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January 1 - 31, 2018

Start Date and TimeEvent Details

Monday, January 01, 2018

New Year's Day

Thursday, January 04, 2018

Enter 2018�19 High School Application Information in SEMS
As noted in the October 3 edition of Principals' Weekly, your admissions staff must enter high school application information into SEMS before your school's Applicant Submission List (ASL) closes at 5:00 p.m. on January 4. You must accept late student applications or requests to change high school application choices throughout the month of December, and update SEMS by the deadline. You or your designee can also download and print a student application using the "Documents" tab in SEMS, if the family requests another copy of the application that they received in October.

For questions or assistance with application data after the January 4 deadline, email HSEnrollment@schools.nyc.gov.

Friday, January 05, 2018

CL02: Time and Effort Reporting
Last day to complete December Time & Effort Certification in myGalaxy
CL20: Missing Attendance
Last day to identify and resolve all attendance issues in ATS
CL49: Related Services
95% of related-services mandates should now be fully served and accurately captured in SESIS Encounter Attendance
Extended Deadline to Submit and Return DREAM-SHSI Applications
Extended Deadline to Submit and Return DREAM-SHSI Applications
Initial Register Projections for the 2018�19 School Year
In accordance with a change in state law regarding allocation reports, you must review your school's register projections earlier than in past years. Initial projections for the 2018-19 school year will be posted on the Register Projections Site (RPS) during the week of December 4 (last year's initial projections were posted in early February), and you will have four weeks to review your school's initial projections and either accept or submit an appeal through RPS by January 5. For additional information on the review and appeals process, refer to the "Navigating the Register Projections" document found on the RPS.

For questions related to your schools' General Education (GE) projections, contact your FSC budget director. For questions related to your schools' special education projections, contact your FSC director for special education. For technical questions about RPS, email projections@schools.nyc.gov

January Regents Day-Scorer Requirements, Eligibility, and Site Management Team Training
Day-Scorer Requirements: If your school is administering January Regents exams in English Language Arts (Common Core), US History, Living Environment or Geometry, you must assign school staff members to score exams and to serve as organizational team members at designated Regents scoring sites. Beginning December 4, you should view your school's scorer requirements and assign scorers using the Regents Scoring Administration Tool by January 5. Please note that the Regents Scoring Administration Tool will also display any staff members who have been approved by your school to serve as site management team (SMT) members (i.e., content trainers, organizational team leads, or ATS specialists). If you would like to assign an eligible staff member who is not listed in the tool, or if you are unable to designate bilingual scorers, you should email regents@schools.nyc.gov with a brief explanation.

For additional information and for instructions on using the tool, you should review this information on scorer and organizational team member responsibilities, qualifications, and eligibility. Note that if you are the principal of a school in District 75 or District 79, your assessment point, Nicholas Capofari or Joanne Mitchell, will contact you directly regarding scoring plans for your school.

Opportunity to Attend Screened and Screened: Language Middle School Admissions Trainings
Opportunity to Attend Screened and Screened: Language Middle School Admissions Trainings

Monday, January 08, 2018

Opportunity to Submit College-Level Courses for Preparatory Course Certification Review
A component of the School Quality Guide's college-readiness category is the College and Career Preparatory Course Index (CCPCI) metric, which measures the percentage of students who take and pass advanced courses and exams that prepare them for college. In order for students to receive credit for passing these advanced courses, the courses need to be certified by the DOE as meeting rigorous, college-level standards.

To get these courses certified and included on the CCPCI metric and in the School Quality Guide, you must email the information below to cpcc@schools.nyc.gov by January 8, for the DOE's College Preparatory Course Certification (CPCC) review. You should submit course(s), even if you previously applied in past years, but you do not need to submit courses approved in the pilot program from the 2016-17 school year. Courses that terminate in an Advanced Placement (AP) exam or are a component of an International Baccalaureate (IB) should not be submitted for review because they are counted toward other aspects of the CCPCI. When you submit a course for certification, you must include the following information:

  • course syllabus;
  • course number/STARS code;
  • the number of sections;
  • the total number of students served by these courses; and
  • the semester(s) that the course(s) is offered.

