Promotion: Policy and Process Overview April 2013

1. Promotion: Policy and Process Overview April 2013

2. Agenda • NYC DOE Promotion Policy • Promotion Criteria Changes • Common Core Aligned NYS Assessments and Student Promotion • Early Preparation for June Promotion Decisions • Promotion Portfolios • Core Course Outcomes and Class Performance • Promotion Process • Promotion Data Freeze • June Decisions • August Decisions • Parent Appeals/Grade Changes • Additional Resources

3. Overview • Chancellor’s Regulation A-501 outlines promotion standards for New York City public school students in grades Pre-K through 12, as well as procedures for implementing the promotion policy.

4. Promotion Policy: Grades Pre-Kindergarten–2 1 This policy applies to all grade pre-K–2 students, including English Language Learners and Students with Disabilities. 2 For ELL’s, the decision to promote or retain shall include consideration of the student’s language development; limited English proficiency may not be the basis for retention (Chancellor’s Regulation A-501, p. 4). 3 Given the reasons for exempting these students from the promotion policy, a positive outcome is expected in June. Students may be retained with valid reasons and documentation provided by the school.

5. Promotion Policy: Grades 3-8 *A promotional cut score of “met” can be used to satisfy students’ promotion requirements.

6. Promotion Policy: English Language Learners • Promotion criteria for ELLs is determined by two factors: • Number of years enrolled in a United States School System (USSS) (reflected on UYRE) • Status as a Student with Interrupted Formal Education (SIFE).

7. Business Rules for Calculating Months Enrolled in a US School System • Rules from NYSED Student Information Repository System (SIRS) Guidance: • One day of enrollment within a month equals one month of enrollment. • Months of enrollment in Pre-K or ungraded elementary are to be counted. • For students that complete a school year and return the following fall, summer months are counted in their total enrollment in US schools. • A student’s enrollment will not reset to zero when they discharge to a non-US school for more than a calendar year. • Their enrollment will stop accruing when they discharge and resume when/if they re-enroll.

8. ATS Calculates months of enrollment in NYC DOE. Schools can add additional months of enrollment in US school systems Total years enrolled in a US school system For students in red, schools need to complete ELPC

9. Promotion Policy: ELLs Grades 3-7 *A promotional cut score of “met” can be used to satisfy students’ promotion requirements.

10. PromotionPolicy: ELLs Grade 8 *A promotional cut score of “met” can be used to satisfy students’ promotion requirements.

11. Defining Gains for Grade 8 ELLs • June • NYSESLAT and State ELA results will not be finalized in time to make June promotion decisions. • To determine if grade 8 ELLs enrolled 2 to four years, have made gains in ELA schools will administer a promotion portfolio. • The grade 8 Promotion Portfolio Manual contains special direction for determining performance comparable to expected ELA gains based on the student’s ELA promotion portfolio [performance • August • ELA Gains (from the NYSESLAT and State ELA exams) will be calculated centrally and loaded into ATS for August promotion decisions.

12. Promotion Policy: Students with IEPs Testing modifications are different from modified promotion criteria. If a student has testing modifications, he/she could have either standard OR modified promotion criteria. 1Subject to relevant deadlines for establishing promotion criteria. 2 Given the reasons for exempting these students from the promotion policy, a positive outcome is expected in June. Students may be retained with valid reasons and documentation provided by the school.

13. Deadlines for Establishing Promotion Criteria • The deadlines to establish promotion criteria for students with IEPs in order for it to apply to 2012-2013 promotion decisions are1: • January 31, 2013: For students with existing IEPs. • May 20, 2013: For students initially referred to special education and students with an existing IEP who are new to the NYC DOE. • The Promotion Criteria Guidelines for Students with Disabilities in Grades 3–8provides information on how promotion criteria should be determined, applied, and evaluated. 1These deadlines are based on the date of the IEP conference. Promotion criteria established after this date will be in effect for the 2013-14 school year.

14. Promotion Criteria Discrepancies • Schools were asked to review the Promotion Criteria Report (RPCR) report to ensure students’ promotion criteria were accurately reflected in ATS. • When incorrect, schools were asked to update applicable source systems (E.g. SESIS, CAP, UYRE) • Early May: Schools should review RPCR to ensure the accuracy of promotion criteria for promotion decisions. • If students promotion criteria is incorrect, schools should note the discrepancy, confirm the correct promotion criteria in the applicable source system (SESIS, CAP, UYRE) and escalate the request for a change of promotion criteria to their network.

15. Promotion Criteria Overrides • Criteria Change Requests Should Include: • Subject Line: Promotion Changes DBN E.g. Promotion Changes 27Q124 • Attach tracker containing this information: • Student Name (s) • NYC ID(s) • Current criteria and what the criteria should be changed to. • The CFN can help schools collect and process promotion criteria overrides.

16. Types of Promotion Criteria Special Flags OA: Overage PR: Previously Retained Spec Ed: Special Ed IEP CRI: Promotion Criteria from CAP LEP Flag: ELL Status

17. Common Core Aligned NYS Assessments and Student Promotion • In past years, promotion decisions for students with standard criteria were based on students’ state test performance levels (e.g. 1, 2, 3 or 4). • Due to the changes in the tests, it is not possible to estimate students’ performance levels this year. • Instead we will determine promotional cut scores based on student’s raw scores. • Raw scores are the total number of questions the student answered correctly out of the total number tested. • Standard promotion criteria students with raw scores in the lowest 10% (approximately) will be recommended for retention and summer school. • We expect this number to be similar to last year. • While the overall performance levels on the 2013 tests may be lower, the raw score required to meet promotion standards will be comparable to the 2012 tests.

18. Common Core Aligned NYS Assessments and Student Promotion • As in year’s past, promotional cut scores will be calculated centrally and loaded into ATS. • School will be able to view promotional cut scores and other promotion related student performance data on RASP. • A promotional cut score of “met” can be used to satisfy students’ promotion requirements.

19. Release of Final NYS Test Results • NYS test results are expected in late August • The release of NYS test results will not impact promotion decisions, as promotional cut scores will be used to make promotion decisions for the 2012-2013 SY • A decision to promote a student in June, based on the promotional cut scores, will not be reversed if a student did not achieve a Level 2 on the NYS test(s).

20. Agenda • NYC DOE Promotion Policy • Promotion Criteria Changes • Common Core Aligned NYS Assessments and Student Promotion • Early Preparation for June Promotion Decisions • Promotion Portfolios • Core Course Outcomes and Class Performance • Promotion Process • Promotion Data Freeze • June Decisions • August Decisions • Parent Appeals/Grade Changes • Additional Resources

21. Promotion Portfolios • Portfolio Components • ELA • Leveled Text (reading accuracy) • Standard Reading Passage (reading comprehension) • Independent Writing Activity (writing process, expression, mechanics) • ELA Class Work (one piece of class work) • Mathematics • Mathematical Inventory • Standard Math Problems • Mathematics Class Work (one piece of class work) • Overall Portfolio Scores • High Level 2: Eligible for promotion in June • Level 2: Eligible for promotion in August • Level 1 • A promotion portfolio is a collection of specific exercises that indicate whether a student in grade 3-8 is performing comparable to Proficiency Level 2 on the NYS ELA and/or mathematics exams. • They are not samples of student work collected over the course of the year.

22. Who Must Receive a Promotion Portfolio • Students who do not meet the NYS test promotion standard • Students whose cut score indicates they did not meet in ELA and/or math • Are missing a cut score (for one or both exams) • Grade 8 ELLs enrolled in a US schools system for at least two years, but no more than four years (MT8) • Used to determine ELA gains in the absence of NYS ELA and NYSESLAT results in June.

23. Students Recommended for Promotion Portfolios • This year, students recommended for a promotion portfolio will appear in red on PPSC. • The recommendation is intended to: • Help schools administer and prepare promotion portfolios in a timely and targeted manner. • Strategically balance the promotion portfolio workflow and reduce the amount of portfolios that need to be prepared. between the release of promotion cut scores and the deadline for principals to enter promotion decisions (3 days).

24. Students Recommended for Promotion Portfolios • Who is recommended for a promotion portfolio? • Students who scored and Level 1 or Level 2 on the 2012 NYS exams • Students who were promoted on the basis of a promotion portfolio for the 2011-2012 SY (Appeal Code 1) • Portfolio recommendations are not exhaustive. • Note: Grade 3 students who have never taken the NYS exams and new admits will likely not be flagged as recommended using the above rationale. • Schools should administer additional promotion portfolios to students who they feel will not meet their promotion standards on the NYS exams based on academic performance throughout the year.

25. Printing the Promotion Portfolio Summary Sheet • Schools will print the Promotion Portfolio Summary Sheet from ATS (PPSC) to record student’s scores on the promotion portfolio. • The summary sheet will be scanned into ATS (UPSC) to populate promotion portfolio data.

26. Enter ‘Y’ to Print Portfolio Scan Sheet

27. Individual Portfolio Component Scores Portfolio Status

28. Steps to Prepare a Promotion Portfolio (Teacher) • For June Promotion Decisions • Access materials needed from the Promotion section of the Principals’ Portal. Teachers will need to download two documents for the applicable grades: • Promotion Portfolio Manual • Promotion Portfolio Blackline Masters • Print the student’s Promotion Portfolio Summary Sheet from ATS (PPSC). • Indicate whether the portfolio is being completed for ELA and/or math. • Administer the portfolio components using the Manual and relevant sheets from the Blackline Masters. • Score student responses for each component and calculate overall score for the promotion portfolio and record results on the Promotion Portfolio Summary Sheet. • Use the checklist included in the Blackline Masters to assemble the promotion portfolio. • For August Promotion Decisions • Add the August Update Sheet and relevant evidence as outlined in the Manual. (This sheet is not scanned. Staple the sheet to the student’ portfolio)

29. Steps to Prepare a Promotion Portfolio (Principal) • For June Promotion Decisions • Ensure that all necessary evidence is included in the promotion portfolio • Use checklist provided from the Blackline Masters. • Review the evidence submitted and make a final determination on the promotion portfolio score (Level 1, Level 2, or High Level 2) and sign and date the bottom of the Promotion Portfolio Summary Sheet. • Scan Promotion Portfolio Summary Sheet into ATS to populate portfolio results in ATS (UPSC). • Deliver only portfolios of students who score High Level 2 and High Level 1 (for ELLs with MT8 Criteria) for students whom you are recommending for promotion. • For August Promotion Decisions • Review the August Update Sheet and make a final determination on the portfolio score (Level 1 or Level 2), and sign and date the bottom of the August Update Sheet. • If the overall portfolio score has changed, you can update the score on UPSC. Example: Student work over summer school shows student has moved from Level 1 to Level 2. • Deliver only portfolios of students who score Level 2 and for whom you are recommending promotion to community superintendents.

30. Promotion Portfolios • Principals should only submit high quality, complete promotion portfolios for review • All components should be included • The classwork items should reflect the student’s best work • It is recommended that the student work sample is from one of the school’s Common Core units • Superintendents review promotion portfolios and may confirm or change the score of the promotion portfolio in ATS. • Once superintendents review a promotion portfolio score in ATS, schools will be prevented from printing a new Portfolio Summary Sheet (PPSC) or changing promotion portfolio scores (UPSC).

31. TG8C: Core Course Outcomes and Class Performance • Grades 3-7 • Schools will enter ELA/ESL and math performance in ATS for ELLs with multiple (MLT) criteria. • Grade 8 • Starting June 3, core course outcomes that are finalized in STARS will transfer to ATS to populate the TG8C function. • Schools will also be able to manually update TG8C to reflect grade 8 students performance in their core courses.

32. Enter Core Course Outcomes (‘P’ or ‘F’)

33. Promotion Data Freeze • June 1: ATS will ‘freeze’ the DBN (promotion DBN) of all students. • Schools will be responsible for making promotion decisions for all students on their register at this time. • New registrants (not including transfers) will be added to schools’ promotion screens on an ongoing basis. • June 10-12: Once a principal decision is entered, all pieces of promotion data will freeze for the remainder of the promotion process (through August promotion decisions).

34. June Promotion Decision Timeline: Grades K-8 • 1Datesare general time frames and may be updated as events relating to promotion decisions are finalized.

