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November 1 - 30, 2017

Start Date and TimeEvent Details

Wednesday, November 01, 2017

CL49: Related Services
90% of related services mandates should now be fully served and accurately captured in SESIS Encounter Attendance
PSAT and SAT School Day Reminders
Please review the following PSAT and SAT School Day information and take appropriate action:

Notify Families about SAT School Day 2018: As noted in previous editions of Principals' Weekly, SAT School Day 2018 will take place on March 21, 2018; please share this date with your school community and use these family notification letters (found under the "Before Testing" section) to inform families.

Obtain Consent for Requesting College Board Accommodations at IEP and 504 Meetings: The PSAT and SAT exams administration and policies are overseen by the College Board; therefore, you must submit requests for test accommodations via the College Board's SSD Online Portal, which the College Board must approve, before students can receive accommodations for College Board exams. Note that you must receive written consent from a student's parent or guardian before you can submit any requests for accommodations for that student. Please consider various opportunities to distribute and collect this consent form (found on page 3), including during freshman orientation and/or any IEP or 504 meetings that your school may conduct. For additional information and resources related to the College Board accommodations request process, see the SAT School Day Accommodations page.

Assign a Services for Students with Disabilities (SSD) Coordinator: You should ensure that you have assigned a staff member to serve as your Services for Students with Disabilities (SSD) coordinator to facilitate the test accommodations request process via the College Board's SSD Online Portal. If you have a staff member who served in this role last school year, the designation will be carried over to this school year. Please ensure that your SSD coordinator is able to access the SSD Online Portal and that your families are notified of exams and the accommodations process by November 1.

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

SAT School Day Updates
In preparation for SAT School Day on March 21, you should review the following updates and take appropriate action:

Designate Your SAT Supervisor and PSAT Coordinator: You must log in to the College Board's Test Ordering System (TOS) and designate an SAT supervisor (previously known as the Test Center Supervisor) as well as a PSAT coordinator by November 1; your SAT supervisor can serve in both roles if your school does not have a PSAT coordinator. Similar to last year, your SAT supervisor and PSAT coordinator will be responsible for the following tasks:

  • Coordinating the PSAT/SAT administration;
  • Ordering materials;
  • Completing required online training or attending an in-person training;
  • Communicating with the College Board;
  • Managing materials, and returning materials;
  • Maintaining test security on testing day;
  • Reporting any issues or concerns; and
  • Rescheduling absent students.

Note that if your school already has an assigned SAT supervisor (i.e., staff member who previously served as the Test Center Supervisor) or PSAT coordinator from last school year, and would like the same staff member to serve in the role for this school year, you must re-register him/her in the TOS by November 1. Once assigned, your SAT supervisor will be asked to verify specific information (i.e., job title, email address, and work phone number) in the TOS. If there is an error in either the school name or address in TOS, you should contact ETS Customer Service at codecontrol@ets.org to request a correction (all correction requests must be on school letterhead).

SAT Implementation Training: The DOE will be hosting an SAT implementation training that will provide participants with an overview of SAT School Day, as well as information on upcoming administrative changes for the 2017-18 school year. For additional information and to register, see here. For information on other professional development opportunities, please see the professional development calendar here.

SSD Coordinator Training: As noted in the September 12 edition of Principals' Weekly, in order to support students with disabilities taking the PSAT and SAT, each school must have a Services for Students with Disabilities (SSD) coordinator in the College Board's SSD Online Portal by November 1. Your SSD coordinator is encouraged to attend an SSD training hosted by the DOE, in collaboration with the College Board, on November 7. For additional information and to register, please see here.

College Board's New Cell Phone Policy: As noted in this announcement from the College Board, and similar to NYS Grades 3-8 ELA and math and Regents exam administrations, students are not allowed to have cell phones (or other wearable technology) during the PSAT, SAT, or Advanced Placement (AP) administrations. The College Board will email SAT supervisors and PSAT coordinators to notify them that they should have proctors collect students' cell phones before administering the test.

For questions, email SATSchoolDay@schools.nyc.gov

Thursday, November 02, 2017

Opportunity to Attend Citywide Safety Symposium
he DOE will be conducting a citywide symposium on school safety at the Grand Street Campus (850 Grand Street in Brooklyn) on Election Day, from 8:00 a.m. to 3:30 p.m. on November 7. You and your staff are invited to attend this training, which will include breakout sessions on topics such as Crisis Response, Emergency Readiness, Gangs, Occurrence Reporting, Cyberbullying, Vision Zero, Substance Abuse, as well as other topics of interest facilitated by experts in the field. The general session will be conducted by the New York Police Department (NYPD), and will review security and school safety. You should also encourage your assistant principals responsible for safety and security, Building Response Team (BRT) leaders, and deans to attend. To attend, you and your staff should register here by November 2.

For additional informaiton or for questions, contact your borough safety director.

Friday, November 03, 2017

CL02: Time and Effort Reporting
Last day to complete October monthly Time & Effort Certification in myGalaxy
CL20: Missing Attendance
Last day to identify and resolve all attendance issues in ATS
Core Curriculum: Final Deadline for Certification and Issue Reporting
Certification and Issue Reporting: The final deadline to certify receipt of materials purchased through the Core Curriculum ordering tool is November 17. This is also the final deadline to report any issues, such as incorrect or missing items, from your school's Core Curriculum order. Both certification and issue reporting take place in the Core Curriculum ordering tool via the tracking and certification dashboard. For additional information, see this technical webinar and FAQ document.

