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July 1 - 31, 2017

Start Date and TimeEvent Details

Saturday, July 01, 2017

Continue to Plan for Summer in the City 2017
Please review the following guidance on Summer in the City (SITC) and take appropriate actions:

Summer School Programming Instructions (all schools): Please review the following deadlines for each school type and take appropriate actions:

  • Instructions on Pre-registering Students for Summer School (all schools): Beginning May 22, you should designate a staff member to begin pre-registering students for summer school using the SSPR function in ATS. Your designee should also verify students' pre-registration assignment using the RSMR report in ATS. In addition, please note the following deadlines:
  • June 9: pre-registration deadline for students who require busing;
  • June 16: pre-registration deadline for students who require MetroCards and for students who do not require transportation.

  • Instructions for Sending Schools: If you are the principal of a sending school (i.e., school that is sending students to another school building to attend summer school), you or a designee should follow the instructions below:
  • ATS Actions (all schools): This year, if you are sending students to an enrichment program (Extended School Year (ESY), ASD/Nest Horizon programs, STEM Summer in the City, or Community School), you should register students in SSPR under the enrichment program's assigned DBN by June 16. DBNs for these programs will be posted to the SITC page of the Principals' Portal by May 23.
  • STARS Actions (middle and high schools): You should designate a staff member to enter course and exam requests for students who have been pre-registered for summer school, using the Request Add/Drop for Summer School screen in STARS Admin by June 16. If your designee does not see the correct courses in the Add/Drop for Summer School screen, you should contact the receiving summer school.

  • Instructions for Receiving Schools: If you are the principal of a receiving school (i.e., hosting a summer program), you or a designee should follow the instructions below:
  • ATS Actions (all schools): You are responsible for setting up official summer class codes using SSFC. Note that the SSPR function is only available after you have completed the SSFC functions. You or your designee should register students under your school's DBN by June 16, after which receiving schools can assign students to the appropriate classes in SSCA.
  • STARS Actions (middle and high schools): If you are hosting a middle or high school summer program, you can now use STARS Admin to create your Term 7 code deck, including all active course codes and exams. Note that your Term 7 summer code deck should include only those courses and exams offered in your summer program and will be visible to all schools that have pre-registered students for your summer program. For additional information, see the STARS Summer Wiki. In addition, you should designate a staff member to monitor summer student course and exam requests using STARS Admin Custom Reports S.01 and S.02; your designee should use this information to create the Term 7 master roster and to schedule students in Term 7. Note that student schedules should be completed by June 28, the last day of school, so that all schools can distribute schedules before the start of summer school. For more information on setting up Term 7 in STARS, see the STARS Summer School Function Wiki.

Schools that have students who are eligible for pre-registration should complete SSOS. Once students are pre-registered for a SITC program, the receiving school must assign those students to a SITC official class. For guidance on completing SSOS, SCAL, or SSFC, see this one pager. For additional information on summer school functions in ATS, see the ATS Wiki. For guidance on how to create Summer in the City official classes for SITC programs, see the SITC Programs Guidance page of the ATS Wiki.

Review Extended-Use Summer Guidelines (all schools): If your school building will be hosting any summer programming, you or a designee must create a permit for each summer program in your building via the Custodial Payroll System before the program begins. You should review the extended use summer permit guidelines to ensure that you, any personnel, or outside organization using your building are in compliance with the policies and procedures that govern school-building use during the summer. Note that the guidelines provide information regarding the creation of permits for the summer, official summer program dates and times, space and security rates, as well as contact information for each extended-use borough office.

Plan Cultural Institution Visits (elementary and middle schools): Like last year, mandated students enrolled in a summer program, as well as students participating in SITC's Second Grade Program, should visit at least one and up to two cultural institution(s) by the last day of SITC 2017. Principals-in-charge (PIC) should use this checklist to plan for cultural institution visits by July 1. The PIC should also review Chancellor's Regulation A-670 for rules and procedures governing school trips for students. Please review column D in the list of participating institutions to identify which services at participating institutions will be paid for by the DOE. Note that cultural institutions will submit an invoice to the DOE, which will then process payments for general admissions; you will not need to provide a separate deposit or payment. Additional items beyond admission to cultural institutions (i.e., special exhibits) will not be centrally funded.

Beginning June 5, you should log your planned visits using this tool. All planned visits must be logged in the tool by July 5 (the first day of summer school). For questions, email sitc@schools.nyc.gov.

SITC Curriculum Delivery (elementary and middle schools): As announced in the SITC Curriculum Overview for Summer 2017, delivery of SITC curriculum to host sites with mandated students will take place between June 5 and June 30. On May 17, principals of host sites will receive an email with the curriculum delivery instructions that they provided last summer. If you would like to change your 2016 curriculum delivery selections, you should respond using the link in the email by May 23. If your school building is a new 2017 summer school building site, you will be asked to provide delivery instructions. For questions, email curriculum@schools.nyc.gov.

