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May 1 - 31, 2017

Start Date and TimeEvent Details

Monday, May 01, 2017

CL49: Related Services
98% of related services mandates should now be fully served and accurately captured in SESIS Encounter Attendance
Closing of Full-Time UFT Paraprofessional Nomination Portal on May 1
The last day to nominate candidates for a full-time United Federation of Teachers (UFT) paraprofessional title for this school year is May 1. Note that you can only nominate candidates with a start date of/or prior to May 15, 2017. Upon nomination, candidates will receive email instructions to visit the Applicant Gateway and complete the necessary forms. Once completed, candidates will be invited to a processing event, which must be attended no later than May 10, 2017.

As noted in the August 30 edition of Principals Weekly, when nominating a candidate for a full-time paraprofessional position, only individuals who possess a valid NYS Teaching Assistant certificate (Level I, II, or III) and have worked at least 25 days as a substitute paraprofessional are eligible for this position. If an individual is nominated without the required certification, that nomination will be canceled. Any nomination for positions that remain unstaffed by May 17, will be cancelled and the candidate will be required to obtain a new nomination for full-time hire in the next school year. Information on full-time paraprofessional nominations for the 2017-18 school year will be provided in a future edition of Principals' Weekly.

For questions, email Kevin Hanratty.

Extended Deadline for Paid Work-Based Learning Experiences for Students With IEPs: Training Opportunities Program (TOP)
As noted in the March 15 edition of Principals' Weekly, the DOE's Training Opportunities Program (TOP) -scroll to bottom of page-provides paid work-based learning experiences until June 15 for high school students with IEPs, in order to support their post-secondary goals. Students who participate in TOP will earn minimum wage for up to 150 hours of work each year, and the hours worked will count towards the Career Development Occupational Studies (CDOS) commencement credential or the Skills Achievement Commencement Credential (SACC). You should encourage your Transition Team Leader (TTL) to determine the number of internship positions your school can support, and then help students complete this application along with the host-training agreement. Your TTL should scan and email completed applications with supporting documents for employment to tcc@schools.nyc.gov by May 1 (extended from April 7).

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

FY 2017 De-obligation and Re-obligation Process
The annual de-obligation and re-obligation process involves the unscheduling of grant funds in Galaxy in order to remove them from the current fiscal year, and make them available for use during the upcoming fiscal year. The FY 2017 de-obligation and re-obligation process runs from May 1 to June 9 and enables your school to manually roll over its competitive grants (e.g., Private Grant 32, Magnet School 02, etc.) with dates of operation that extend beyond June 30 into the next fiscal year. These grants are therefore available for spending during FY 2018. As this process must be done manually, your FSC budget director will email you instructions on April 24, explaining how to de-obligate and re-obligate funds for use in FY 2018. The email will also include a report of available funds your school has that extend beyond June 30, and that are eligible for roll over.

For questions, contact your FSC budget director.

FY 2018 Galaxy Tables of Organizations and Forecast Vacancies
On May 1, the FY 2018 Tables of Organizations (TOs) in Galaxy will be available for viewing by changing the fiscal year in the session parameter on the blue menu bar from FY 2017 to FY 2018. For more information on FY 2018 TOs, see here. You will also be able to generate forecast vacancies, if needed. To view a webinar on the Open Market transfer process, see here (use Internet Explorer to view). For questions about the forecast vacancy process, contact your FSC budget director; for questions about Open Market Transfers, contact your FSC HR directors.
PA/PTA Elections and SLT Parent Member Elections
As in previous years, your school should conduct PA/PTA elections, and then School Leadership Team (SLT) elections. Following these elections, you or your parent coordinators should enter all PA/PTA executive board and SLT member information in the School Parent Leader Contact Information system (SPLCI) by July 14. In addition, please review the following information and take appropriate actions:

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

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

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

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

Prepare to Administer the Student Perception Survey: Delivery of Survey Materials
As noted in previous editions of Principals' Weekly, students in grades 6-12 will be invited to participate in the Student Perception Survey from May 1 through June 9. Survey materials will be delivered to your school via FedEx this week. Your school's survey coordinator(s) should have received an email on April 20 from studentperceptionsurvey@schools.nyc.gov, with delivery information. When receiving the survey shipment, your survey coordinator should verify that your school has received a survey pack for each teacher listed on the roster included in the shipment. S/he will receive additional instructions on preparing for survey administration via email from studentperceptionsurvey@schools.nyc.gov on April 27.

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

Tuesday, May 02, 2017

CL44: Turning 5
All Turning 5 Notices must be mailed to families
Opportunity to Apply for Per-Session Assignment to Share Your Feedback on Health Education
You and your assistant principal(s) are invited to apply for a per-session assignment to participate in a DOE focus group for middle school administrators in June; the deadline to apply is May 2. This focus group will last up to four hours, during which feedback will be collected on a variety of topics related to supporting middle school health education. Those selected to participate will receive an email from jpena20@schools.nyc.gov in late May with further instructions, including the date and location of the focus group. For more details and to apply, see Per Session Vacancy Notice #880.

For questions, email Jean Pena.

Prepare to Administer New York State (NYS) Grades 3-8 Common Core Math Exams
If your school is administering the New York State (NYS) grades 3-8 Common Core Math exam from May 2-10, you should review the following updates related to exam administration and packaging:

Delivery of Math Exam Materials: Your school should have received a delivery of non-secure materials from NYSED for the main administration and the make-up administration of the math exam in March. You will receive a delivery of secure test materials for the math administration between April 27 and May 1.

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 2017 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, 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.

Scanning Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 2-3), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 6:00 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 the students who were absent during the main administration can be given a chance to test during the make-up administration. 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 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 5. If your school's exam materials are not ready for collection when the courier arrives on May 5, you will be responsible for transporting the math exams to designated scoring sites.

Scanning Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams from May 5-10 are required to scan students' page 1 and/or page 2 answer documents into ATS by 6:00 p.m. on May 10. 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, and new this year, 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 Following Make-Up 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 math make-up administration, beginning at 8:00 a.m. on May 11. If your school's exam materials are not ready for collection when the courier arrives on May 11, you will be responsible for transporting the math exam materials to designated scoring sites.

Day-Scorer Attendance Policy Reminder: Day scoring for math exams will take place from May 8-10. All designated scorers will receive an email reminder from elamath@schools.nyc.gov on May 4, with their responsibilities and schedule. You may also review which staff members you selected to support math scoring via the Principals' ELA/Math Scoring Assignment Tool. If you need to make any changes to your day-scoring assignments, you should log in to the assignment tool and use the "change" option next to each assigned individual's name to select a replacement scorer by 5:00 p.m. on May 4. For additional information regarding 2017 day-scorer attendance policies, please refer to this memo.

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

Review New York State Grades 3-8 Common Core ELA and Mathematics Administration Guides
The DOE will administer the New York State (NYS) grades 3-8 English Language Arts (ELA) and mathematics exams on March 28-30 and May 2-4, respectively. You should note the following resources as you prepare to administer these exams:

  • For questions on student participation in grades 3�8 state tests, see this School Guide. You are encouraged to share this Parent Guide with families who have questions about student participation.
  • NYSED recently published the 2017 Test Guides for ELA and Mathematics, which details how the Common Core Learning Standards in ELA and math will be measured for the 2017 administration. You should review these guides and share them with your teachers.
  • For NYC-specific information including key dates related to administration, and instructions for packaging exam materials following administration of the exams, please refer to the 2017 ELA and Mathematics Test Administration Memo.

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

Updates to Preschool Students with Disabilities Transitioning to Kindergarten ("Turning 5")
As noted in previous editions of Principals' Weekly, IEP teams should schedule meetings, mail meeting notices, and complete cases according to the following timeline:

  • April 7: 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.

If you are the principal of an elementary school with Turning 5 cases, you will receive an email from T5CaseManagement@schools.nyc.gov beginning April 10, informing you of your school's progress in sending meeting notices to Turning 5 families. Note that if you have sent meeting notices for less than 70 percent of your Turning 5 cases, you will be informed that you are at risk of failing to meet deadlines. Also note that if you are the principal of a middle school with Turning 5 cases, you will not receive an email.

For questions, please contact your supervisor of psychologists.

Wednesday, May 03, 2017

Additional Dates for Professional Development Training for ELLs Instruction in the Math Classroom
You and your assistant principals (APs) are invited to attend a two-part professional development (PD) training on "Essential Components for ELLs Instruction in the Math Classroom," to support English Language Learners (ELLs); please note that this PD training is for supervisors, and only principals or APs may attend. These trainings were first announced in the December 13 edition of Principals' Weekly, and the content is the same as in previous trainings.

Participants will have the opportunity to learn more about specific elements of effective instruction to support ELLs, develop a protocol to facilitate observing the math classroom, and have access to the most recent research in the field. Principals and APs of elementary schools serving students in grades 1-5 can register for their two-day trainings scheduled for May 15 and June 9, here; principals and APs of secondary schools serving students in grades 6-12 can register for their training sessions on May 10 and June 9, here. Participants must attend both training sessions. The registration deadline for all sessions is May 3.

Indicate in Galaxy ATRs Provisionally Hired for FY2017 Who Will Be Selected for Regular Appointment
If you have hired an Absent Teacher Reserve (ATR) on a provisional basis in FY 2017, you or a designee must indicate if the ATR(s) will be selected for regular appointment at your school for September 2017. Beginning April 24, you must make your designation in the Provisional Hire screen in Galaxy for each provisional ATR staff member by May 3.

If you are selecting a provisionally hired ATR teacher for regular appointment on your school's Table of Organization, you must generate a hiring agreement letter by clicking on the letter icon next to the person's name in the Provisional Hire screen. Both you and the employee must sign the hiring agreement (keep the original on file and give the employee a copy). You are encouraged to give strong consideration to retaining such staff. Please be reminded that the hiring incentive subsidy will cover 50 percent of their salary in 2017-18 and 25 percent of the salary in 2018-19. See here for details on eligibility criteria for the subsidy and for more information about hiring ATRs on a permanent basis.

If you are not retaining the provisionally hired ATR, you must provide them with an excessing letter, which you can automatically generate in Galaxy by clicking on the letter icon next to the person's name on the Provisional Hire screen.

For questions, contact your FSC HR director.

Indicate in Galaxy ATRs Provisionally Hired for FY2017 Who Will Be Selected for Regular Appointment
If you have hired an Absent Teacher Reserve (ATR) on a provisional basis in FY 2017, you or a designee must indicate if the ATR(s) will be selected for regular appointment at your school for September 2017. Beginning April 24, you must make your designation in the Provisional Hire screen in Galaxy for each provisional ATR staff member by May 3.

If you are selecting a provisionally hired ATR teacher for regular appointment on your school's Table of Organization, you must generate a hiring agreement letter by clicking on the letter icon next to the person's name in the Provisional Hire screen. Both you and the employee must sign the hiring agreement (keep the original on file and give the employee a copy). You are encouraged to give strong consideration to retaining such staff. Please be reminded that the hiring incentive subsidy will cover 50 percent of their salary in 2017-18 and 25 percent of the salary in 2018-19. See here for details on eligibility criteria for the subsidy and for more information about hiring ATRs on a permanent basis.

If you are not retaining the provisionally hired ATR, you must provide them with an excessing letter, which you can automatically generate in Galaxy by clicking on the letter icon next to the person's name on the Provisional Hire screen.

For questions, contact your FSC HR director.

Parent-Teacher Conferences
All single session schools are required to hold an evening parent-teacher conference (PTC) in May. As noted in previous editions of Principals' Weekly, you are encouraged to review the Parent-Teacher Conference Memo, which includes guidance on when to schedule conferences, student dismissals, and the schedule of citywide PTCs for the 2016-17 school year, as well as translation and interpretation resources and requirements, and information on the Chancellor's initiatives to promote family engagement. Also note that conferences should be three hours in length and cannot begin before 4:30 p.m. or end after 8:00 p.m. Upcoming PTCs are scheduled as follows:

  • High school PTCs are scheduled for May 3;
  • Elementary school PTCs are scheduled for May 17; and
  • Middle school PTCs are scheduled for May 18;

Please review the following notes to ensure that your school is prepared for these conferences:

  • As noted on the Compliance Checklist (CL#13), parent coordinators must enter the Parent-Teacher Conference attendance on the Parent Coordinator Activity Report (PCAR) by June 15. If you do not have a parent coordinator at your school, you or a designee must still enter this data in the PCAR system, but are not required to submit the other requested data. For more information about this compliance item, including assigning PCAR access in Galaxy, visit the Parent Coordinator Resource page, or email face@schools.nyc.gov.
  • For information about translation and interpretation resources, see here. For more information, including how to maximize your time with families and additional details on translation and interpretation services, see here. For questions about translation and interpretation services, email translations@schools.nyc.gov or call 718-752-7373.
Prepare to Administer New York State (NYS) Grades 3-8 Common Core Math Exams
If your school is administering the New York State (NYS) grades 3-8 Common Core Math exam from May 2-10, you should review the following updates related to exam administration and packaging:

Delivery of Math Exam Materials: Your school should have received a delivery of non-secure materials from NYSED for the main administration and the make-up administration of the math exam in March. You will receive a delivery of secure test materials for the math administration between April 27 and May 1.

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 2017 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, 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.

Scanning Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 2-3), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 6:00 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 the students who were absent during the main administration can be given a chance to test during the make-up administration. 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 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 5. If your school's exam materials are not ready for collection when the courier arrives on May 5, you will be responsible for transporting the math exams to designated scoring sites.

Scanning Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams from May 5-10 are required to scan students' page 1 and/or page 2 answer documents into ATS by 6:00 p.m. on May 10. 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, and new this year, 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 Following Make-Up 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 math make-up administration, beginning at 8:00 a.m. on May 11. If your school's exam materials are not ready for collection when the courier arrives on May 11, you will be responsible for transporting the math exam materials to designated scoring sites.

Day-Scorer Attendance Policy Reminder: Day scoring for math exams will take place from May 8-10. All designated scorers will receive an email reminder from elamath@schools.nyc.gov on May 4, with their responsibilities and schedule. You may also review which staff members you selected to support math scoring via the Principals' ELA/Math Scoring Assignment Tool. If you need to make any changes to your day-scoring assignments, you should log in to the assignment tool and use the "change" option next to each assigned individual's name to select a replacement scorer by 5:00 p.m. on May 4. For additional information regarding 2017 day-scorer attendance policies, please refer to this memo.