For questions, email curriculum@schools.nyc.gov

Core Curriculum: Final Deadline for Returns
>Returns: The deadline to initiate returns of Core Curriculum materials that were received after the first day of school is November 3. If you need to return any materials, please view the Core Curriculum Returns Policy before initiating the process in the tracking and certification dashboard of the ordering tool. Note that the deadline to return materials received before the first day of school has already passed.

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

Opportunity to Participate in Parent-Teacher Home Visits
If your school is interested in participating in Parent-Teacher Home Visits for the 2017-18 school year, you can apply by emailing Eloise Mendez by November 3. The DOE will then invite 30 schools to implement the Parent-Teacher Home Visits model via email by November 30. Participating schools will receive additional introductory information sessions, training, site-plan assistance, and best-practices guidance.

For questions, email Eloise Mendez.

Opportunity to Participate in the 2018 Specialized High School Admissions Test (SHSAT) School Day Administration Pilot
If your school serves students in grade 8, you are invited to participate in the 2018 Specialized High Schools Admissions Test (SHSAT) School Day Administration pilot, including schools participating in other related-programs such as DREAM-SHSI. The SHSAT School Day Administration pilot is accepting applications for its third cohort. Participating schools will administer the exam in fall 2018 with the goal of removing potential barriers to participation, such as testing at an unfamiliar location, minimizing challenges encountered in traveling to a weekend testing site, and reducing conflicts with family or other obligations. Participating schools will receive support from the DOE, including:

  • Professional development for teachers;
  • Test preparation for current seventh-grade students; and
  • Resources to support family engagement.

To apply, or for additional information, see here; registration deadline for the SHSAT School Day Administration pilot is November 3.

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

Opportunity to Register for Daily News Spelling Bee Competition
You are invited to register your school to participate in the Daily News New York City Spelling Bee Competition by November 3; the registration fee is $133. Please note that the extended deadline on the website does not apply to New York City schools. Registrations submitted after the November 3 deadline will not be accepted. During registration, you will be asked to identify a spelling-bee coordinator. In addition to other tasks that will be communicated after registration, your spelling-bee coordinator will receive access to www.spellingbee.com, which will provide your school with resources for your spelling bee program. Note that only students in grades 5-8 may participate, and you must hold your school's spelling bee by November 17.

For more information, visit www.spellingbee.com. For questions, email Bethany Schaid.

Plan For Mid-Year Fair Student Funding Budget Adjustment
As in past years, your school will receive adjustments to your Fair Student Funding (FSF) allocation in two rounds based on changes in student enrollment. This process will align the amount of funding your school received in the initial allocation with your actual student enrollment. You should review the following guidance, and work with your staff and FSC budget director to determine whether your school should set-aside funds for a decrease in enrollment or if you require additional funds for an increase in enrollment:

  • The first round of adjustments will be based on data from your school's RSNR report in ATS as of November 3. This report will reflect your school's unaudited register from October 31, special education and portfolio needs weights (needs weights are assigned to students for allocation purposes based on the individual student's instructional needs). Note that beginning in FY 2018, the English language learner (ELL) needs weight will also be adjusted as part of the FSF mid-year adjustment. In a future edition of Principals' Weekly, you will be notified when the RSNR has been updated to reflect ELL student counts. Also, as noted in the September 12 edition of Principals' Weekly, you can use the new ELL RFSF report in ATS to monitor the ELL data that will be used for the allocation adjustment. Allocations will be adjusted in Galaxy during the week of November 27.
  • The second and final round of adjustments will be based on your school's RSNR report in ATS on January 29, which will reflect both your school's audited register as of October 31, and data on students with IEPs and ELL needs as of December 29. Allocations will be adjusted in Galaxy during the week of February 5.

For detailed guidance, review the "Mid-Year Adjustment Guide" on the Mid-Year Adjustment Resource page, which also includes other resources including webinars, managing student registers, SESIS, and attendance data.

For questions regarding your school's budget, contact your FSC budget director. For questions about coding and class information in ATS, contact your FSC academic policy and systems lead. For questions about students' IEPs, contact your FSC administrator of special education (ASE). For information on RFSF or ELL policy, contact your FSC director of ELLs.

Upload Your 2017-18 School Leadership Team Signature Page and Attest That the SLT Configuration Aligns With Chancellor's Regulation A-655
As noted in the September 19 edition of Principals' Weekly, on October 21, iPlan automatically selected citywide "Share for Review," to ensure that your superintendent has access to the latest version of your 2017-18 School Comprehensive Education Plan (S/CEP). If you made changes to your plan after October 21, be sure to select "Share for Review." Once the superintendent approves your plan by November 3, you will receive a notification from iPlan indicating that your S/CEP has been approved. In the notification, you will be reminded to upload a scanned copy of your school's original signed 2017-18 SLT Signature Page using the link located on your school's homepage in the iPlan Portal by November 3. For more information on this process, see slides 22-29 of the Principal's Guidance for Attesting and Uploading SLT Signature Documents or follow the steps below:

  • Go to the iPlan Portal and click on "Attest and Upload SLT Signature Documents" from your school's homepage to access the feature;
  • Select the 2017-18 school year and click "Submit;"
  • Enter your electronic signature attesting that your school's SLT is in alignment with Chancellor's Regulation A-655 for the 2017-18 school year;
  • Click the "Attest Online" button to complete the attestation and open the SLT Signature Page upload window;
  • Upload a scanned copy of the 2017-18 SLT Signature Page and any other related documents for secure storage.

