4 OverviewChancellor’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.
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.
6 Promotion in Doubt Timeline DateActionBeginning September 2011Schools review RPCR report in ATS and update sources systems as needed.Fall Parent Teacher ConferencesEarly notice to parents if their child’s performance is not approaching standards.January 10–February 3, 2012Schools identify students as PID using the UPID function in ATS.January 17, 2012PIDL function opens for schools to begin PID letter printing.January 31, 2012Deadline 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, 2012Schools generate and release PID letters from ATS printers and mail to families.February 15, 2012Final deadline for parents to receive written notice of PID status.Spring Parent Teacher ConferencesUpdate 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 ELLsThe definition of English Language School System was updated as well as the function previously used to capture this information, UYRE.
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.
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-501Modified (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-501None (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.
11 Types of Criteria: ELLs Grades 3-7 ELL InformationATS Criteria CodePromotion StandardsEnrolled in a US school for fewer than 2 yearsEXMStudents 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 4th or 5th yearMLTPromotion decisions are based on multiple standards, including satisfactory performance* in ESL and mathORsatisfactory 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 servicesSTDStudents are held to standard promotion criteria (unless otherwise reflected in their IEP).*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 ELL InformationATS Criteria CodePromotion StandardsEnrolled in a US school for less than 1 yearEXMStudents 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 yearsMT8Students 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 yearsStudents 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 yearsSTDStudents 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 accumulationSuccessful completion of course workMaintaining a goal of 90 percent attendanceStudents in grades 9-12 have Standard (STD) or None (NON) criteria.
14 RPCR: 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 ATSIf the information is incorrect, schools should update the information in the source system (e.g. SESIS, CAP, UYRE).
15 PROFILE 00-0-000 New York City Public Schools 01-12-12 13:39:40 RPCR ATS Report Selection Screen (RPCR) LLOTITO==>GRADE K - 12 PROMOTION CRITERIA REPORTSELECTION 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 ) DOWNLOADDIST: 000 LOC: 000 PRINTER: 0 HOLD: N ID: EPTW2033 TYP: _Press F6 to executeF1/Help F2/ F3/Quit-return F4/Lookup F5/ F6/ExecutF7/ F8/ F9/Refresh F10/ F11/ F12/ExitThe RPCR Report
16 The RPCR Report printed to the screen PROFILE: ATS NEW YORK CITY PUBLIC SCHOOLS DATE: 01/12/12USER: LLOTITO GRADE K TO 12 PROMOTION CRITERIA REPORT (RPCR) PAGE: 1OFF GRD GRD PROMO OVR PRV SPEC IEP LEPSTUDENT NAME STUDENT ID CLS CDE LVL CRITERIA AGE RET ED CRI FLGSTUDENT STDSTUDENT LGR Y RSTUDENT K LGRSTUDENT LGRSTUDENT K LGRSTUDENT STDSTUDENT LGR Y STD YSTUDENT STD YSTUDENT STD YSTUDENT LGR RSTUDENT K LGR RSTUDENT LGR RSTUDENT LGRSTUDENT K LGR RSTUDENT LGR RSTUDENT LGRSTUDENT STDATSPROD>The RPCR Report printed to the screen
18 Correcting ELL Promotion Criteria Promotion criteria for ELLs is determined by three factors:Number of years enrolled in a US school systemQualification 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.ELSS and US schools are used interchangeably.