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

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 3. 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 attend:

  • 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, 15 and 18; note that these sessions are not for currently-assigned supervising school aides; and
  • Free CPR/defibrillator training, for which they can register here.

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 here. For questions, contact your FSC HR director.

Submit Session Times for the 2017-18 School Year
The workday configuration for the 2017-18 school year will remain the same as the configuration used for the 2016-17 school year. This configuration, for non-D75 and D-79 single-session schools, consists 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.

The Session Time application will open on May 3 for you to submit your start- and end-times for the 2017-18 school year by May 22. On May 3, you will receive an email from transportschedule@schools.nyc.gov reminding you of your user ID and password to access the application. Approval notification for start- and end-times will be communicated via email, and 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.

If your school is seeking School Based Option (SBO) approval, you should also use the Session Time application to submit requests by May 22, if you are changing the standard configuration. If your school is a multi-session school, please submit a primary-student schedule and a primary-teacher schedule by this same date. For detailed information about session time, teacher schedules, and SBOs, see the Session Time Memo on the Principals' Portal.

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, email transportschedule@schools.nyc.gov. For questions about the SBO process, email SBOreq@schools.nyc.gov. For questions about transportation related to session time, contact your FSC transportation liaison. For questions about workday planning, contact your senior field counsel.

Thursday, May 04, 2017

Guidance on Exclusions from Proms and Graduation Ceremonies
In preparation for prom and graduation season, please review these guidelines on excluding students from proms or graduation ceremonies. For questions, contact the Office of Legal Services at 212-374-6888.
Guidance on the Netflix Series, 13 Reasons Why
You and your staff should review the resources found here to better prepare for conversations that may occur with students who are watching the Netflix series, 13 Reasons Why. This show is based on a young adult novel that explores suicide, bullying, sexual assault, substance abuse, depression and anxiety in teens. In addition, you may backpack home this letter to families, to share resources for processing the series with their child; translated versions of the letter can be found here.

For questions, contact your FSC counseling manager.

Installation of Single-Stall Student Restooms and Family Notification
The DOE will designate single-stall student restrooms in all DOE school buildings to support students who have additional privacy needs, including students with medical conditions and disabilities, as well as transgender and gender non-conforming students. Single-stall student restrooms are aligned with the Transgender and Gender Nonconforming Student Guidelines, which permit students to use bathrooms and other school facilities that align with their gender identity without special permission or medical documentation. Each single-stall student restroom will also include clear and appropriate signage and safety locks with administrative keys; single-stall student restrooms in middle and high schools will contain free menstrual products and receptacles.

You and your custodial engineer will receive assistance in the coming months to identify existing single-stall restrooms in your school building that can be converted to single-stall student restrooms. You will also receive an email from Deputy Chancellor Elizabeth Rose in the coming weeks with next steps on installation of these single-stall student restrooms. You should print out and backpack home this letter to families, notifying them about the initiative and its timeline; translated versions of the letter can be found here.

For questions, contact your FSC director of operational support.

New Feature to Confirm Credit Recovery Eligibility Now Available in STARS Admin
A new feature is available in STARS Admin to allow you or a designee to confirm that your students have met the eligibility requirements for credit recovery before enrolling them in credit recovery courses. Effective for the 2017-18 school year, this eligibility check and new Credit Recovery Approval Form will replace the old Credit Recovery Approval Form (2016-17). For the remainder of the 2016-17 school year, and during Summer in the City (SITC) 2017, you may use either process. Please note that while the credit recovery approval process has changed, the eligibility requirements have not.

For more information about the new feature, see the STARS wiki page. For more information about credit recovery, see the updated Credit Recovery Policy and FAQ document. For questions, contact your FSC academic policy and systems lead.

Opportunity to Encourage Parent Coordinators to Attend PTA Election Workshops
As a follow-up to the April 19 edition of Principals' Weekly, the DOE, in partnership with PTAlink, will host workshops for parent leaders and Parent Coordinators (PCs) on how to hold a successful PA/PTA election. In the workshops, parent leaders and PCs will learn how the revisions to Chancellor's Regulation A-660 impact the PA/PTA election process, and engage in discussions about best practices in forming a nominating committee, soliciting nominations, and verifying eligibility. For the list of dates and locations of workshops, see here. You are encouraged to share the list with your PCs, and urge them to attend one of the workshops. PCs were also notified in the April 25 edition of PC Connections. For additional resources, see the PA/PTA Election page for the Quick Reference Election Guide, Election Certification Form, and Bylaws Template.

For questions, email Sharon Kang.

Pre-K for All Instructional Tracks and Non-Attendance Dates for the 2017-18 School Year
As noted in the February 28 edition of Principals' Weekly, every Pre-K for All site will participate in an instructional track for professional learning for the 2017-18 school year. Instructional tracks support sites in meeting the Pre-K for All Program Quality Standards (PQS) and in advancing student learning based on the Prekindergarten Foundation for the Common Core (PKFCC). Site leaders who were eligible to select a new instructional track for the 2017-18 school year had the opportunity to express their preferences in early March.

By May 2, site leaders will receive an email from prekinstruction@schools.nyc.gov with their assigned instructional track and corresponding pre-K professional learning non-attendance dates for the 2017-18 school year. Additional details about each track are available here.

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

Prepare to Administer New York State (NYS) Grades 3-8 Common Core Math Exams
If your school is administering the New York State (NYS) grades 3-8 Common Core Math exam from May 2-10, you should review the following updates related to exam administration and packaging:

Delivery of Math Exam Materials: Your school should have received a delivery of non-secure materials from NYSED for the main administration and the make-up administration of the math exam in March. You will receive a delivery of secure test materials for the math administration between April 27 and May 1.

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 2017 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, 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.

Scanning Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 2-3), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 6:00 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 the students who were absent during the main administration can be given a chance to test during the make-up administration. 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 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 5. If your school's exam materials are not ready for collection when the courier arrives on May 5, you will be responsible for transporting the math exams to designated scoring sites.

Scanning Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams from May 5-10 are required to scan students' page 1 and/or page 2 answer documents into ATS by 6:00 p.m. on May 10. 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, and new this year, 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 Following Make-Up 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 math make-up administration, beginning at 8:00 a.m. on May 11. If your school's exam materials are not ready for collection when the courier arrives on May 11, you will be responsible for transporting the math exam materials to designated scoring sites.

Day-Scorer Attendance Policy Reminder: Day scoring for math exams will take place from May 8-10. All designated scorers will receive an email reminder from elamath@schools.nyc.gov on May 4, with their responsibilities and schedule. You may also review which staff members you selected to support math scoring via the Principals' ELA/Math Scoring Assignment Tool. If you need to make any changes to your day-scoring assignments, you should log in to the assignment tool and use the "change" option next to each assigned individual's name to select a replacement scorer by 5:00 p.m. on May 4. For additional information regarding 2017 day-scorer attendance policies, please refer to this memo.

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

Respond to 2016-17 High School Academic Data Audit: Cohort-Removing Discharges
As noted in the March 21 edition of Principals' Weekly, the DOE has partnered with Ernst and Young (EY) to randomly select schools for its annual academic data audits. If your school was selected for the cohort-removing discharges audit area, you will receive an email from EY on April 20 requesting supporting documentation by May 4. The auditor's email contains detailed instructions for providing the requested documentation; your FSC academic policy and systems leads will be copied on these emails and will support you in responding to the auditor's request.

For more information about the auditing process, see this 2016-17 Random Academic Audit Overview. For additional questions regarding academic policy or the academic data audits, contact your FSC academic policy and systems lead.

Review 2017-18 Final Register Projections
Final Register Projections for the 2017-18 school year will be posted on the Register Projections Site (RPS) by May 3. You can log in using your DOE Outlook credentials to review your school's final register projections. Note that these final projections will be used for your initial budget allocation and cannot be changed. You are encouraged to confirm (but not required as in previous years), that you have reviewed your final projections by clicking the "I have reviewed my projections" button.

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

Special Awards for Graduating Seniors
Students who are graduating in June may be eligible to receive special awards recognition, including the Chancellor's Roll of Honor Citation, the Richard Welling Certificate, the Cooperation in Government Certificate, and the Hackett Certificate and Medal. If your school will have a graduating class this June, an information packet will be mailed to you this week that includes a memorandum outlining the specific criteria that you should use to select students for these recognition awards.

For additional information about the Special Awards for Graduating Seniors (SAGS), please email Margarita Suero.

Updated Guidance on Annual Count of Immigrant Students and English Language Learners
In previous years, the DOE has provided the New York State Department of Education (NYSED) with an annual count of immigrant students and English Language Learners (ELLs) in New York City public schools. On April 25, NYSED sent an email to you requesting an annual count of immigrant students and English Language Learners in your school. Please disregard this email, as the DOE will be submitting this information on behalf of all schools.

If you have any questions, contact your FSC director of ELLs.

Updated Guidance on ECERS-R and CLASS Assessments
As noted in previous editions of Principals' Weekly, the DOE conducts program assessments using the ECERS-R and CLASS tools as part of an ongoing effort to provide schools with program assessment data and to understand the quality of the learning environment in programs throughout the city. Program assessments using these tools will be conducted in each pre-K program at least once every three-years. Beginning with the 2017-18 school year, some programs will receive multiple assessments in a given year, based on the DOE's priorities and initiatives. Programs may be selected for an assessment based on one or more of the following:
  • To Update Assessment Information: If a program has not had an assessment in the past three years, including the current school year, it will receive an assessment during the 2017-

18 school year.

  • To Conduct Research: Additional assessments may be administered as a part of the DOE's expanded research efforts to understand and increase the effectiveness of professional learning and supports provided to leaders and teachers.
  • To Address Quality Concerns: Additional assessments may take place to address quality concerns in a given program.

The DOE uses ECERS-R and CLASS data for a variety of purposes, including to inform instructional coordinator and/or social worker supports, as well as to help inform professional learning opportunities. The most recent scores will be used in each program's Pre-K Program Quality Snapshot.

As a reminder, the observations conducted and/or the reports prepared as part of an ECERS-R or CLASS assessment, or any other assessment of the pre-K program, are used only for purposes of assessing the quality of the pre-K program in general, and not included in any teacher's official file. Assessments are not used in any action or employment-related decision involving DOE employees (including but not limited to, any letter to file, rating or tenure determination), and cannot be introduced by the DOE in any disciplinary proceedings, grievance or arbitration, case or action. In addition, results of the CLASS or ECERS-R assessments will not be used in any evaluation of any CSA member, nor will the reports identify specific CSA members by name in any way.

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

Updated Guidelines to Physical Education (PE) Works Needs Assessment and Action Plan Implementation
As noted in the August 16 edition of Principals' Weekly, you were informed that your school would receive a formal needs assessment to identify key barriers to providing physical education (PE) instruction; a multi-year action plan to address these barriers; and instructional opportunities, resources and technical assistance for your staff. The updated implementation schedule for all three PE Works cohorts is as follows:

Principals of Schools in Cohort I and II:

  • The needs assessments for your school is complete.
  • Beginning May 8, ?you will receive an email from PE Works staff with the results of your school's needs assessment, along with other information in summary reports that identify nine ?conditions your school should meet to sustain or improve PE. The email will include a request for you to review and confirm the results of the needs assessment within two weeks of receipt.
  • Once you confirm the results, the PE Works team will then develop and share with you a multi-year action plan and support you in implementing it to address the areas identified in the needs assessment.

Principals of Schools in Cohort III:

  • The DOE is finalizing your needs assessments; you will receive a needs assessment report in September.
  • After you have confirmed your needs assessment results, the PE Works team will then develop and share a multi-year action plan with you and support your school with implementation this fall.

Additional information, including details on the schedule for Cohort III schools and support for implementation, will be shared in an upcoming edition of Principals' Weekly. For questions about PE Works, email PEworks@schools.nyc.gov. For questions about PE academic policy and programming, contact your FSC academic policy and systems lead.

Updated Information on Student Achievement Awards
Students who are moving up or graduating this June may be eligible to receive the Office of the State Comptroller's Student Achievement Awards, which were created to recognize outstanding students who have shown academic excellence and demonstrated leadership potential through involvement in activities that show a commitment to public service. You or a designee should nominate students for this award here, at least two weeks prior to your school's scheduled graduation ceremony. Please use the unique PIN that was emailed to you in March, from the Office of the New York State Comptroller, with nominating instructions. If you cannot locate or have not received your PIN, please email studentawards@osc.state.ny.us.

For assistance completing the nomination form, see here. For questions, email studentawards@osc.state.ny.us.

Friday, May 05, 2017

CL02: Time and Effort
Last day to complete monthly May Time & Effort Certification in myGalaxy
Close of Q Bank Hiring for the 2016-17 School Year
Effective as of the close of business on May 5, no additional regularly-appointed hiring of school-based, non-supervisory, pedagogical staff (e.g., teachers, guidance counselors, etc.) will be allowed for the 2016-17 school year. You should note the following as you plan your end-of-school-year activities:

  • If a candidate has been intended in Galaxy by the above deadline, the intended candidate will be permitted to finalize into the vacancy.
  • Hiring/intending of school-based, non-supervisory, pedagogical staff after May 5 will not be allowed to finalize without an approved exception from the DOE.
  • Hiring of full-time regular (non-appointed) substitutes may be permitted under certain extenuating circumstances, with approval from the DOE.

For questions, contact your FSC HR director.

Continue to Plan for Summer in the City 2017
Instructions for SSOS and SCAL Completion: You should use the SSOS function in ATS to identify whether you are hosting summer programs, and enter a "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. If you enter a "Y" indicating that your school will be hosting summer programs, you must enter the information requested in this document in ATS by May 12 and 22, as applicable. 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 information about how to use the SSOS, SCAL or SSFC functions, see the ATS Wiki.

Review List of Elementary and Middle Host Schools for ELL Summer in the City Programs: For English Language Learners (ELLs) in grades 2-8 who are not mandated to attend summer school, Summer in the City programming offers free learning opportunities in math, science, reading, and writing. To review the list of selected host schools, see here. For information and registration flyers, see here. For guidance on programming, see here. For questions, email DELLSS@schools.nyc.gov.

