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

4. Overview
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.

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
Date
Action
Beginning September 2011
Schools review RPCR report in ATS and update sources systems as needed.
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.
January 17, 2012
PIDL 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, 2012
Deadline 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.

8. Chapter 2: Review & Correcting Promotion Criteria

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-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-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.

11. Types of Criteria: ELLs Grades 3-7
ELL Information
ATS Criteria Code
Promotion Standards
Enrolled in a US school for fewer than 2 years
EXM
Students 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 year
MLT
Promotion 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
STD
Students 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 Information
ATS Criteria Code
Promotion Standards
Enrolled in a US school for less than 1 year
EXM
Students 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)
ML8
Students are promoted if they pass their core courses.
Enrolled in a US school for at least 2 but fewer than 3 years
MT8
Students 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
Students 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
STD
Students 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.

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 ATS
If 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 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
The RPCR Report

16. The RPCR Report printed to the screen
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>
The RPCR Report printed to the screen

17. The RPCR Report in Excel

18. Correcting ELL Promotion Criteria
 Promotion 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.
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 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

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 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 __
_ 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 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
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, 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 CAP
Issue
Resolution 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

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 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 _ 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 _ _ 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
UPID 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 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 _ 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 _ _ 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
UPID for Grades

27. Chapter 4: Before You Print Letters

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: 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: 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 / 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
BIOU

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 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
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.
CFN Technology Liaisons can help schools manage their printing by monitoring and re-routing print jobs using DFS.

33. Chapter 5: Written Notification

34. PIDL: PID Letter Printing Screen
Schools release English versions of PID letters from ATS printers using PIDL.
PIDL will be available Tuesday January 17,2012
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. 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 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
PIDL

36. UPID after printing letters
PROFILE New York City Public Schools :17:27
BIOG 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 _ 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 _ _ 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
UPID after printing letters

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.
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.

39. Chapter 6: Additional Resources

40. Principals’ Portal
The 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 Guide
PID Letter Key
Promotion Timelines
Grades K-8
Grades 9-12
Translated PID Letters

41. Appendix

42. Appendix ATS Wiki: www.tinyurl.com/ATSwiki
Chancellor’s Regulation A-501:
Network Promotion Point Spreadsheet: AE0CB95/0/NetworkPromotionPointPeopleUpdatedNov82011.xls
PID Guide: F49BA04ABA82/0/PIDGuideforPPortal1212.pdf
PID Letters: 6C7D7EF2A8E7,frameless.htm?NRMODE=Published
PID Page: Process/default.htm
Promotion Timelines
Grades K-8:
Grades 9-12:
Sample PID Letter: 35D79DEDC229/0/SamplePIDLetter.pdf
Trouble Shooting SESIS IEPs not recorded in CAP:
WebConnect Internal URL: