Planning Interview Process March 2011

1. Planning Interview ProcessMarch 2011 Children First Network 107 Nancy Scala, Network Leader Abby Miller, Attendance Manager AMiller14@schools.nyc.gov

2. What is a Planning Interview? • a conference held with the student and parent/guardian to discuss the student’s educational status and options. • conducted by the assistant principal responsible for transfers/discharges, the school guidance counselor, or the principal.

3. Purposes of the Planning Interview • To determine the reason for the student’s absence or desire to leave school • To provide an assessment of the student’s progress toward graduation • To explore the actions the school can take to facilitate the student’s continued education leading towards a high school diploma (e.g. changes in program, referral to another DOE school or program, referral to social agency or CBO, refer for evaluation for Special Education services

4. Purposes of the Planning Interview (continued) • To encourage the student to remain in school until he/she has been granted a diploma or until the end of the school year of his/her 21st birthday • To communicate the right of the student to re-enroll in school until the age of 21 • To assist the student with making a transition to a new school or program, including one outside the DOE if the student decides to leave school

5. Discharge/ Transfer Codes Requiring a Planning Interview

6. Planning Interview Form Page 1 of the Planning Interview Form must be completed prior to the interview, whether or not the student and parent/guardian attend the interview. This information includes: • School header • Student Information • Graduation Requirements • Academic Performance • Attendance History • Outreach Services • Support Services/Program changes received previously Additional information regarding the interview should be entered on the Planning Interview Notes page.

7. Planning Interview Form(continued) If Student and Parent/Guardian Attend Interview: Page 2 of the Planning Interview Form is completed with the following information: 1. Support services/ program changes discussed at the interview 2. Outcome of planning interview 3. Signatures of Student, Parent/Guardian, School official, Special Education Representative (for IEP students), School Official conducting the planning interview (must be a pedagogue), and the Principal 4. (√) to indicate that student received packet • If Student and Parent/Guardian Do Not Attend Interview: • Page 2 of the Planning Interview form is completed with the following information: • Signature of School Official conducting planning interview and Principal • (√) to indicate parent and/or student did not appear for the planning interview

8. Scheduling the Planning Interview The principal, assistant principal or guidance counselor schedules the planning interview and notifies the student and parent/guardian at least 10 days in advance by sending Planning Interview Letter #1. • The letter is to be in the home language whenever possible. • The letter is to be sent to the last known address. A Planning Interview Form is to be completed with all requisite information for every planning interview that is scheduled. All prior interventions with the student are to be documented.

9. Planning Interview Letter #1 The letter must specify the following: • The reason for the planning interview. • The date, time and location of the conference. • The name and telephone number of a school contact person and the procedure for rescheduling the conference. The “Notice of Student’s Rights” must be attached with the letter.

10. Planning Interview Letter #1 (Sample)

11. Conducting the Planning Interview when the Student and/or Parent Appear WHO ATTENDS THE PLANNING INTERVIEW • The assistant principal responsible for transfers/discharges, the school guidance counselor or principal may conduct the interview. • A special education staff member (e.g. related service provider, psychologist or special education teacher) must attend the meeting if the student is receiving special education services (in accordance with LORA and Jose P. case). • The student • The parent (if the child is under 18) • Whenever possible an interpreter is to be provided if the parent/ guardian does not speak English.

12. Conducting the Planning Interview when the Student and/or Parent Appear (continued) The student and parent/guardian are informed of the student’s right to return to a DOE school or program until the age of 21.

13. Conducting the Planning Interview A copy of the completed Planning Interview Form must be sent to the CFN Attendance Manager (Abby Miller) for review and approval. Students have a right to attend school until the discharge/transfer has been approved.

14. Conducting the Planning Interview (continued) Upon completion of the planning interview if the student is transferred or discharged, the following documents are to be provided to the parent/guardian and student.

15. Entering the Planning Interview Transaction in ATS • Once the planning interview is completed in house, the pupil accounting secretary will enter the transaction on the PIES (Planning Interview Entry Screen) if the transfer code is 38, 43, or 00. • If the discharge code is 02, 35 or 39, the transaction is entered on the DISC (Discharge Screen). The student will not be removed from the register until the Network Attendance Manager approves the discharge.

16. Required Actions When Student and Parent/Guardian Do Not Appear for the Planning Interview If the student and parent/guardian do not appear for the planning interview, and another date for the interview is not requested or, if the letter of notification is returned, the school must take the following actions before the student is discharged:

17. Required Actions When Student and Parent/Guardian Do Not Appear for the Planning Interview (continued) An attendance investigation must be conducted and documented on Form 407. Every effort must be made to encourage student and parent/guardian to come to school for the planning interview. Upon completion of the attendance investigation, if a planning interview is not conducted and the student has completed the school year in which s/he turns 17 years of age, and has been absent from school for 20 consecutive days, the school must send a second letter to the student and parent/guardian informing them of the following: • the student’s imminent discharge if no contact is made with the school, • the availability of alternative educational options and supports, • the student’s right to return through the age of 21, • the name and telephone number of a contact person.

18. Letter #2 for General Education Students (Sample)

19. Letter #2 for Students with IEPs (Sample)

20. Students with IEPs (continued) • If there is no response to the second letter, an attendance teacher must be sent to the home within 10 school days to discuss with the student and parent/guardian the importance of attending the planning interview. • Another copy of (1) Planning Interview Letter #2 for Special Education Students, (2) Planning Interview Packet are sent to the home or dropped off by the attendance teacher. • Documentation of the home visit must be attached to a copy of the second letter. Copies of the documents are filed at the school in the student’s Cumulative Record folder and in the school’s discharge file.

21. Documents Sent to Student and Parent/Guardian and Network

22. Planning Interview Reports and Update Files on ATS

23. Maintenance of Records • Copies of the completed Planning Interview Form and letters mailed to the student and parent/guardian must be placed in the student’s Cumulative Record folder and in the school’s discharge file. • Copies of the Form 407, with documentation of outreach efforts, are to be filed in the student’s Cumulative Record folder. • The Planning Interview Form is part of the student’s permanent record and should be kept indefinitely.

24. Questions? Any questions? Need assistance? Email Abby at AMiller14@schools.nyc.gov or call (718) 923-5164 or (347) 401-2449.