Second Grade Program: Summer school sites with elementary grades will host second-grade programs as part of Summer in the City 2017. Affiliated principals will receive an email on April 27 from sitc@schools.nyc.gov detailing how many sections will be allocated to their summer school sites, along with directions for requesting changes to the number of sections their site will receive, and guidance on inviting students to participate. If your site cannot accommodate the allotted number of second-grade students, or you want to request additional second-grade sections, or opt-out of using the second-grade program, please complete this survey by May 5. Otherwise, no action is required. All affiliated principals will receive a confirmation email acknowledging their request from sitc@schools.nyc.gov on May 8, with the final determination of the number of approved sections by May 12. Requests for additional second-grade sections are not guaranteed.

You should work collaboratively with other principals in the same site to identify the second-grade students from each affiliated school who will be invited to participate in the program, since the classes are provided to the entire site, not to each individual school. It is recommended that principals identify students based upon the following selection criteria:

  • Testing at a first grade reading level (e.g., DRA:12-16, F&P:H-I, TCRWP:J-K, PT:14.5-15.5); and
  • Not meeting standards in reading or writing.

A flyer that can be used when reaching out to families about participating in this program will be shared in the April 27 email. Translated versions will be available on the SITC page of the Principals' Portal. Note that second graders cannot be mandated for summer school nor be retained for not attending summer school. See the 2016-17 Promotion Guide for more information on promotion policies in second grade.

For questions, contact your FSC directors of operational support.

Opportunity to Attend Dual Language Enrichment Education Conference
You, your assistant principals (APs), and teachers are invited to attend the Dual Language Enrichment Education Conference, a collaboration between the DOE and the United Federation of Teachers (UFT). The focus of the conference is dual language enrichment education through systemic reform of teaching practices, curriculum, and school leadership, graduating fully proficient bilingual students, and cognitive stimuli from cross-cultural learning. Researchers Virginia Collier and Dr. Wayne P. Thomas will provide keynote remarks and participate in breakout sessions, which will include information on the latest research findings.

The conference will take place from 9:00 a.m. - 3:00 p.m. on May 8 and 9; both sessions will cover the same topics. Registration is closed for the May 8 session, but there is still space available for May 9. Details about the location will be sent upon registration; please register here.

For questions, email Ircania Stylianou.

Order School Meals Applications for the 2017-18 School Year
The School Meals Application is distributed to students' families at the beginning of each school year, and is used to determine a student's eligibility for free or reduced price meals, and for Title I determinations. If your school is currently not participating in the Universal School Meals (USM) program, or if your school is participating in the program and using the School Meals Application to determine funding, you should place your order for flyers and meals applications for the 2017-18 school year through the application ordering portal, which will remain open through May 5. You or a designee can log in to the ordering portal by using your ATS code as your username; if you need to reset your username or password, email Claudia Nunez.

To reduce the number of unused paper applications, use the portal display for each student's eligibility status at the beginning of the 2016-17 school year as a guide in determining the number of online flyers and applications to order. The data displayed in the portal identifies the number of students enrolled in your school on September 8, who were classified as Meal Code 5 (i.e., started the school year without determined eligibility), or Meal Code "A� (i.e., do not require applications because they are automatically eligible for free meals due to enrollment in a government assistance program).

You or a designee should order applications based on the number of Meal Code 5 students, who were enrolled in your school at the beginning of the school year, since only those students are required to complete an application to determine eligibility for the 2017-18 school year. If you expect an increase in enrollment for September 2017, and need to place an order that is greater than the number of Meal Code 5 students listed at the beginning of the current school year, you may do so until the ordering application portal closes on May 5. For more information on maximizing the collection of School Meals Applications to increase Title I funding, see this document on Principal's Best Practices to Maximize the Collection of School Meals Applications.

For questions or assistance with ordering flyers and applications, call SchoolFood at 718-707-4400.

Prepare to Administer New York State (NYS) Grades 3-8 Common Core Math Exams
If your school is administering the New York State (NYS) grades 3-8 Common Core Math exam from May 2-10, you should review the following updates related to exam administration and packaging:

Delivery of Math Exam Materials: Your school should have received a delivery of non-secure materials from NYSED for the main administration and the make-up administration of the math exam in March. You will receive a delivery of secure test materials for the math administration between April 27 and May 1.

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 2017 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, 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.

Scanning Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 2-3), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 6:00 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 the students who were absent during the main administration can be given a chance to test during the make-up administration. 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 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 5. If your school's exam materials are not ready for collection when the courier arrives on May 5, you will be responsible for transporting the math exams to designated scoring sites.

Scanning Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams from May 5-10 are required to scan students' page 1 and/or page 2 answer documents into ATS by 6:00 p.m. on May 10. 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, and new this year, 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 Following Make-Up 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 math make-up administration, beginning at 8:00 a.m. on May 11. If your school's exam materials are not ready for collection when the courier arrives on May 11, you will be responsible for transporting the math exam materials to designated scoring sites.

Day-Scorer Attendance Policy Reminder: Day scoring for math exams will take place from May 8-10. All designated scorers will receive an email reminder from elamath@schools.nyc.gov on May 4, with their responsibilities and schedule. You may also review which staff members you selected to support math scoring via the Principals' ELA/Math Scoring Assignment Tool. If you need to make any changes to your day-scoring assignments, you should log in to the assignment tool and use the "change" option next to each assigned individual's name to select a replacement scorer by 5:00 p.m. on May 4. For additional information regarding 2017 day-scorer attendance policies, please refer to this memo.

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

Monday, May 08, 2017

Opportunity to Celebrate Teacher Appreciation Week
You and your school community, including students, families, and support staff, are encouraged to celebrate your teachers during Teacher Appreciation Week (May 8-12). In order to promote a culture of appreciation and celebration of teacher dedication, you can do the following:

For additional ideas to celebrate Teacher Appreciation Week, see the DOE's Teacher Appreciation Week website. For questions, email teacherexcellence@schools.nyc.gov.

Opportunity to Register for the Chancellor’s Principal Conference
You are invited to attend the annual Chancellor's Principal Conference on Saturday, May 13. The conference will take place from 9:00 a.m. to 1:30 p.m. at LaGuardia High School (100 Amsterdam Avenue in Manhattan). The theme for this year's conference is "Equity through the Integration of Academics and Social-Emotional Learning." Remarks will be provided by Chancellor Carmen Fariña and Deputy Chancellor Phil Weinberg; the keynote address will be delivered by Timothy Shriver, co-founder and chair of the Collaborative for Academic, Social, and Emotional Learning (CASEL) and chairman of Special Olympics. The event 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 8. Note that the DOE will offer childcare for a limited number of children over the age of five, on a first-come, first-served basis; you must request childcare on the registration form.

Also note that you will receive a compensatory day for attending this conference. You must use this compensatory day between June 29 and August 31, since you will not be able to carry it over to the 2017-18 school year. Your compensatory day request will be shared with your superintendent after the conference. For questions about using the compensatory day, contact your superintendent. 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.

Verify and Update English as a New Language (ENL) Minutes in STARS
The DOE is required to report ELL services information to the New York State Education Department (NYSED), including ELLs who are not being provided mandated services. The DOE will also need to provide NYSED with information about ELLs who are partially- or fully-served, based on their scheduled number of English as a new language (ENL) minutes. As per the ELL Policy and Reference Guide and CR Part 154, ELLs and former ELLs (up to two years after testing-out), are required to receive a minimum number of minutes of instruction in ENL.

You will receive an email with updated data during the week of April 24 in your monthly ELL Data Update Report (EDUR). This data will include a list of all ELLs and former ELLs in each school, along with the number of minutes of ENL instruction that each student has been programmed for in STARS. Once you receive your ELL Data Update Report (EDUR), you should review your students' scheduled ENL minutes and ensure that they are provided with the required minutes of ENL instruction. Note that students who are programmed for less than the required number of minutes will be highlighted in pink; students who are programmed for more than 1.5 times the required number of minutes will be highlighted in blue. If there are inaccuracies, you should update STARS accordingly by May 8; students who are only partially served (scheduled for less than the required number of minutes) should be prioritized.

Note that for individual students, standalone and integrated ENL minutes are totaled across all applicable programming methods, including official class programming; individual student programming; and push-in/pull-out services (STARS Classroom); and master schedule (STARS Admin). The STARS wiki provides instructions for programming ENL in STARS.

For support in STARS programming, contact your FSC academic policy and systems lead. For questions regarding the ELL Data Update Report contact your FSC director for ELLs.

Wednesday, May 10, 2017

Lesbian, Gay, Bisexual, and Transgender (LGBT) Student Club Support Survey
Many schools have student clubs or organizations to support lesbian, gay, bisexual, and transgender (LGBT) students. These LGBT student clubs, sometimes called gender and sexuality alliances (GSAs), are supported by Chancellors Regulation A-601, as are all student clubs. You or your designee are encouraged to complete this two-question survey by May 10, to indicate whether you have such a student club at your school. The DOE will use your responses to improve existing structures to support these clubs, including the creation of a LGBT student club guide for schools.

For questions, email Jared Fox.

Opportunity to Register for the DOE Sustainability Showcase
You and your staff are invited to attend the DOE's inaugural Sustainability Showcase at UFT headquarters (52 Broadway in Manhattan) from 8:30 a.m. to 3:00 p.m. on May 22; register here by May 10. You should share the registration link with and encourage your school community to attend this event, which is an opportunity to recognize 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 include opening remarks by Chancellor Carmen Fari�a, and provide an opportunity to participate in one of three action-based workshops that provide best practices and resources; the workshops can help schools implement sustainability projects, or incorporate what students, DOE staff and partner organizations are working on to enhance school sustainability. The day will conclude with a chance for schools to win a $5,000 grant for a sustainability project.

For questions, email Nichelle Hudlin.

Prepare to Administer New York State (NYS) Grades 3-8 Common Core Math Exams
If your school is administering the New York State (NYS) grades 3-8 Common Core Math exam from May 2-10, you should review the following updates related to exam administration and packaging:

Delivery of Math Exam Materials: Your school should have received a delivery of non-secure materials from NYSED for the main administration and the make-up administration of the math exam in March. You will receive a delivery of secure test materials for the math administration between April 27 and May 1.

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 2017 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, 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.

Scanning Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 2-3), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 6:00 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 the students who were absent during the main administration can be given a chance to test during the make-up administration. 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 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 5. If your school's exam materials are not ready for collection when the courier arrives on May 5, you will be responsible for transporting the math exams to designated scoring sites.

Scanning Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams from May 5-10 are required to scan students' page 1 and/or page 2 answer documents into ATS by 6:00 p.m. on May 10. 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, and new this year, 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 Following Make-Up 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 math make-up administration, beginning at 8:00 a.m. on May 11. If your school's exam materials are not ready for collection when the courier arrives on May 11, you will be responsible for transporting the math exam materials to designated scoring sites.

Day-Scorer Attendance Policy Reminder: Day scoring for math exams will take place from May 8-10. All designated scorers will receive an email reminder from elamath@schools.nyc.gov on May 4, with their responsibilities and schedule. You may also review which staff members you selected to support math scoring via the Principals' ELA/Math Scoring Assignment Tool. If you need to make any changes to your day-scoring assignments, you should log in to the assignment tool and use the "change" option next to each assigned individual's name to select a replacement scorer by 5:00 p.m. on May 4. For additional information regarding 2017 day-scorer attendance policies, please refer to this memo.

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

Upcoming Professional Development Opportunities for Parent Coordinators
Your parent coordinators are invited to attend the following professional development event in May:

Summer in the City Family and Community Engagement Overview: This event will take place at the New York Public Library (476 Fifth Avenue in Manhattan) on May 10. It will include opening remarks from Chancellor Carmen Fari�a and Executive Superintendent Yolanda Torres, as well as an exhibition that includes groups and organizations that have committed to providing free community engagement workshops and activities over the summer. In addition, parent coordinators (PC) will learn about available resources including supports for families to prevent summer learning loss. You are encouraged to share this link with your parent coordinators. PCs were notified in April 11 edition of PC Connection.

For additional information and to register, see here. If your PC has any questions, email Dery Rodriguez.

Thursday, May 11, 2017

Clarification Regarding Workday for Substitute Teachers and Substitute Paraprofessionals
As per a recent agreement between the DOE and UFT, the workday for occasional/day-to-day substitute teachers and substitute paraprofessionals is six (6) hours and fifty (50) minutes, inclusive of lunch, every weekday (Monday through Friday), regardless of the school's professional development/parent engagement schedule. However, substitute paraprofessionals are only paid for the number of hours they work. Therefore, if your substitute paraprofessional works less than six (6) hours and fifty (50) minutes during the workday, you must prorate the substitute paraprofessional's pay rate according to the actual hours worked. For additional information and clarification, see the Human Resources Reports and Systems page on the Principals' Portal.

For questions, call HR Connect at 718-935-4000.

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

SITC 2017 Administrative Guide (all schools): The 2017 Summer in the City Administrative Guide is available on the Summer in the City page of the Principals' Portal. You should review the guide for detailed information about SITC operations.

Enrolling Charter, Non-Public, Temporary, Non-Resident, and New Resident Students (all schools): As in past years, you should enroll non-public, charter, temporary, non-resident, and new resident students in summer school on a first-come, first-served basis. These families may register for summer school programs between June 14 and 28, or in person on July 5, the first day of summer school. Please note that schools that enroll students from non-public and charter schools or students who are temporary residents, non-residents, or new residents will be reimbursed for those students at the end of the summer. For more information on enrolling these students, see here.

Distribute the SITC 2017 FAQ (all schools): The Summer in the City 2017: Frequently Asked Questions guide will be available on the SITC page of the Principals' Portal in all ten DOE languages on May 10. This guide contains information regarding student promotion, enrolling in summer school, transportation, and summer meals. If you would like to print the guide as a bi-fold brochure, select 'Print on both sides of paper' and 'Flip on short edge' when printing. You should work with your staff to print and distribute this guide to your students and their families.

Principals-in-Charge: The list of Principals-in-Charge for Summer in the City 2017 will be available on the Summer in the City page of the Principals' Portal on May 11.

For questions, contact your FSC directors of operational support.