For more information about what to include for CPCC review, see this checklist. As in past years, courses will be evaluated based on the quality of the course materials submitted. You will receive a response to your submission from cpcc@schools.nyc.gov by mid-February. If your course(s) meet the rigorous college-level standards, they will be approved, and you will be expected to retain and submit final graded student work, which must include a final project, such as a capstone project.

For questions, please email cpcc@schools.nyc.gov

Wednesday, January 10, 2018

Updates on Advance
>Updated Deadlines for 2017-18 Goal-Setting Process: For most assessments and students, the DOE will provide student goals that represent one year's worth of expected growth in achievement. For assessments and students, for whom student goals are not provided, resources will be available on the MOSL Intranet in late-December, to assist with the process of setting goals for these students. For goal-setting by individual target population, note that teachers should submit goals for these students to you, as applicable, by January 10 (updated from November 15). You should then review, enter, and confirm these goals in the Advance Web Application by January 17 (updated from November 22). For goal-setting by grade or school target-populations, you should enter and confirm goals for these students in the Advance Web Application, as applicable, by January 17 (updated from November 22).

Thursday, January 11, 2018

Prepare for College Awareness Day
You and your staff are encouraged to begin making plans to celebrate the third annual College Awareness Day on January 11. In accordance with the four DOE priorities noted in the Chancellor's Memo in the August 29 edition of Principals' Weekly, and to ensure that students in every school have the tools they need to succeed, you should begin developing plans and activities in preparation for College Awareness Day. Please review this one-pager, which includes the following resources:

For questions, please email nyccollegeaccessms@schools.nyc.gov.

Friday, January 12, 2018

CL18: Bus Drill
Last day to enter 2nd bus drill in OSYD
Gifted & Talented Testing Materials and Weekday Testing Logs
You will receive Gifted & Talented (G&T) testing materials via courier beginning December 18. If your school has any students with an IEP or 504 Plan, who require testing with large print, or if your school needs supplemental materials, your G&T test coordinator should complete and submit this order form to your borough assessment implementation director (BAID) by January 12. In addition, if your G&T test coordinator did not attend training in early December, you should encourage him/her to participate in test coordinator training online; they should have received a link to the online training during the week of December 4 via email from your BAID.

For questions, contact your borough assessment implementation director (BAID).

Opportunity to Encourage Teachers to Apply for Teacher Career Pathways Leadership Roles
The Teacher Career Pathways application for the 2018-19 school year will open citywide in February. If you are considering staffing teacher leaders and there are teachers in your school who meet the eligibility requirements, you can refer them to apply for Model Teacher and Peer Collaborative Teacher (PCT) roles by completing this brief survey by January 12. Referred teachers will receive information about the roles, invites to information sessions before the application launch, and will be the first to be notified of the application opening. Note that referred teachers must successfully complete the application and interview process in order to be considered. Also note that the application is open to all eligible teachers; however, referral applicants will receive tailored communications leading up to the application launch. Teacher leaders will serve their school community by partnering with colleagues to model skills in the classroom, while also building learning initiatives that are aligned with school goals. To learn more about teacher leadership, including information about the application cycle and staffing process, see the Teacher Career Pathways website.

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

SAT School Day Updates
>Apply for SAT School Day Accommodations: If your school is administering the PSAT or SAT exams on March 21, you must apply for accommodations via the College Board's SSD Online Portal by January 12, to ensure that you receive a response before the test ordering deadline. In addition, you must receive written consent from a student's parent or guardian before you can submit any requests for accommodations for that student. You can use these consent forms and parent letters with information about PSAT and SAT administration.

Please note that the College Board may take up to seven weeks to process requests for accommodations. Students with certain accommodations such as a reader, scribe, tests read aloud or double time, may require additional review; you are strongly encouraged to prioritize requests for students that may require additional review and submit requests as soon as possible. Note that once an accommodation is approved, it will remain in effect for all College Board exams throughout the student's high school career. If new accommodations are added to a student's IEP, you must obtain written parental consent and submit a new request for College Board approval of the additional accommodations.