For questions about summer operations, contact your FSC director of operational support. For questions about using ATS or STARS for summer functions, contact your FSC academic policy and systems lead.

Monday, July 03, 2017

Opportunity to Register to Attend the Citywide Teacher Hiring Fair
The first Citywide Teacher Hiring Fair for the 2017-18 school year will be held from 3:00-6:00 p.m. on July 6, at the Brooklyn Marriott (333 Adams Street). Teacher candidates from various pathways will be attending, including traditionally certified external applicants and NYC Teaching Fellows. Schools with three or more vacancies are encouraged to attend; please register through your New Teacher Finder account and click "View New Invitations? by July 3. You or your designated representative should plan to arrive by 2:30 p.m. To ensure that there are enough seats for participants, you should limit attendance to one representative from your school. For dates and locations of all hiring fairs this summer, see here.

As you begin to identify candidates of interest for open positions at your school, you are encouraged to reference the "Connect with Candidates? and "Interview and Selection? materials in the Teacher Hiring Toolkit for resources to help you with this process. The toolkit also includes templates for scheduling and conducting interviews. Please note that you should notify all candidates interviewed if you will be offering them a position at your school as soon as possible, as well as add any new hires or Open Market transfers to Galaxy, as soon as the candidate accepts an offer.

For questions, email hiringsupport@schools.nyc.gov.

Tuesday, July 04, 2017

Independence Day

Wednesday, July 05, 2017

Continue to Plan for Summer in the City 2017
Please review the following guidance on Summer in the City (SITC) and take appropriate actions:

Summer School Programming Instructions (all schools): Please review the following deadlines for each school type and take appropriate actions:

  • Instructions on Pre-registering Students for Summer School (all schools): Beginning May 22, you should designate a staff member to begin pre-registering students for summer school using the SSPR function in ATS. Your designee should also verify students' pre-registration assignment using the RSMR report in ATS. In addition, please note the following deadlines:
  • June 9: pre-registration deadline for students who require busing;
  • June 16: pre-registration deadline for students who require MetroCards and for students who do not require transportation.

  • Instructions for Sending Schools: If you are the principal of a sending school (i.e., school that is sending students to another school building to attend summer school), you or a designee should follow the instructions below:
  • ATS Actions (all schools): This year, if you are sending students to an enrichment program (Extended School Year (ESY), ASD/Nest Horizon programs, STEM Summer in the City, or Community School), you should register students in SSPR under the enrichment program's assigned DBN by June 16. DBNs for these programs will be posted to the SITC page of the Principals' Portal by May 23.
  • STARS Actions (middle and high schools): You should designate a staff member to enter course and exam requests for students who have been pre-registered for summer school, using the Request Add/Drop for Summer School screen in STARS Admin by June 16. If your designee does not see the correct courses in the Add/Drop for Summer School screen, you should contact the receiving summer school.

  • Instructions for Receiving Schools: If you are the principal of a receiving school (i.e., hosting a summer program), you or a designee should follow the instructions below:
  • ATS Actions (all schools): You are responsible for setting up official summer class codes using SSFC. Note that the SSPR function is only available after you have completed the SSFC functions. You or your designee should register students under your school's DBN by June 16, after which receiving schools can assign students to the appropriate classes in SSCA.
  • STARS Actions (middle and high schools): If you are hosting a middle or high school summer program, you can now use STARS Admin to create your Term 7 code deck, including all active course codes and exams. Note that your Term 7 summer code deck should include only those courses and exams offered in your summer program and will be visible to all schools that have pre-registered students for your summer program. For additional information, see the STARS Summer Wiki. In addition, you should designate a staff member to monitor summer student course and exam requests using STARS Admin Custom Reports S.01 and S.02; your designee should use this information to create the Term 7 master roster and to schedule students in Term 7. Note that student schedules should be completed by June 28, the last day of school, so that all schools can distribute schedules before the start of summer school. For more information on setting up Term 7 in STARS, see the STARS Summer School Function Wiki.

Schools that have students who are eligible for pre-registration should complete SSOS. Once students are pre-registered for a SITC program, the receiving school must assign those students to a SITC official class. For guidance on completing SSOS, SCAL, or SSFC, see this one pager. For additional information on summer school functions in ATS, see the ATS Wiki. For guidance on how to create Summer in the City official classes for SITC programs, see the SITC Programs Guidance page of the ATS Wiki.

Review Extended-Use Summer Guidelines (all schools): If your school building will be hosting any summer programming, you or a designee must create a permit for each summer program in your building via the Custodial Payroll System before the program begins. You should review the extended use summer permit guidelines to ensure that you, any personnel, or outside organization using your building are in compliance with the policies and procedures that govern school-building use during the summer. Note that the guidelines provide information regarding the creation of permits for the summer, official summer program dates and times, space and security rates, as well as contact information for each extended-use borough office.

