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May 1 - 31, 2018

Start Date and TimeEvent Details

Tuesday, May 01, 2018

CL49: Related Services
98% of related services mandates should now be fully served and accurately captured in SESIS Encounter Attendance
Distribute Middle School Admissions Notification Letters and Enter Appeals Information into SEMS
Middle school notification letters that provide families with admissions decisions will be delivered to Family Welcome Centers later this week. You will be notified, via an email from SEMS, when you or your designee are able to pick up your school's notification letters and when the letters are available in SEMS. Please plan to pick up letters as soon as they are available, and distribute them to your fifth-grade students (and sixth graders graduating from K-6 schools) at the end of the school day. On April 12, you may also use SEMS to see match information for your students and to access and/or print electronic versions of the letters.

The deadline for families to appeal their child's middle school placement is April 26. You or your designee must enter appeals information into SEMS by May 1. Customized placement appeal applications (i.e., forms that families complete to request a change to students' middle school assignment) are only available in the documents tab in SEMS; note that you should only print these applications for families who request them.

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

Wednesday, May 02, 2018

CL44: Turning 5
Last day to mail IEP meeting notices to families for Turning 5 cases�
Professional Development Sessions for Supervising School Aide Candidates
The DOE is offering a series of professional development sessions to help school aides become qualified to serve as supervising school aides. If you have a school aide who you would like to be considered for one of the supervising school aide positions, you should register them for three mandatory sessions by May 2. The DOE will review each registration to ensure that the candidate is eligible to participate. Once the review is completed, your school aide will be notified and invited to attend these professional development sessions.

Note that in order for school aides to qualify for the supervisory position, they must have a high school diploma or General Equivalency Diploma (GED), and complete:

  • All three mandatory sessions at the Founders Hall at St. Francis College (180 Remsen Street in Brooklyn) from 9:00 a.m.-1:00 p.m. on May 8, 14 and 16; note that these sessions are not for currently-assigned supervising school aides; and
  • CPR/defibrillator training, for which they can register.

Note that this position is optional to staff, and you must have budget capacity in order to have a supervising school aide at your school. You must receive approval from the DOE before a school aide can begin serving as a supervising school aide. Candidates who have fulfilled all eligibility requirements will receive certificates of completion from the DOE.

For additional information about the requirements, steps for selection and processing of supervising school aides, see the My Reports and Systems page of the Principals' Portal.

For questions, contact your FSC HR director.

Students with Disabilities Transitioning to Kindergarten (Turning 5)
Please review the following information about pre-k students with disabilities transitioning to kindergarten (Turning 5):

Assignment of Turning 5 Cases: As noted in the December 19 edition of Principals' Weekly, the DOE is continuing to assign Turning 5 cases to schools and Committees on Special Education (CSEs) throughout the winter and spring. Supervisors of school psychologists will continue to email you, your school psychologist, and social worker when new cases are assigned to your school.

Turning 5 Completion Timeline: Your school should schedule Individualized Education Program (IEP) meetings, mail IEP meeting notices, and complete cases according to the following timeline:

  • April 10: 85 percent of cases assigned to date must be complete;
  • May 2: All IEP meeting notices must be mailed to families;
  • May 16: 95 percent of cases assigned to date must be completed; and
  • June 1: 100 percent of assigned cases must be completed.

Create Prior Written Notices and Send Them to Families: After finalizing IEPs, Individualized Education Services Plans (IESPs), and Declassification/Ineligible documents, IEP teams will be responsible for creating Prior Written Notices (PWNs) and providing them to families based on the following guidance:

  • For a student receiving an IEP: The IEP team will create a SESIS Prior Written Notice (PWN) to inform the family of the recommended services. Note that the team should not create documents providing a school location; the DOE will determine the school where special education services will be provided and notify the family in the spring.
  • For a student receiving an IESP: The IEP team will create a SESIS PWN to inform the family of the services to be provided by the DOE for students enrolled in a private/religious school at the parents' discretion and expense. Note that the IEP team must record the name and location of the school that the student will attend in the "Description of Other Factors" section of the Prior Written Notice for Placement.
  • For a student who is declassified or determined to be ineligible for special education services: the IEP team will create a SESIS PWN to notify the family. The IEP team should not create documents providing a school location. The student will be offered placement through the kindergarten admissions process.

As a reminder, at the conclusion of the IEP meeting, the case manager is responsible for ensuring that the IEP is finalized and a copy is handed to the parent. If that is not possible, ensure the Recommended Special Education Programs and Services page of the draft IEP is completed, printed, and handed to the parent; within 10 business days, the draft IEP must be finalized and issued to the parent.

Useful Resources to Support the Turning 5 Process: As your IEP team schedules and plans IEP meetings, they should refer to the Standard Operating Procedures Manual (SOPM) and these updated documents on the Turning 5 intranet page:

  • IEP Meetings for Turning 5s: Includes information about accessing preschool documents, planning for and conducting IEP meetings, completing IEPs, and specialized programs in community schools and District 75 programs.
  • Students Who Will Be Parentally Placed: Provides information about developing IESPs and creating and providing the SESIS PWN.
  • Recommending Specialized Transportation Accommodations for Students Transitioning to Kindergarten: Includes guidelines for submitting a review form in SESIS for a DOE physician's review.

Please share this message with your school psychologist(s) and social worker(s). For questions, contact your supervisor of school psychologists.

Thursday, May 03, 2018

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

Register Students for the SAT Make-Up Exam: As noted in the March 27 edition of Principals' Weekly, the SAT make-up exam date for students who did not take the SAT exam during the non-standard accommodations testing window in March, or who will miss the primary test date (April 24), is scheduled for June 2. You will receive SAT make-up-related forms, including registration and bulk transmittal forms, during the week of April 23. Your SAT Supervisor should support students in selecting a make-up testing site, and complete and submit the required paper registration form to the College Board, along with bulk transmittal forms, by May 3. For additional information, including a recorded webinar, see the SAT School Day resources page.

Release of SAT and PSAT Scores: SAT scores for students, who tested during the non-standard accommodations testing window in March, are now available through the College Board Reporting Portal. Students who tested in March can access and view their scores through their College Board accounts; your SAT Supervisor should ensure that students have access to their accounts to view their scores. PSAT scores will continue to be released to students on a rolling basis via their College Board accounts.

Non-Standard Administration Report (NAR) Update: As noted in the March 13 edition of Principals' Weekly, students taking the SAT exam with standard test accommodations (testing with the purple booklets), should now be listed on your Non-Standard Administration Report (NAR), which is available through the College Board's Services for Students with Disabilities (SSD) online portal. If you have students who may have been approved for standard test accommodations after March 21, your SSD Coordinator should regenerate the March 21 NAR to ensure that s/he prints the most up-to-date list, in preparation for the revised SAT School Day test administration on April 24; note that this is a regular attendance day.

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

Prepare to Administer the New York State (NYS) Grades 3-8 Math Exam
If your school is administering the New York State (NYS) grades 3-8 math exam from May 1-2, you should review the following updates:

Delivery of Math Exam Materials: You will receive a delivery of secure test materials for the math administration by April 25; your school should have received a delivery of non-secure materials from NYSED for both the main administration and make-up administration of the math exam in March.

Request Additional Materials: If your school requires additional exams that were not originally requested, you must contact Questar Customer Support at 866-997-0695 as soon as possible. After contacting Questar, you must complete the 2018 Math Exam Request Form and email it to your borough assessment implementation director (BAID) at least 24 hours in advance of exam administration. Once the email is sent to your BAID, a staff member from your school must bring the original test request form (printed on school letterhead with your signature), as well as a valid picture I.D. to your borough office, in order to obtain additional exams on the morning of administration. Please note that schools may only pick up the exam book that is being administered on that particular day.

Proctoring Guidelines: Please note that paraprofessionals and school aides cannot serve as test-room proctors. You should instead schedule paraprofessionals and school aides to serve as hall monitors to ensure that students do not leave the test rooms unescorted until they have completed their exams. Guidance counselors cannot serve as test-room proctors or hall monitors, unless it is an emergency (i.e., other staff are unavailable). For additional information on proctoring responsibilities, see NYSED's English Language Arts and Mathematics Tests School Administrator's Manual.

Scan Main Administration Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 1-2), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 5:00 p.m. on the day of each exam administration. Please note that for any student who is exempt, you must indicate on the answer document a reason why the student was not tested. Answer documents for absent students should be retained by the school, so that students who were absent during the main administration can be given an opportunity to test during the make-up administration on May 3-4 and 7-9; these answer documents should be scanned during the make-up period. For detailed instructions on scanning answer documents and running reports through ATS to ensure that data is fully captured, refer to the Scanning Quick Guide and ELA/Math Scanning Handbook.

Math Exam Packaging and Collection After Main Administration Period: After administering the math exam, your school must package exam materials, in accordance with the directions in the ELA and Math Test Administration Memo. Deluxe Courier will collect math constructed-response exam materials for delivery to scoring sites following the main administration, beginning at 8:00 a.m. on May 3. If your school's exam materials are not ready for collection when the courier arrives, you will be responsible for transporting the math exam materials to designated scoring sites as soon as possible.

Scan Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams on May 3-4 and 7-9 are required to scan students' page 1 and/or page 2 answer documents into ATS by 5:00 p.m. on May 9. Please note that for any student who does not take the exam, you must indicate the reason the student was not tested on the answer document; note that this includes answer documents that are completed during the make-up testing period and for students who are absent for the entire make-up period. In addition, schools must also scan and retain page 3 of the answer documents for students who are absent or exempt from testing at the end of the make-up period. For detailed instructions on scanning answer documents and running reports through ATS to ensure that data is fully captured, refer to the Scanning Quick Guide and ELA/Math Scanning Handbook.