Your approved 2017-18 S/CEPs will be combined with your school's approved Title III applications (if appropriate), Language Allocation Policy (LAP), and Language Translation and Interpretation Form (LTI), and posted to your school website and the public-facing page on the iPlan Portal beginning November 6 (extended from October 1).

For questions regarding S/CEP development, contact the School/District Improvement Liaison (SDIL) associated with your superintendent. For technical assistance with iPlan, email cep-iplansupport@avanade.com

Saturday, November 04, 2017

Opportunity to Participate in Computer Science Education Week
>Computer Science Education Week (All Schools): In accordance with the Equity and Excellence CS4All initiative, Computer Science Education Week (CSEdWeek) events provide an opportunity for every student to learn computer science. You and your staff are encouraged to participate in CSEdWeek by hosting a computer science (CS) community event during the week of December 4-10. To host an event, you or your designee should share your plans with the DOE by completing this survey by November 10. By completing this survey and hosting an event, your school will receive a CSEdWeek poster; your event(s) may also be celebrated and shared in CS4All official communications. >CS4All Hack League (High Schools): The DOE is pleased to launch the CS4All Hack League. Through hackathons, students are encouraged to apply CS concepts and practices they've learned in the classroom to solve real-world challenges. Your teachers with prior CS experience are invited to apply for professional development on November 11 or 18, to participate in the 2017-18 NYC Hack League, which will launch with a school-based hackathon during CSEdWeek. If you would like your school to participate in the Hack League, please encourage your teachers to apply for these trainings.

For more information, visit cs4all.nyc. For questions, email CS4All@schools.nyc.gov.

Monday, November 06, 2017

Opportunity to Attend the Chancellor's Webinar on Parent-Teacher Conference Preparation
You, your assistant principals (APs), and teachers are encouraged to attend a webinar during your Monday professional development (PD) on preparing for parent-teacher conferences, hosted by Chancellor Carmen Fari�a, from 2:45-3:15 p.m. on November 6; please register for the webinar prior to viewing. The live 30-minute webinar will focus on how you and your teachers can organize productive parent-teacher conferences, and is particularly valuable for new teachers. Only one-person per-viewing-site should register, if you are showing the webinar to your staff as a group on a large-screen. In addition, a recording of the session will be available here, after the live webinar.

For questions, email David Hay.

Tuesday, November 07, 2017

CL37: BBP Training
Last day to complete BBP annual specialized training
Complete Annual Bloodborne Pathogens Compliance Procedures
In accordance with the Compliance Checklist (CL#36 & 37), to protect DOE employees from exposure to bloodborne pathogens (BBP), you and your staff should complete the following actions by the deadlines below:

  • By September 25: You must identify a Site Employee Safety Administrator (SESA) in Galaxy.
  • By October 10: Your SESA should complete the school Exposure Control Plan, Site Cleaning Schedule, and identify at-risk employees in your school using the Bloodborne Pathogens Compliance Tool (BBPCT) beginning September 1; to log-in, use your DOE Outlook ID and password.
  • By November 7: Employees who are identified as at-risk for exposure to bloodborne pathogens should complete a webinar training on bloodborne pathogens. Training can be done individually via the email link that will be sent to each employee when they are flagged as being at-risk for BBP, or as a group organized by your school's SESA.

Note that new employees hired after October 10, 2017 ("mid-year hires�) must be identified as at-risk or not at-risk in the BBPCT.

Please note the new processes for the 2017-18 school year; beginning September 1, take the following action, as appropriate:

  • Exposure Control Plans and Site Cleaning Schedules must be certified as up-to-date in BBPCT via a new certification checkbox.
  • The DOE updated the at-risk categories. As a result, some returning employees will appear as "unidentified." All "unidentified� employees must be categorized as either B or C (based on the updated at-risk categories). If the employee is not at risk, s/he must be identified as category C; if the employee is at-risk, s/he must be identified as category B.
  • Using Excel, SESAs can download a training attendance sheet and upload the attendance data directly into BBPCT.

For a general overview of BBP compliance, you should review the Bloodborne Pathogens Compliance Information Sheet for SESAs & Principals, also available in the "Resource� section of the Bloodborne Pathogens Compliance Tool. For questions, call the BBP Hotline at 718-935-2895 or email BBPquestions@schools.nyc.gov.