For additional information on the accommodations request process, see the SAT/PSAT Accommodations Intranet site and the College Board's SSD website. For questions, email SATSchoolDay@schools.nyc.gov.

SAT School Day Updates
Please review the following SAT School Day information and take appropriate action:

PSAT/NMSQT Remittance for 11th-Grade Students: If your school administered the PSAT/NMSQT to 11th-grade students in October, you can now allocate requested fee waivers, generate invoices, and make grade-level corrections to avoid inaccurate invoicing using the College Board's Test Ordering System (TOS). When generating an invoice, your school should correct any "mis-grids" (i.e., an incorrect or omitted grade level bubbled by a student in his/her answer sheet). You should review and make any needed corrections by January 12, or you may be invoiced for "mis-grids" at $16 per test. For additional information on the PSAT/NMSQT remittance process, visit the College Board's website

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

Submit Custodian Engineer Rating
Similar to the last rating period, you should submit your rating for custodian engineer (CE) by January 12, using the personalized link you will receive by email from DSFAppMail@schools.nyc.gov on December 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 the 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 should submit and enter the rating into the online application for the custodian engineer. In doing so, s/he must consult with the principal of the smaller site when formulating the rating. The principal of the smaller building 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 percent of the rating period (between July 1 and December 31, 2017).
  • Merged buildings (child-school buildings that share a CE with a parent-school building).
  • Sites that receive "landlord services" (non-DOE CE).
  • Sites where the CE has not been assigned to the building for more than 50 percent of the rating period (between July 1 and December 31, 2017).

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

Monday, January 15, 2018

Martin Luther King Day

Tuesday, January 16, 2018

CL13: PCAR
Last day for Parent Coordinators (PC) to enter December Parent engagement activities in the PCAR system. Schools without a PC must submit Parent �Teacher Conference attendance data only

Wednesday, January 17, 2018

Updates on Advance
Guidance Regarding Parent or Legal Guardian Requests for Principal or Teacher Ratings: In accordance with New York State Education Law, school districts are required to share teachers' and principals' Advance and Principal Performance Review (PPR) Overall Ratings and Advisory Results (if applicable), with parents and legal guardians who request this information. Detailed guidance for schools to manage rating requests is now available on the Principal Evaluations page of the Principals' Portal. Parent and legal guardian request forms and information rating sheets are also available on the Advance Intranet: Overall Ratings Resources; translated versions of the request form and information sheets for sharing ratings with families will be available at the same Advance intranet location in the coming weeks.

Parents and legal guardians may request this information about you and the teacher(s) who currently serve their child. For principal-rating requests, you may either disclose your PPR Overall Rating and Advisory Result (if applicable) to a parent or legal guardian directly, or you may request that your superintendent's office respond to the parent or legal guardian's request for your rating. Please reach out to your superintendent to discuss your preferred method of processing principal-rating requests. For teacher-rating requests, you may respond to a parent or legal guardian's request, or you may designate an administrator at your school who is authorized to access teacher-rating information. Please note that all requests must be addressed and a response provided to the parent or legal guardian within 10 school days of receipt, absent extraordinary circumstances.

For questions about principal ratings requests, email ppr@schools.nyc.gov. For questions about teacher ratings requests, email advancesupport@schools.nyc.gov.

For questions about Advance, contact your TDEC.

Updates on Advance: Next Steps Regarding Goal-Setting for Individual, Grade, or School Target Populations
Updates on Advance: Next Steps Regarding Goal-Setting for Individual, Grade, or School Target Populations

Friday, January 19, 2018

Administer the Student Perception Survey
As noted in previous editions of Principals' Weekly, the Student Perception Survey administration window is now open through January 19; you may choose to administer the survey to your students on any day(s) during this period. Your survey coordinator should schedule the survey administration date(s) and times and ensure that English Language Learners (ELLs) and students with disabilities are provided with support, as appropriate, to access and complete the survey. Teachers will receive an email from studentperceptionsurvey@schools.nyc.gov notifying them about the Student Perception Survey by December 8.