Plan Cultural Institution Visits (elementary and middle schools): Like last year, mandated students enrolled in a summer program, as well as students participating in SITC's Second Grade Program, should visit at least one and up to two cultural institution(s) by the last day of SITC 2017. Principals-in-charge (PIC) should use this checklist to plan for cultural institution visits by July 1. The PIC should also review Chancellor's Regulation A-670 for rules and procedures governing school trips for students. Please review column D in the list of participating institutions to identify which services at participating institutions will be paid for by the DOE. Note that cultural institutions will submit an invoice to the DOE, which will then process payments for general admissions; you will not need to provide a separate deposit or payment. Additional items beyond admission to cultural institutions (i.e., special exhibits) will not be centrally funded.

Beginning June 5, you should log your planned visits using this tool. All planned visits must be logged in the tool by July 5 (the first day of summer school). For questions, email sitc@schools.nyc.gov.

SITC Curriculum Delivery (elementary and middle schools): As announced in the SITC Curriculum Overview for Summer 2017, delivery of SITC curriculum to host sites with mandated students will take place between June 5 and June 30. On May 17, principals of host sites will receive an email with the curriculum delivery instructions that they provided last summer. If you would like to change your 2016 curriculum delivery selections, you should respond using the link in the email by May 23. If your school building is a new 2017 summer school building site, you will be asked to provide delivery instructions. For questions, email curriculum@schools.nyc.gov.

For questions about summer operations, contact your FSC director of operational support. For questions about using ATS or STARS for summer functions, contact your FSC academic policy and systems lead.

Continue to Plan for Summer in the City 2017
Please review the following Summer in the City (SITC) 2017 information and take appropriate action:

ATSSUM Opening and Turnover: The ATS Summer School Region (ATSSUM) will open for over-the-counter (OTC) admissions on June 14. If your school is a receiving school, and you or a staff member needs access to your school's DBN for the summer session, you or your designee should complete the summer Systems Access Request Form (SARF) on the Systems Access Intranet. All functionalities will be available in ATSSUM by 3:00 p.m. on June 23. Until then, you should continue to use ATS for summer programming tasks, including student pre-registration and student alternate start date assignments. Please note that all data from ATS will fully transfer over to ATSSUM on the evening of June 22. For a calendar of summer school operational activities, review ATS Promotion and Summer School Wiki.

Guidance for Cultural Visits: As noted in the May16 edition of Principals' Weekly, you should log planned cultural visits in the planning tool by July 5 (the first day of summer school). You should provide a formal quote or booking receipt from each cultural institution when submitting your visit information. Quotes should include the date, estimated number of students and chaperones, and the cost of the proposed visit. For more information, see the Cultural Visits Guidance.

Parent Coordinator Engagement: Please ensure that parent coordinators (PCs) are aware of the following expectations for Summer in the City:

  • Host two parent workshops; and
  • Plan one family service project, college visit, or trip to a cultural institution.

These expectations will be messaged in the PC Connections newsletter and are also listed in this flyer. Parent coordinators can visit this website to discuss strategies for family engagement during the summer and share resources; PCs are also encouraged to review the "recipe for summer engagement" cards from the May 10 expo for information about opportunities available to families during the summer. As noted in previous editions of Principals' Weekly, parent coordinators are expected to log their summer activity data in PCAR.

For questions, contact your FSC director of operational support.

Thursday, July 06, 2017

Encourage Families to Register for a High School Admissions Workshop this Summer
To encourage families to register for a Family Workshop this July about the high school admissions process, you should share the links below and/or the 2017 Summer Workshop Flyer with them and your school community. English and translated versions of the flyer are available in the High School Resources section of SEMS. The following links provide information about the dates and times of family workshops about general and specialized high school admissions:

For more information about high school admissions, families should also review NYC School Finder, the High School Directory, and the Specialized High Schools Student Handbook. For questions, email HSEnrollment@schools.nyc.gov.

Opportunity to Provide Feedback on Principals' Weekly
The DOE is collecting feedback about the ways in which Principals' Weekly could be improved to better support you in communicating and managing tasks assigned to your school by Central. On July 6, you will receive an email from schoolworkflow@schools.nyc.gov with an opportunity to complete an optional five-minute survey by July 21.

You will also have an opportunity to express interest in participating in a follow-up focus group based on the topics in the survey. Focus group(s) will convene this summer and will be held during the workday. If you express interest in participating in a focus group, you will receive an email from schoolworkflow@schools.nyc.gov by August 4 with more information about the dates and locations.

For questions, email schoolworkflow@schools.nyc.gov.

Opportunity to Schedule a Meeting with Your Compliance Officer�to Prepare for the 2017-18 School Year
You are invited to schedule a one-on-one meeting with your designated compliance officer over the summer to help you prepare for the 2017-18 school year. The meeting will cover an overview of support tools and best practices to manage compliance. Your compliance officer can also share compliance data that is available for your school. After you have completed the form to request a meeting, your compliance officer will contact you to determine a convenient date and time.