January Regents Exams: Order Exams, Approve Site Management Team (SMT) Nominations, and Inform Staff of Per-Session Opportunities
January Regents exams will be administered from January 24-27, according to this examination schedule. If your school is administering these exams, please review the following information:

Order January Regents Exams: If you are the principal of a school in Districts 1-32 and 75, you may now order exam materials via the NYSED Portal through November 17; please note that District 79 schools will receive guidance for ordering exams via a communication from Joanne Mitchell in mid-October. As you prepare to order January Regents exams, you should carefully consider the number of exams that you plan to administer based on your school's program, graduation needs, and special population accommodations. As in previous years, the number of Regents exams per subject that you will be able to obtain from your borough assessment office on the day of test administration will be limited. For instructions on ordering and storing exam materials, review this NYSED memo.

In addition to ordering January Regents exams, principals in districts 1-32 and 75, should note that their day-scorer requirements will continue to be based on the number of exams ordered. You will receive additional information on your school's day-scorer requirements in a future edition of Principals' Weekly.

If you are a new principal, or if you have forgotten your NYSED portal password, you should contact your borough assessment implementation director (BAID); if you are a principal in District 75 or District 79, you should contact your assessment points, Nicholas Capofari and Joanne Mitchell, respectively.

Scoring Site Management Team (SMT) Selection: Your FSC performance and assessment lead (PAL) will contact you in the upcoming weeks if a teacher or administrator from your school has been nominated by a site supervisor to serve in a site management team (SMT) role (i.e., organizational team lead, ATS specialist, or content trainer) at a Regents-distributed scoring site during the school day. Your FSC PAL will ask you to confirm the nominee's qualifications and availability for training and scoring.

In addition, your FSC PAL may ask you to nominate additional teachers and administrators who can potentially serve in SMT roles. Scoring site supervisors will then be able to select these candidates for site management positions that are open within your borough. You may also nominate teachers or administrators by emailing regents@schools.nyc.gov, and indicating the individual's name, the position for which s/he is being nominated, and providing a brief recommendation by November 7. As in previous years, if your school provides teachers or administrators to serve in SMT roles at Regents scoring sites during the school day, your school will receive a "2-for-1� credit towards your total day-scorer requirement for the relevant exam subjects.

Per-Session Opportunities for School Staff: Note that Algebra I, Algebra II, Chemistry, Earth Science, English Language Arts (ELA), Global History, Living Environment, Physics, and US History will be scored partially or fully through per-session opportunities that will be centrally funded and managed. Teachers and supervisors may apply for per-session positions at Regents scoring sites beginning October 9, and may continue to do so until November 10.

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

SESIS Encounter Attendance Webinar Link and Professional Development Opportunities
As noted in the October 17 edition of Principals’ Weekly, the DOE is offering a one-hour, live webinar on Election Day, November 7, to help familiarize you and your special education staff with the new Encounter Attendance (EA) screen. Use this access form to view the webinar; note that you and your special education staff do not need to pre-register to view the webinar.

 

To register for SESIS Encounter Attendance professional development opportunities, including instructor-led training, refer to the SESIS PD calendar. For additional information on the one-hour EA webinar, including scheduled times, see the reminder below.

Wednesday, November 08, 2017

Apply for the New York State Seal of Biliteracy (NYSSB) Program
As in previous years, students may earn the New York State Seal of Biliteracy (NYSSB) as a diploma endorsement upon graduation, which recognizes high school graduates who have attained a high level of proficiency in listening, speaking, reading, and writing in one or more languages, in addition to English. The DOE will apply for the NYSSB program on behalf of all NYC public schools that choose to participate in the program for the 2017-18 school year. If your school is interested in participating in the NYSSB program, you or your designee must complete this application by November 8. Note that if your school participated in the NYSSB program last school year and would like to participate again for this school year, you will need to reapply. For additional information about the NYSSB program, you should review the following guidance documents:

In addition, the DOE will be hosting an informational session for schools that are interested in learning more about the NYSSB program; the date and time for the informational session will be shared in an upcoming edition of Principals' Weekly.

For questions, email dellss-nyssb@schools.nyc.gov.

Attendance Self-Audit Procedures for the October 31 Register Audit
Beginning November 1, your staff who are responsible for attendance (i.e., attendance coordinators and pupil accounting secretaries) must conduct a self-audit of your school's attendance data using the Audit Low October Attendance (ALOA) and Audit November Discharges (ANDI) reports in ATS. Your staff must determine and confirm the October attendance status of all students listed on the ALOA report and indicate the results in ATS, using the designated action codes by November 8. You or your staff must also confirm the November discharge dates and codes for all students listed in the ANDI report and indicate the results in ATS, using the designated action codes by November 30. Staff will not be able to enter action codes or reopen the reports after these dates. Note that you must retain all supporting documentation for six years in accordance with DOE Archive Retention policy.

Your FSC may have already scheduled a training on the October 31 register audit and attendance self-audit procedures. You should contact your FSC attendance supervisor for more information and to confirm if a training has been scheduled. For additional guidance, you and your staff should review the October 31 Register Audit field memo, ALOA and ANDI FAQs, the narrated training slideshow and a printable version of the Annual Register Verification Training presentation. These resources are all available on the General Counsel page of the Principals' Portal.

For questions, email PopHelp@schools.nyc.gov or call 718-935-3104.