Math Exam Packaging and Collection After Make-Up Period: After administering the make-up math exam, your school must package exam materials, in accordance with the directions in the ELA and Math Test Administration Memo. Deluxe Courier will collect math constructed-response exam materials for delivery to scoring sites following the math make-up administration, beginning at 8:00 a.m. on May 10. If your school's exam materials are not ready for collection when the courier arrives, you will be responsible for transporting the math exam materials to designated scoring sites as soon as possible.

Friday, May 04, 2018

CL02: Time and Effort Reporting
Last day to complete monthly April Time & Effort Certification in myGalaxy
CL20: Missing Attendance
Last day to identify and resolve all attendance issues in ATS
Order Family Income Inquiry Form for the 2018-19 School Year
As noted in the November 28 edition of Principals' Weekly, the Family Income Inquiry form (formerly the School Meals Application) is distributed to students' families at the beginning of each school year, and is the basis for determining your school's eligibility for Title I funding. If your school is currently using the form to determine Title I funding, you should order flyers and income inquiry forms for the 2018-19 school year through the ordering portal, which will remain open through May 4. You or a designee can log in to the ordering portal using your ATS code as your username; if you need to reset your username or password, call the OSSS Service Desk at 718-349-5783.

Note that you are only required to order Family Income Inquiry forms for the number of Meal Code 5 students in ATS who were enrolled in your school at the beginning of the 2017-18 school year. To determine this number, review the ATS data displayed in the ordering portal, which identifies two types of students:

  • Meal Code 5 students, who were enrolled in your school on September 7, and began the school year without an eligibility determination; and
  • Meal Code "A" students, who do not require a Family Income Inquiry form since they are automatically Title I eligible, because they are enrolled in a government assistance program.

If you expect an increase in enrollment next school year, you may order more forms than the number of Meal Code 5 students at the beginning of the current school year, via the portal, through May 4.

For more information on maximizing the collection of Family Income Inquiry forms to increase Title I funding, see this document on Principal's Best Practices to Maximize the Collection of Family Income Inquiry Forms. For questions or assistance with ordering flyers and applications, call SchoolFood Customer Information at 718-707-4400.

Right to Return for Elementary Schools with Capped Grades
In accordance with Chancellor's Regulation A-101, if your school could not accommodate all zoned kindergarten applicants for the 2017-18 school year, or if the DOE capped enrollment for any grades in your school during the 2017-18 school year, you must reach out to and send this letter to the families of students who were overflowed to other schools by May 4, to provide those families with the opportunity to indicate their interest in returning to your school. Students who were not offered placement in your school due to a capping plan have the right to attend your school in September, if there are available seats. You should offer any seats that are open in grades 1-5 for the 2018-19 school year, to these families by the end of this school year; offers should be made in the order in which the students appear on your waitlist.

Translated versions of the letter are available on the Enrollment page of the Principal's Portal.

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

8:00 PM SESIS Downtime (Multi-Day Event)
Due to planned system maintenance, SESIS will be unavailable from 8:00 p.m. on May 4, until 10:00 a.m. on May 5. During this time, staff will not be able to access, fax, or upload 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. 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).

Saturday, May 05, 2018

End Time 10:00 AM SESIS Downtime (Multi-Day Event)
Due to planned system maintenance, SESIS will be unavailable from 8:00 p.m. on May 4, until 10:00 a.m. on May 5. During this time, staff will not be able to access, fax, or upload 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. 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).

Monday, May 07, 2018

Continue to Prepare for Summer in the City (SITC) 2018
You should review the following Summer in the City (SITC) information and take appropriate action:

Opportunity to Recommend Cultural Institutions: Similar to last year, SITC programs will offer an opportunity for mandated summer school students as well as non-mandated students who are participating in SITC Summer Academy, to visit cultural institutions in the city. The list of participating institutions is available on the SITC page of the Principals' Portal. Note that admission fees to cultural institutions that are on the partner list will be covered by Central. You can recommend that a local cultural institution/organization be added to the list by completing this recommendation form by May 7.

Adult and Continuing Education Summer Sites: The list of 2018 adult education sites is available on the SITC page of the Principal's Portal, under the "Programming and Site Information" section.

District 75 Summer Schedule Update: The District 75 summer schedule (i.e., Chapter 683-required summer services) will run from July 5-August 14; these services will be added to the summer calendar, which can be found on the SITC page of the Principal's Portal.

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

Wednesday, May 09, 2018

Prepare to Administer the New York State (NYS) Grades 3-8 Math Exam
If your school is administering the New York State (NYS) grades 3-8 math exam from May 1-2, you should review the following updates:

Delivery of Math Exam Materials: You will receive a delivery of secure test materials for the math administration by April 25; your school should have received a delivery of non-secure materials from NYSED for both the main administration and make-up administration of the math exam in March.

Request Additional Materials: If your school requires additional exams that were not originally requested, you must contact Questar Customer Support at 866-997-0695 as soon as possible. After contacting Questar, you must complete the 2018 Math Exam Request Form and email it to your borough assessment implementation director (BAID) at least 24 hours in advance of exam administration. Once the email is sent to your BAID, a staff member from your school must bring the original test request form (printed on school letterhead with your signature), as well as a valid picture I.D. to your borough office, in order to obtain additional exams on the morning of administration. Please note that schools may only pick up the exam book that is being administered on that particular day.

Proctoring Guidelines: Please note that paraprofessionals and school aides cannot serve as test-room proctors. You should instead schedule paraprofessionals and school aides to serve as hall monitors to ensure that students do not leave the test rooms unescorted until they have completed their exams. Guidance counselors cannot serve as test-room proctors or hall monitors, unless it is an emergency (i.e., other staff are unavailable). For additional information on proctoring responsibilities, see NYSED's English Language Arts and Mathematics Tests School Administrator's Manual.

Scan Main Administration Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 1-2), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 5:00 p.m. on the day of each exam administration. Please note that for any student who is exempt, you must indicate on the answer document a reason why the student was not tested. Answer documents for absent students should be retained by the school, so that students who were absent during the main administration can be given an opportunity to test during the make-up administration on May 3-4 and 7-9; these answer documents should be scanned during the make-up period. For detailed instructions on scanning answer documents and running reports through ATS to ensure that data is fully captured, refer to the Scanning Quick Guide and ELA/Math Scanning Handbook.

Math Exam Packaging and Collection After Main Administration Period: After administering the math exam, your school must package exam materials, in accordance with the directions in the ELA and Math Test Administration Memo. Deluxe Courier will collect math constructed-response exam materials for delivery to scoring sites following the main administration, beginning at 8:00 a.m. on May 3. If your school's exam materials are not ready for collection when the courier arrives, you will be responsible for transporting the math exam materials to designated scoring sites as soon as possible.

Scan Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams on May 3-4 and 7-9 are required to scan students' page 1 and/or page 2 answer documents into ATS by 5:00 p.m. on May 9. Please note that for any student who does not take the exam, you must indicate the reason the student was not tested on the answer document; note that this includes answer documents that are completed during the make-up testing period and for students who are absent for the entire make-up period. In addition, schools must also scan and retain page 3 of the answer documents for students who are absent or exempt from testing at the end of the make-up period. For detailed instructions on scanning answer documents and running reports through ATS to ensure that data is fully captured, refer to the Scanning Quick Guide and ELA/Math Scanning Handbook.

Math Exam Packaging and Collection After Make-Up Period: After administering the make-up math exam, your school must package exam materials, in accordance with the directions in the ELA and Math Test Administration Memo. Deluxe Courier will collect math constructed-response exam materials for delivery to scoring sites following the math make-up administration, beginning at 8:00 a.m. on May 10. If your school's exam materials are not ready for collection when the courier arrives, you will be responsible for transporting the math exam materials to designated scoring sites as soon as possible.

Thursday, May 10, 2018

Additional Opportunity to Indicate Interest in Adding Pre-K Sections for the 2018-19 School Year
If you are interested in adding general education pre-K sections in your school for the 2018-19 school year, you or your designee have another opportunity to request additional sections by completing this brief online form by May 10. The information provided through the online form will be used to understand initial interest in adding or expanding pre-K sections, and does not guarantee that changes will be made to your program for the upcoming school year. If you do not wish to make any changes to your pre-K program, please do not complete the form.

Note that the DOE will prioritize expanding pre-K sections in areas of high demand, and will consider your feedback, space availability, and overall capacity to offer a high-quality, full-day, pre-K program as it evaluates your pre-K request. In addition, you may be contacted to provide more information after you complete the form, in order to make a final determination. You may also be contacted by DOE staff via email to add a new pre-K program, expand seats in an existing pre-K program, or reduce the number of seats you offer, even if you do not indicate interest via the online form, and as the DOE continues to assess demand.

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

Continue to Plan for Summer in the City (SITC) 2018
You should review the following Summer in the City (SITC) information and take appropriate action:

Summer School Programming Guidance: In preparation for summer school programming, you and your staff should review the Summer School Guide to Programming and Awarding Course Credit, which provides guidance on the academic policies and systems for all DOE summer school programs, including high school summer and enrichment programs. This guide answers frequently asked questions for principals, school staff, and program coordinators of sending and receiving schools. For additional guidance on how to use ATS or STARS for summer school programming, contact your FSC academic policy and systems lead.