19 Correcting ELL Promotion Criteria Updating Enrollment in US Schools (Formerly ELSS)The redesigned UYRE function now allows schools to:View NYC DOE enrollment (calculated in months by ATS)Add additional months of enrollmentMonths 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
20 PROFILE 00-0-000 New York City Public Schools 01-12-12 13:57:56 UYRE Months Enrolled Update Screen (UYRE) LLOTITO==> PAGE 1 OF 2GRADE LVL: GRADE CODE: OFFICIAL CLASS:L ***MONTHS**OFF GD E HOM TST PREV ***ENROLL** YRS ELAD STUDENT NAME CLS LV P LNG MOD EXMPT DOE USA TOT ENR EXM_ STUDENT Y FR ___ STUDENT Y SP ___ STUDENT Y SP *_ STUDENT Y TW ___ STUDENT Y SP ___ STUDENT Y SP ___ STUDENT Y SP ___ STUDENT Y SP __ *_ STUDENT Y SP_ STUDENT Y SP ___ STUDENT Y SP __ *_ STUDENT Y SPMAKE CHANGES TO USA ENRL AS REQUIRED.F1/Help F2/Save F3/Quit-return F4/ F5/ F6/F7/ F8/Forw F9/Refresh F10/ F11/ F12/ExitUYRE 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, 2012.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, 2012.
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.Common Issues Preventing the Transfer of Promotion Criteria from SESIS to CAPIssueResolution PathIEP Missing Promotion CriteriaIf the promotion criteria field was not completed in SESIS or is incorrect, schools will need to revise or amend the IEP as needed.Authorizations MissingEnsure the CAP Detail Placement screen is complete including all necessary authorizations and first attend dates.Recent changes to IEP in SESIS/CAPAs 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.
24 UPID: 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
25 PROFILE 00-0-000 New York City Public Schools 01-12-12 14:17:27 BIOG Update Promotion In Doubt (UPID) LLOTITO==> PAGE 4 OF 76GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: NSTUDENT ID: POFF GD PRM I LTRD STUDENT NAME CLS LV CRI ATT D LT ELA MAT SCI SOC STA_ STUDENT STD _ 05 _ _ _ __ STUDENT STD Y 05 X _ _ _ NEW_ STUDENT STD _ 05 _ _ _ __ STUDENT LGR Y 01 _ _ _ _ NEW_ STUDENT STD _ 05 _ _ _ __ STUDENT K LGR _ 01 _ _ _ __ STUDENT LGR _ 01 _ _ _ __ STUDENT K LGR _ 01 _ _ _ __ STUDENT LGR _ 01 _ _ _ __ STUDENT STD _ 05 _ _ _ __ STUDENT STD _ 05 _ _ _ __ STUDENT STD Y 05 X X _ _ NEWMake changes to PID as required.F1/Help F2/Save F3/Quit-return F4/ F5/ F6/F7/ F8/Forw F9/Refresh F10/ F11/ F12/ExitUPID for Grades K - 8
26 PROFILE 00-0-000 New York City Public Schools 01-12-12 14:23:34 BIOG Update Promotion In Doubt (UPID) LLOTITO==> PAGE 1 OF 298GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: NSTUDENT ID: POFF GD PRM I LTRD STUDENT NAME CLS LV CRI ATT D LT CR CW AT STA_ STUDENT STD _ 13 _ _ __ STUDENT STD _ 13 _ _ __ STUDENT STD _ 13 _ Y Y NEW_ STUDENT STD _ 13 _ _ __ STUDENT STD _ 13 _ _ __ STUDENT STD _ 13 _ _ __ STUDENT STD Y 13 Y Y Y NEW_ STUDENT STD _ 13 _ _ __ STUDENT STD Y 13 _ Y Y NEW_ STUDENT STD _ 13 _ _ __ STUDENT STD _ 13 _ _ __ STUDENT STD _ 13 Y _ _ NEWMake changes to PID as required.F1/Help F2/Save F3/Quit-return F4/ F5/ F6/F7/ F8/Forw F9/Refresh F10/ F11/ F12/ExitUPID for Grades