Please note that the letter to survey coordinators included in the shipment of survey materials listed incorrect administration dates. Survey coordinators were emailed the correct information in the online administration letter and paper administration letter.

Survey coordinators or other school staff may now access the Survey Scheduling Helper, an optional tool that allows the user to create a master survey administration schedule using teachers' class information in STARS. Note that you may need to assign permission to survey coordinator(s) in the Advance Web Application in order for them to access the Survey Scheduling Helper. For instructions on using the Survey Scheduling Helper, please review the Survey Scheduling Helper Guide. As noted in previous editions of Principals' Weekly, the Student Perception Survey is administered for formative purposes only, and not as a part of Advance, New York City's system for teacher development and evaluation.

For additional information about the Student Perception Survey, including Frequently Asked Questions and Survey Eligibility, visit the Student Perception Survey website. For questions, email studentperceptionsurvey@schools.nyc.gov

CL01: Academic Policy
Last day for elementary and Middle Schools to complete academic policy training during the 2017-2018 school year and High schools to complete Lesson 1 for academic policy
Complete Required Academic Policy Training
In accordance with compliance checklist (CL#01), you are required to complete academic policy training during the 2017-18 school year. This training helps ensure that you receive important information about key state and City academic policies. You will receive an email this week from academicpolicytrainings@schools.nyc.gov with a unique link allowing you to access the content online via Survey Gizmo. Completion of the training is automatically recorded by clicking "submit" on the last page. School-level compliance will be tracked using your unique link, so the link should not be shared with other staff. Lesson assignments are determined by the grade-bands your school serves, as follows:

Elementary School Lesson:

  • You will receive one elementary school training this year that you must complete by January 19.

Middle School Lesson:

  • You will receive one middle school training this year that you must complete by January 19.

High School Lessons:

  • You will receive two high school trainings this year, one in the fall and one in the spring. You will only receive a link to High School Lesson 1 by email this week. More information about High School Lesson 2 will be shared in Principals' Weekly in the spring.
  • You must complete High School Lesson 1 by January 19.
  • Multiple Grade-Band Schools:

    • If your school serves students in grades K-12, 6-10, 6-11, or 6-12, you are only required to complete the high school-level content.
    • If your school serves students in grades K-8 or 6-9, you are only required to complete middle school-level content.

    Each lesson will take approximately 40 minutes to complete. You cannot designate a member of your staff to complete the lessons in your place. At the end of the training, you will be able to share the information with members of your staff using the resource guide provided in the training.

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

Opportunity to Participate in Advanced Placement (AP) for All Campus Course-Sharing Program
Opportunity to Participate in Advanced Placement (AP) for All Campus Course-Sharing Program
Plan for High School Admissions by Reviewing Data, Applicants, and Match Targets
Plan for High School Admissions by Reviewing Data, Applicants, and Match Targets
Resolution 'A' Funding Allocation for FY 2018
As in past years, borough presidents and city council members have allocated capital funds (Resolution 'A' funding) for technology-related, construction, science lab, and other non-technology-related projects at schools within their boroughs and council districts.

For FY18 Resolution 'A' funding allocations, you can see whether your school has received a borough president allocation or a city council allocation. If you received an allocation for technology-related projects, you can access the allocated funds and begin your project(s) by entering information about how you plan to spend the funds using the Resolution A online option form by January 19. You should also use these implementation procedures to utlize these funds for your projects.

For questions about Resolution 'A' non-technology projects, email Karen Maher. For questions about Resolution 'A' technology projects, email Boris Flores.

Review Promotion Criteria in ATS for Students With IEPs and ELLs
Review Promotion Criteria in ATS for Students With IEPs and ELLs
Youth Mental Health First Aid Trainings
You and your staff are invited to register for one of several Youth Mental Health First Aid (MHFA) training sessions that are being held during the week of January 22; the registration deadline is January 19. The MHFA is an evidence-based, day-long training designed to help school staff recognize mental health challenges in youth and young adults ages 12-18, as well as their unique risk factors and warning signs. This interactive training will provide participants with an in-depth overview of mental health issues, build understanding of the importance of early intervention, and teach how to help students in crisis who may be experiencing mental health challenges. Participants who attend the training will receive a certificate of completion; Continuing Teacher and Leader Education (CTLE) credit is also available. You should share this registration link with your school staff members and encourage participants to turnkey the information to other staff members after attending the training.