Department of Youth and Community Development (DYCD) Program Placement: If you are located in a site that will host DYCD programs this summer (Beacon, COMPASS, and/or SONYC), you will receive an email from sitc@schools.nyc.gov, on April 26, with information about the program(s) that will operate in your building; placements were determined by the programs' preferred locations and building availability. Note that you are expected to host all DYCD programs operating in your building unless there are major capacity concerns that would make placement of a program in your building unfeasible. If you have any program placement concerns, you should contact your field support liaison by May 10.

Open School for Summer (SSOS) and Update Summer School Calendar (SCAL) Screens Completion: In preparation for SITC 2018, you must complete the SSOS and SCAL screens in ATS by May 11 and May 18, respectively. You should use the SSOS function in ATS to identify whether you are hosting summer programs by entering "Y� for yes, or an "N� for no, in the "open for summer� field; note that entering "Y� activates your school's DBN for the summer term. Schools that enter "Y� should also complete the SCAL screen, by May 18, in order to identify non-instructional days for your summer school program. If you enter "N,� indicating that your school will not be a receiving school, you should leave all other fields blank in the SSOS function. For additional guidance on completing the SSOS or SCAL screens in ATS, see the ATS Wiki.

Opportunity to Register for the DOE Sustainability Showcase
You and your staff are invited to attend the DOE's second annual Sustainability Showcase at St. Francis College (180 Remsen Street in Brooklyn), from 8:00 a.m. to 3:00 p.m. on May 18. Please register by May 10. You should share the registration link and encourage your school community to attend this event, which is an opportunity to highlight students and staff who have developed ways to make their schools and community more sustainable through energy conservation, recycling and stewardship practices. This event will also provide you and your staff with an opportunity to participate in one of five action-based workshops that will cover sustainability best practices and resources; the workshops can help you implement sustainability projects, or incorporate what students, DOE staff and partner organizations are working on to enhance school sustainability. The showcase will conclude with a chance for schools to win a $1,500 grant for a sustainability project.

For questions, email Nichelle Hudlin.

Prepare to Administer the New York State (NYS) Grades 3-8 Math Exam
If your school is administering the New York State (NYS) grades 3-8 math exam from May 1-2, you should review the following updates:

Delivery of Math Exam Materials: You will receive a delivery of secure test materials for the math administration by April 25; your school should have received a delivery of non-secure materials from NYSED for both the main administration and make-up administration of the math exam in March.

Request Additional Materials: If your school requires additional exams that were not originally requested, you must contact Questar Customer Support at 866-997-0695 as soon as possible. After contacting Questar, you must complete the 2018 Math Exam Request Form and email it to your borough assessment implementation director (BAID) at least 24 hours in advance of exam administration. Once the email is sent to your BAID, a staff member from your school must bring the original test request form (printed on school letterhead with your signature), as well as a valid picture I.D. to your borough office, in order to obtain additional exams on the morning of administration. Please note that schools may only pick up the exam book that is being administered on that particular day.

Proctoring Guidelines: Please note that paraprofessionals and school aides cannot serve as test-room proctors. You should instead schedule paraprofessionals and school aides to serve as hall monitors to ensure that students do not leave the test rooms unescorted until they have completed their exams. Guidance counselors cannot serve as test-room proctors or hall monitors, unless it is an emergency (i.e., other staff are unavailable). For additional information on proctoring responsibilities, see NYSED's English Language Arts and Mathematics Tests School Administrator's Manual.

Scan Main Administration Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 1-2), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 5:00 p.m. on the day of each exam administration. Please note that for any student who is exempt, you must indicate on the answer document a reason why the student was not tested. Answer documents for absent students should be retained by the school, so that students who were absent during the main administration can be given an opportunity to test during the make-up administration on May 3-4 and 7-9; these answer documents should be scanned during the make-up period. For detailed instructions on scanning answer documents and running reports through ATS to ensure that data is fully captured, refer to the Scanning Quick Guide and ELA/Math Scanning Handbook.

Math Exam Packaging and Collection After Main Administration Period: After administering the math exam, your school must package exam materials, in accordance with the directions in the ELA and Math Test Administration Memo. Deluxe Courier will collect math constructed-response exam materials for delivery to scoring sites following the main administration, beginning at 8:00 a.m. on May 3. If your school's exam materials are not ready for collection when the courier arrives, you will be responsible for transporting the math exam materials to designated scoring sites as soon as possible.

Scan Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams on May 3-4 and 7-9 are required to scan students' page 1 and/or page 2 answer documents into ATS by 5:00 p.m. on May 9. Please note that for any student who does not take the exam, you must indicate the reason the student was not tested on the answer document; note that this includes answer documents that are completed during the make-up testing period and for students who are absent for the entire make-up period. In addition, schools must also scan and retain page 3 of the answer documents for students who are absent or exempt from testing at the end of the make-up period. For detailed instructions on scanning answer documents and running reports through ATS to ensure that data is fully captured, refer to the Scanning Quick Guide and ELA/Math Scanning Handbook.

Math Exam Packaging and Collection After Make-Up Period: After administering the make-up math exam, your school must package exam materials, in accordance with the directions in the ELA and Math Test Administration Memo. Deluxe Courier will collect math constructed-response exam materials for delivery to scoring sites following the math make-up administration, beginning at 8:00 a.m. on May 10. If your school's exam materials are not ready for collection when the courier arrives, you will be responsible for transporting the math exam materials to designated scoring sites as soon as possible.

Friday, May 11, 2018

CL18: Bus Drill
Last day to enter 3rd bus drill in OSYD
Continue to Plan for Summer in the City (SITC) 2018
You should review the following Summer in the City (SITC) information and take appropriate action:

Schedule Summer Site Council Meetings: If you are the principal of a school that is hosting a mandated summer school program in your building, you must schedule a Summer Site Council meeting by May 11. Summer Site Councils may be comprised of principals who are affiliated with your site for SITC 2018, as well as Summer Site Supervisors and any enrichment-program providers who will be sharing space in your building. This meeting will help ensure effective communication between affiliated schools in considering the following discussion topics:

  • Allocation of seats for Summer Academy programs;
  • Collaboration between schools on instruction and classroom configuration across grade levels and content areas;
  • Technology capabilities available at the host site; and
  • Storage for instructional materials prior to the start of SITC 2018.

You are encouraged to follow this sample agenda and use the SITC 2018 Principal Checklist to guide these conversations. Follow-up steps that should occur after the Summer Site Council meeting will be shared in a future edition of Principals' Weekly.

SITC Summer Academy Waitlist Guidance: As noted in the March 13 edition of Principals' Weekly, you should work with other principals affiliated with your building to ensure that all available seats for SITC Summer Academy programs (i.e., second grade, ELL Summer Enrichment, and Community Schools) are filled, using the SSEP screen in ATS, by April 27. In the event that there is more demand than seats available, you should maintain a program waitlist, using this template, and offer seats in the order that they appear on the waitlist (from first to last added), as they become available. For additional information on managing the program waitlist and making enrollment offers, see this guidance document.

Host Sites for the ELL Summer Enrichment Program (Grades 2-8): If your school does not host an ELL Summer Enrichment program but has eligible ELL students who are interested in participating, you should use this form to identify host sites for your students. For additional information, including eligibility requirements for participating in Summer Academy programs, see this guidance document.

For questions on SITC operations, contact your FSC director of operational support. For all other questions, email sitc@schools.nyc.gov.

Continue to Plan for Summer in the City (SITC) 2018
You should review the following Summer in the City (SITC) information and take appropriate action:

Summer School Programming Guidance: In preparation for summer school programming, you and your staff should review the Summer School Guide to Programming and Awarding Course Credit, which provides guidance on the academic policies and systems for all DOE summer school programs, including high school summer and enrichment programs. This guide answers frequently asked questions for principals, school staff, and program coordinators of sending and receiving schools. For additional guidance on how to use ATS or STARS for summer school programming, contact your FSC academic policy and systems lead.

Department of Youth and Community Development (DYCD) Program Placement: If you are located in a site that will host DYCD programs this summer (Beacon, COMPASS, and/or SONYC), you will receive an email from sitc@schools.nyc.gov, on April 26, with information about the program(s) that will operate in your building; placements were determined by the programs' preferred locations and building availability. Note that you are expected to host all DYCD programs operating in your building unless there are major capacity concerns that would make placement of a program in your building unfeasible. If you have any program placement concerns, you should contact your field support liaison by May 10.

Open School for Summer (SSOS) and Update Summer School Calendar (SCAL) Screens Completion: In preparation for SITC 2018, you must complete the SSOS and SCAL screens in ATS by May 11 and May 18, respectively. You should use the SSOS function in ATS to identify whether you are hosting summer programs by entering "Y� for yes, or an "N� for no, in the "open for summer� field; note that entering "Y� activates your school's DBN for the summer term. Schools that enter "Y� should also complete the SCAL screen, by May 18, in order to identify non-instructional days for your summer school program. If you enter "N,� indicating that your school will not be a receiving school, you should leave all other fields blank in the SSOS function. For additional guidance on completing the SSOS or SCAL screens in ATS, see the ATS Wiki.

Periodic Assessment Updates
Please review the following periodic assessment updates and take appropriate action:

View and Print End-of-Year (EOY) Scorer IDs: In order to facilitate scoring of EOY assessments (i.e., NYCPTs, F&P, and TCRWP) that are used for MOSL purposes, you must view and print teacher scorer IDs using the RTES function in ATS. Note that scorer IDs are automatically assigned in ATS and cannot be changed; you should not use scorer IDs from the previous school year, as new scorer IDs are generated every school year. To print a list of scorer IDs, select F5/Print, then enter or verify the ATS printer information and press F5 again. For additional information on scorer IDs, see pages 10-11 of the 2017-18 MOSL Assessment Administration Handbook Overview or the appropriate assessment-specific chapter.