28 BIOU: 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.
29 BIOU PROFILE 08-X-405 New York City Public Schools 01-12-12 14:31:51 BIOG 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: 65HOME 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: HISPANIC: _ RACE: _ MEAL CODE: AHEALTH ALERT: U HEALTH INS: B IMMUN: C RECS RECEIVED: _ADMIT CODE: 57 ADMIT DATE: 07 / 02 / 00 STATUS: A ADMIT REASON: ZODATE ENTERED NYC SCHOOL SYSTEM: 00 / 00 / UPDATE ADLT ADDR: YSCHOOL LOCATION: BORO DIST SCHOOL GRADE GR LVL OFF CLASSCURRENT: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/ExitBIOU
30 UPPG: 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.
31 UPPG PROFILE 00-0-000 New York City Public Schools 01-12-12 14:36:23 UPPG Update Parent's Preferred Languages (UPPG) LLOTITO==> PAGE 2 OF 70SCHOOL: 000 GRADE: OFFICIAL CLASS: LIMIT TO AUTH 01 AND 02: YAU RL SPK WRTNAME STUDENT ID GRD LV O.C PARENT/GUARDIAN CD CD LAN LANSTUDENT PARENT NO NOSTUDENT SSU PARENT NO NOSTUDENT PARENT NO NOPARENT NO NOSTUDENT PARENT NO NOSTUDENT PARENT NO SPPARENT NO SPSTUDENT PARENT BG BGPARENT BG BGSTUDENT PARENT NO NOSTUDENT PARENT BG BGPARENT BG BGMake changes to this data as requiredF1/Help F2/Save F3/Quit-return F4/Lookup F5/ F6/F7/Back F8/Forw F9/Refresh F10/ F11/ F12/ExitUPPG
32 ATS PrintersSchools 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.CFN Technology Liaisons can help schools manage their printing by monitoring and re-routing print jobs using DFS.
34 PIDL: PID Letter Printing Screen Schools release English versions of PID letters from ATS printers using PIDL.PIDL will be available Tuesday January 17,2012Schools 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 PIDL PROFILE 00-0-000 New York City Public Schools 01-13-12 07:47:40 BIOG0670-TEST-T Promotion-In-Doubt Letters (PIDL) LLOTITO==>Promotion-In-Doubt LettersSELECTION CRITERIA: NEW STUDENTS/LTR NEVER PRINTED: YALL LETTERS: NSTUDENT ID: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ______ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___GENERATE ILOG ENTRY (Y/N): Y MAILING DATE: 01 / 18 / 2011UPDATE 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: HPress F6 to executeF1/Help F2/ F3/Quit-return F4/Lookup F5/ F6/ExecutF7/ F8/ F9/Refresh F10/ F11/ F12/ExitPIDL
36 UPID after printing letters PROFILE New York City Public Schools :17:27BIOG Update Promotion In Doubt (UPID) LLOTITO==> PAGE 4 OF 76GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: NSTUDENT ID: POFF GD PRM I LTRD STUDENT NAME CLS LV CRI ATT D LT ELA MAT SCI SOC STA_ STUDENT STD _ 05 _ _ _ __ STUDENT STD Y 05 X _ _ _ PTD_ STUDENT STD _ 05 _ _ _ __ STUDENT LGR Y 01 _ _ _ _ PTD_ STUDENT STD _ 05 _ _ _ __ STUDENT K LGR _ 01 _ _ _ __ STUDENT LGR _ 01 _ _ _ __ STUDENT K LGR _ 01 _ _ _ __ STUDENT LGR _ 01 _ _ _ __ STUDENT STD _ 05 _ _ _ __ STUDENT STD _ 05 _ _ _ __ STUDENT STD Y 05 X X _ _ PTDMake changes to PID as required.F1/Help F2/Save F3/Quit-return F4/ F5/ F6/F7/ F8/Forw F9/Refresh F10/ F11/ F12/ExitUPID after printing letters
38 TranslationIf 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.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.Schools should mail both the English and translated version of PID letters.
40 Principals’ PortalThe ATS Wiki provides detailed information pertaining to ATS functions and fields.The PID Page on the Principals’ Portal contains pertinent information relating to the PID process:PID GuidePID Letter KeyPromotion TimelinesGrades K-8Grades 9-12Translated PID Letters
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