For questions, email David Rivera.

Monday, January 22, 2018

Complete the Basic Educational Data System (BEDS) Survey
Complete the Basic Educational Data System (BEDS) Survey

Friday, January 26, 2018

SAT School Day Updates
>Order PSAT and SAT Materials for SAT School Day: Your school's SAT Supervisor is responsible for ordering PSAT and SAT materials for SAT School Day through the College Board's Test Ordering System (TOS), including materials for students with accommodations, by January 26. Your SAT Supervisor can begin placing orders for PSAT10 materials at this time; your SAT Supervisor will be able to place orders for SAT materials beginning December 14. It is recommended that your school order at least a 10 to 15 percent overage, to ensure that you have sufficient materials for testing and to account for additional students who may enroll in your school. For additional information on the ordering process, see pages 6-9 of the SAT Supervisor Implementation Guide. As a reminder, if your school does not have an assigned SAT Supervisor in the College Board's TOS, your school will not be able to order materials.

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

View Kindergarten Applicant Information and Verify Sibling Status in SEMS and Language Proficiency
You should follow the guidance below to review your Program Candidate List (PCL), and verify sibling status using the Sibling Verification List (SVL), and verify language proficiency by January 26:

Review Your PCL in SEMS: The kindergarten PCL for the 2018-19 school year is now available in SEMS. The PCL screen shows applicants to your school to date; this screen will be updated daily through the remainder of the application window. Note that applicants are not ranked by priority group in your PCL at this time; they will be prioritized after the DOE receives all applications and confirms zoning, sibling relationship, and pre-K status for each applicant. As in past years, kindergarten offers are made without regard to IEP status; all schools are expected to welcome and serve students with IEPs.

Verify Applicants' Siblings Using Your SVL in SEMS: The SVL is available as a tab on your Program Candidate List (PCL) in SEMS. To view it, log in to your PCL and click the "Sibling" tab on the top left corner of your screen. You or a designee should use this tab to verify whether or not applicants who have indicated that they have a sibling in your school should have sibling priority for kindergarten admissions. Please note the following sibling verification procedures for grandfathered siblings and siblings at a co-located D75 program:

  • Grandfathered Siblings: If your school has been rezoned in the past five years, you should indicate where siblings should be grandfathered as zoned applicants due to the rezoning, by checking the "Grandfathered Sibling" box on the SVL. Students must meet the following conditions:
  • The applicant's older sibling must have been zoned and enrolled at your school before the rezoning.
  • The applicant's older sibling will still be enrolled in grades K-5 during the 2018-19 school year.
  • The home address of the applicant has not changed, but has been rezoned to another school.
  • Siblings at a Co-Located D75 Program: As per the Chancellor's Regulation A-101, sibling priority has expanded to include a sibling enrolled in the District 75 program that is co-located in the same building as the applicant's school. You may see siblings on your SVL who are enrolled at the co-located D75 program at your school. You should verify these students in the SVL in the same way that you verify all other siblings.

Language Verification: As in past years, families who are applying to kindergarten are able to apply directly to your Dual Language program(s) for the 2018-19 school year. The DOE's goal is a ratio of approximately 50 percent English language learners (ELLs) and 50 percent English-proficient students in all Dual Language classes. In order to help achieve this ratio, you are strongly encouraged to verify your students' language proficiency in accordance with this language verification guidance document, which provides information to help you verify potential ELLs before the DOE makes offers for seats in your Dual Language program. To verify language proficiency, please email ESEnrollment@schools.nyc.gov by December 20, to receive a spreadsheet that you can use to enter the results of the verification process by January 26. Note that if you do not verify language proficiency, the DOE will use the information provided by the family on the application to categorize students as "potential ELL" or "English-proficient."