Opportunity to Participate in the Respect For All Essay and Poster Contest
As part of National Anti-Bullying Month, which takes place each October, and the DOE's Respect for All initiative, your school is invited to participate in the Respect for All essay and poster contest. Each school is only allowed two submissions (one essay and one poster), and all submissions must be sent to your superintendent by November 8. Additional guidelines including the contest rubrics are available here. For questions, email Kenyatte Reid.

Friday, November 10, 2017

Ensure Students Are Vaccinated
In accordance with state law and as noted in Compliance Checklist (CL #32), you are required to ensure that students are fully vaccinated against specific preventable diseases and that they satisfy the 2017-18 school immunization requirements in order to attend school. If your school's compliance is less than 99 percent, and/or you have 30 or more students in your school who are identified as "excludable" on November 10, you will receive a notice indicating that you are in violation of state law. Changes in immunization requirements for the 2017-18 school year were shared in the September 6 edition of Principals' Weekly. For the full set of immunization requirements, see here.

You should continue to work with your staff members to ensure that all newly enrolled students provide proof of immunization upon enrollment and ensure that returning students provide proof of immunization, if they are entering a grade affected by a new vaccine requirement-for example, the meningococcal vaccination is now required for seventh, eighth, and twelfth-grade students. You should focus on ensuring that students who are listed as "excludable� on the Report Health Immunization List in ATS provide proof of immunization. You are required to inform the parents/guardians of these students that their child cannot return to school unless they have received the required vaccinations; backpack both the 'warning letter' and 'Immunization Requirements for Parents' document with students who have not provided proof of vaccinations. Translated versions of these letters can be found here.

Note that if your school has a School-Based Health Clinic (SBHC) on-site, all vaccinations can be provided free of charge by the SBHC, to students who have parental consent. Please print and backpack home the Grades PK-8 consent form or Grades 9-12 consent form with students who have not provided proof of vaccination. In cases where SBHCs are not on-site, students will need to visit their physician to receive immunizations. Parents of children who do not have a physician may call 311 for assistance with finding a provider or they can view a list of federally qualified health centers found here.

For questions, please contact your school's FSC health director.

Opportunity to Participate in a CSEdWeek Professional Development
CSEdWeek Professional Development Opportunity (All Schools): The DOE is offering a CSEdWeek professional development (PD) opportunity for teachers who are new to CS; as such, hosting an event during CSEdWeek does not require teachers to have prior CS experience. If you are planning to host an event, you are encouraged to share this registration link with your teachers who have not participated in CS4All training before, in order for them to be able to attend the CSEdWeek PD opportunity on November 4. Participants will be provided with resources and guidance to assist with planning and hosting the events; attendance at the PD is not required to host a CS event during CSEdWeek. >CS4All Hack League (High Schools): The DOE is pleased to launch the CS4All Hack League. Through hackathons, students are encouraged to apply CS concepts and practices they've learned in the classroom to solve real-world challenges. Your teachers with prior CS experience are invited to apply for professional development on November 11 or 18, to participate in the 2017-18 NYC Hack League, which will launch with a school-based hackathon during CSEdWeek. If you would like your school to participate in the Hack League, please encourage your teachers to apply for these trainings.

For more information, visit cs4all.nyc. For questions, email CS4All@schools.nyc.gov.

Request Immediate Support to Ensure Counseling and Other Related Services are Assigned and Accurately Reported
As noted in the September 19 edition of Principals' Weekly, you or a designee should ensure that all IEP-mandated related services, including counseling and paraprofessionals, have been fully served and accurately captured in SESIS encounter attendance records (for DOE providers), and SESIS provider assignment (for contract and RSA providers). In accordance with Compliance Checklist (CL#49), if your school reported service levels below 90 percent as of November 1, you should immediately request support from your FSC director for special education and FSC administrator of special education (ASE) by November 10. If a provider cannot be identified, you must work with your FSC director for special education and FSC ASE to issue a Related Services Authorization (RSA), while continuing to work with them to assign a provider and assist parents with the RSA.

For guidance on hiring DOE providers, contact your FSC HR director. For other questions, contact your FSC director for special education and FSC administrator of special education (ASE).

Saturday, November 11, 2017

Veteran's Day
Opportunity to Participate in Computer Science Hack League
>CS4All Hack League (High Schools): The DOE is pleased to launch the CS4All Hack League. Through hackathons, students are encouraged to apply CS concepts and practices they've learned in the classroom to solve real-world challenges. Your teachers with prior CS experience are invited to apply for professional development on November 11 or 18, to participate in the 2017-18 NYC Hack League, which will launch with a school-based hackathon during CSEdWeek. If you would like your school to participate in the Hack League, please encourage your teachers to apply for these trainings.

For more information, visit cs4all.nyc. For questions, email CS4All@schools.nyc.gov.

Monday, November 13, 2017

Designate a Gifted & Talented Test Coordinator
In order to support Gifted & Talented (G&T) testing at your school, you should use this form to designate a G&T test coordinator by November 13; note that the DOE will automatically assign this role to you or your test coordinator if you do not designate a G&T test coordinator by the deadline. Your G&T test coordinator is responsible for the following tasks:

    Attend a borough-based training between November 28 and December 6; s/he must register here by November 27;

    Confirm that all test administrators have been trained prior to the G&T test administration window (January 3�19);

    Schedule student testing;

    Receive, inventory, and package all G&T test materials;

    Review periodic emails about test administration; and

    Answer questions from the DOE about students' tests.