Correction to 2016-17 Targets in School Quality Reports
The School Quality Reports (SQR) include performance targets that are used to calculate each school's Student Achievement rating for the following year's reports. On May 8, the 2015-16 SQRs for elementary, middle, and K-8 schools were updated to correct the 2016-17 SQR targets for the following two metrics:

  • Middle School Adjusted Core Course Pass Rates of Former Students (a metric for elementary schools)
  • Ninth Grade Credit Accumulation of Former Eighth Graders (a metric for K-8 and middle schools)

The Comparison Group value for those metrics, which is displayed for informational purposes in the School Quality Snapshot and the School Performance Dashboard, was also corrected, due to an error in the original calculation of these targets and Comparison Group values. Note that your school's metric values, metric scores, and Student Achievement rating for the 2015-16 school year were calculated correctly; those values were not affected by the error and those values have not changed.

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

Parking Permit Update
As a result of the recent arbitration and negotiations among the unions and the DOE, beginning May 18, the DOE will issue DOE parking permits to CSA, UFT and DC 37 staff in schools.

Note that specific school staff may already have current Department of Transportation (DOT)-issued permits. School-based staff must either have a DOT- or DOE-issued permit to park in designated school parking areas. Both DOT and DOE parking permits are valid until November 2017. DOE parking permits issued to school-based staff in the above unions will be school-specific (i.e., the permit will indicate the school name and the designated streets for parking). School-based staff who work in more than one school will be issued permits for each of the schools that they work. Note that there will not be an increase in the number of parking spaces available at school sites as a result of the issuance of DOE parking permits. Therefore, parking spaces will be available on a first come, first served basis for both DOT and DOE parking permits.

Starting May 18, DOE parking permits will be delivered to your school. Upon receiving the DOE parking permits, you or your designee should distribute them to school-based staff in the unions listed above. Each DOE permit will be numbered and should be distributed only after the staff member receiving the permit provides a valid automobile registration and driver's license to you or your designee; you must keep track of all permits distributed to your staff by maintaining a log of the permit number, staff name and license plate number. You should keep the remaining unused permits in a secure location.

Only principals will be allowed to print a one-day, generic permit to use if they need to attend a meeting at a different school site; generic permits can be found here (on the bottom of the page).

For questions and to request additional DOE permits, email DOEParkingPermits@schools.nyc.gov.

Prepare to Administer New York State (NYS) Grades 3-8 Common Core Math Exams
If your school is administering the New York State (NYS) grades 3-8 Common Core Math exam from May 2-10, you should review the following updates related to exam administration and packaging:

Delivery of Math Exam Materials: Your school should have received a delivery of non-secure materials from NYSED for the main administration and the make-up administration of the math exam in March. You will receive a delivery of secure test materials for the math administration between April 27 and May 1.

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 2017 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, 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.

Scanning Math Answer Documents: Following exam administration on Day 1 and Day 2 of the math exam (May 2-3), your school must scan all completed page 1 and page 2 answer documents into ATS (including for students who are exempt from testing) by 6:00 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 the students who were absent during the main administration can be given a chance to test during the make-up administration. 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 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 5. If your school's exam materials are not ready for collection when the courier arrives on May 5, you will be responsible for transporting the math exams to designated scoring sites.

Scanning Make-Up Administration Math Answer Documents: As noted in the ELA and Math Test Administration Memo, schools administering the math make-up exams from May 5-10 are required to scan students' page 1 and/or page 2 answer documents into ATS by 6:00 p.m. on May 10. 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, and new this year, 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 Following Make-Up 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 math make-up administration, beginning at 8:00 a.m. on May 11. If your school's exam materials are not ready for collection when the courier arrives on May 11, you will be responsible for transporting the math exam materials to designated scoring sites.

Day-Scorer Attendance Policy Reminder: Day scoring for math exams will take place from May 8-10. All designated scorers will receive an email reminder from elamath@schools.nyc.gov on May 4, with their responsibilities and schedule. You may also review which staff members you selected to support math scoring via the Principals' ELA/Math Scoring Assignment Tool. If you need to make any changes to your day-scoring assignments, you should log in to the assignment tool and use the "change" option next to each assigned individual's name to select a replacement scorer by 5:00 p.m. on May 4. For additional information regarding 2017 day-scorer attendance policies, please refer to this memo.

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

Updated Policy on Appeals to Graduate with a Lower Score on a Regents Exam
The New York State Education Department (NYSED) has revised its policy on appeals to graduate with lower scores on Regents exams, whereby students are no longer required to wait until they meet all other graduation requirements to appeal a Regents score. Effective immediately, an appeal can be brought forward at any time during a student's high school career, once the criteria described in this guidance document are met. In addition, while it is strongly encouraged that students continue to work toward college- and career-ready standards, they are no longer required to re-take Regents examinations once they have met the eligibility requirements for an appeal.

The policies for appeals to graduate a with lower scores on Regents exams are otherwise unchanged, and are described in further detail in the guidance document. Students may use up to two of the following Regents appeals to graduate from high school with a local diploma, in any combination:

  • Low score appeal (60-64 on any Regents exam);
  • New arrival ELA appeal (55-59 on the ELA Regents exam for newly-arrived English language learners); and/or
  • Safety Net Appeal (52-54 on any Regents exam for Safety Net eligible students).

For more information about the timeline for certification and graduation this June, see the announcement above. For questions, contact your FSC academic policy & systems lead.

Friday, May 12, 2017

CL18: Bus Drill
Last day to enter 3rd Bus Safety Drill in OYSD
Closing of Substitute Teacher Nominations for the 2016-17 School Year
As noted in the August 16 edition of Principals' Weekly, the nomination window for substitute teachers closes when the DOE meets its target numbers for substitutes for each borough and school. Accordingly, the last day to nominate candidates for substitute teacher positions for the 2016-17 school year is May 12. Note that all candidates nominated for substitute teacher positions must attend a processing event by June 1, in order to be staffed. The nomination will be cancelled for candidates who are not staffed by June 9, and they will be required to obtain a new nomination for the next school year. Information on substitute teacher nominations for the 2017-18 school year will be provided in an upcoming edition of Principals' Weekly.

For questions, email JoAnne Stanzione.

Continue to Plan for Summer in the City 2017
Instructions for SSOS and SCAL Completion: You should use the SSOS function in ATS to identify whether you are hosting summer programs, and enter a "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. If you enter a "Y" indicating that your school will be hosting summer programs, you must enter the information requested in this document in ATS by May 12 and 22, as applicable. 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 information about how to use the SSOS, SCAL or SSFC functions, see the ATS Wiki.

Review List of Elementary and Middle Host Schools for ELL Summer in the City Programs: For English Language Learners (ELLs) in grades 2-8 who are not mandated to attend summer school, Summer in the City programming offers free learning opportunities in math, science, reading, and writing. To review the list of selected host schools, see here. For information and registration flyers, see here. For guidance on programming, see here. For questions, email DELLSS@schools.nyc.gov.

Second Grade Program: Summer school sites with elementary grades will host second-grade programs as part of Summer in the City 2017. Affiliated principals will receive an email on April 27 from sitc@schools.nyc.gov detailing how many sections will be allocated to their summer school sites, along with directions for requesting changes to the number of sections their site will receive, and guidance on inviting students to participate. If your site cannot accommodate the allotted number of second-grade students, or you want to request additional second-grade sections, or opt-out of using the second-grade program, please complete this survey by May 5. Otherwise, no action is required. All affiliated principals will receive a confirmation email acknowledging their request from sitc@schools.nyc.gov on May 8, with the final determination of the number of approved sections by May 12. Requests for additional second-grade sections are not guaranteed.

You should work collaboratively with other principals in the same site to identify the second-grade students from each affiliated school who will be invited to participate in the program, since the classes are provided to the entire site, not to each individual school. It is recommended that principals identify students based upon the following selection criteria:

  • Testing at a first grade reading level (e.g., DRA:12-16, F&P:H-I, TCRWP:J-K, PT:14.5-15.5); and
  • Not meeting standards in reading or writing.

A flyer that can be used when reaching out to families about participating in this program will be shared in the April 27 email. Translated versions will be available on the SITC page of the Principals' Portal. Note that second graders cannot be mandated for summer school nor be retained for not attending summer school. See the 2016-17 Promotion Guide for more information on promotion policies in second grade.

For questions, contact your FSC directors of operational support.

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. Please plan to pick up and distribute them to your 5th-grade students (and sixth graders graduating from K-6 schools) immediately. Beginning April 19, 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 students' middle school placement is May 5. You or your designee must enter appeals information into SEMS by May 12. Customized 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.

Opportunity to Attend Parent-Teacher Home Visit Webinar and Trainings
You, your assistant principals (APs), and Community School directors are invited to attend an informational webinar and training sessions on the parent-teacher home visits model. The webinar will be held from 10:00-11:00 a.m. on May 12, and participants will learn about this family-engagement model as well as how to establish and improve the home-school connection. It will also focus on next steps for schools that want to implement parent-teacher home visits, including upcoming training sessions to prepare participants for making visits. For instructions on how to access the webinar, see here.

The training sessions will be held in the morning and afternoon at the Tweed Courthouse (52 Chambers Street in Manhattan) on May 20; participants are encouraged to register for a morning or afternoon session by May 17.

For questions, email Isabel Gonzalez.

Periodic Assessment Updates
Please review the following guidance on Periodic Assessments and take appropriate action:

Large Print End-of-Year (EOY) NYC Performance Tasks (NYCPTs): Schools that placed an order for large-print versions of EOY NYCPTs should have received a shipment of booklets by April 21. The deadline to order additional large-print booklets is May 12. To place an additional order, email periodicassessment@schools.nyc.gov and specify the grade, subject, and number of booklets needed in the body of your email. Please note that large-print booklets must be ordered based on the test accommodations in a student's IEP.

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

Updates on Advance
Please review the following Advance implementation guidance and take appropriate action:

Make Teacher-Level Measures of Student Learning (MOSL) Selections: As announced in the February 28 edition of Principals' Weekly, schools that have finalized school-level MOSL selections may make teacher-level MOSL selections between March 8 and April 7. For more details and information on completing teacher-level MOSL selections, you and your School-based MOSL Committee should review the 2016-17 MOSL Teacher-Level Selections Guide, which is posted on the Advance Intranet. Note that this guide also includes step-by-step instructions on entering and confirming selections in the Advance Web Application that must be completed by April 7. As a reminder, individual teachers are attached to school-level grade and subject selections based on their course assignments in STARS.

Complete Roster Maintenance and Verification: You or a designee should begin the process of Roster Maintenance and Verification (RMV) by following the steps 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 the DOE on March 13, encouraging them to begin reviewing their rosters and verifying their 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 5.
  • 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 5, and before your STARS administrator certifies roster information.
  • Ensure your STARS administrator certifies roster information by May 12.

This roster information is used for many purposes, including generating accurate report cards and calculating teachers' Measures of Student Learning (MOSL) ratings for Advance.

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 or FSC Advance Lead.

Updates on Pre-Registration and Waitlist Management for Pre-K
Please note the following updates on pre-registration and waitlist management for pre-K:

Extended Deadline for Families to Pre-Register: The deadline for families to pre-register in person, with all required documentation is May 12 (extended from May 9). Please contact all families with offers to your school who have not yet pre-registered. Your staff should enter families' information into ATS immediately upon pre-registration, and should also indicate in SEMS which families have accepted or declined their offer to your school.

Guidance on Waitlist Management for Pre-K Programs in Round 2: Beginning on May 10, you can use these instructions to conduct sibling verification in SEMS; verification must be completed by May 19. You can also use the instructions to add interested families to your waitlist beginning on May 15. You will not be able to make waitlist offers until after families with Round 2 offers have a chance to pre-register in June.

Guidance on Waitlist Management for Pre-K Programs not in Round 2: Beginning on May 15, you will be able to use these instructions to access the Waitlist tab in SEMS in order to enter each family's response to their offer, manage your available seats, add students to the waitlist, and make waitlist offers.

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

8:00 PM SESIS Downtime (Multi-Day Event)
Due to system maintenance, SESIS will be unavailable from 8:00 p.m. on May 12, until 5:00 a.m. on May 13. During this time, staff will not be able to access or fax documents into SESIS. For a schedule of planned SESIS downtimes, log in with your DOE Outlook credentials to view the SESIS Planned Downtime page.

For the latest SESIS news, read the monthly SESIS Newsletter on the News Archive page. 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 13, 2017

Opportunity to Register for the Chancellor’s Principal Conference
You are invited to attend the annual Chancellor's Principal Conference on Saturday, May 13. The conference will take place from 9:00 a.m. to 1:30 p.m. at LaGuardia High School (100 Amsterdam Avenue in Manhattan). The theme for this year's conference is "Equity through the Integration of Academics and Social-Emotional Learning." Remarks will be provided by Chancellor Carmen Fariña and Deputy Chancellor Phil Weinberg; the keynote address will be delivered by Timothy Shriver, co-founder and chair of the Collaborative for Academic, Social, and Emotional Learning (CASEL) and chairman of Special Olympics. The event 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 8. Note that the DOE will offer childcare for a limited number of children over the age of five, on a first-come, first-served basis; you must request childcare on the registration form.

Also note that you will receive a compensatory day for attending this conference. You must use this compensatory day between June 29 and August 31, since you will not be able to carry it over to the 2017-18 school year. Your compensatory day request will be shared with your superintendent after the conference. For questions about using the compensatory day, contact your superintendent. 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.

End Time 5:00 AM SESIS Downtime (Multi-Day Event)
Due to system maintenance, SESIS will be unavailable from 8:00 p.m. on May 12, until 5:00 a.m. on May 13. During this time, staff will not be able to access or fax documents into SESIS. For a schedule of planned SESIS downtimes, log in with your DOE Outlook credentials to view the SESIS Planned Downtime page.

For the latest SESIS news, read the monthly SESIS Newsletter on the News Archive page. 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 15, 2017

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
CL16: Annual Arts Survey
Last day to complete the 2016-17 Annual Arts Survey
Ensure NYSAA-Eligible Students Are Entered in the KITE Educator Portal
As noted in previous editions of Principals' Weekly, you must continue to administer the New York State Alternate Assessment (NYSAA) for ELA and math to all eligible students through June 2. You should also ensure that any NYSAA-eligible students who are not already entered in the KITE Educator Portal be added to the system by May 15, in order for them to be tested. Prior to administering the assessment, all test administrators must complete the required online training outlined here, as well as input the access profile and first-contact survey for each student who is to be tested in the DLM KITE Educator Portal.