For questions, contact your compliance officer.

Public Release of 2017-18 Local Assistance Plan School Designations
As early as next week, the New York State Education Department (NYSED) will publicly release a list of schools that have been designated as Local Assistance Plan (LAP) and Good Standing Schools for the 2017-18 school year on its website. You will receive an email from sfesupport@schools.nyc.gov with your schools' status prior to the state's public release of designations.

As noted in previous editions of Principals' Weekly, if your school was designated as a Priority or Focus School, you were notified of your schools' Year 1 progress determination in April. If your school was designated as a Reward school, you were notified of your schools' status in May. For more information about state accountability designations, please visit the SFE Wiki Page. Additional information about schools' 2017-18 designations will be provided in future editions of Principals' Weekly.

For questions, email your FSC performance and assessment leads.

Release of 2016-17 Academic Policy Audit Results
As noted in previous editions of Principals' Weekly, the DOE partnered with Ernst & Young (EY) to conduct its annual high school academic policy audits for the 2016-17 school year. If your school was audited, you will receive an email from EY by July 7, with your school's results. The audits assessed high schools' compliance with the following New York State and City academic policy areas: graduation requirements, credit recovery, transcript updates, and student discharges. Your results are also shared with your superintendent and your academic policy and systems lead. No action is requested from you at this time, and you may not adjust historical STARS or ATS data in response to your audit results. Information regarding next steps for schools with concerning findings will be shared in Principals' Weekly during the 2017-18 school year.

For more information about these audits, refer to this overview. For questions, contact your FSC academic policy and systems lead.

Updates to NYC School Finder for High School Admissions
NYC School Finder is now updated for the 2017-18 high school admissions process, reflecting high school admissions information from the 2018 New York City High School Directory. This tool is a resource that was developed by the DOE to provide a means for your staff and families to search for New York City's high schools that participate in high school admissions. It is available in Spanish and English and allows users to search high schools by school name, keyword, location, size, and other characteristics.

You should share this tool with your school community to help students navigate the high school enrollment process and identify 12 choices for their high school applications.

For questions, email HSEnrollment@schools.nyc.gov.

Use Current Parent Opt-Out Letter for the Condom Availability Program (CAP)
In preparation for updating your staff and new student orientation materials for the 2017-18 school year, you should ensure that you are using the current version of the sample parent letter that informs parents and legal guardians of new students about the Condom Availability Program (CAP); access translations of the letter here. As noted in the September 13 edition of Principals' Weekly, the new parent letter, introduced in the 2016-17 school year, no longer includes a form for parents to opt-out. In order to opt-out, parents are required to write a letter to you that clearly states that the student should not receive condoms through the Condom Availability Program. Please ensure that you and your staff do not distribute previous versions of the parent opt-out letter.

For additional information, email CAP2@schools.nyc.gov.

Friday, July 07, 2017

Core Curriculum Updates: Issue Reporting and Returns
Please review the following Core Curriculum updates and take appropriate action:

Issue Reporting for Deliveries and Certification: As noted in the June 6 edition of Principals' Weekly, if your school ordered Core Curriculum program materials during the ordering period in April, you will receive those materials between July 10 and 28. If you encounter any issues with the materials that you receive, you should log in to the ordering tool to report issues via the tracking and certification dashboard. For more information on certification and reporting delivery issues, a webinar recording will be available by July 7.

Returns: If you need to return Core Curriculum materials, you should review this Returns Policy before initiating the process in the Tracking and Certification dashboard in the ordering tool. Please note that certification of materials must occur before a return can be initiated.

For questions, email curriculum@schools.nyc.gov.

Register for New Principal Support Summer Institute
Principals who are completing their first year, as well as those who are just starting in their new role, are invited to register for the New Principal Support (NPS) Summer Institute from July 17-21, and July 31 through August 4. The two-week institute is an opportunity to attend workshops run by NPS coaches and experienced field staff, with opening remarks from Chancellor Carmen Fari�a. The NPS Summer Institute will be held at Information Technology High School (21-16 44th Road in Queens). The calendar and course catalogue are now available; you can use the catalogue to select workshops that are aligned to your areas of interest and the specific needs of your learning communities. You can use the calendar to register by July 7.

For questions, email newprincipalsupport@schools.nyc.gov.

SESIS Downtime
Due to system maintenance, SESIS will be unavailable from 8:00 p.m. on July 7, until 5:00 a.m. on July 8. During this time, staff will not be able to access or fax documents into SESIS. For a schedule of planned SESIS downtimes, log in with your DOE Outlook credentials to view the SESIS Planned Downtime page.