35. RASP: Overall ELA and Math Performance • RASP contains all subject related performance points, that are used to determine recommended promotion decisions. • Cut scores • NYS test results • NYC summer test results • ELA Gains • For ELLs only. Based on NYSESLAT and NYS ELA results • ESL/Math Course Performance • Only applicable to ELL’s in grades 3-7 with multiple (MLT) criteria

36. Overall ELA and Math Performance (Determine Recommended Decision on PDEC)

37. PDEC: Principal Decisions for Grades K-8 Principals will enter promotion decisions for students in grades K-8 on PDEC Principals will not be able to enter promotion decisions until: Core course outcomes are entered for all grade 8 students All students who require a promotion portfolio have received a promotion portfolio and the results are entered in ATS Discharged students will continue to appear on promotion screens (Students will appear in blue on PCOMM or green on WebConnect) Schools should enter promotion decisions for these students based on the available data. The decision will be used as a starting point to determine placement, if the student re-enrolls. There is no recommended decision for discharged students Promotion portfolios are not required for discharged students

38. Overall ELA and Math Performance (From RASP) Core Course Summary (From TG8C) Overage and/or previously retained students are displayed in red

39. Type ‘D’ to display student biographical info Type ‘C’ to enter a comment for a promotion appeal Recommended Decision and Principal Decision Portfolio Scores and Appeals If disagreeing with recommended decision, enter appeal reason code: Portfolio (Valid Scores Required) Overage/Previously Retained (August Only-Comment Required) Principal Discretion to Retain (Comment Required)

41. Letter # and Letter Status Final Promotion Decision

42. JUPL: June Letter Printing Screen • Schools will release English versions of June retention letters (and summer school letters) from ATS printers using this function in ATS. • Schools can complete multiple releases of the letters as needed. • Summer school letters cannot be printed until a promotion decision is entered. • Schools can back-pack the letters home to families.

43. Select which letters to print (New, all or by ID) Update Mailing Date or Principal Name (To Be Displayed on Letters) Sort by Grade Level or Official Class

44. Parent’s Preferred Written Language Sample June Decision Letter Information about the June promotion decision and additional opportunities for the child to meet promotion standards Letter version

45. ATS Printers • Schools may print June decision letters on any DFS certified ATS printer: • Lexmark T630, T640, T650, X646, X736, X466, X656. • Ensure legal paper is loaded in printers and the default tray is adjusted to accommodate legal paper. • Additional information about releasing printing jobs is available on ATS Print.

46. Translation • If a family’s preferred written language is a language other than English, schools should download and print the corresponding translated version of the letter from the Promotion page. • Parent’s preferred written language is located in the top right corner of the letter. • The letter number is located in the bottom right corner of the English and translated letters. • The June letter key will assist schools in matching English and translated version of the letters. • Schools should send boththe English and translated version of June decision letters home to families.

47. Student Participation in Commencement Ceremonies1 • Elementary school: If a student does not meet promotion requirements in June, the principal and parent can decide together if the student should participate in a moving up or graduation ceremony. • Schools should obtain written consent from parents explicitly stating they understand participation in June graduation or stepping up ceremoniesdoes not meantheir child will be promoted. • Middle school and High School Students: Students may not participate in their school’s moving up or graduation ceremony if they have not met promotion/graduation requirements. 1Especially important for students in articulating grade (5th and 8th) and high school seniors.

48. Overage and/or Previously Retained Provision • In August, principals may recommend promotion for students in grades 3-8 who are overage and/or previously retained who have not yet met their promotion standards. • OA/PR students will appear in red on the August PDEC • To recommend promotion, principals must provide information and evidence of how the students have demonstrated gains on multiple measures of assessment (e.g. standardized assessment scores, classroom assessments, completed student assignments, and teacher observations) • Definitions • Overage: Student is two or more years overage for his/her grade level by December 31 of current school year. • Previously Retained: Student was retained in his/her current, or prior two grade levels. 1Must turn this age by December 31st of the current school year.

49. August Promotion Decision Timeline: Grades 3-81 • 1 Pre-K-2 Promotion decisions are only made in June. • 2Datesare general time frames and may be updated as events relating to promotion decisions are finalized.

50. Parent Appeals • To appeal a promotion decision, parents should submit an appeal in writing to the principal within three days of receiving the August decision letter1. • All parent appeals are addressed first by the principal and then the superintendent (when necessary). • When necessary, the principal submits the promotion portfolio to the superintendent, who: • All appeals are reviewed and evaluated based on the student's promotion criteria • Appeals will be addressed beginning the week of August 27. 1Parents should not be turned away if their appeal is received outside the designated timeframe or is not submitted in writing.