For additional resources, see these test coordinator training materials. For questions on administering NYSAA, including navigating the KITE Educator Portal, contact your borough assessment implementation director (BAID); if you are the principal of a District 75 schools, email Donna Laraia.

Opportunity to Attend ESSA Public Hearings
As noted in the March 15 edition of Principals' Weekly, the DOE is engaging schools in borough-based stakeholder meetings to provide opportunities for input on the development and implementation of New York State's Every Student Succeeds Act (ESSA) plan. The New York State Education Department (NYSED) is continuing to seek stakeholder and public input as it develops the state's ESSA plan. To facilitate this, 13 public hearings are being held across the state to gather feedback on the draft of the state's ESSA plan. You and your staff are invited to attend the public hearings being held in each of the five boroughs from May 15 through June 10. For a schedule of New York City ESSA public hearings, see here. Statewide hearing dates and locations, including information for New York City, can be found on this Schedule of ESSA Public Hearings.

In the event that there are more speakers at the hearing than available speaking slots, the public can submit written comments. Note that the public will also be able to submit written comments on the draft of the state ESSA plan during the public comment period from May 9 through June 16. NYSED will review all comments as it finalizes New York's ESSA plan.

After the public hearings, NYSED staff will present any changes in the draft plan to the Board of Regents, based on public comment. The finalized state ESSA plan will be submitted by NYSED to the U.S. Department of Education by September 18. Additional information about ESSA can be found here.

Opportunity to Attend the 2017 Arts & Cultural Education Services Fair
The DOE invites you, your assistant principals, and/or a designee interested in the arts to attend the 2017 Arts & Cultural Education Services (ACES) fair at the Brooklyn Museum (200 Eastern Parkway in Brooklyn) from 1:00-5:00 p.m. on May 22; to attend, register here by May 15. The ACES Fair will offer an opportunity for you to explore new partnerships with organizations that are committed to providing quality arts education in DOE schools.

If you are interested in applying for a grant through the DOE's Arts Partnership Programs for next year, you are strongly encouraged to arrive at the ACES Fair by 1:00 p.m., to attend an information session on the 2017-18 grant application cycle. Note that the organizations featured at the ACES fair will be DOE-contracted vendors and are therefore potential project partners for your school for all three grant opportunities.

For more information about the three grants that comprise the Arts Partnership Program, see the info for each grant here, here, and here. For questions, contact Ben Espinosa or call 917-521-3746.

Order and Administer Chinese Reading Test (CRT) and Spanish (ELE) Reading Assessments
All students who receive native language arts instruction in Chinese or Spanish (either through dual language (DL) or transitional bilingual education (TBE) programs) must take the Chinese Reading Test (CRT) or Spanish (El Examen de Lectura en Espa�ol, or ELE) reading assessment, respectively. If your school offers native language arts instruction in either Chinese or Spanish, you must order and administer these exams in accordance with the following timeline:

  • Chinese Reading Test (CRT): Administer the CRT to all students who receive native language arts instruction in Chinese no later than 9:15 a.m. on May 15; order the assessment here by March 31. For more information, review this administration memo.
  • Spanish (ELE) Reading Assessment: Administer the Spanish (ELE) reading assessment to all students who receive native language arts instruction in Spanish no later than 9:15 a.m. on May 16; order the assessment here by March 31. For more information, review this administration memo.

For questions, email Bonnie Bogdanski.

Tuesday, May 16, 2017

CL44: Turning 5
95% of Turning 5 cases assigned must be completed in SESIS
Order and Administer Chinese Reading Test (CRT) and Spanish (ELE) Reading Assessments
All students who receive native language arts instruction in Chinese or Spanish (either through dual language (DL) or transitional bilingual education (TBE) programs) must take the Chinese Reading Test (CRT) or Spanish (El Examen de Lectura en Espa�ol, or ELE) reading assessment, respectively. If your school offers native language arts instruction in either Chinese or Spanish, you must order and administer these exams in accordance with the following timeline:

  • Chinese Reading Test (CRT): Administer the CRT to all students who receive native language arts instruction in Chinese no later than 9:15 a.m. on May 15; order the assessment here by March 31. For more information, review this administration memo.
  • Spanish (ELE) Reading Assessment: Administer the Spanish (ELE) reading assessment to all students who receive native language arts instruction in Spanish no later than 9:15 a.m. on May 16; order the assessment here by March 31. For more information, review this administration memo.

For questions, email Bonnie Bogdanski.

Wednesday, May 17, 2017

June Regents Information Session for Test Coordinators
As noted in the reminder below, June Regents exams will be administered from June 13-22. If your school is administering June Regents exams, your test coordinator must register to attend a June Regents test coordinator information session at the end of May. Sessions will cover test preparation, administration, and packaging procedures. Test coordinators will be notified about this training in this week's Test Coordinators' News; please ensure that s/he registers by May 17. Additional staff members who have responsibilities related to Regents scheduling, administration, and packaging may also register and attend.

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

Opportunity to Attend Parent-Teacher Home Visit Webinar and Trainings
You, your assistant principals (APs), and Community School directors are invited to attend an informational webinar and training sessions on the parent-teacher home visits model. The webinar will be held from 10:00-11:00 a.m. on May 12, and participants will learn about this family-engagement model as well as how to establish and improve the home-school connection. It will also focus on next steps for schools that want to implement parent-teacher home visits, including upcoming training sessions to prepare participants for making visits. For instructions on how to access the webinar, see here.

The training sessions will be held in the morning and afternoon at the Tweed Courthouse (52 Chambers Street in Manhattan) on May 20; participants are encouraged to register for a morning or afternoon session by May 17.

For questions, email Isabel Gonzalez.

Parent-Teacher Conferences
All single session schools are required to hold an evening parent-teacher conference (PTC) in May. As noted in previous editions of Principals' Weekly, you are encouraged to review the Parent-Teacher Conference Memo, which includes guidance on when to schedule conferences, student dismissals, and the schedule of citywide PTCs for the 2016-17 school year, as well as translation and interpretation resources and requirements, and information on the Chancellor's initiatives to promote family engagement. Also note that conferences should be three hours in length and cannot begin before 4:30 p.m. or end after 8:00 p.m. Upcoming PTCs are scheduled as follows:

  • High school PTCs are scheduled for May 3;
  • Elementary school PTCs are scheduled for May 17; and
  • Middle school PTCs are scheduled for May 18;

Please review the following notes to ensure that your school is prepared for these conferences:

  • As noted on the Compliance Checklist (CL#13), parent coordinators must enter the Parent-Teacher Conference attendance on the Parent Coordinator Activity Report (PCAR) by June 15. If you do not have a parent coordinator at your school, you or a designee must still enter this data in the PCAR system, but are not required to submit the other requested data. For more information about this compliance item, including assigning PCAR access in Galaxy, visit the Parent Coordinator Resource page, or email face@schools.nyc.gov.
  • For information about translation and interpretation resources, see here. For more information, including how to maximize your time with families and additional details on translation and interpretation services, see here. For questions about translation and interpretation services, email translations@schools.nyc.gov or call 718-752-7373.
Post-SAT School Day Updates
Please review the following post-SAT School Day updates:

Release of Scores for the April 5 SAT Administration: Scores for the April 5 SAT administration will be released during the week of May 8 via students' College Board accounts. For information on creating online accounts or troubleshooting SAT online score reports, see the reminder below.

K-12 Assessment Reporting Portal: You and your staff may access students' SAT scores and reports via the K-12 Assessment Reporting Portal. As with the PSAT, access to the K-12 Assessment Reporting Portal is provisioned through the College Board's Manage Access Tool, which allows you or your assigned access manager to log in and assign access to the K-12 Assessment Reporting Portal to other staff at your school. You should log in to the tool, and assign access to the K-12 Assessment Reporting Portal to yourself and additional staff members (if necessary). Please note that federal law permits DOE staff members to access student records, only if the information is necessary for the staff member to perform his or her professional responsibilities. Unfettered access to student information is prohibited. Please ensure that access to this information is appropriately limited solely to your staff members who need to know the information either for valid instructional purposes or for student guidance. You are also responsible for ensuring that your staff members are provisioned access for only one year, and that their access is removed if they are no longer employed by your school. Please refer to Chancellor's Regulation A-820 for more information concerning your confidentiality obligations. You should also refer to this regulation to inform your decisions about who has access to the portal.

If you or your school's assigned access manager are unable to access the Manage Access Tool, contact your FSC performance and assessment lead (PAL) to obtain your access code and if applicable, the name of anyone assigned as the access manager. For additional guidance on accessing the portal, see the "Scores & Reports" section of the SAT page.

Professional Development Opportunities: If you or your staff would like to learn more about using SAT and PSAT data and reports from the K-12 Assessment Reporting Portal to inform instruction, you should review the SAT School Day professional development calendar and register for one of the remaining sessions. Sessions will be held on May 17 and June 1, at the College Board's offices (250 Vesey St, 18th Floor in Manhattan), and on June 8 at In-Tech Academy (2975 Tibbett Ave. in the Bronx). The training will cover the SAT Suite of Assessments score reporting at the educator- and school-level, including the K-12 Assessment Reporting Tool for educators; sample online score reporting for students; and Teacher Implementation Guide.

Fall PSAT Order Window: You and your PSAT coordinator should have received an email from the College Board on April 26, notifying you that the College Board's Test Ordering System (TOS) is now open for fall 2017 PSAT/NMSQT ordering. If your school is planning to administer the PSAT/NMSQT in the fall, the priority deadline to place your order is June 30.

As noted in previous editions of Principals' Weekly, the DOE is no longer covering the cost of the PSAT/NMSQT for 11th-grade students; schools that want to offer the PSAT/NMSQT to their 11th-grade students at their own expense should request fee waivers for eligible students to offset the cost of the exams. As part of SAT School Day, the DOE will cover the cost for 10th-grade students taking the PSAT in spring 2018. However, like last year, schools will have the option to administer the PSAT to their 10th-grade students during the fall, instead of the standard spring administration; note that schools that opt to administer the PSAT this fall will not be covered for the PSAT costs in the spring of 2018.

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

Training for School Staff to Conduct Parent Workshops on Puberty and Menstruation
As part of the citywide Menstrual Product Program, first noted in the September 7 edition of Principals' Weekly, training sessions are now available for school staff to learn how to lead parent workshops at your school on puberty and menstruation, as well as provide information on how to talk to students about these developmental milestones. The DOE, in partnership with Planned Parenthood of New York City (PPNYC), will host these training sessions to provide resources for schools to support families in communicating with their children about menstruation and puberty. Training sessions will be conducted at the following locations and dates (the same topics will be covered in both sessions):

  • At the Diane L. Max Center (21-41 45th Road in Long Island City in Queens) from 9:30 a.m.-12:30 p.m. on May 17; register here; and
  • At Margaret Sanger Center (26 Bleecker St in Manhattan) from 9:30 a.m.-12:30 p.m. on May 22; register here.

In the training sessions, facilitators will demonstrate and teach skills needed to lead a one-hour parent workshop, and review the supporting resources that will be available to school staff, including a video that models how parents can engage children in conversations and answer their questions about puberty and menstruation.

For questions, email Morgan Johnson.

Thursday, May 18, 2017

Delivery of Diplomas and 2017-18 Graduation Requirements Cards
As part of the end-of-year graduation process and in preparation for the next school year, your school should expect to receive the following materials:

Diplomas: You should receive the diplomas and diploma seals you ordered for June 2017 graduation by May 19. Please be sure to affix the appropriate seals to students' diplomas and distribute them to students as part of your graduation procedures. As a reminder, all schools are required to distribute the standard DOE high-school diploma; you may not use a different diploma as a replacement. If you did not order your diplomas, require additional diplomas, or did not receive your order, contact your FSC academic policy and systems lead.

Graduation Requirements Cards: In early June, you will also receive updated graduation requirements cards for students entering ninth grade in the fall of 2017. These laminated cards outline the credits and Regents examination scores that ninth-grade students must earn to graduate from high school. Note that this year, there is only one card type; it contains information for both general education students and students with disabilities.

Please share these cards with incoming ninth-grade students and their families to help them understand the expectations they must meet to graduate from high school. Digital copies of these materials, as well as translations, can be found on the Graduation Requirements page. For more detailed policy guidance, refer to the High School Academic Policy Guide. For questions, contact your FSC academic policy and systems lead.

Encourage Paraprofessional to Attend Workshops on Supporting Students with Autism
The DOE, in collaboration with the Child Study Center at NYU Langone Medical Center, is offering training workshops for paraprofessionals, who work with students with autism, on June 8. Workshop participants will learn behavior management and communication strategies for working with students with autism spectrum disorders, to improve social functioning and promote academic success utilizing positive behavior supports. Please encourage your paraprofessionals to register for the two-and-half-hour workshop for either the morning or afternoon session here, by June 5. The workshops will be held at the NYU Langone Child Study Center (One Park Avenue in Manhattan), the New York Marriott at Brooklyn Bridge (333 Adams Street in Brooklyn), and at 31R060 (55 Merrill Avenue in Staten Island). Due to space limitations, participation is limited to four paraprofessionals per school.

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

Guidance on School Lunch
The DOE is committed to providing students with nutritious meals and ensuring that hunger is not a hindrance to learning. Approximately 79.9 percent of all students are able to receive lunch for free in schools. Please remind your staff that like in past years, regardless of meal-eligibility status, you should not deny meals to any students in grades K-8. Note that this protocol has been in place for over 10 years and the DOE is dedicated to ensuring that students have access to a healthy meal during the school day.
Guidance on Targeted Credit Recovery
As a result of an agreement between the DOE and the UFT, beginning in the 2017-18 school year, all schools can create a Targeted Credit Recovery Assignment that is in lieu of a professional activity assignment. If you would like to create a targeted credit recovery position that can be done during the regular school day, instead of a professional period assignment for the year, see this posting template. In accordance with the addendum to the posting template, you must be aware of the following:

  • You can offer targeted credit recovery to up to eight students per year per teacher.
  • You can tailor the posting to apply to different subject areas and offer multiple assignments of this type if needed.
  • You can indicate that there will be a preference for applicants based on years of experience or prior ratings, as you deem necessary.

If there are no applicants for this position, you can follow the collective bargaining agreement for professional assignment assignments to fill the position.

Nothing herein precludes the use of iLearn as part of a teacher's regular teaching assignment, before/after school as pro rata assignments, or on weekends/summers as per session activities. However if a school wishes to use iLearn for this targeted credit recovery assignment, it can only be done through a School Based Option (SBO) vote.