You should review this guide on accessing the PCL and SVL. For questions regarding language verification, email DELLSS@schools.nyc.gov. For questions about PCL or DVL, email ESEnrollment@schools.nyc.gov.

Wednesday, January 31, 2018

CL02: Time and Effort Reporting
Last day to complete January semi-annual Time & Effort Certification in myGalaxy
CL12: PA/PTA Financial Reporting
ast day to collect the PA/PTA Interim Financial Report (the required financial information must be entered into SPLCIS by February 15, 2018
CL14: Mentoring
Last day to conduct Mentoring interactions for the month of January for new and continuing teachers and enter Mentoring interactions in MTS for new and continuing teachers for the month of December
CL23: Safety Committee Meeting
Last day to conduct and enter in OSYD the January Safety Committee meeting
CL27: STH Title I Set Aside
Last day to set aside the required Title I funds in myGalaxy for Students in Temporary Housing (STH)
Collect and Document Your School's Arts Syllabi

In accordance with Commissioner's Regulations (CR) Part 100 high schools must maintain records of their arts syllabi.You should collect your school's arts syllabi for the fall of 2017 by January 31, and permanently retain these records at the school site. Please note that your school's arts syllabi may be reviewed by the DOE or the New York State Education Department (NYSED) in conjunction with random audits by the New York State Comptroller's office.

For examples that you may use to develop arts syllabi as needed at your school, see the High School Arts Syllabi Frameworks. These frameworks cover introductory high school courses in dance, music, theater, and visual art, and are aligned to both the current New York State Arts Standards and the New York City Blueprints for Teaching and Learning in the Arts. As in these examples, the syllabi that you use at your school should include clear expectations for student learning upon completion of every entry-level arts course.

For questions, contact Paul King at pking5@schools.nyc.gov or 212-374-0290.

Share Key Messages and Resources on Implementation of Every Student Succeeds Act (ESSA)
As noted in the Chancellor's memo in the September 19 edition of Principals' Weekly, provisions of the Every Student Succeeds Act (ESSA) take effect this school year. In September, the NYS Board of Regents authorized NYSED's draft submission of the state accountability plan for approval by the United States Department of Education (USDOE). Once the plan is approved by the USDOE, current school accountability designations will be replaced, and data from 2017-18 school year and 2016-17 graduation results will be used for initial school accountability designations under ESSA.

During the 2017-18 school year, the DOE is working with district and school communities in preparation for the full implementation of ESSA in the 2018-19 school year. You and your staff should review this one-pager on ESSA, and share the following key messages and resources with your School Leadership Team (SLT) and teachers by January 31:

  • New Accountability Designations: The current school accountability designations-Priority and Focus-will be replaced by Comprehensive Support and Improvement (CSI) and Targeted Support and Improvement (TSI), respectively. These new designations will be made in December 2018; however, new school improvement initiatives will begin at designated schools during the 2019-20 school year.

  • 2017-18 Data Used for Initial Accountability Designations: The data from the 2017-18 school year will be used for initial school accountability designations under ESSA for the 2018-19 school year. Results from spring 2018 assessments, as well as 2016-17 graduation rates, will also be used for initial school accountability designations (e.g. CSI and TSI).

  • Information Sessions and Resources: To learn more about ESSA and what it means for schools, the DOE is hosting information sessions in all five boroughs. These ESSA Awareness Information Sessions are being hosted in-person or via online webinar, in January and February; dates, times, location, and registration information are available on the webpage. Additional resources are shown below:
  • The NYSED ESSA page contains technical documents as well as fact sheets/monographs for educators and parents in multiple languages. All public-facing materials for ESSA from NYSED will appear on this site.
  • The State and Federal Evaluation Wiki page contains all ESSA-related materials for DOE staff, including high-level overviews and more detailed technical aspects of accountability under the law.

For information on the technical aspects of accountability under ESSA, contact your FSC performance and assessment leads (PALs) and email SFEsupport@schools.nyc.gov; additional accountability-related information will be available in future editions of Principals' Weekly. For all other questions, email ESSA@schools.nyc.gov or call 212 374-6406.


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