Delivery of K-2 End-of-Year (EOY) ELA NYC Performance Tasks (NYCPTs) Texts: If you ordered grades K-2 EOY ELA NYCPTs in the Periodic Assessment (PA) Selection Tool by February 15, you will receive one packet of grades K-2 ELA texts per every three classrooms, between April 18 and 20. The packet consists of one read-aloud text (grades K, 1, and 2), and 35 copies of the independent reading text (grades 1 and 2).

If you missed the February 15 ordering deadline or need additional texts, you can order them through FAMIS until May 11. For information on ordering additional texts, see this document. For FAMIS-related questions, contact the Vendor Hotline at 718-935-2300.

Schoolnet EOY NYCPT Administration Trainings: You and your staff are invited to attend the following Schoolnet EOY NYCPT administration trainings:

  • Online Office Hours: These one-hour online office hours are designed for staff who are experienced in NYCPT administration and will take place on April 18, 23, and May 1. A member of the Periodic Assessment team will be available on these dates to provide live support and answer any questions related to NYCPT administration. You and your staff can view additional information and register for a session.

  • EOY Administration Full-Day Comprehensive Trainings: These full-day, in-person trainings are designed for staff who are inexperienced in administering NYCPTs and will take place between May 7 and 18. These trainings will cover strategies and problem-solving techniques from pre-administration to post-administration for the NYCPTs. You and your staff can view additional information and register for a session.

  • EOY Administration Half-Day Refresher Trainings: These half-day, in-person trainings are designed for staff who are experienced in NYCPT administration and will take place between April 18 and 27. These trainings will cover the essentials of NYCPT administration and provide an opportunity to assign assessments on courses/sections. You and your staff can view additional information and register for a session.

Per-Session Opportunity for Teacher Focus Groups: The DOE will be conducting a focus group for elementary visual arts teachers during the week of April 23. Focus group participants must have received a Developing, Effective, Highly Effective, or Satisfactory rating for the 2016-17 school year, and should exhibit evidence of their interest in supporting formative assessment work, a strong understanding of high-quality assessments, and demonstrated knowledge and use of the NYS Visual Arts Standards and NYC Blueprints. Please encourage your teachers, who may be interested in participating, to access more information about the selection criteria, participant responsibilities, and the OP-175 form in Per Session Circular #1178. Teachers should submit a copy of their resume and the OP-175 form to PAFG@schools.nyc.gov by April 18.

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

Review Appeals Targets in SEMS for Middle School Admissions
Beginning on May 2, middle school principals will be able to change the number of seats available for appeal applicants on the Program Candidate List (PCL) in SEMS. In order to accept appeal applicants, your school must indicate how many seats you would like to make available. This is done by clicking on the "Manage Match Targets� button on your PCL(s). You must update your match target in SEMS by May 11, to reflect the exact number of seats you would like to offer during the appeals round. Please note that schools that did not fill all of their seats in the main round of Middle School Admissions will have available seats automatically populated in SEMS; the number of seats available can still be edited based on space considerations and your overall plan for your school.

In addition, principals of middle schools with a Screened or Limited Unscreened program must rank or prioritize appeal applicants by May 11. Schools with these programs must take the following steps:

  • Screened: Rank applicants using your program's admission rubric.
  • Limited Unscreened: Check off applicants on the PCL who attended an open house, school tour, or information session during the 2017-18 school year.

For more information on the appeals round, please see the "Spring Middle School Admissions Training� PowerPoint located in the resources section of SEMS. For questions, email msenrollment@schools.nyc.gov.Beginning on May 2, middle school principals will be able to change the number of seats available for appeal applicants on the Program Candidate List (PCL) in SEMS. In order to accept appeal applicants, your school must indicate how many seats you would like to make available. This is done by clicking on the "Manage Match Targets� button on your PCL(s). You must update your match target in SEMS by May 11, to reflect the exact number of seats you would like to offer during the appeals round. Please note that schools that did not fill all of their seats in the main round of Middle School Admissions will have available seats automatically populated in SEMS; the number of seats available can still be edited based on space considerations and your overall plan for your school.

In addition, principals of middle schools with a Screened or Limited Unscreened program must rank or prioritize appeal applicants by May 11. Schools with these programs must take the following steps:

  • Screened: Rank applicants using your program's admission rubric.
  • Limited Unscreened: Check off applicants on the PCL who attended an open house, school tour, or information session during the 2017-18 school year.

For more information on the appeals round, please see the "Spring Middle School Admissions Training� PowerPoint located in the resources section of SEMS. For questions, email msenrollment@schools.nyc.gov.

Updates on Advance: Complete Roster Maintenance and Verification
Please review the following Advance implementation guidance on Roster Maintenance and Verification (RMV), which is used for evaluative purposes, including generating accurate report cards and calculating teachers' Measures of Student Learning (MOSL) ratings for Advance. You or a designee should begin RMV activities according to the following steps, by the deadlines listed below:
  • You and your school's STARS administrator should review school-wide scheduling in STARS and ensure the accuracy of the data;
  • Ensure that your teachers review STARS roster information (such as teacher class assignments, student class enrollments, and class start and end dates), and correct any inaccuracies. Note that your teachers will receive an email from AdvanceSupport@schools.nyc.gov on March 14, encouraging them to begin reviewing their rosters and verifying the accuracy in STARS Classroom. All teachers will be asked to review, make changes, or request changes to roster information, and to verify that their rosters are complete and accurate by May 4.
  • During the teacher-review process, you or your designee(s) should work with teachers to resolve any discrepancies as they escalate through STARS Classroom by responding to teacher "Request Changes" via the STARS Classroom Admin Approval inbox.
  • If the request requires updates to STARS data, you or your STARS administrator should make these changes, if necessary, before your teachers verify their roster information in STARS Classroom by May 4, and before your STARS administrator certifies roster information.
  • Ensure that your STARS administrator certifies roster information by May 11.

For more information about the RMV process as it relates to Advance and STARS Classroom, please review this Roster Maintenance and Verification Guide Checklist and FAQ. For more information on teacher course assignments, see the STARS Admin Wiki and the STARS Classroom Wiki. If your school's STARS administrator needs additional support, or for technical questions about STARS Classroom or STARS Admin, you should contact your FSC Academic Policy & Systems Lead.

For questions about Advance, contact your TDEC.

Monday, May 14, 2018

Apply for the New Principal Support (NPS) Master Principal Program
The DOE provides coaching for all first-year principals through its three coaching models, one of which is the New Principal Support (NPS) Master Principal program. If you are a principal with four or more years of experience and would like to support first-year principals as a NPS Master Principal, you should sign up for an individualized consultation to learn more about program eligibility and criteria. Interested principals should submit an application via the Leadership Pathways Application Portal between May 2 and 14; note that only current, first-time Master Principals can re-apply for the program for the upcoming school year.

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

CL16: Arts
Last day to complete the 2017- 2018 Annual Arts Survey
Ensure Site Management Team Members Register for June Regents Training
As noted in previous editions of Principals' Weekly, June Regents/Regents Competency Test (RCT) exams will be administered on June 5 and from June 12-21. If your school has staff members who have been assigned to site management team (SMT) positions (i.e., ATS specialist, content trainer, organizational team lead, or site supervisor) for Regents scoring during the school day, you must ensure that they attend a mandatory training during the week of May 21. SMT members should register for the June Regents training by May 14; note that your staff will also receive an email invitation to register from regents@schools.nyc.gov in early May. As a reminder, your school will receive a "2-for-1" scorer credit for each staff member who is confirmed for a SMT scoring role during the school day.

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

Prepare for Graduation Ceremonies
You should review the information below and take appropriate action to prepare for graduation ceremonies:

  • Date of Commencement Ceremony: Beginning April 25, you can use the HSCI screen in ATS to indicate the date and time of your school's graduation ceremony until May 14. Please note the later Regents exam scoring window date when scheduling your graduation ceremony. See the Senior Certification Guide for a certification checklist and calendar.
  • Honorees for Mayor's Event: Mayor de Blasio and Chancellor Carranza will host the annual valedictorian and salutatorian celebration, an event that honors the city's top-performing high school students, on June 28. In preparation for this event, you or your designee should do the following:

  • Use the HSCI screen in ATS to indicate the two students who will attend from your school by May 14. These students may be your school's valedictorian and salutatorian or two other students your school wants to recognize at this event.
  • Complete this form by May 14, to provide the contact information for your school's honorees. The students you indicate on the form will receive a digital invitation to the event and will be contacted directly about whether they plan to attend. Additionally, in order to highlight special ceremonies around the city, please use the form to let the DOE know if you have a special program or any guest speakers planned for your commencement ceremony.

Please note that, in accordance with DOE policy, high school students must meet certain graduation requirements in order to participate in their school's commencement ceremony. Students with disabilities who earn commencement credentials in lieu of diplomas are also entitled to participate in graduation ceremonies with their peers, and may not be excluded from walking in graduation ceremonies solely because they earned these credentials.

For questions on participation in graduation ceremonies or about using the HSCI function, contact your academic policy and systems lead. For questions about the mayor's event or designating your student honorees, email Mickey Melendez.