For questions, email Karen Solimando.

Guidance on Teacher Certification
If you seek to verify teacher certifications please use the NYCDOE systems that are available for this purpose. Looking at the New York State Education Department (NYSED) TEACH system can result in anomalies. For example, the state has issued certain persons a certificate valid in New York City only. This special certificate designation ("NYC Certificates - Certificates effective within the City of NYC only") is set forth in a separate section of the TEACH screen. If using the TEACH system you must check for this designation. Teacher Candidates with this designation are eligible for employment in NYCDOE district schools even if they are listed elsewhere on TEACH as disapproved in the same or a similar certificate title.

For questions, contact your FSC HR director.

New Endorsement Codes Available in ATS
Students may earn designations or endorsements to denote additional experiences and specializations. A full list of all these designations and endorsements is available on pages 20-21 of the High School Academic Policy Guide. When you or your designee(s) are discharging students in ATS using GRDT, you should enter the appropriate endorsement codes, including:

  • Code 22 for the New York State Seal of Biliteracy (NYSSB); and
  • Code 21 for the Service Seal.

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

New Functional Behavioral Assessment (FBA) and Behavioral Intervention Plan (BIP) Guidance
Effective May 15, school-based and district-office Committees on Special Education (CSEs) and Committees on Preschool Special Education (CPSEs) must use these updated Functional Behavior Assessment (FBA), Behavioral Intervention Plan (BIP), and the Considerations of a Student's Need for Positive Behavioral Interventions and Supports forms. These forms help ensure that all factors are considered in determining if a student's behavior impedes their learning or the learning of others, as per New York State regulations. These forms can also be found under "Resources" on the Understanding Behavioral Supports page. A member of the FBA/BIP or CSE/CPSE team should fax completed forms into SEISIS. For instructions on how to complete an FBA and BIP in SESIS as part of the annual review of the Individualized Education Plan (IEP), see here; for instruction on how to complete an FBA and BIP in SESIS for initial and re-evaluations of special education services, see here. Additional information about professional development opportunities on FBAs and BIPs will be announced in an upcoming edition of Principals' Weekly.

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

New License Flexibility for Bilingual and ESL Teachers
You should review the following information and take appropriate action:

New License Flexibility for Bilingual and ESL Teachers: In accordance with a recent agreement between the DOE and the UFT, teachers who hold New York State certification in ESL or bilingual instruction and are serving in a non-ESL or bilingual city license, can now switch to the corresponding ESL or bilingual city license instruction, and only have to serve a one-year probationary period. Please note the following additional details regarding teachers who switch city licenses:

  • Any such tenured teachers must serve one year in the new license (bilingual or ESL) to be eligible for completion of probation, but will be treated as having completed probation in the new license for excessing purposes.
  • Any such probationary teachers will have all of their probationary service time in their prior license and their new license combined for all contractual purposes, including excessing and completion of probation, provided they serve at least one year under the new license.
  • If probation is discontinued in the new license, the teacher will revert to their previous license in the school, with credit for the time served as a probationary teacher in the new license.

This new flexibility may allow you to consider a broader group of teachers in your building or through a transfer to serve in assignments in ESL or bilingual license areas. Note that eligible teachers will receive an email next week from DHR News informing them of this opportunity. Your FSC HR director can tell you which of your teachers are eligible for this switch. In addition, please note that in Open Market you can view all state certification information for transfer applicants to your school.

Required Actions for a Teacher to Switch Licenses: Under this agreement, a change of license with the shortened probationary period can only take place if agreed to by both you and the teacher. The form to document the agreement and initiate the process for the license change is available on the HR page of the Principals' Portal. You should submit completed forms to your FSC HR director for processing.

For questions, contact your FSC HR director.

Opportunity to Use Spring Meetings to Obtain Consent to Request College Board Accommodations
In preparation for 2017-18 College Board exams, you should remind your College Board Services for Students with Disabilities (SSD) coordinators, school counselors, as well as IEP and 504 teams to use spring meetings with families to obtain consent to request College Board accommodations for students with IEPs. Family letters, consent forms, and family worksheets to guide the conversations are available here. Note that once the College Board approves an accommodation for a student, the approval is valid for five years; therefore, schools do not need to reapply for accommodations that have already been approved. To see if a student has an approved accommodation, your SSD coordinator should review the SSD portal.

As a reminder, policies regarding the PSAT, SAT, and Advanced Placement (AP) exams are overseen by the College Board. As such, schools must submit requests for test accommodations to the College Board, and the College Board must approve all test accommodations before students receive them on any College Board exams. Parent or guardian approval is required prior to submitting requests to the College Board. For more information and resources related to the College Board accommodations request process, see here.

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

Parent-Teacher Conferences
All single session schools are required to hold an evening parent-teacher conference (PTC) in May. As noted in previous editions of Principals' Weekly, you are encouraged to review the Parent-Teacher Conference Memo, which includes guidance on when to schedule conferences, student dismissals, and the schedule of citywide PTCs for the 2016-17 school year, as well as translation and interpretation resources and requirements, and information on the Chancellor's initiatives to promote family engagement. Also note that conferences should be three hours in length and cannot begin before 4:30 p.m. or end after 8:00 p.m. Upcoming PTCs are scheduled as follows:

  • High school PTCs are scheduled for May 3;
  • Elementary school PTCs are scheduled for May 17; and
  • Middle school PTCs are scheduled for May 18;

Please review the following notes to ensure that your school is prepared for these conferences:

  • As noted on the Compliance Checklist (CL#13), parent coordinators must enter the Parent-Teacher Conference attendance on the Parent Coordinator Activity Report (PCAR) by June 15. If you do not have a parent coordinator at your school, you or a designee must still enter this data in the PCAR system, but are not required to submit the other requested data. For more information about this compliance item, including assigning PCAR access in Galaxy, visit the Parent Coordinator Resource page, or email face@schools.nyc.gov.
  • For information about translation and interpretation resources, see here. For more information, including how to maximize your time with families and additional details on translation and interpretation services, see here. For questions about translation and interpretation services, email translations@schools.nyc.gov or call 718-752-7373.
Periodic Assessment Updates: Per Session Opportunity for Teacher Focus Groups
The DOE will be conducting focus groups on May 30 and 31 for teachers who have administered this year's Beginning-of-Year NYC Performance Tasks for ELA, math, science, and/or social studies, to discuss these assessments. Focus group participants must have received developing/effective/highly effective/satisfactory ratings in the 2015-16 school year and should show evidence of their interest in supporting formative assessment work, strong understanding of high-quality assessments, and demonstrated knowledge and use of the Common Core Learning Standards. Please encourage teachers who may be interested in participating to access more information about selection criteria, participant responsibilities, and the application in Per Session Circular # 826 as soon as possible.

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

Secure Storage and Destruction of 3-8 Common Core Math Exam Materials
If your school administered the New York State (NYS) grades 3-8 Common Core math exams, you should review the following updates:

Secure Storage and Destruction of Test Materials: Following the completion of citywide scoring, all Book 3 test materials and associated answer documents will be returned to your school during the week of June 5. You must either safely store or securely destroy materials in accordance with the directions in the School Administrator's Manual Volume 1 (see page 47); all stored materials must be kept in a secure location until June 30, 2018, after which time they must be destroyed in a secure manner.

Release of Math Test Questions: NYSED will be releasing all of the test questions in Math Book 3, shortly after the scoring window closes on May 16. Paper-based versions of these books may be used for instructional or staff development purposes after the scoring window has closed. However, as in previous years, Math Book 1 and Book 2 may not be used for instructional or staff development purposes; they must be returned to Questar using the return shipping materials provided to your school.

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

Update on Transfer Requests
This year, Family Welcome Centers will provide immediate review and response to families who request a school transfer or a different school placement, rather than collecting forms and rendering a decision in late summer as in previous years. As a result, a placement exception request (PER) is no longer necessary, and will no longer be used. Staff will continue to counsel families, by discussing school options and/or the ability to transfer. However, the existing waitlists (for pre-K and kindergarten) and the appeals process (for middle and high schools) remains unchanged.

Additionally, families with or without documented hardships should continue to be directed to the Family Welcome Center to explore available placement options. Hardship transfers will be processed in accordance with Chancellor's Regulation A-101. Non-hardship requests will be considered on a case-by-case basis, and granted, pending seat availability and eligibility criteria.

For questions, email Amanda Lurie.

Updates on Advance
Please review the following Advance implementation guidance:

Specific Notifications in the Advance Web Application: In order to help you prioritize end-of-year tasks, such as completion of teachers' classroom observations, the Advance Web Application (AWA) now displays school-specific notifications on its homepage about remaining observations and end-of-year deadlines. Note that this information will not display under a teacher's user role in the AWA, but will display for all other user roles. For more information about these roles, review pages 8-10 of the 2016-17 AWA Support Guide.

2015-16 NYCDOE Growth Model Technical Report: In accordance with New York State's Education Law �3012-c, and as part of Advance, the DOE developed a growth model, which compares a student's performance to the performance of similar students across New York City schools by calculating student growth percentiles (SGPs). The 2015-16 NYCDOE Growth Model Technical Report explains the growth model in detail, starting with how it fits within the MOSL portion of Advance and also explains the model's data and methodology. The report and the 2015-16 NYCDOE Growth Model Explained presentation are located on the MOSL Intranet; both may be used to gain a better understanding of how the growth-model calculations were made that impacted the 2015-16 MOSL ratings. Please share this information with your school staff.

For questions about Advance, contact your TDEC or FSC Advance Lead. For more information about ordering end-of-year NYC Performance Tasks that may be used for MOSL purposes, and a per-session opportunity for teacher focus groups, see the Periodic Assessment Updates announcement below.

Friday, May 19, 2017

CL34: Fitnessgram
Last day to conduct NYC Fitnessgram assessments for 85% of your eligible student and enter the results into NYC Fitnessgram database
Complete Student Assessments and Validate Data for NYC FITNESSGRAM
As noted in previous editions of Principals' Weekly, your school is required to participate in NYC FITNESSGRAM, the annual fitness assessment for students in grades K-12. In accordance with the Compliance Checklist (CL#34), your school must assess at least 85 percent of eligible students. Your teachers must then enter and validate NYC FITNESSGRAM data using the web application for all eligible students by May 19.

Registered users of NYC FITNESSGRAM (e.g. Physical Education (PE) teachers) received an email on May 9 from NYCFITNESSGRAM@schools.nyc.gov that contains a link to a letter for you to share with students and families. This letter explains how they can view reports in their NYC Schools Account or request a printed report from their PE teacher. For technical support and general questions, submit a NYC FITNESSGRAM help desk ticket.

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

Summer School Programming Guide: The Summer School Guide to Programming and Awarding Course Credit provides guidance on the academic policies and systems for all DOE summer school programs, including Summer in the City, high school summer school, and enrichment programs. This guide answers frequently asked questions for principals, school staff, and program coordinators of sending and receiving elementary, middle, and high schools. Please review this resource as you prepare to program your students for summer school. For questions and inquiries about how to use ATS or STARS for summer school programming, contact your FSC academic policy and systems lead.

SITC Curriculum: As noted in the March 28 edition of Principals' Weekly, the SITC Curriculum Overview for Summer 2017 is available for review. If you are ordering instructional materials for your non-mandated students with FY17 funds, you should do so by April 21.

Summer Program Placement: If you will have COMPASS/SONYC, Beacon, or DREAM programs located in your building this summer, you will receive an email notification from sitc@schools.nyc.gov on April 20. The email will contain information about programs that will operate in your building this summer and instructions to contact your field support liaison if you have concerns about placement by April 26. Note that you are expected to host these programs unless there are major capacity concerns that would make placement of a program unfeasible.

Schedule Summer Site Council Meetings: If you are the principal of an elementary or middle school that is hosting a mandated summer school program in your building, you must schedule a Summer Site Council meeting to occur between May 3 and 19. Summer Site Councils could potentially consist of all principals who are affiliated with your site for Summer in the City 2017, including Summer Site Supervisors and any enrichment program providers who will be sharing space in your building. This meeting will serve to ensure effective communication between affiliated schools. Key discussion considerations include: 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 2017.

Please note high school buildings should also host these meetings to discuss collaboration around schedules, testing, and general operations for the summer.

You are encouraged to follow this sample agenda and use the SITC 2017 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.

For questions on SITC operations, contact your FSC director of operational support.

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 from June 13-22. 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 from 12:00-2:30 p.m. on May 30 (Bronx/Manhattan), or at the same time on May 31 (Brooklyn/Queens/Staten Island). SMT members can register here by May 19; they may have also received an email invitation to register from regents@schools.nyc.gov on May 1. 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.

Extended Deadline to Enter and Validate Data on NYC FITNESSGRAM, New Features and Instructions for Parents and Legal Guardians
As noted in the September 7 edition of Principals' Weekly, your school is required to participate in NYC FITNESSGRAM, the annual fitness assessment for students in grades K-12. Please note the following and take appropriate action:

Extended Deadline to Enter and Validate Data: In accordance with the Compliance Checklist (CL34), your school must assess at least 85 percent of eligible students. Your teachers must enter and validate NYC FITNESSGRAM data using the web application for all eligible students by May 19 (extended from April 8).

New Feature on NYC FITNESSGRAM Web Application: All registered NYC FITNESSGRAM users can now print student reports from the web application as soon as students' scores are validated. This new feature will replace the delivery of printed reports to schools. All registered users, including PE teachers, will have immediate access to reports that can be printed in real time; these reports can be used to facilitate instruction in PE classes and discussions in parent-teacher conferences. Registered users will also receive an email from NYCFITNESSGRAM@schools.nyc.gov this week with a deadline reminder and a link to step-by-step instructions on how to print student reports.

Instructions for Parents and Legal Guardians: As noted in previous editions of Principals' Weekly, parents and legal guardians can view and print students' NYC FITNESSGRAM reports via their NYC Schools Account. In the coming weeks, registered users will receive an email from NYCFITNESSGRAM@schools.nyc.gov that contains a link to a letter for students and families explaining how they can view reports in their NYC Schools Account or request a printed report from their PE teacher.

Students' scores will be available in both the NYC FITNESSGRAM web application and in students' NYC Schools Accounts within 24 hours of validation. Reports will only be available for students whose scores are listed as "complete" in the web application. Reports for the 2015-16 school year are available now.

