENT STD 96 Y 05 X _ _ _ NEW _ STUDENT STD 96 _ 05 _ _ _ _ _ STUDENT LGR 97 Y 01 _ _ _ _ NEW _ STUDENT STD 96 _ 05 _ _ _ _ _ STUDENT K LGR 100 _ 01 _ _ _ _ _ STUDENT LGR 88 _ 01 _ _ _ _ _ STUDENT K LGR 91 _ 01 _ _ _ _ _ STUDENT LGR 100 _ 01 _ _ _ _ _ STUDENT STD 96 _ 05 _ _ _ _ _ STUDENT STD 100 _ 05 _ _ _ _ _ STUDENT STD 84 Y 05 X X _ _ NEW Make changes to PID as required. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit 25 UPID for Grades K - 8

26 PROFILE New York City Public Schools :23:34 BIOG0665 Update Promotion In Doubt (UPID) LLOTITO ==> PAGE 1 OF 298 GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: N STUDENT ID: P OFF GD PRM I LTR D STUDENT NAME CLS LV CRI ATT D LT CR CW AT STA _ STUDENT STD 99 _ 13 _ _ _ _ STUDENT STD 96 _ 13 _ _ _ _ STUDENT STD 58 _ 13 _ Y Y NEW _ STUDENT STD 99 _ 13 _ _ _ _ STUDENT STD 91 _ 13 _ _ _ _ STUDENT STD 82 _ 13 _ _ _ _ STUDENT STD 28 Y 13 Y Y Y NEW _ STUDENT STD 55 _ 13 _ _ _ _ STUDENT STD 66 Y 13 _ Y Y NEW _ STUDENT STD 91 _ 13 _ _ _ _ STUDENT STD 72 _ 13 _ _ _ _ STUDENT STD 88 _ 13 Y _ _ NEW Make changes to PID as required. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit 26 UPID for Grades

27 Chapter 4: Before You Print Letters 27

28 BIOUBIOU: Update Students’ Addresses As needed, schools should update student’s addresses to ensure receipt of PID letters. Proof of residence is required and can be verified by any two of the following: A residential utility bill (gas or electric) in the resident's name. Documentation or letter on letterhead from a federal, state, or local government agency indicating the resident’s name and address. An original lease agreement, deed or mortgage statement for the residence. A current property tax bill for the residence. A water bill for the residence; must be dated within the past 60 days. Official payroll documentation from an employer. Schools should update ATS, as well as internal documents. 28

29 PROFILE 08-X-405 New York City Public Schools :31:51 BIOG0500 Update Student (BIOU) LLOTITO ==> STUDENT ID: ACP FLAG: SSN: _________ LAST NAME: LASTNAME_____________________ FIRST: FIRSTNAME____________________ MIDDLE: _______________ DOB: 00 / 00 / 00 SEX: M PROOF OF BIRTH: 1 CERT #: _ POB CODE: 65 HOME DIST: 00 HOME BORO: 0 NON-RES TUITION: _ HOUSING ST: P UNAC YOUTH: _ HOUSE NO: 1230____ STREET: ZEREGA AVENUE_______________ APT NO: B2__ CITY: BRONX______________ STATE: NY ZIP: ____ GEO CODE: 88 ADDR STAT: V _________________________________________ PHONE: HOME LANG: UD ETHNIC ST: 4 HISPANIC: _ RACE: _ MEAL CODE: A HEALTH ALERT: U HEALTH INS: B IMMUN: C RECS RECEIVED: _ ADMIT CODE: 57 ADMIT DATE: 07 / 02 / 00 STATUS: A ADMIT REASON: ZO DATE ENTERED NYC SCHOOL SYSTEM: 00 / 00 / 00 UPDATE ADLT ADDR: Y SCHOOL LOCATION: BORO DIST SCHOOL GRADE GR LVL OFF CLASS CURRENT: PREVIOUS: Make changes to this data as required. F1/Help F2/Save F3/Quit-return F4/Lookup F5/Cont F6/ F7/ F8/ F9/Refresh F10/Vrfy addr F11/Mail addr F12/Exit 29 BIOU

30 UPPGUPPG: Update Parents’ Preferred Written Language As needed, schools should use this screen to update the preferred languages in which the adults in a student’s household want to receive oral and written communication. 30

31 PROFILE New York City Public Schools :36:23 UPPG0100 Update Parent's Preferred Languages (UPPG) LLOTITO ==> PAGE 2 OF 70 SCHOOL: 000 GRADE: OFFICIAL CLASS: LIMIT TO AUTH 01 AND 02: Y AU RL SPK WRT NAME STUDENT ID GRD LV O.C PARENT/GUARDIAN CD CD LAN LAN STUDENT PARENT NO NO STUDENT SSU PARENT NO NO STUDENT PARENT NO NO PARENT NO NO STUDENT PARENT NO NO STUDENT PARENT NO SP PARENT NO SP STUDENT PARENT BG BG PARENT BG BG STUDENT PARENT NO NO STUDENT PARENT BG BG PARENT BG BG Make changes to this data as required F1/Help F2/Save F3/Quit-return F4/Lookup F5/ F6/ F7/Back F8/Forw F9/Refresh F10/ F11/ F12/Exit 31 UPPG