    For additional details on these responsibilities and the timeline for completing G&T-related tasks, see here. For frequent updates on the G&T assessment and school procedures, see the G&T Intranet page.

    For questions, contact your FSC performance and assessment lead (PAL).

Enter Gifted & Talented Request for Testing (RFT) Information in SEMS
As noted in the September 19 edition of Principals' Weekly, the deadline for families of students in pre-K through second grade to submit a Request for Testing (RFT) for Gifted & Talented admissions is November 13. Staff members who manage enrollment-related duties should enter all paper RFTs submitted to your school in SEMS by November 13, and provide families with a receipt using the Testing Candidate List (TCL) screen, also in SEMS. All students who submit a RFT (either online or in paper form) will appear in the TCL screen in SEMS as soon as the information is entered by your staff. You should also ensure that your staff have distributed G&T program handbooks to all families of students in pre-K through second grade.

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

Wednesday, November 15, 2017

CL13: PCAR
Last day for Parent Coordinators (PC) to enter October parent engagement activities in PCAR system. Schools without a PC must submit Parent-Teacher Conference attendance data only
Submit September Parent Teacher Conference Attendance Data
In accordance with Compliance Checklist (CL#13), you, your designee, or parent coordinator must enter parent engagement data in the Parent Coordinator Activity Report (PCAR) by the 15th of each month. This helps ensure that the DOE meets the parent-engagement reporting requirement for the Mayor’s Management Report (MMR). To prepare for the submission of the preliminary MMR, which reflects data from July 1—October 30, all outstanding data from July 1 onward, including the Parent-Teacher Conference attendance for September, must be entered in the PCAR system by November 15. If you do not have a parent coordinator (PC) at your school, you must still submit Parent-Teacher Conference attendance data in the PCAR system, but are not required to submit the other requested data; if you do not have a PC, you can assign the PCAR role to any staff member through Galaxy. The PCAR role may be assigned to other staff members in Galaxy, see here for instructions.

 

For additional information on submitting data in the PCAR system, including the list of indicators for the MMR, see this document. For questions, email face@schools.nyc.gov.

Friday, November 17, 2017

Additional Quality Review Professional Learning Institute Opportunities
The DOE will conduct two new types of Professional Learning Institutes (PLI) during the 2017-18 school year to help school staff better understand the criteria in the Quality Review Rubric. Each PLI is a two-day series; participants must commit to attend on both days.

  • Advanced Professional Learning Institute (APLI): The two-day APLI is open to school leaders and members of your leadership team who have attended a PLI in previous school years. Sessions are from 9:00 a.m.-4:00 p.m. on December 11 and February 12 in Manhattan. To register, please complete this online form by November 17. For more information, see the APLI Information Sheet.
  • Teacher Professional Learning Institute (TPLI): The two-day TPLI is open to a maximum of two teachers at your school. Sessions are from 9:00 a.m.-4:00 p.m. on December 12 and February 13 in Brooklyn and Manhattan, respectively. To register teachers from your school, please complete this online form by November 17. For more information, see the TPLI Information Sheet. Note that teacher who previously attended PLI are welcome to participate.

For both APLI and TPLI, you are encouraged to register for a session, even if your school has already had its Quality Review or is not scheduled for a Quality Review during the 2017-18 school year. For questions, email Jennifer Eusanio.

CL08: Annual Title I Parent Meeting
Last day to conduct the Annual Title I Parent Meeting (complete the Principal�s Attestation by 11/30) (for Title I schools)
Extended Deadline to Participate in the 2018 Specialized High School Admissions Test (SHSAT) School Day Administration Pilot
In the October 3 edition of Principals' Weekly, you were invited to participate in the 2018 Specialized High School Admissions Test (SHSAT) School Day Administration pilot. The deadline to apply for the pilot has been extended to November 17 (from November 3), to allow for all schools that want to participate to complete an application. If your school serves students in grade 8, you are invited to apply, including schools participating in other related-programs such as DREAM-SHSI. Schools that submit an application will receive a response by December 20. To apply, or for additional information, see this SHSAT School Day Administration Pilot one-pager.

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

January Regents Exams: Order Exams, Approve Site Management Team (SMT) Nominations, and Inform Staff of Per-Session Opportunities
January Regents exams will be administered from January 24-27, according to this examination schedule. If your school is administering these exams, please review the following information:

Order January Regents Exams: If you are the principal of a school in Districts 1-32 and 75, you may now order exam materials via the NYSED Portal through November 17; please note that District 79 schools will receive guidance for ordering exams via a communication from Joanne Mitchell in mid-October. As you prepare to order January Regents exams, you should carefully consider the number of exams that you plan to administer based on your school's program, graduation needs, and special population accommodations. As in previous years, the number of Regents exams per subject that you will be able to obtain from your borough assessment office on the day of test administration will be limited. For instructions on ordering and storing exam materials, review this NYSED memo.