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

June Regents Updates
As noted in previous editions of Principals' Weekly, June Regents/Regents Competency Test (RCT) exams will be administered from June 13-22. If your school is administering these exams, you should review the following updates:

Day-Scorer Requirements: If your school is administering June Regents exams in Algebra II (CC), Chemistry, Geometry (CC), Living Environment, 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 19; note that you may be asked in the assignment tool, where possible, to identify scorers who are able to score exams in alternate languages.

In order 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 on April 24, 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 19.

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

Scorer Eligibility: In order 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 2014-15 or 2015-16 school years.
  • Actively teaching the relevant Regents preparatory course as the primary teacher (according to his or her 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.

Making Changes to Day-Scorer Selections: If an assigned teacher is not able to fulfill 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 19.

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 26. For a list of STARS exam codes for June Regents, and for scheduling instructions, see the STARS wiki page.

Non-Secure Testing Materials Delivery: You will receive deliveries of non-secure testing materials, including 24-lb paper for printing student answer documents, box packing lists, polybags, essay booklets, exam-specific colored labels, and science reference tables during the week of May 15. 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 here.

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

Periodic Assessment Updates
Please review the following guidance on Periodic Assessments and take appropriate action:

As noted in the reminder below, the end-of-year (EOY) assessment window is now open for many MOSL-eligible assessments. Please note the following as you prepare for EOY administration:

Scorer IDs: Teacher Scorer IDs must be bubbled for all EOY NYCPT answer documents. The RTES function in ATS allows an administrator to view and print teacher Scorer IDs, which are automatically assigned in ATS and cannot be edited. To print a list of scorer IDs, select F5/Print, then enter or verify the ATS printer information and press F5 again. For step-by-step printing instructions, see page 16 of the Performance Task chapter

Ordering Additional K-2 EOY ELA NYCPT Texts: Schools administering 2016-17 EOY ELA NYC Performance Tasks for grades K-2 may order additional texts through the Small Item Payment Process (SIPP) option in FAMIS through May 19. To purchase through SIPP, schools must have funds in their budget and may be prompted to provide a reason and/or supporting documentation for the purchase. For answers to frequently asked questions regarding SIPP purchasing, see here. For screenshots that can be used as a guide for the SIPP process, see here.

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

Register for the Chancellor's Budget Webcast, Prepare for Galaxy Downtime, and Manage Initial Allocations for FY 2018

Please review the following information about Chancellor Fariña’s budget webcast, as well as how to prepare for Galaxy downtime and manage initial allocations for fiscal year (FY) 2018:

Chancellor’s Budget Webcast: Chancellor Fariña will deliver the FY 2018 budget webcast at 1:00 p.m. on May 23. The webcast will provide key updates on the executive budget, school budgets, and staffing policies. To register for the live webcast, see here; there is no deadline to register. A link to the recorded version of the webcast will be posted on the homepage of the Principals’ Portal on May 24. Your school’s initial allocations will be released on May 26.

Prepare for Galaxy Downtime: In order to load the initial budget allocations and prepare Galaxy for FY 2018, the Galaxy Table of Organizations (TOs) for FY 2018 will be unavailable from 8:00 p.m. on May 19, and will remain closed until the afternoon of May 26. Any forecasted vacancies that you are confident your budget can support in FY 2018 should be created before May 19. Note that FY 2017 TOs will remain open during this time.

Manage Initial Allocations for FY 2018: The Galaxy log-on screen will be updated to alert you when Galaxy reopens on the afternoon of May 26. At that time, you and your staff will be able to view your school’s initial allocations for FY 2018 on the “AC Totals” screen in Galaxy. In addition, reference materials about initial allocations, including guidance on completing the initial schedule (i.e., first-time budget scheduling for the new fiscal year), and a checklist of tasks for you to complete in Galaxy for FY 2018, will be posted on the My Budget Reports & Systems page of the Principals’ Portal, also on the afternoon of May 26.

For questions, email your FSC director of finance and HR.

Updates on Pre-Registration and Waitlist Management for Pre-K
Please note the following updates on pre-registration and waitlist management for pre-K:

Extended Deadline for Families to Pre-Register: The deadline for families to pre-register in person, with all required documentation is May 12 (extended from May 9). Please contact all families with offers to your school who have not yet pre-registered. Your staff should enter families' information into ATS immediately upon pre-registration, and should also indicate in SEMS which families have accepted or declined their offer to your school.

Guidance on Waitlist Management for Pre-K Programs in Round 2: Beginning on May 10, you can use these instructions to conduct sibling verification in SEMS; verification must be completed by May 19. You can also use the instructions to add interested families to your waitlist beginning on May 15. You will not be able to make waitlist offers until after families with Round 2 offers have a chance to pre-register in June.

Guidance on Waitlist Management for Pre-K Programs not in Round 2: Beginning on May 15, you will be able to use these instructions to access the Waitlist tab in SEMS in order to enter each family's response to their offer, manage your available seats, add students to the waitlist, and make waitlist offers.

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

8:00 PM SESIS Downtime (Multi-Day Event)
Due to system maintenance, SESIS will be unavailable from 8:00 p.m. on May 19, until 5:00 a.m. on May 20. During this time, staff will not be able to access or fax documents into SESIS. For a schedule of planned SESIS downtimes, log in with your DOE Outlook credentials to view the SESIS Planned Downtime page.

For the latest SESIS news, read the monthly SESIS Newsletter on the News Archive page. 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 20, 2017

Opportunity to Attend Parent-Teacher Home Visit Webinar and Trainings
You, your assistant principals (APs), and Community School directors are invited to attend an informational webinar and training sessions on the parent-teacher home visits model. The webinar will be held from 10:00-11:00 a.m. on May 12, and participants will learn about this family-engagement model as well as how to establish and improve the home-school connection. It will also focus on next steps for schools that want to implement parent-teacher home visits, including upcoming training sessions to prepare participants for making visits. For instructions on how to access the webinar, see here.

The training sessions will be held in the morning and afternoon at the Tweed Courthouse (52 Chambers Street in Manhattan) on May 20; participants are encouraged to register for a morning or afternoon session by May 17.

For questions, email Isabel Gonzalez.

End Time 5:00 AM SESIS Downtime (Multi-Day Event)
Due to system maintenance, SESIS will be unavailable from 8:00 p.m. on May 19, until 5:00 a.m. on May 20. During this time, staff will not be able to access or fax documents into SESIS. For a schedule of planned SESIS downtimes, log in with your DOE Outlook credentials to view the SESIS Planned Downtime page.

For the latest SESIS news, read the monthly SESIS Newsletter on the News Archive page. 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 22, 2017

Continue to Plan for Summer in the City 2017
Instructions for SSOS and SCAL Completion: You should use the SSOS function in ATS to identify whether you are hosting summer programs, and enter a "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. If you enter a "Y" indicating that your school will be hosting summer programs, you must enter the information requested in this document in ATS by May 12 and 22, as applicable. 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 information about how to use the SSOS, SCAL or SSFC functions, see the ATS Wiki.

Review List of Elementary and Middle Host Schools for ELL Summer in the City Programs: For English Language Learners (ELLs) in grades 2-8 who are not mandated to attend summer school, Summer in the City programming offers free learning opportunities in math, science, reading, and writing. To review the list of selected host schools, see here. For information and registration flyers, see here. For guidance on programming, see here. For questions, email DELLSS@schools.nyc.gov.

Second Grade Program: Summer school sites with elementary grades will host second-grade programs as part of Summer in the City 2017. Affiliated principals will receive an email on April 27 from sitc@schools.nyc.gov detailing how many sections will be allocated to their summer school sites, along with directions for requesting changes to the number of sections their site will receive, and guidance on inviting students to participate. If your site cannot accommodate the allotted number of second-grade students, or you want to request additional second-grade sections, or opt-out of using the second-grade program, please complete this survey by May 5. Otherwise, no action is required. All affiliated principals will receive a confirmation email acknowledging their request from sitc@schools.nyc.gov on May 8, with the final determination of the number of approved sections by May 12. Requests for additional second-grade sections are not guaranteed.

You should work collaboratively with other principals in the same site to identify the second-grade students from each affiliated school who will be invited to participate in the program, since the classes are provided to the entire site, not to each individual school. It is recommended that principals identify students based upon the following selection criteria:

  • Testing at a first grade reading level (e.g., DRA:12-16, F&P:H-I, TCRWP:J-K, PT:14.5-15.5); and
  • Not meeting standards in reading or writing.

A flyer that can be used when reaching out to families about participating in this program will be shared in the April 27 email. Translated versions will be available on the SITC page of the Principals' Portal. Note that second graders cannot be mandated for summer school nor be retained for not attending summer school. See the 2016-17 Promotion Guide for more information on promotion policies in second grade.

For questions, contact your FSC directors of operational support.

Core Curriculum Updates: NYSTL Returns
If your school opted-in to the Core Curriculum, placed an order, and has a NYSTL balance remaining, you can reserve the balance for a residual ordering period (no action required), or request that your remaining NYSTL funds be returned for you to use outside of the Core Curriculum program; the deadline to request the return of your NYSTL balance in the Core Curriculum ordering tool is May 22. If your school opted-out of the Core Curriculum program, you do not need to make this request; review the NYSTL balance return timeline to see when you can expect the return of your NYSTL funds.

For additional information on the Core Curriculum ordering process and NYSTL funding, visit the Core Curriculum Intranet page. Information about summer delivery and residual ordering periods will be announced in upcoming editions of Principals' Weekly.

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

Opportunity to Register for Aspiring Assistant Principal Meet and Greet
In preparation for hiring assistant principals (APs) for the 2017-18 school year, you can register to attend the DOE's "Aspiring Assistant Principal Meet & Greet" events. The meet-and-greets are 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. You may choose from two locations and dates, and may attend one or both events on May 22 and June 1. Register here by April 28; invitations with confirmed locations will be sent to registrants on May 2.

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

Opportunity to Register for the DOE Sustainability Showcase
You and your staff are invited to attend the DOE's inaugural Sustainability Showcase at UFT headquarters (52 Broadway in Manhattan) from 8:30 a.m. to 3:00 p.m. on May 22; register here by May 10. You should share the registration link with and encourage your school community to attend this event, which is an opportunity to recognize 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 include opening remarks by Chancellor Carmen Fari�a, and provide an opportunity to participate in one of three action-based workshops that provide best practices and resources; the workshops can help schools implement sustainability projects, or incorporate what students, DOE staff and partner organizations are working on to enhance school sustainability. The day will conclude with a chance for schools to win a $5,000 grant for a sustainability project.

For questions, email Nichelle Hudlin.

Submit Session Times for the 2017-18 School Year
The workday configuration for the 2017-18 school year will remain the same as the configuration used for the 2016-17 school year. This configuration, for non-D75 and D-79 single-session schools, consists 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.

The Session Time application will open on May 3 for you to submit your start- and end-times for the 2017-18 school year by May 22. On May 3, you will receive an email from transportschedule@schools.nyc.gov reminding you of your user ID and password to access the application. Approval notification for start- and end-times will be communicated via email, and 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.

If your school is seeking School Based Option (SBO) approval, you should also use the Session Time application to submit requests by May 22, if you are changing the standard configuration. If your school is a multi-session school, please submit a primary-student schedule and a primary-teacher schedule by this same date. For detailed information about session time, teacher schedules, and SBOs, see the Session Time Memo on the Principals' Portal.

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, email transportschedule@schools.nyc.gov. For questions about the SBO process, email SBOreq@schools.nyc.gov. For questions about transportation related to session time, contact your FSC transportation liaison. For questions about workday planning, contact your senior field counsel.

Training for School Staff to Conduct Parent Workshops on Puberty and Menstruation
As part of the citywide Menstrual Product Program, first noted in the September 7 edition of Principals' Weekly, training sessions are now available for school staff to learn how to lead parent workshops at your school on puberty and menstruation, as well as provide information on how to talk to students about these developmental milestones. The DOE, in partnership with Planned Parenthood of New York City (PPNYC), will host these training sessions to provide resources for schools to support families in communicating with their children about menstruation and puberty. Training sessions will be conducted at the following locations and dates (the same topics will be covered in both sessions):

  • At the Diane L. Max Center (21-41 45th Road in Long Island City in Queens) from 9:30 a.m.-12:30 p.m. on May 17; register here; and
  • At Margaret Sanger Center (26 Bleecker St in Manhattan) from 9:30 a.m.-12:30 p.m. on May 22; register here.

In the training sessions, facilitators will demonstrate and teach skills needed to lead a one-hour parent workshop, and review the supporting resources that will be available to school staff, including a video that models how parents can engage children in conversations and answer their questions about puberty and menstruation.

For questions, email Morgan Johnson.

Tuesday, May 23, 2017

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

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

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

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

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

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

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

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

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

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

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

Wednesday, May 24, 2017

Certify Role Assignments of People Not on Budget in Galaxy
Like last year, individuals who are listed in the People Not on Budget (PNOB) section of your school's Table of Organization (TO) in Galaxy will automatically roll over to FY 2018, allowing them continued access to DOE systems in the new fiscal year based on their role assignments. You must certify that all of the people who are listed in the PNOB section of your school's TO are active staff members at your school and have appropriate role assignments. To certify these staff members, you should review the PNOB certification screen in Galaxy and certify whether you want to keep, remove, or inactivate (i.e., remove permissions without removing person) those listed in the PNOB section of your school's TO by 6:00 p.m. on May 24.

For instructions, see here. For questions, contact your FSC budget director.

Complete Pre-K Authentic Assessment System Requirements for the Spring Checkpoint and Select Authentic Assessment System for the 2017-18 School Year
As in previous years, the DOE requires Pre-K for All programs to use a developmentally appropriate and approved authentic assessment system to monitor student progress and individualize instruction. In order to monitor progress, pre-K teachers are required to rate child development three times during the school year. The next and final checkpoint in this series is the spring checkpoint; your pre-K teachers must complete the spring checkpoint by June 2. By this date, all students must be rated in all domains in your site's online authentic assessment system.

The DOE provides each Pre-K for All program with online leader and teacher accounts, student online subscriptions, on-site support, and resources to complete the checkpoints. To ensure that you receive the appropriate resources for the 2017-18 school year, please make your selection of an authentic assessment system by completing this short form by May 24. Note that if you do not complete the form, you will receive the same assessment resources being used for the current school year by default.