Tuesday, May 15, 2018

CL13: PCAR
Last day for Parent Coordinator (PC) to enter April parent engagement activities in the PCAR system. Schools not centrally funded for PC must submit their Citywide Parent Teacher Conference attendance data only
Opportunity to Complete Building Respect: RFA Conversation Skills Online Training
As noted in the March 13 edition of Principals' Weekly, the DOE in collaboration with the New York Jets, Municipal Credit Union, and Stomp Out Bullying, will recognize schools whose staff complete the Building Respect: Respect for All (RFA) Conversation Skills online training. The deadline for this second installment is May 15; the third installment deadline is June 15. The school with the highest completion percentage will receive 25 tickets to distribute to students and staff to attend a New York Jets home football game in 2018.

For questions, email Brendan Lang.

Summer SAT Administration: Opportunity to Serve as a Test Center Site
This year's summer SAT administration is on August 25. If you are interested in having your school serve as a weekend test-center site for the summer SAT administration, you should review the following information and take appropriate action:

  • For Existing Test Center Sites: If your school is currently serving as a weekend SAT test center and would like to add the August 25 test date to your school site, you should contact Test Administration Services (TAS) at 800-257-5123, or email tas@ets.org by June 1.

  • For New Test Center Sites: If your school is currently not a weekend SAT test center and would like to serve as a test site for the August 25 SAT administration (or other weekend testing dates), you should complete the Become a Test Center for Weekend Administrations form on the College Board's website by May 15.
  • In order to be eligible to become a weekend test center, your school must obtain a six-digit school code from the College Board. You can search for your school's six-digit code through the College Board's K-2 School Code Search Tool; note that this code is the same code used for SAT School Day. If you cannot locate your school's six-digit code, you should contact ETS Code Control at codecontrol@ets.org or 609-771-7091.

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

Wednesday, May 16, 2018

CL44: Turning 5
95% of Turning 5 cases assigned must be completed in SESIS�
Students with Disabilities Transitioning to Kindergarten (Turning 5)
Please review the following information about pre-k students with disabilities transitioning to kindergarten (Turning 5):

Assignment of Turning 5 Cases: As noted in the December 19 edition of Principals' Weekly, the DOE is continuing to assign Turning 5 cases to schools and Committees on Special Education (CSEs) throughout the winter and spring. Supervisors of school psychologists will continue to email you, your school psychologist, and social worker when new cases are assigned to your school.

Turning 5 Completion Timeline: Your school should schedule Individualized Education Program (IEP) meetings, mail IEP meeting notices, and complete cases according to the following timeline:

  • April 10: 85 percent of cases assigned to date must be complete;
  • May 2: All IEP meeting notices must be mailed to families;
  • May 16: 95 percent of cases assigned to date must be completed; and
  • June 1: 100 percent of assigned cases must be completed.

Create Prior Written Notices and Send Them to Families: After finalizing IEPs, Individualized Education Services Plans (IESPs), and Declassification/Ineligible documents, IEP teams will be responsible for creating Prior Written Notices (PWNs) and providing them to families based on the following guidance:

  • For a student receiving an IEP: The IEP team will create a SESIS Prior Written Notice (PWN) to inform the family of the recommended services. Note that the team should not create documents providing a school location; the DOE will determine the school where special education services will be provided and notify the family in the spring.
  • For a student receiving an IESP: The IEP team will create a SESIS PWN to inform the family of the services to be provided by the DOE for students enrolled in a private/religious school at the parents' discretion and expense. Note that the IEP team must record the name and location of the school that the student will attend in the "Description of Other Factors" section of the Prior Written Notice for Placement.
  • For a student who is declassified or determined to be ineligible for special education services: the IEP team will create a SESIS PWN to notify the family. The IEP team should not create documents providing a school location. The student will be offered placement through the kindergarten admissions process.

As a reminder, at the conclusion of the IEP meeting, the case manager is responsible for ensuring that the IEP is finalized and a copy is handed to the parent. If that is not possible, ensure the Recommended Special Education Programs and Services page of the draft IEP is completed, printed, and handed to the parent; within 10 business days, the draft IEP must be finalized and issued to the parent.

Useful Resources to Support the Turning 5 Process: As your IEP team schedules and plans IEP meetings, they should refer to the Standard Operating Procedures Manual (SOPM) and these updated documents on the Turning 5 intranet page:

  • IEP Meetings for Turning 5s: Includes information about accessing preschool documents, planning for and conducting IEP meetings, completing IEPs, and specialized programs in community schools and District 75 programs.
  • Students Who Will Be Parentally Placed: Provides information about developing IESPs and creating and providing the SESIS PWN.
  • Recommending Specialized Transportation Accommodations for Students Transitioning to Kindergarten: Includes guidelines for submitting a review form in SESIS for a DOE physician's review.

Please share this message with your school psychologist(s) and social worker(s). For questions, contact your supervisor of school psychologists.

Friday, May 18, 2018

Administer the 2018 NYSESLAT to English Language Learners
As in prior years, you or a designee must administer the New York State English as a Second Language Achievement Test (NYSESLAT) to all English Language Learners (ELLs) to measure progress in English language acquisition and to determine continued eligibility for ELL services for the following school year. The speaking component of the NYSESLAT must be administered to all ELLs between April 9 and May 18; you or your designee must administer the reading, listening, and writing components between May 7 and May 18. Note that you must administer all four subtests of the NYSESLAT (i.e., speaking, reading, listening, and writing), in order for students to receive a valid score.

In addition, if your school had students who were eligible for the NYSESLAT during the 2016-17 school year, but who did not have valid test scores on record, you received a list with the names of those students when you received your March 2018 ELL Data Update Report (EDUR). Note that this list may include both students who did not take the NYSESLAT, as well as students who did not take all four subtests of the NYSESLAT during the 2016-17 school year. You should work with your FSC director of ELLs to ensure that you properly administer the 2018 NYSESLAT to all ELLs in your school. Additionally, you will receive a list of students who are currently eligible to take the 2018 NYSESLAT, in the March and April EDURs.

For best practices in administering the NYSESLAT, see this NYSESLAT Administration Best Practices Overview. You may also review this citywide memo and visit the NYSED website for additional resources.

For questions, email your FSC director of ELLs.

CL35: Fitnessgram
Last day to conduct NYC Fitnessgram assessments for 85% of your eligible student and enter the results into NYC Fitnessgram database
Complete Annual Inventory
As in previous years, you should work with your staff to conduct an annual physical inventory and update your inventory records by April 20. The inventory should include all school equipment (including computer equipment), textbooks and other copyrighted educational materials, computer software, as well as educational and administrative supplies stored in large quantities. You must confirm that you have completed the physical inventory by submitting the Annual Inventory Statement form by May 18; the inventory form is located in FAMIS under the "Miscellaneous" tab on the left side of the page (navigate to the bullet identified as "Inventory"). You may also remove (discard or transfer to another DOE site or outside entity) obsolete equipment. Details regarding the actual inventory count, the electronic completion of the Annual Inventory Statement and the Disposition of Obsolete Equipment forms can be found in the Standard Operating Procedures (SOP) chapter on Inventory.

For questions, contact your FSC procurement specialist.

Continue to Plan for Summer in the City (SITC) 2018
You should review the following Summer in the City (SITC) information and take appropriate action:

Summer School Programming Guidance: In preparation for summer school programming, you and your staff should review the Summer School Guide to Programming and Awarding Course Credit, which provides guidance on the academic policies and systems for all DOE summer school programs, including high school summer and enrichment programs. This guide answers frequently asked questions for principals, school staff, and program coordinators of sending and receiving schools. For additional guidance on how to use ATS or STARS for summer school programming, contact your FSC academic policy and systems lead.

Department of Youth and Community Development (DYCD) Program Placement: If you are located in a site that will host DYCD programs this summer (Beacon, COMPASS, and/or SONYC), you will receive an email from sitc@schools.nyc.gov, on April 26, with information about the program(s) that will operate in your building; placements were determined by the programs' preferred locations and building availability. Note that you are expected to host all DYCD programs operating in your building unless there are major capacity concerns that would make placement of a program in your building unfeasible. If you have any program placement concerns, you should contact your field support liaison by May 10.

Open School for Summer (SSOS) and Update Summer School Calendar (SCAL) Screens Completion: In preparation for SITC 2018, you must complete the SSOS and SCAL screens in ATS by May 11 and May 18, respectively. You should use the SSOS function in ATS to identify whether you are hosting summer programs by entering "Y� for yes, or an "N� for no, in the "open for summer� field; note that entering "Y� activates your school's DBN for the summer term. Schools that enter "Y� should also complete the SCAL screen, by May 18, in order to identify non-instructional days for your summer school program. If you enter "N,� indicating that your school will not be a receiving school, you should leave all other fields blank in the SSOS function. For additional guidance on completing the SSOS or SCAL screens in ATS, see the ATS Wiki.

Extended Deadline to Complete NYC FITNESSGRAM Assessments
As noted in previous editions of Principals' Weekly, and in accordance with Compliance Checklist (CL #35), at least 85 percent of eligible students in your school must participate in NYC FITNESSGRAM, the annual fitness assessment for students in grades K-12. You should note the following information and take appropriate actions to complete FITNESSGRAM assessments by May 18 (extended from April 27):

  • Enter and Validate Student Data: You must ensure that your physical education (PE) teachers enter and validate student data, using the NYC FITNESSGRAM web application, by May 18.

  • Accessing NYC FITNESSGRAM Student Reports: All registered users, including PE teachers, can view and print NYC FITNESSGRAM student reports from the web application once students' scores are validated and listed as "complete� in the web application; parents and legal guardians can view and print their child's NYC FITNESSGRAM reports via their NYC Schools Account. Note that students' assessment scores will be available in both the NYC FITNESSGRAM web application and in NYC Schools Accounts within 24 hours of validation.