In addition to ordering January Regents exams, principals in districts 1-32 and 75, should note that their day-scorer requirements will continue to be based on the number of exams ordered. You will receive additional information on your school's day-scorer requirements in a future edition of Principals' Weekly.

If you are a new principal, or if you have forgotten your NYSED portal password, you should contact your borough assessment implementation director (BAID); if you are a principal in District 75 or District 79, you should contact your assessment points, Nicholas Capofari and Joanne Mitchell, respectively.

Scoring Site Management Team (SMT) Selection: Your FSC performance and assessment lead (PAL) will contact you in the upcoming weeks if a teacher or administrator from your school has been nominated by a site supervisor to serve in a site management team (SMT) role (i.e., organizational team lead, ATS specialist, or content trainer) at a Regents-distributed scoring site during the school day. Your FSC PAL will ask you to confirm the nominee's qualifications and availability for training and scoring.

In addition, your FSC PAL may ask you to nominate additional teachers and administrators who can potentially serve in SMT roles. Scoring site supervisors will then be able to select these candidates for site management positions that are open within your borough. You may also nominate teachers or administrators by emailing regents@schools.nyc.gov, and indicating the individual's name, the position for which s/he is being nominated, and providing a brief recommendation by November 7. As in previous years, if your school provides teachers or administrators to serve in SMT roles at Regents scoring sites during the school day, your school will receive a "2-for-1� credit towards your total day-scorer requirement for the relevant exam subjects.

Per-Session Opportunities for School Staff: Note that Algebra I, Algebra II, Chemistry, Earth Science, English Language Arts (ELA), Global History, Living Environment, Physics, and US History will be scored partially or fully through per-session opportunities that will be centrally funded and managed. Teachers and supervisors may apply for per-session positions at Regents scoring sites beginning October 9, and may continue to do so until November 10.

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

Opportunity to Attend Two-Day Advanced Strategies for Struggling Students with Autism Institute
The DOE in partnership with NYU will hold this two-day follow-up training for administrators, related-service providers and teaching staff on November 22 and 23, or May 29 and 30, for staff who attended the two-day Introductory Autism Institute held in previous school years. The two-day institute will be held from 9:00 a.m.-3:00 p.m. at NYU Kimmel Center (60 Washington Square South in Manhattan); participation is required on both days. This training will focus on identifying and implementing supports for struggling students in conjunction with examining support effectiveness. You and your staff can register to attend here by November 17.

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

Opportunity to Indicate Interest in Adding, Expanding, or Reducing Pre-Kindergarten Sections for the 2018�19 School Year
As part of the DOE�s pre-K planning process for the 2018–19 school year, you are encouraged to complete one of two forms on section changes in pre-K by November 17. If you would like to open a new pre-K section or create additional pre-K sections for the next school year, please fill out this brief expansion online form. If you are interested in reducing sections for the next school year, please complete this reduction online form. You may be contacted for additional information after completing either form to make a final determination. The DOE will consider your feedback as part of the overall planning process.

 

Please note that the information provided in these online forms will be used to understand initial interest in adding, expanding, or reducing pre-K sections and does not guarantee that any changes will be made to your program for the 2018–19 school year. The DOE will also consider demand, space availability (especially in neighborhoods where access to pre-kindergarten is currently limited), and your school�s overall capacity to offer a high-quality, full-day, pre-K program as it evaluates your pre-K request. In addition, please also note that you may be contacted to add, expand, or reduce your schools�; pre-K sections, even if you do not indicate interest via the online form; this will be based primarily on space in your facility and demand in your district.

 

For principals in Community School districts 4, 7, 23, and 27, where 3-K will be offered next school year, the DOE will reach out to you directly in the coming weeks with a separate survey about 3-K and pre-K expansion and reduction. Therefore, you do not need to fill out either of these two forms.

 

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

Review the Test Administration Handbook with Your Staff

In preparation for upcoming state and city assessments, you should review the contents of the Test Administration Handbook with your staff who are involved in testing, preferably during general faculty conferences, grade conferences, department meetings, or on staff-development days. For the elementary and middle school version of the handbook, see here; for the high school version, see here. Note that you must confirm that all personnel at your school who are involved in testing have reviewed the handbook prior to the administration of all state and city assessments by completing this brief online form by November 17.

Title I Schools Must Hold Annual Title I Parent Meetings

In accordance with the Compliance Checklist (CL #8), all schools with Title I, Part A programs (Title I Targeted Assistance Program and Title I Schoolwide Program) are required to conduct an annual Title I parent meeting at a convenient time for parents. If you are a Title I school, you must hold this meeting by November 17, to inform parents about the school's participation in Title I, Part A programs, and explain the program requirements. To certify that you held the meeting, you must complete the 2017-18 Annual Title I Parent Meeting Attestation form by November 30.

Online resources and guidance to help you plan, communicate, and facilitate these meetings can be found on the Operational Services page of the Principals' Portal.