To request on-site support, please include your site's name, the selected authentic assessment system, and requested areas of support in your email to prekassessment@schools.nyc.gov. For questions, also email prekassessment@schools.nyc.gov.

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

Distribute Round 2 Results Letters (middle schools): High school admissions Round 2 results letters have been delivered to Family Welcome Centers, and are also available in SEMS. All SEMS users at your school were notified about the availability of these results letters via an email from SEMS on May 9; you or your designee should pick up the results letters as soon as possible, or download and print them from SEMS, for immediate distribution to students.

Note that if a family decides to appeal their child's high school offer, they must submit an appeal form to your school by May 19. Customized appeal forms are only available in the "Documents" tab in SEMS; you should only print appeal forms for students who request them. The deadline for middle schools to enter appeals information into SEMS is 5:00 p.m. on May 24.

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.

Periodic Assessment Updates
Please review the following guidance on Periodic Assessments and take appropriate action:

End-of-Year Assessment Administration: You and your staff should plan to administer, score, and submit all MOSL-eligible assessments during the windows identified in the administration and scoring calendar, which is posted on the Advance Measures of Student Learning Intranet page. For assessment-specific information, see the 2016-17 MOSL Assessment Administration Handbook, which will also be posted on the Advance Measures of Student Learning Intranet page by April 21.

End-of-Year NYC Performance Task Delivery: Schools will receive their 2016-17 End-of-Year (EOY) NYC Performance Task (NYCPT) booklets via UPS from April 19-21. Schools that selected K-2 ELA Performance Tasks will receive their K-2 Texts in a separate FedEx shipment during the same week. If you did not submit selections by the February 17 deadline, you can also print Performance Task booklets at your school or place an order through the Schoolnet Help Desk by calling 877-654-7643 and pressing "3" to reach the appropriate representative. Schools may place booklet orders on a rolling basis up until May 24. Note that answer sheets, rubrics, scoring guides, and translated versions will not be included in the shipment; they must be printed through Schoolnet.

Training To Support Schoolnet End-Of-Year Administration: School data specialists, test coordinators, or school-based personnel who support assessment administration are strongly encouraged to register for trainings being held from April 20 - May 19, to support Schoolnet end-of-year administration. For information on locations and times, see here.

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

Post-SAT School Day Updates
Please review the following post-SAT School Day updates:

Transferring SAT Registration to June 3: Students who were registered for the SAT administration on April 5 and did not sit for the exam, will have the opportunity to transfer their registration to the national administration on June 3. Your Test Center Supervisor (TCS) should instruct students who are interested in transferring their registration to follow these directions; the deadline to transfer registration is May 24.

College Board Accounts: Students must create an online College Board account in order to access their SAT scores. Your TCS must ensure that students' College Board account information is correct; if there are any discrepancies between students' registration information and their admission ticket, the student can update his/her information via their online account. For additional information on troubleshooting SAT online score reports, see here, or call the College Board's customer service line at 1-866-756-7346.

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

Register for the Chancellor's Budget Webcast, Prepare for Galaxy Downtime, and Manage Initial Allocations for FY 2018

Please review the following information about Chancellor Fariña’s budget webcast, as well as how to prepare for Galaxy downtime and manage initial allocations for fiscal year (FY) 2018:

Chancellor’s Budget Webcast: Chancellor Fariña will deliver the FY 2018 budget webcast at 1:00 p.m. on May 23. The webcast will provide key updates on the executive budget, school budgets, and staffing policies. To register for the live webcast, see here; there is no deadline to register. A link to the recorded version of the webcast will be posted on the homepage of the Principals’ Portal on May 24. Your school’s initial allocations will be released on May 26.

Prepare for Galaxy Downtime: In order to load the initial budget allocations and prepare Galaxy for FY 2018, the Galaxy Table of Organizations (TOs) for FY 2018 will be unavailable from 8:00 p.m. on May 19, and will remain closed until the afternoon of May 26. Any forecasted vacancies that you are confident your budget can support in FY 2018 should be created before May 19. Note that FY 2017 TOs will remain open during this time.

Manage Initial Allocations for FY 2018: The Galaxy log-on screen will be updated to alert you when Galaxy reopens on the afternoon of May 26. At that time, you and your staff will be able to view your school’s initial allocations for FY 2018 on the “AC Totals” screen in Galaxy. In addition, reference materials about initial allocations, including guidance on completing the initial schedule (i.e., first-time budget scheduling for the new fiscal year), and a checklist of tasks for you to complete in Galaxy for FY 2018, will be posted on the My Budget Reports & Systems page of the Principals’ Portal, also on the afternoon of May 26.

For questions, email your FSC director of finance and HR.

Thursday, May 25, 2017

Review Appeals Targets in SEMS for Middle School Admissions
As in past years, middle school principals can begin 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 25, 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; these numbers 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 25.

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.

Friday, May 26, 2017

CL01: Academic Policy
Last day for High School principals to complete Academic Policy training on end of the year policies and Procedures
Complete Academic Policy Training Lesson 2
As noted in the November 15 edition of Principals' Weekly and in accordance with Compliance Checklist CL #01, you must complete academic policy training during the 2016-17 school year. These trainings provide important information and updates about state and city academic policies. You will receive an email during the week of April 3 with a unique link from Survey Gizmo for you to complete Lesson 2 by May 26. Please note that completion of the training will automatically be recorded after you click "submit,� and the link will expire after the deadline has passed. This lesson will take approximately 40 minutes to complete and you cannot designate a member of your staff to complete this task. Also note that you must complete Lesson 2 even if you did not complete Lesson 1 by the compliance deadline.

To review content from Lesson 1, see the March 7 edition of Principals' Weekly. For questions, contact your FSC academic policy and systems lead.

Generic Links Available to Fall Academic Policy Trainings
As noted in the November 15 edition of Principals' Weekly, you are required to complete academic policy training during the 2016-17 school year in accordance with Compliance Checklist CL #01. You should have received an email with unique links to your required training content and completed the first round of training by January 20. The unique links for the first round of training have now expired. To access the content from these trainings again, or to share this content with your staff, please use the following generic links, which will be active through the end of this school year:

Since the deadline to complete these lessons has passed, completing them at this time will not impact your compliance rating for CL#01. If you did not complete your assigned lesson(s) by the deadline, you will receive an email notification this week from academicpolicytrainings@schools.nyc.gov, and your Mid-year Compliance Analysis will reflect your completion status. Note that if you are the principal of a high school, you will receive a unique link to complete High School Lesson 2 by May 26; more information about High School Lesson 2 training will be announced in an upcoming edition of Principals' Weekly.

For questions about the content of these trainings, contact your FSC academic policy and systems lead. For questions about your compliance rating, contact your compliance officer.

June Regents Updates
As noted in previous editions of Principals' Weekly, June Regents/Regents Competency Test (RCT) exams will be administered from June 13-22. If your school is administering these exams, you should review the following updates:

Day-Scorer Requirements: If your school is administering June Regents exams in Algebra II (CC), Chemistry, Geometry (CC), Living Environment, 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 19; note that you may be asked in the assignment tool, where possible, to identify scorers who are able to score exams in alternate languages.

In order 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 on April 24, 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 19.

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

Scorer Eligibility: In order 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 2014-15 or 2015-16 school years.
  • Actively teaching the relevant Regents preparatory course as the primary teacher (according to his or her 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.

Making Changes to Day-Scorer Selections: If an assigned teacher is not able to fulfill 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 19.

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 26. For a list of STARS exam codes for June Regents, and for scheduling instructions, see the STARS wiki page.

Non-Secure Testing Materials Delivery: You will receive deliveries of non-secure testing materials, including 24-lb paper for printing student answer documents, box packing lists, polybags, essay booklets, exam-specific colored labels, and science reference tables during the week of May 15. 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 here.

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

Opportunity to Complete the NYSED Technology Literacy Survey
The New York State Education Department (NYSED) has released a brief Technology Literacy Survey to gather information from schools about student and teacher technology literacy. You are encouraged to share your preferences on this topic with NYSED by responding to this brief survey by May 26, and to share the survey link with your staff who are interested in technology literacy.

For questions, email Katy Kadree.

Scan Completed Answer Documents for NYSESLAT
As noted in previous editions of Principals' Weekly, you must administer the reading, listening, writing, and speaking components of the New York State English as a Second Language Achievement Test (NYSESLAT) to all English Language Learners (ELLs) by May 19. Following test administration, you must scan completed answer documents into ATS by May 26 (extended from May 19). For detailed instructions on scanning answer documents, see the NYSESLAT Scanning Handbook.

For additional information related to NYSESLAT administration, see NYSED's School Administration Manual and this DOE test memo. For best practices in administering the NYSESLAT, see this overview. You may also review this NYSED memo and visit the NYSED website for additional resources.

For questions, contact your senior ELL CPS.

Monday, May 29, 2017

Memorial Day

Tuesday, May 30, 2017

College Access for All: 2017-18 Middle School Initiative
As a part of Equity and Excellence, the College Access for All Middle School Initiative includes policies and programs that help ensure that every middle school student is exposed to a college-going culture and has the opportunity to visit at least one college campus in grades 6-8. This initiative includes middle schools serving students in grades 6-8 from the following districts:

For the 2017-18 school year, the initiative will expand to include middle schools serving students in grades 6-8 from districts 4, 7, 9, 10, 12, 16, 17, 23, 24, 30 and 32. If you are the principal of a school in one of these districts, you will receive an email on March 22, from Raana Kashi with an invitation to participate in the program, including:

  • An invitation for you to participate in a webinar from 9:00-10:00 a.m. on April 20; and
  • A request to complete an affirmation form by May 30, to identify your school-based team who will support the program.

For the 2016-17 school year, middle schools in districts 5, 6, 8, 11, 14, 18, 19, 27, 29, and 31, and ten schools in District 75 are currently participating in the initiative and will continue to participate in the 2017-18 school year. If you are the principal of a middle school in one of these districts, you will receive an email from Raana Kashi with a request to complete a College Access for All 2017-18 point of contact form to identify your school's point of contact for next year.

For the 2018-19 school year, all other middle schools in the remaining districts will be expected to participate in the program.

For questions, email Raana Kashi.

Opportunity to Attend Annual Citywide World Languages (LOTE) Conference
You, your assistant principals (APs), and foreign language teachers are invited to attend the DOE's annual Citywide World Languages (LOTE) Conference. The opening remarks will be delivered by Deputy Chancellor Baez, and breakout sessions will be conducted by leading experts and educators in the field; the conference will focus on best practices in curriculum, instruction, and assessment that engage students in all foreign language classrooms. The conference will take place at Hunter College (695 Park Avenue in Manhattan) from 8:30 a.m.-3:00 p.m. on June 1. You may register for the conference here by May 30. For questions and additional information, email Jill Schimmel.

Wednesday, May 31, 2017

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
CL22: Safety Committee Meeting
Last day to conduct the May Safety Committee meeting and enter into OSYD portal
Opportunity to Participate in Teen Thursdays After-School Initiative
Your school can apply to participate in Teen Thursdays for the 2017-18 school year, an after-school initiative designed to engage students in grades 6, 7, and 8 in learning opportunities that explore the humanities, including history, the arts, literature, and culture. If your school is chosen, you or your designee should select 20 students to participate in multiple after-school sessions on Thursdays during the 2017-18 school year. This program partners selected schools with a compatible cultural institution based on school's responses to the program application. Each cultural institution will work closely with principals and teachers to determine the program schedule and to ensure that the sessions are aligned with the skills students are developing in the classroom. There are six sessions scheduled in the fall, and seven or eight sessions will be held in the spring. Please note that each session will be held at the cultural institution that is partnered with the school. Student MetroCards and per-session funds for teachers will be provided in order to support program implementation. The per-session posting will be shared in the fall.

For more information about the program, and to apply for the fall, spring, or both semesters, see here; all applications are due May 31. Selected schools will be notified by email during the week of June 19. For questions, email TeenThursdays@schools.nyc.gov.

Opportunity to Provide Feedback on Proposed Changes to the 2016-17 School Quality Reports
On May 1, the DOE released proposed changes to the 2016-17 School Quality Reports (SQR), outlined here; you can review details of the proposed changes to the 2016-17 SQR and provide feedback by emailing schoolperformance@schools.nyc.gov by May 31.

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

Revised Purchasing Deadline in the Fiscal Year 2017 Year-End Close Calendar
As noted in the January 31 edition of Principals' Weekly, you or your designee should review the calendar close information and take appropriate actions to prepare for the end of FY 2017 in June:

  • April 7 (extended from April 3) is the last day to place and approve all orders for furniture, Dell/Apple computer and computer security devices.
  • April 21 (extended from April 3) is the last day for:
  • FY 2017 P-Card encumbrance increases;
  • Internal service providers to encumber internal service credits (including Division of School Facility);
  • Consultant approval notices greater than $5,000 to Central Business Office (CBO); and
  • OTPS pre-encumbrances and encumbrances (both reimbursable and tax levy). Note that pre-encumbrances can only be created in Object Codes 685 & 689.

Review Small Residual-Emergency Purchasing Accommodations: To assist you in making purchases under the guidelines for Small Item Payments Process (SIPP), and to ensure that you use approved vendors for all purchasing as recommended by the DOE, the FY 2017 close includes special accommodations to extend ordering for certain small, residual-emergency purchases past the April 21 (extended from April 3) encumbering deadline. The special accommodations deadlines for extended ordering opportunities are as follows:

  • April 28: Last day to place/approve residual purchase orders for computers from Lenovo, printers from Lexmark, and Chromebooks from CDW; note that this only applies to immediate replacement needs that arise after the April 21 purchasing deadline. Also note that the total maximum order amount cannot exceed $5,000, and only a maximum of five computers can be ordered.
  • May 31: Last day to place/approve residual purchase orders for audio visual equipment from CDW, classroom supplies from School Specialty, and textbooks and trade books from all DOE-contracted book vendors. The maximum order amount cannot exceed $1,000.
  • June 15: Last day to place/approve residual orders for office supplies from Staples. The maximum order amount cannot exceed $1,000.

The revised year-end calendar for deadlines, details and spending thresholds can be accessed here. For information about Core Curriculum opt-in or opt-out updates, see the announcement below. For purchasing questions, contact your FSC procurement specialist.


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