For the latest SESIS news, read the monthly SESIS Newsletter on the News Archive page. For information on system updates, read the release notes on the Release Notes Archive page. Training resources are available on the SESIS WiKi and on the SESIS Training Videos page. For questions, contact your FSC administrator of special education (ASE).

Updates on Advance: Complete Advance End-of-Year Processes
As noted in previous editions of Principals' Weekly, there are several upcoming Advance deadlines. Please review the following information and take appropriate action:

  • Administer, norm, and score most assessments used for Measures of Student Learning (MOSL) by June 9;
  • Submit and scan final MOSL assessment data and resolve scanning or scoring errors by June 23;
  • Complete Summative End-of-Year Conferences and final Teacher Improvement Plan (TIP) meetings by June 23;
  • Deliver Measures of Teacher Practice (MOTP) Summary Forms to teachers by June 28;
  • You are able to generate and print these forms from the Advance Web Application (AWA). Please note that teachers must sign the MOTP Summary Form before you place it in their file; you should also provide each Advance-eligible teacher with a copy of the form for his or her records.
  • Deliver Teacher Improvement Plan (TIP) forms and accompanying documentation to applicable teachers by June 28;
  • Teachers must sign the TIP form before you place it in their file.
  • Enter final data in the Advance Web Application by July 7. After this date, all data-entry functions will be locked for schools using the AWA for the 2016-17 school year. Notably, you will not be able to enter MOTP ratings, revise or edit TIPs, or generate MOTP Summary Forms.

For quick links to resource guides that will support you in completing and finalizing these end-of-year processes, see the 2016-17 Advance at a Glance. For questions about Advance, contact your TDEC or FSC Advance Lead.

Monday, July 10, 2017

Opportunity to View Webinar on Updates to ATR Policies
The DOE is updating its policies and procedures around placement and supervision of Absent Teacher Reserves (ATR), which may impact hiring and personnel planning for the 2017-18 school year. A 30-minute webinar explaining these updates will be available on the HR page of the Principals' Portal at 12:00 p.m. on July 10.

For questions, email ATRAssignment@schools.nyc.gov.

Wednesday, July 12, 2017

Urban Advantage Middle School Science Initiative Application for the 2017-18 School Year
You are invited to apply for the Urban Advantage Middle School Science Initiative (UA) program for the 2017-18 school year, which is an integrated, project-based, learning initiative for middle school science. If accepted into this program, your school will receive professional development for teachers, workshops for parent coordinators, support for school administrators, as well as visits to eight participating science-rich institutions for all program participants (including school staff, students, and their families). You will also receive supplies and equipment to assist with science investigations, such as controlled-laboratory experiments, field investigations, design studies, and secondary research during the course of the school year.

If your school previously participated in the program and would like to continue during the 2017-18 school year, you should follow the directions in the email that you received from myua@urbanadvantagenyc.org on May 17 and apply by July 12. If you have not received the email, contact John Tom. If you are interested in the program, but your school has not participated before, you may create a myUA portal account here, and also apply by July 12. Please note that there is no cost to schools for participating in the program.

For questions, email John Tom.

Thursday, July 13, 2017

Update to Regents Appeals Policy
As noted in an email on June 27 from Deputy Chancellor Phil Weinberg to all high school principals, the New York State Department of Education (NYSED) has changed the Regents appeals policy. As described in detail below, some appeals may have been rejected for students who meet eligibility criteria based on this change. In this case, you or your designee should resubmit the appeal to the superintendent using the appeals form, not through ATS. Superintendents will review the appeal and communicate their final determination using the appeals form. You or your designees must maintain the appeals form with the superintendent's decision in the student's cumulative file.

This policy change allows superintendents to approve a Regents exam appeal if a student has received an appealable score on a non-Common Core Regents exam (Integrated Algebra, Geometry (2005), Algebra 2/Trigonometry, or Comprehensive English) and has a second attempt in either the Common Core or non-Common Core version of that exam, and meets all other criteria. This clarification accommodates students who are not able to reattempt the non-Common Core versions of these exams, which are no longer administered.

Note that this policy does not apply in the case where the appealable score was earned on the Common Core version of the exam. In this case, the student must attempt the Common Core version of the exam twice in order to qualify. This policy applies to all three types of appeals-low score appeals, new arrival ELA appeals, and Safety Net appeals. For more information about the appeals criteria, refer to the Overview of Appeals to Graduate with Low Scores on Regents Exams, which has been updated to reflect this change.

As noted in previous editions of Principals' Weekly, you must continue to certify and discharge graduates in GRDT on a rolling basis after they meet all graduation requirements through July 13 (extended from June 30, due to the change in the Regents appeals policy). After this date, you must discharge additional graduates using the DISC function.

For questions and support, contact your FSC academic policy and systems lead.