Your PE teachers will receive an email from NYCFITNESSGRAM@schools.nyc.gov the week of April 16, notifying them of the extended deadline to complete student data validation, as well as a link for step-by-step instructions on how to access and print student reports.

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

June Regents Updates
As noted in previous editions of Principals' Weekly, June Regents and Regents Competency Test (RCT) exams will be administered on June 5, and from June 12-20. In preparation for these exams, you should review the following updates:

Schedule Students for June Regents: You must properly schedule students for June Regents exam sections in STARS, in accordance with the guidance provided in the June Regents Administration Memo (see page 2), by May 18. For a list of STARS exam codes for June Regents, and for scheduling instructions, see the STARS wiki page.

New Exam Codes for Transition Regents in Global History and Geography: As noted in the October 24 edition of Principals' Weekly, the New York State Education Department (NYSED) developed a new Transition Regents Examination in Global History and Geography to replace last year's exam. You should ensure that you schedule students for Global Transition Regents, using the new exam codes found in STARS through custom report 6.59, and print/distribute new Regents exam invitations for your students at least a week prior to the test date. For additional support in scheduling students for the Global Transition Regents exam, you should contact your FSC performance and assessment lead (PAL).

June Calendar and Releases: Please note that Regents test days can be manually entered as non-attendance days, including the June 5 early administration of the Transition Regents in Global History and Geography exam. If you are the principal of a non-District 75 school with non-testing grades, and would like to authorize grade-level student releases for Regents testing days, you can do so using the ERES function in ATS. For additional information about June calendar and student releases, see the "June Attendance Announcements" section of the Principals' Portal.

Non-Secure Testing Materials Delivery: You will receive deliveries of non-secure testing materials, including 24-lb paper for printing student answer documents, packing lists, polybags, essay booklets, exam-specific colored labels, and science reference tables during the week of April 23. You should ensure that these materials are delivered to your test coordinator or staff members who are responsible for June Regents administration. If your school requires additional materials, you may photocopy them or download printable copies from the NYSED Resources page.

Day-Scorer Requirements: If your school is administering June Regents exams in Algebra II, Geometry, Living Environment, Earth Science, Physics, ELA or US History, you must use the Regents Scoring Assignment Tool to assign school staff to score exams and to serve as organizational team members by May 25; note that you may be asked in the assignment tool, where possible, to identify scorers who are able to score exams in alternate languages.

To ensure that all schools contribute equally to Regents scoring, each school's requirements are set in proportion to the number of exams a school is expected to administer. Beginning April 30, you may view your school's scorer requirements and scoring-site assignments using the Regents Scoring Assignment Tool. Please note that the tool will display any staff members who have already been approved by your school to serve as site management team (SMT) members (i.e., content trainers, organizational team leads, or ATS specialists), and automatically display your adjusted scoring requirements, incorporating the "2-for-1 credit" for SMT members. 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 by May 25.

For additional information on scorer and organizational team member responsibilities, qualifications, eligibility, and instructions on using the tool, see these slides. Note that if you are the principal of a District 75 or 79 school, your assessment point, Judy Chan or Joanne Mitchell, will contact you directly regarding scoring plans for your school.

Making Changes to Day-Scorer Selections: If an assigned teacher is not able to fulfill the scoring responsibilities and you need to make a change to your day-scoring assignments, you should log in to the Regents Scoring Assignment Tool and use the "change" option next to each assigned staff member's name to select an eligible replacement from the list. You must make all necessary changes to your day-scoring assignments by May 25.

Scorer Eligibility: As in past years, for a teacher to be eligible for selection as a Regents day-scorer, s/he must be:

  • Appointed to your school as a staff member (according to Galaxy);
  • Not rated Ineffective or Unsatisfactory for the 2015-16 or 2016-17 school years; and
  • Actively teaching the relevant Regents preparatory course as the primary teacher (according to his or her current teaching schedule in STARS) and/or appointed under a license in the relevant subject and teaching courses at the high-school level (according to STARS).

Please ensure that teachers who meet these eligibility criteria are accurately scheduled in STARS and available for scorer selection.

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

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

SAT School Day Per-Session Opportunity: Your school's SAT School Day Supervisor and SSD Coordinator (as designated in the College Board's Educator Portal) have the opportunity to apply for per-session to cover work completed outside of the regular school day performing duties associated with SAT School Day. Note that this per-session opportunity will be Centrally funded and managed. Teachers, counselors, social workers and supervisors who serve as SAT School Day Supervisors and/or SSD Coordinators may apply through May 30. For instructions on applying for per-session activities, see page 16 of the SAT School Day Supervisor Planning Toolkit. For questions, email Kristen Harris and include "SAT School Day per session� in the subject line.

SAT School Day Fee Reduction Benefits and Invoice Generation: As noted in the January 9 edition of Principals' Weekly, students who meet the College Board's income eligibility requirements (found on the bottom of the SAT Fee Waivers page) may qualify for SAT Fee Reduction Benefits. These students will receive fee waivers for national administration of SAT exams, college application fee waivers, and unlimited score sends to colleges and universities (expanded from four free sends). Your SAT Supervisor should have indicated, through the College Board's Test Ordering System (TOS), how many of your eligible students needed these benefits. Your SAT Supervisor must log into the TOS to confirm the SAT Fee Reduction-eligible students who participated in SAT School Day and generate an invoice to process the SAT fee reduction benefit; schools should generate an invoice even if their balance shows "$0.00.� Please see below for additional guidance on this process:

  • For Students that Tested during the Accommodations Testing Window (March 21-29):
  • You can generate an invoice for the accommodated test administration by logging into the TOS, and clicking the blue "Generate Invoice� button. This will allow you to indicate which students, who tested within the accommodations testing window, are eligible for fee reduction benefits.
  • The deadline to request fee reduction benefits for students who tested within the accommodations testing window is May 18.

  • For Students that Tested on SAT School Day (April 24):
  • Beginning May 23, you can generate an invoice for the April 24 administration by logging into the TOS, and clicking on the blue "Generate Invoice� button. This will allow you to indicate which students, who tested on the April 24 SAT School Day administration, are eligible for fee reduction benefits.
  • The deadline to request fee reduction benefits for students who tested on the April 24 SAT School Day administration is June 8.

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

Monday, May 21, 2018

Continue to Plan for Summer in the City (SITC) 2018
Please review the following Summer in the City (SITC) 2018 information and take appropriate action:

Review Extended-Use Summer Guidelines: If your school building is hosting a summer program, you or a designee must create a summer permit for each program in your building, via the Custodial Payroll System (CPS), before the program(s) 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 every extended-use borough office.

SITC Curriculum Delivery (elementary and middle schools): Delivery of SITC curriculum to host sites with mandated students will take place between June 4 and 29. On May 15, principals of host sites will receive an email from curriculum@schools.nyc.gov with the curriculum delivery instructions that they provided last summer. If you would like to change your current curriculum delivery selections, you should respond by using the link provided in the email, by May 21. If your school building is a new 2018 summer school building site, you will be asked to provide delivery instructions.

For questions about SITC curriculum delivery, email curriculum@schools.nyc.gov. For questions about summer operations, contact your FSC director of operational support.

Opportunity to Attend "Showcasing Success: Parent Coordinator Expo"
The DOE will host "Showcasing Success: Parent Coordinator Expo," a conference for parent coordinators being held at the Museum of the Moving Image (36-01-35th Avenue, in Queens) from 9:00 a.m.-4:00 p.m. on May 22. The conference will include information about resources on nutrition, mental health services, cultural enrichment opportunities, and other topics of interest. You should encourage your parent coordinator(s) to register by May 21; they were also notified in the April 30 edition of Parent Coordinator Connections.

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

Opportunity to Attend Classroom Assessment Scoring System (CLASS) and Early Childhood Environment Rating Scale-Revised (ECERS-R) Trainings
You, your teachers, and other pre-K leaders are invited to attend optional trainings on the Classroom Assessment Scoring System (CLASS) and/or the Early Childhood Environment Rating Scale-Revised Edition (ECERS-R) program assessment tools. As noted in previous editions of Principals' Weekly, these tools are used as part of an ongoing effort to provide pre-K programs with program assessment data and to understand the quality of the learning environment in programs throughout the city, as outlined in the Pre-K for All Program Quality Standards. You should review the following information and encourage your staff to register (up to two staff per pre-K program). Please note that registration is on a first-come, first-served basis, and there are only 50 spots available for each session.

CLASS Training: As noted in the March 6 edition of Principals' Weekly, this full-day training provides participants with an overview of the CLASS assessment tool, which measures interactions that happen in the classroom between teaching staff and students. Participants will have an opportunity to gain an understanding of the ten dimensions of the tool, and identify effective teaching practices through the CLASS lens using actual-classroom videos, with a focus on the Instructional Support domain (one of three domains in the CLASS assessment).

  • For the May 31 training session, interested staff should register (registration link contains details on location and time of the event) by May 21.
  • For the June 20 training session, interested staff should register (registration link contains details on location and time of the event) by June 13.

ECERS-R Training: This full-day training provides participants with an overview of the ECERS-R assessment tool. Participants will also gain an understanding of the tool's six subscales, as well as instructional and environmental best practices. The training session will focus on how to use the DOE's "ECERS-R Item Guide� that participants of the training will receive, to improve learning spaces and instructional practices. It is intended to give an introduction to many elements of the ECERS tool, with particular focus on those items that staff can most easily address within their classrooms after the training.