32 ATS Printers Schools may print PID 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.ATS Print CFN Technology Liaisons can help schools manage their printing by monitoring and re-routing print jobs using DFS. 32

33 Chapter 5: Written Notification 33

34 PIDLPIDL: PID Letter Printing Screen Schools release English versions of PID letters from ATS printers using PIDL. PIDL will be available Tuesday January 17,2012PIDL Schools can complete multiple releases of PID letters as they identify and/or update students’ PID status. The deadline for parents to receive written notification of their child’s PID status is Wednesday, February 15,

35 PROFILE New York City Public Schools :47:40 BIOG0670-TEST-T Promotion-In-Doubt Letters (PIDL) LLOTITO ==> Promotion-In-Doubt Letters SELECTION CRITERIA: NEW STUDENTS/LTR NEVER PRINTED: Y ALL LETTERS: N STUDENT ID: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ GENERATE ILOG ENTRY (Y/N): Y MAILING DATE: 01 / 18 / 2011 UPDATE PRINCIPAL NAME : JOHN SMITH__________________ SORT OPTIONS (ENTER "Y", DEFAULT IS ALPHA) GRADE LEVEL, ALPHA: _ OFFICIAL CLASS, ALPHA: _ PRINT OPTION: ( ENTER PRINTER INFORMATION ) DIST: 000 LOC: 000 PRINTER: 0 HOLD: H Press F6 to execute F1/Help F2/ F3/Quit-return F4/Lookup F5/ F6/Execut F7/ F8/ F9/Refresh F10/ F11/ F12/Exit 35 PIDL

36 PROFILE New York City Public Schools :17:27 BIOG0665 Update Promotion In Doubt (UPID) LLOTITO ==> PAGE 4 OF 76 GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: N STUDENT ID: P OFF GD PRM I LTR D STUDENT NAME CLS LV CRI ATT D LT ELA MAT SCI SOC STA _ STUDENT STD 100 _ 05 _ _ _ _ _ STUDENT STD 96 Y 05 X _ _ _ PTD _ STUDENT STD 96 _ 05 _ _ _ _ _ STUDENT LGR 97 Y 01 _ _ _ _ PTD _ STUDENT STD 96 _ 05 _ _ _ _ _ STUDENT K LGR 100 _ 01 _ _ _ _ _ STUDENT LGR 88 _ 01 _ _ _ _ _ STUDENT K LGR 91 _ 01 _ _ _ _ _ STUDENT LGR 100 _ 01 _ _ _ _ _ STUDENT STD 96 _ 05 _ _ _ _ _ STUDENT STD 100 _ 05 _ _ _ _ _ STUDENT STD 84 Y 05 X X _ _ PTD Make changes to PID as required. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit 36 UPID after printing letters

37 37

38 Translation If 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 PID web page.PID web 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 PID letter key will assist schools in matching English and translated version of the letters.PID letter key Schools should mail both the English and translated version of PID letters. 38

39 Chapter 6: Additional Resources 39

40 Principals’ Portal The ATS Wiki provides detailed information pertaining to ATS functions and fields.ATS Wiki The PID Page on the Principals’ Portal contains pertinent information relating to the PID process:PID Page PID Guide PID Letter Key Promotion Timelines Grades K-8 Grades 9-12 Translated PID Letters 40

41 Appendix 41

42 Appendix ATS Wiki: Chancellor’s Regulation A-501: Network Promotion Point Spreadsheet: AE0CB95/0/NetworkPromotionPointPeopleUpdatedNov82011.xlshttp://intranet.nycboe.net/NR/rdonlyres/44171A75-D AF5A AE0CB95/0/NetworkPromotionPointPeopleUpdatedNov82011.xls PID Guide: F49BA04ABA82/0/PIDGuideforPPortal1212.pdfhttp://intranet.nycboe.net/NR/rdonlyres/2AB82DA5-F A-BC49- F49BA04ABA82/0/PIDGuideforPPortal1212.pdf PID Letters: 6C7D7EF2A8E7,frameless.htm?NRMODE=Publishedhttp://intranet.nycboe.net/NR/exeres/ E-A76E-4C C7D7EF2A8E7,frameless.htm?NRMODE=Published PID Page: Process/default.htm Process/default.htm Promotion Timelines Grades K-8: 9AE11E95330D/0/K8TimelineUpdated pdfhttp://intranet.nycboe.net/NR/rdonlyres/2DD06B A4-A914- 9AE11E95330D/0/K8TimelineUpdated pdf Grades 9-12: 91FA2AEC3076/0/912Timeline pdfhttp://intranet.nycboe.net/NR/rdonlyres/76D9ACA5-F B5A5- 91FA2AEC3076/0/912Timeline pdf Sample PID Letter: 35D79DEDC229/0/SamplePIDLetter.pdfhttp://authoringportal.nycboe.net/NR/rdonlyres/23B E5-4F7E D79DEDC229/0/SamplePIDLetter.pdf Trouble Shooting SESIS IEPs not recorded in CAP: WebConnect Internal URL: https://wc.nycenet.edu/https://wc.nycenet.edu/ 42


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