Friday, July 14, 2017

CL12: PA/PTA Financial
Last day to enter the PA/PTA Annual Financial Report in SPLCIS
CL13: PCAR�
Last day for Parent Coordinator (PC) to enter June Parent engagement activities in the PCAR system. Schools not centrally funded for PC must submit their citywide Parent Teacher Conference attendance data only
First Ordering Period for Administrative Forms
The first ordering period for administrative forms for the 2017-18 school year opens on June 14 and ends July 14. If you would like forms delivered during the summer (based on your school's summer availability as opposed to a set delivery schedule), please inform the vendor of your school's summer hours when placing your order in FAMIS. Otherwise, all orders placed in FAMIS during this period will be delivered when school resumes in September.

Note that there is a $50 minimum purchase required for orders in FAMIS. If your order is too small to be placed via FAMIS, you may be able to print some forms from the administrative forms catalog. The next ordering period will take place from September 1-29.

For questions, email clientservices@schools.nyc.gov or call 718-935-5000.

Order August Regents and RCT Exams
August Regents and Regents Competency Test (RCT) exams will be administered on August 16 and 17. As you prepare to order these exams, please note the following ordering instructions:

  • If you are the principal of a sending school (i.e., school that is sending students to another school building to attend summer school), you should give your exam ordering information to the principal of the school that is hosting your summer school students and ensure that s/he places your order by July 14.
  • If you are the principal of a receiving school (i.e., hosting a summer school program in your building) that will be administering August Regents and RCT exams, you must also collect exam ordering information from each affiliated school in your building that has students enrolled in your program before placing your order. You must order these exams through the NYSED portal by 5:00 PM on July 14.

Similar to last year, note that scoring for August Regents and RCT exams will not be centrally coordinated, and each summer school program is responsible for coordinating scoring plans that meet the NYSED's requirement that student's exams cannot be scored by their teacher (defined as both school-year and summer-school teacher). Additional information about your responsibility to score and coordinate scoring plans will be shared in a future edition of Principals' Weekly.

For assistance with developing your program's plans for these exams, email regents@schools.nyc.gov.

PA/PTA Elections and SLT Parent Member Elections
As in previous years, your school should conduct PA/PTA elections, and then School Leadership Team (SLT) elections. Following these elections, you or your parent coordinators should enter all PA/PTA executive board and SLT member information in the School Parent Leader Contact Information system (SPLCI) by July 14. In addition, please review the following information and take appropriate actions:

PA/PTA Elections: In accordance with Chancellor's Regulation A-660 and Compliance Checklist (CL#10), all schools are required to hold annual PA/PTA elections by the last day of school. The last day of school for the 2017-18 school year is June 28. Your PA/PTA executive board or nominating committee members should have provided you with the date, time and location of this year's election by April 1; if you have not yet received this information, you should follow up with your PA/PTA executive board or nominating committee, no later than May 1.

You will receive a PA/PTA Election Poster during the week of April 17, and should place it in a prominent location in your school to announce the date, time, and location of the event. Updated PA/PTA election resource materials, including guides, ballots and templates can be found on the PA/PTA Resources page.

SLT Parent Member Elections: In accordance with Chancellor's Regulation A-655, the parent members of the PA/PTA should conduct the School Leadership Team (SLT) parent members elections.

For more information or questions, please contact your district's Family Leadership Coordinator (FLC).

Submit Custodian Engineer Rating
Similar to last year, you should submit your rating for your custodian engineer (CE) by July 14, using the personalized link you will receive by email from DSFAppMail@schools.nyc.gov on June 1. You are strongly encouraged to meet with your CE to discuss his/her rating prior to entering it; once a CE reviews and electronically acknowledges the rating, it can no longer be modified in the system.

  • If you share a CE with other schools within your building, you are required to jointly create one rating. Once you reach consensus with other principals in the building, one principal must enter the rating into the online application. Note that once the rating is submitted, it will be recorded for all principals who are supported by that particular CE. The principals in the building may review/print the rating after it is entered;
  • If a CE is responsible for more than one site (e.g. merged buildings), the principal of the larger site shall submit and enter the rating into the online application. In doing so, s/he must consult with the principal(s) of the smaller sites when formulating the rating. The principal(s) of the smaller building(s) may review/print the rating after it is entered.

Note that the following schools are not required to submit a rating and will not receive an email instructing them to do so:

  • Schools that have a temporary care custodian engineer (TC) for more than 50% of the rating period (between January 1 and June 30, 2017);
  • Merged/child buildings (smaller school buildings that share a CE with a larger school building)
  • Sites that receive "landlord services" (not a NYCDOE custodian engineer);
  • Sites where the CE has not been assigned to the building for more than 50% of the rating period (between January 1 and June 30, 2017).

For questions, contact your deputy director of facilities (DDF).

Submit Events to be Included in the 2017-18 High School Events Calendar for Families
The DOE continues to update the online calendar of recruitment events for high schools to show school-based information sessions and key admissions dates. Families can access this calendar here. Audition dates will automatically be added to the events calendar for schools using an audition admissions method published in the 2018 New York City High School Directory.