  • For the June 1 training session, interested staff should register (registration link contains details on location and time of the event) by May 21.
  • For the June 21 training session, interested staff should register (registration link contains details on location and time of the event) by June 13.

Please note that space is limited, and only two training-session spaces are allotted to each pre-K program for the entire 2017-18 academic year. Participating staff members from each program are encouraged to turnkey the information from the trainings to other staff members in their school.

If you're interested in attending additional training sessions this summer (that do not count towards the two-training per program restriction), please take this survey to choose your preferred July and August dates.

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

Wednesday, May 23, 2018

Core Curriculum Updates: NYSTL Returns
If your school opted-in to the Core Curriculum program, placed an order, and has a NYSTL balance remaining, you can reserve the balance for a Core Curriculum residual ordering period (no action required), or request that your remaining NYSTL funds be returned to you for use outside of the Core Curriculum program. Note that if you request a return of the NYSTL funds, you will no longer be able to order materials through Core Curriculum for the 2018-19 school year.

The next deadline to request the return of your NYSTL balance in the Core Curriculum ordering tool is May 23; view the NYSTL balance return timeline to see when you can expect the return of your NYSTL funds. If your school opted-out of the Core Curriculum program, you do not need to make this request.

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

Distribute High School Admissions Round 2 Results Letters and View Program Candidate Lists
Please review the following information regarding high school Round 2 results letters, appeals, and Program Candidate Lists (PCLs):

Distribute Round 2 Results Letters (middle schools): High school Round 2 results letters have been delivered to Family Welcome Centers. If you are the principal of a middle school, your school was notified about the availability of these results letters via an email from SEMS on May 7; you or your designee should pick up the results letters as soon as possible for immediate distribution to students. You may also download and print letters from SEMS to distribute to students.

Appeal Forms (middle schools): Customized appeal forms are only available in the "Documents" tab in SEMS; note that you should only print appeal forms for students who request them. Families who decide to appeal their child's high school offer must submit the appeal form to their school by May 18; the deadline for middle schools to enter appeals information into SEMS is 5:00 p.m. on May 23.

View Program Candidate Lists (high schools): If you are the principal of a high school, you may now view Round 2 offers on your Program Candidate List (PCL) in SEMS. For a summary list of students who have accepted offers in each round of high school admissions, click the "Display All Offers" tab from your PCL screen, or click the blue "Download to Excel" button to view additional information for each student.

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

Friday, May 25, 2018

CL01: Academic Policy
Last day for or high schools to complete lesson 2 for academic policy training
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 2 by May 25.

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.

Complete Required Academic Policy Training
In accordance with compliance checklist (CL#01), principals of schools serving high school grades are required to complete two academic policy lessons during the 2017-18 school year. This training helps ensure that you receive important information about key state and DOE 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 for lesson 2 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. To receive credit, you must complete lesson 2 by May 25.

This 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.

Complete the Annual Arts Education Survey
Please review the following information and take appropriate action:

Complete the Annual Arts Education Survey: In accordance with Compliance Checklist (CL #16), you or your arts education liaison (or other designee) must submit your school's Annual Arts Education Survey for the 2017-18 school year by May 25. You should have received unique survey login details from Artscount@schools.nyc.gov on April 25. Your arts education liaison will also receive an email about the survey; note that only one person can update the survey at a time. Also note that the unique login allows the DOE to prepopulate information about your school to reduce the amount of time it takes to complete the survey.

The survey requests data about arts instruction in your school; the results will be published on your school portal under the title "Annual Arts in Schools Report� in the fall. If your school opened as a new school this year, you are not required to complete this survey.

Attend a Technical Assistance Workshop: On March 29, your arts education liaison (or other designee) should have received an email invitation from emauser@schools.nyc.gov to attend a technical assistance workshop at the Brooklyn Museum (200 Eastern Parkway in Brooklyn) from 9:00 a.m.-3:00 p.m. on May 7. The workshop will provide guidance on completing the survey, as well as strategies for meeting NY State Educational Learning Standards in the Arts in visual arts, dance, music, and theater. For more information and to register for the workshop, see this registration link; the deadline to register is May 4. For more information on the survey and arts requirements, see this technical support webinar.

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

Guidance on Exclusions from Graduation Ceremonies
Graduation ceremonies mark significant developmental milestones for students and families and provide an opportunity for achievement to be acknowledged and celebrated by the whole school community. It is the policy of the DOE that a student, including a student who is suspended at the time the graduation ceremony is scheduled to occur, may not be excluded from the graduation unless the student poses a threat of violence or disruption to the event or the conduct that is the basis for the potential exclusion is particularly egregious. Alternative interventions and/or disciplinary measures should be utilized for students whose behavior does not meet this standard. Exclusions cannot be imposed for generalized or vague reasons. The following provides detailed guidance for you and your staff to ensure that this policy is implemented fairly and appropriately:

  • Careful consideration must be given to whether a student should be excluded from a graduation for behavioral reasons. Each situation must be addressed on a case-by-case basis. In determining whether a student poses a threat of violence or disruption or whether behavior is so egregious as to warrant exclusion, you should consider, among other things, the nature of the misbehavior and its impact on the school community, who will be present at the graduation ceremony, and whether they were involved or affected by the incident, and when the misbehavior occurred in relation to the graduation.

  • The student and parent must be given written notice of the possible exclusion and an opportunity to discuss the underlying facts and the potential disciplinary action before any measures are taken. Parents must be provided with written notice of your determination regarding an exclusion from a graduation at least four weeks prior to the event, where possible, and therefore notice and opportunity to be heard must be scheduled and provided accordingly. Parents may appeal a decision to exclude a student from graduation by filing a written appeal with the superintendent.

In preparation for graduation, please backpack home this letter on excluding students from graduation ceremonies with your students by May 25.

For questions, contact your Senior Field Counsel (SFC).

June Regents Updates
As noted in previous editions of Principals' Weekly, June Regents and Regents Competency Test (RCT) exams will be administered on June 5, and from June 12-20. In preparation for these exams, you should review the following updates:

Schedule Students for June Regents: You must properly schedule students for June Regents exam sections in STARS, in accordance with the guidance provided in the June Regents Administration Memo (see page 2), by May 18. For a list of STARS exam codes for June Regents, and for scheduling instructions, see the STARS wiki page.

New Exam Codes for Transition Regents in Global History and Geography: As noted in the October 24 edition of Principals' Weekly, the New York State Education Department (NYSED) developed a new Transition Regents Examination in Global History and Geography to replace last year's exam. You should ensure that you schedule students for Global Transition Regents, using the new exam codes found in STARS through custom report 6.59, and print/distribute new Regents exam invitations for your students at least a week prior to the test date. For additional support in scheduling students for the Global Transition Regents exam, you should contact your FSC performance and assessment lead (PAL).

June Calendar and Releases: Please note that Regents test days can be manually entered as non-attendance days, including the June 5 early administration of the Transition Regents in Global History and Geography exam. If you are the principal of a non-District 75 school with non-testing grades, and would like to authorize grade-level student releases for Regents testing days, you can do so using the ERES function in ATS. For additional information about June calendar and student releases, see the "June Attendance Announcements" section of the Principals' Portal.

Non-Secure Testing Materials Delivery: You will receive deliveries of non-secure testing materials, including 24-lb paper for printing student answer documents, packing lists, polybags, essay booklets, exam-specific colored labels, and science reference tables during the week of April 23. You should ensure that these materials are delivered to your test coordinator or staff members who are responsible for June Regents administration. If your school requires additional materials, you may photocopy them or download printable copies from the NYSED Resources page.

Day-Scorer Requirements: If your school is administering June Regents exams in Algebra II, Geometry, Living Environment, Earth Science, Physics, ELA or US History, you must use the Regents Scoring Assignment Tool to assign school staff to score exams and to serve as organizational team members by May 25; note that you may be asked in the assignment tool, where possible, to identify scorers who are able to score exams in alternate languages.

To ensure that all schools contribute equally to Regents scoring, each school's requirements are set in proportion to the number of exams a school is expected to administer. Beginning April 30, you may view your school's scorer requirements and scoring-site assignments using the Regents Scoring Assignment Tool. Please note that the tool will display any staff members who have already been approved by your school to serve as site management team (SMT) members (i.e., content trainers, organizational team leads, or ATS specialists), and automatically display your adjusted scoring requirements, incorporating the "2-for-1 credit" for SMT members. 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 by May 25.

For additional information on scorer and organizational team member responsibilities, qualifications, eligibility, and instructions on using the tool, see these slides. Note that if you are the principal of a District 75 or 79 school, your assessment point, Judy Chan or Joanne Mitchell, will contact you directly regarding scoring plans for your school.

Making Changes to Day-Scorer Selections: If an assigned teacher is not able to fulfill the scoring responsibilities and you need to make a change to your day-scoring assignments, you should log in to the Regents Scoring Assignment Tool and use the "change" option next to each assigned staff member's name to select an eligible replacement from the list. You must make all necessary changes to your day-scoring assignments by May 25.

Scorer Eligibility: As in past years, for a teacher to be eligible for selection as a Regents day-scorer, s/he must be:

  • Appointed to your school as a staff member (according to Galaxy);
  • Not rated Ineffective or Unsatisfactory for the 2015-16 or 2016-17 school years; and
  • Actively teaching the relevant Regents preparatory course as the primary teacher (according to his or her current teaching schedule in STARS) and/or appointed under a license in the relevant subject and teaching courses at the high-school level (according to STARS).