Thursday, November 23, 2017

Thanksgiving

Monday, November 27, 2017

Designate a Gifted & Talented Test Coordinator
In order to support Gifted & Talented (G&T) testing at your school, you should use this form to designate a G&T test coordinator by November 13; note that the DOE will automatically assign this role to you or your test coordinator if you do not designate a G&T test coordinator by the deadline. Your G&T test coordinator is responsible for the following tasks:

    Attend a borough-based training between November 28 and December 6; s/he must register here by November 27;

    Confirm that all test administrators have been trained prior to the G&T test administration window (January 3�19);

    Schedule student testing;

    Receive, inventory, and package all G&T test materials;

    Review periodic emails about test administration; and

    Answer questions from the DOE about students' tests.

    For additional details on these responsibilities and the timeline for completing G&T-related tasks, see here. For frequent updates on the G&T assessment and school procedures, see the G&T Intranet page.

    For questions, contact your FSC performance and assessment lead (PAL).

Opportunity to Nominate Outstanding Teachers for the Big Apple Awards
As noted in the October 11 edition of Principals' Weekly, the DOE is recognizing teacher excellence through the sixth annual Big Apple Awards program. You and your school community (e.g., students, families, administrators, support staff, and teachers) are encouraged to nominate current, full-time teachers who have demonstrated exceptional success in their impact on student learning, instructional practices, and professional contributions to their school community. Nominations are due by November 27. You should consider nominating outstanding teachers in your school, and share this nomination link with colleagues and community members. Note that applicants who advance to the finalist round will have the opportunity to interview and/or open their classrooms to their superintendent teams. Award recipients will be recognized as exemplary educators, and will spend the 2018-19 school year representing teachers citywide as Big Apple Fellows and members of the Chancellor's Teacher Advisory Group, while continuing their work in the classroom.

During the 2016-17 school year, three-quarters of DOE schools nominated at least one teacher for the Big Apple Awards; this year's goal is to receive at least one nomination from each school and increase the number of high-quality teachers advancing to the next round. For more information about the Big Apple Awards, the selection process, and past recipients, please visit the Big Apple Awards website.

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

Thursday, November 30, 2017

Attendance Self-Audit Procedures for the October 31 Register Audit
Beginning November 1, your staff who are responsible for attendance (i.e., attendance coordinators and pupil accounting secretaries) must conduct a self-audit of your school's attendance data using the Audit Low October Attendance (ALOA) and Audit November Discharges (ANDI) reports in ATS. Your staff must determine and confirm the October attendance status of all students listed on the ALOA report and indicate the results in ATS, using the designated action codes by November 8. You or your staff must also confirm the November discharge dates and codes for all students listed in the ANDI report and indicate the results in ATS, using the designated action codes by November 30. Staff will not be able to enter action codes or reopen the reports after these dates. Note that you must retain all supporting documentation for six years in accordance with DOE Archive Retention policy.

Your FSC may have already scheduled a training on the October 31 register audit and attendance self-audit procedures. You should contact your FSC attendance supervisor for more information and to confirm if a training has been scheduled. For additional guidance, you and your staff should review the October 31 Register Audit field memo, ALOA and ANDI FAQs, the narrated training slideshow and a printable version of the Annual Register Verification Training presentation. These resources are all available on the General Counsel page of the Principals' Portal.

For questions, email PopHelp@schools.nyc.gov or call 718-935-3104.

CL14: Mentoring
Last day to conduct Mentoring interactions for the month of November for new and continuing teachers and to enter Mentoring interactions in MTS for new and continuing teachers for the month of October
CL23: Safety Committee Meeting
Last day to conduct and enter in OSYD the November Safety Committee meeting
Submit Career and Technical Education Program Sequence in STARS Admin
Principals of schools with state-approved CTE programs must submit their program course sequence, which must be in alignment with their NYSED-approved program of study. If changes are made to any state-approved CTE program and/or technical assessments, you must submit sequence updates for the program.

If you are the principal of a high school offering Career and Technical Education (CTE) courses as part of a state-approved or state-aligned CTE program, you or a designee must use the STARS CTE Program Manager to upload student enrollment and make changes to your program course sequence for DOE approval by November 30. The changes you must make are based on whether the following scenarios apply to your school:

  • If you or your staff have already entered a sequence in the STARS CTE Program Manager and have no changes, you or a designee must confirm that your sequence is up-to-date and accurate;
  • If you or your staff want to make changes to a previously entered sequence, you should edit and submit a new sequence via the STARS CTE Program Manager;
  • If you have not entered a sequence in the STARS CTE Program Manager, you must enter and submit one or more sequences.

For additional information please consult the CTE FAQ and the STARS wiki CTE Program Manager page to access the STARS CTE Application Guide. For support with CTE programs, please contact CTEStars@schools.nyc.gov. For technical support with STARS, please visit the STARS Wiki or contact your FSC academic policy and systems lead.

Title I Schools Must Hold Annual Title I Parent Meetings

In accordance with the Compliance Checklist (CL #8), all schools with Title I, Part A programs (Title I Targeted Assistance Program and Title I Schoolwide Program) are required to conduct an annual Title I parent meeting at a convenient time for parents. If you are a Title I school, you must hold this meeting by November 17, to inform parents about the school's participation in Title I, Part A programs, and explain the program requirements. To certify that you held the meeting, you must complete the 2017-18 Annual Title I Parent Meeting Attestation form by November 30.

Online resources and guidance to help you plan, communicate, and facilitate these meetings can be found on the Operational Services page of the Principals' Portal.


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