You will receive a survey via email from HSEnrollment@schools.nyc.gov by June 28, asking you to provide the following information by July 14:

  • Information session or open house dates for this fall at your school, or other dates related to high school admissions that you want families to be aware of;
  • For screened programs that require an on-site assessment and/or interview: assessment dates, registration details, and the due date(s) for registering for the assessments and/or interviews;
  • Who will represent your school at the citywide high school fair on September 16 and 17; and
  • Who will represent your school at the borough-wide high school fairs on October 14 and 15.

For questions, including hosting information sessions that are appropriate for your school's applicant pool and demand, email HSEnrollment@schools.nyc.gov.

Saturday, July 15, 2017

Prepare to Administer the New York State Identification Test for English Language Learners (NYSITELL)
Please review the following information as you prepare to administer the New York State Identification Test for English Language Learners (NYSITELL):

  • Early Test Administration for Entering Kindergarten Students: In accordance with state regulations, you may begin to administer the NYSITELL to incoming kindergarten students on June 1; you may also administer the NYSITELL to your current pre-K students who will be attending your school in September.
  • All Schools: You may begin to administer the NYSITELL on July 15, to all other eligible students (i.e., students whose Home Language Identification Survey [HLIS] indicates that he/she speaks a language other than English at home) entering grades 1-12.

Please note that you must follow all ELL identification procedures as outlined in the English Language Learner Policy and Reference Guide, including the use of the HLIS to determine the students' home language and eligibility to take the NYSITELL as part of the general intake process.

For questions regarding the ordering of testing materials, contact your borough assessment implementation director (BAID).

Submit Outstanding 2016-17 Parent Coordinator Activity Reports
As noted in previous editions of Principals' Weekly and in accordance with Compliance Checklist (CL#13), Parent Coordinator Activity Reports (PCAR) are due by the 15th of each month, and are reported in the Mayor's Management Report. If your school has any outstanding reports from November to May for the 2016-17 school year, you must input this information by July 15. After July 15, the system will not accept entries for the 2016-17 school year. If you are not funded for a parent coordinator (PC), you should still submit Parent-Teacher Conference attendance data for the four citywide conferences in the PCAR system; if you do not have a PC, you can assign the PCAR role to any staff member through Galaxy. Visit the PC Resource page for a PowerPoint and FAQ on PCAR.

For assistance with PCAR access, please contact the Help Desk at 718-935-5100. To find out the number of missing reports for your school, contact your Family Leadership Coordinator. For other questions, email face@schools.nyc.gov.

Monday, July 17, 2017

CL39: NYSITELL
First day to prepare to administer the New York State Identification Test for English Language Learners (NYSITELL): Follow all ELL identification procedures including use of the HLIS to determine students� home language and eligibility to take the NYSITELL as part of your September 2017 admission process�
Professional Learning Opportunity�for Principals�on Sustainable and Inclusive School Communities
The DOE, in partnership with the District Management Group, is facilitating professional learning sessions for principals during the 2017-18 school year to support you in sustaining and developing inclusive school communities. During the sessions, you will engage in discussions and activities supporting sustainable inclusive school communities, instructional practices reflective of high expectations as well as strategies to guide the use of time and human resources. In addition to the in person sessions, there will be one-on-one or small-group cohort support. You are encouraged to apply by July 17. Selected principals will be notified by the end of July.

For questions, email Sarah Evans.

Tuesday, July 18, 2017

Access to IEPs of Incoming Students
Beginning July 18, you will have access to SESIS records for all students with IEPs who have enrolled or will enroll in your school for the 2017-18 school year. To support your planning for the upcoming school year, SESIS was recently updated to provide you with access to SESIS records of students who have been list-noticed to your school in ATS. Using the Students via Delegated School option from the quick-search menu in SESIS, you will have access to the IEPs of students who have been list-noticed to your school as follows:

  • May 23: For students who were list-noticed before May 11;
  • May 31: For students who are list-noticed between May 11 and May 26;
  • June 15: For students who are list-noticed between May 26 and June 12;
  • June 29: For students who are list-noticed between June 12 and June 26.

To access the IEPs of incoming students who are list-noticed after June 26, you must contact your FSC administrator of special education (ASE) and request that s/he add students to a provider's caseload at your school.

For questions, contact your FSC administrator of special education (ASE) or your supervisor of psychologists.

Friday, July 21, 2017

Summer in the City 2017: Submit Your Summer School Safety Plan
If your school's building is serving as a summer school site, you must either update your existing Summer School Safety Plan (SSSP) or submit a new safety plan by July 21; your school's existing SSSP can be accessed on the OSYD Portal. Please note that only one safety plan should be submitted per building; therefore, you or your designee should collaborate with affiliate schools in your building to complete and submit one SSSP. To designate a staff member to complete and submit your updated or new safety plan, you must provision your selected staff member as your "BuildingSafetyPlanLiaison� on the OSYD Portal.