Please ensure that teachers who meet these eligibility criteria are accurately scheduled in STARS and available for scorer selection.

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

Opportunity to Apply for Identity-Based Student Club Funding
As part of its anti-bullying initiatives, the DOE will be allocating $1 million towards student clubs that promote respect for diversity. You or your staff can apply for funding to support student-led diversity clubs at your school, which can include but are not limited to, clubs that support LGBT youth, new immigrants, or students of color; they can also include broad diversity clubs or Respect for All student groups. Note that this funding is for the following:

  • Per-session student club advisors (for clubs that have been operating for less than two years); or
  • A new project or initiative for an existing student-led club.

For additional information and to apply, including eligibility and selection criteria, see the Student Club Funding Application page; you and your staff should apply between May 9 and 25.

For questions, email Jared Fox, or call 212-374-6908.

Opportunity to Register for Aspiring Assistant Principal Meet and Greet
In preparation for hiring assistant principals (APs) for the 2018-19 school year, you can register to attend the DOE's "Aspiring Assistant Principal Meet & Greet� event. The meet-and-greet is designed to allow you to meet eligible candidates who are actively seeking a role as an AP for the upcoming school year. You will have the opportunity to engage with pre-screened, qualified, candidates, who are alumni or recent participants in the DOE's leadership programs. It will take place from 1:00-2:30 p.m. on June 2, following the Chancellor's Principals Conference at LaGuardia High School (100 Amsterdam Avenue in Manhattan). If you would like to attend, please register by May 25.

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

Opportunity to Register for the Chancellor's Principals Conference
You are invited to attend the annual Chancellor's Principals Conference, "Next Generation Standards and Next Generation Teaching,� on Saturday June 2. The conference will take place from 9:00 a.m. to 1:30 p.m. at LaGuardia High School (100 Amsterdam Avenue in Manhattan), and will include morning-program remarks by Chancellor Richard A. Carranza and Deputy Chancellor Phil Weinberg. Educator Zaretta Hammond, author of Culturally Responsive Teaching and The Brain: Promoting Authentic Engagement and Rigor Among Culturally and Linguistically Diverse Students, will deliver the keynote address. The conference will provide an opportunity to network, share best practices, and celebrate the work being done to further student achievement. Please register for the conference by May 25. Note that the DOE will offer childcare for a limited number of children over the age of 5, on a first-come, first-served basis; you must request childcare on the registration form.

Principals will receive a compensatory day for attending this conference. You must use these compensatory day(s) between June 29 and August 31, since you will not be able to carry them over to the 2018-19 school year. The DOE will share your compensatory day request(s) with your superintendent after the conference. If you have any questions about using the day(s), you should discuss them with your superintendent when you submit your request for their approval.

Additional information about submitting your summer vacation and annual leave requests will be provided in a future edition of Principals' Weekly. For questions about the conference, email prodev@schools.nyc.gov.

Resolve Discrepancies Between SESIS and STARS
As noted in previous editions of Principals' Weekly, you should review the Program Services Report that you receive weekly via SESIS messaging throughout the school year, to ensure that your students are fully served, and that program recommendations are accurately reported. You should resolve any discrepancies between SESIS and STARS in the report you received on May 7, by May 25.

The Program Services Report lists mandated program services (SETSS, ICT, Special Class) from the most recently finalized IEPs along with data from STARS. In the coming weeks, the DOE will be finalizing the end-of-year snapshot for your school's program services linkage rate, the degree to which students' schedules in STARS match their IEP mandates in SESIS. The snapshot is an indicator of each school's delivery of special education services. To ensure that the end-of-year snapshot accurately reflects your linkage rate, you are strongly encouraged to work with your school programmer and special education liaison to identify and resolve any remaining discrepancies between SESIS and STARS by May 25.

For instructions on how to access the report from the SESIS homepage, view this How to Use the Program Services Report video. For additional SESIS/STARS Program Services Report resources, including FAQs and troubleshooting strategies, see the SESIS/STARS Program Services wiki. You may also access the STARS wiki for additional support. For assistance troubleshooting a Program Service issue, follow this escalation path.

For additional support, contact your FSC administrator of special education (ASE) and your FSC academic policy and systems lead. For questions, email your FSC administrator of special education (ASE).

Monday, May 28, 2018

Memorial Day

Tuesday, May 29, 2018

Submit Session Times for the 2018-19 School Year
The workday configuration for the 2018-19 school year will remain the same as the configuration for the 2017-18 school year. The workday configuration for the 2018-19 school year will consist of a six-hour and 20-minute day, followed by 80-minutes of professional development on Mondays, and a 75-minute block of parent engagement/professional work time on Tuesdays for non-D75 and non-D79 single-session schools. The Session Time memo is now available on the Principals' Portal, and outlines the procedures and timelines for submitting school-session times, title-specific workday guidelines, School Based Options (SBOs) and information on alternative student schedules.

On May 8, the Session Time application will open for you to submit your start- and end-times for the 2018-19 school year, until the deadline on May 29. On May 9, you will receive an email from transportschedule@schools.nyc.gov, with a reminder of your user ID and password to access the application. Approval notification for start- and end-times will be communicated via email; you can also track your approval status in real-time in the application. Note that it is critical that you adhere to the submission deadline in order to receive final approval by the last day of school, on June 26.

If your school is seeking School Based Option (SBO) approval to change the standard workday configuration, you should use the Session Time application to submit requests by May 29. If your school is a multi-session school, please submit a primary-student schedule and a primary-teacher schedule by this same date. Detailed information about session times, teacher schedules, and SBOs, is also available in the Session Time Memo.

If your school is interested in obtaining approval for an alternative schedule, you must hold a Parent-Teacher Association (PTA) vote prior to submitting session times. Additional information on alternative schedules can be found on page 7 of the Session Time memo.

For questions about the web application, call the Office of Pupil Transportation at 718-392-8855. For questions about the SBO process, email SBOreq@schools.nyc.gov. For questions about transportation related to session times, contact your FSC transportation liaison. For questions about workday planning, contact your Senior Field Counsel (SFC).

Wednesday, May 30, 2018

College Access for All: 2018-19 Middle School Initiative
College Access for All, an Equity and Excellence initiative, includes policies and programs that help ensure all middle and high school students graduate college-ready. As part of College Access for All, the Middle School Initiative ensures that every middle school student is exposed to a college-focused culture and has the opportunity to visit at least one college campus in grades 6-8.

For the 2018-19 school year, the initiative will expand to include middle schools serving students in grades 6-8 in districts 1, 2, 3, 13, 15, 20, 21, 22, 25, 26, 28, and 79. If you are the principal of a middle school in one of these districts, you will receive an email from Raana Kashi on April 18, with an invitation to participate in the program, including:

  • An invitation for you to participate in a webinar from 3:30-4:00 p.m. on May 1; and
  • A request to complete an affirmation form by May 30, to identify the school-based team who will support your program.

Middle schools in districts 4-12, 14, 16-19, 23, 24, 27, 29, and 30-32, as well as 20 schools in District 75 that are currently participating in the initiative are expected to continue participating in the program in the 2018-19 school year. If you are the principal of a middle school in one of these participating districts, you will receive an email from Raana Kashi with a request to complete a College Access for All point-of-contact form to identify your school's point-of-contact for the 2018-19 school year.

For questions, email Raana Kashi.

Thursday, May 31, 2018

CL14: Mentoring
Last day to conduct Mentoring interactions for the month of May for new and continuing teachers and enter Mentoring Interactions in MTS for new and continuing teachers for the month of April
CL23: Safety Committee Meeting
Last day to conduct and enter in OSYD the September Safety Committee meeting
Periodic Assessment Updates
Please review the following periodic assessment updates and take appropriate action:

End-of-Year (EOY) Assessment Administration: You and your staff should plan to administer, score, and submit all MOSL-eligible EOY assessments between April 23 and June 8. For additional information, see the 2017-18 MOSL Assessment Administration Handbook Overview or the appropriate assessment-specific chapter.

Delivery of End-of-Year (EOY) NYC Performance Task (NYCPT) Booklets: If you ordered EOY NYCPTs in the Periodic Assessment (PA) Tool by February 15, you will receive NYCPT booklets, via UPS, between April 18 and 20. As noted in the April 10 edition of Principals' Weekly, K-2 ELA texts will also be delivered to your school (if applicable) during the same delivery window via FedEx.

Order Additional End-of-Year (EOY) NYCPT Materials: If you missed the February 15 ordering deadline or need additional NYCPT booklets, you can print copies in Schoolnet or place additional orders (while supplies last), by calling Schoolnet Help Desk at 877-654-7643 and pressing "3� to reach the appropriate representative. As a reminder, additional EOY NYCPT K-2 ELA texts can be ordered through FAMIS until May 31 (extended from May 11). For more information on ordering additional texts, see this document.

Supporting Materials for NYCPTs: Note that supporting materials, including rubrics, scoring guides, and translated versions of the EOY NYCPTs can be downloaded from Schoolnet. For information on how to access and print supporting materials, see the chapter on NYCPT in the 2017-18 MOSL Assessment Administration Handbook. For information on Schoolnet EOY NYCPT administration trainings, see the reminder below.

Upcoming Performance Series Spring Webinars: Registration is now open for Performance Series spring webinars. These one-hour webinars are designed to support educators with preparing for the end-of-year (EOY) administration and analyzing EOY data reports. The first webinar will take place on April 25. You should share this information with your staff and encourage them to view all session times, dates, and locations and register.

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


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