For questions on completing your safety plan, email osyddata@schools.nyc.gov or call 718-935-5004.

Tuesday, July 25, 2017

Opportunity to Attend 2017 Technology Summit, Submit Award Nominations and Proposals
You and your staff are invited to attend the 2017 #NYCSchoolsTech Summit, an annual, day-long event that provides DOE employees with best practices, workshops, and demonstrations on education-related technology. The summit will be held at LaGuardia High School (100 Amsterdam Avenue in Manhattan) from 8:30 a.m.-4:30 p.m. on July 26. To attend the summit, please register here, by July 25, or on-site on the day of the event. Please share the registration link with your school staff.

In advance of the summit, you and your staff are also invited to nominate candidates for the 2017 Excellence in School Technology Awards, which recognize school-based employees who apply best practices in technology and education, and submit proposals for workshops, panels, or presentations for the summit. The deadline for technology award nominations and proposals for the summit is April 28.

For questions, email tech@schools.nyc.gov.

Friday, July 28, 2017

Advise Families of Deadline to Apply for Student Health Services and Accommodations
Health services and Section 504 accommodations for students who receive them end on June 30 (or at the close of the summer session for students attending DOE summer-school programs). You should inform the parents/guardians of students who currently receive health services and Section 504 accommodations that they must complete a re-authorization form in order for their child to continue receiving these services and accommodations during the 2017-18 school year. For guidelines on which forms parents/guardians should submit, see here. You may obtain forms from your FSC health director or access them online. A sample letter notifying families of this requirement is available here. To re-authorize these services, parents/guardians must complete and submit the appropriate form by July 28.

Although these forms are not due until July 28, you should encourage parents/guardians to submit them before the end of the school year. Once received, you or your designee should forward the forms to your borough nursing director. Note that if parents/guardians do not return the form by the end of the school year, they must mail these forms directly to the nursing director in the appropriate Department of Health and Mental Hygiene (DOHMH) borough office by July 28. Also note that parents must send Diabetes Medication Administration Forms (D-MAF) to the DOHMH, Office of School Health (Attn: DMAF Coordinator, 42-09 28th Street, 9th Floor, CN-25, Queens, New York 11101-4714), and not to DOHMH borough offices; please inform parents/guardians of this update.

For questions, contact Julia Sykes at JSykes@schools.nyc.gov or call 718-391-8116.

Sunday, July 30, 2017

Review 2016-17 High School Accountability Verification ReportSchool Type: High schools
In order to ensure that NYSED accountability rules have been correctly applied to data from your school (e.g., student biographical data in ATS), you or your designee(s) should begin to review your High School Accountability Data Verification Report (AVR) in L2RPT; you can access this report using your SEDDAS account credentials. Note that the data contained in this report will be used to make state accountability determinations in the future. Therefore, it is important that you review and raise any questions or concerns you may have with your FSC performance and assessment lead (PAL) by June 30 and July 28, as follows:
  • The deadline to make any necessary corrections to your school's source data (i.e., data that is entered into student information systems such as ATS, SESIS, and STARS) is June 30; and
  • The deadline to review your school's accountability data (i.e., source data with accountability rules applied) and escalate any concerns to your PALs is July 28.

For more information on local and state accountability data verification activities, see here. For questions regarding why data is included or excluded from your school's AVR and for other questions related to your state accountability data reports, contact your FSC performance and assessment lead (PAL).

Monday, July 31, 2017

Prepare Your Preliminary School/Comprehensive Educational Plans And Online Attestations In iPlan
As noted in the April 25 edition of Principals' Weekly, School Leadership Teams (SLTs) must review and update their preliminary 2017-18 School/Comprehensive Educational Plans (S/CEPs), including five goals, using the online document editor in the iPlan Portal by June 30. You and your SLT should update your S/CEP and other planning documents and must click "Share for Review." You must also complete an online attestation stating that your preliminary 2017-18 school-based budget is aligned with your S/CEP by this same date.

New this year, iPlan will remain open throughout the summer so that superintendents can provide you with feedback, and so that you and your SLT have online access to iPlan. During this time, SLTs may continue to update educational planning documents based on feedback provided in the coordinated review period, which will take place from July 5 through August 31.

Your School/District Improvement Liaisons (SDILs) may reach out to you to provide technical assistance in plan development using the iPlan portal, and support your school in meeting key dates reflected in the S/CEP and Document Development Timeline. To access the tentative draft timeline (slide 3), and information on updating S/CEPs, including the online attestation process, see here. You may also access the enhanced Help page of the iPlan Portal for additional resources and guidance.

For questions regarding S/CEP development, contact the School/District Improvement Liaison who is associated with your superintendent; for technical assistance with iPlan, email cep-iplansupport@infusion.com.


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