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Overview. Chapter 1: Promotion-in-Doubt (PID) Overview Chapter 2: Reviewing & Correcting Promotion Criteria Chapter 3: ATS Designation (Systems ) Chapter 4: Before You Print Letters Chapter 5: Written Notification Chapter 6: Additional Resources Appendix.

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    1. Overview • Chapter 1: Promotion-in-Doubt (PID) Overview • Chapter 2: Reviewing & Correcting Promotion Criteria • Chapter 3: ATS Designation (Systems) • Chapter 4: Before You Print Letters • Chapter 5: Written Notification • Chapter 6: Additional Resources • Appendix

    2. Chapter 1: Promotion In Doubt Overview

    3. Overview • Chancellor’s Regulation A-501 outlines promotion standards for New York City public school students in grades K through 12, as well as procedures for implementing the promotion policy, including the Promotion in Doubt (PID) process. • The PID process allows schools to formally notify families, in writing, that their child is at risk of not meeting promotion standards and being retained in the same grade for the next school year. This mid-year notification, which occurs in February, enables schools and families to plan for the needed supports and interventions to help students meet promotion standards by June.

    4. Promotion In Doubt Process • Early Notice to Families:Schools give early notice to parents if their child’s performance is not approaching standards at fall parent teacher conferences. • Criteria Checks and Corrections: Schools review student’s promotion criteria in ATS and update where needed. • ATS Designation: Schools identify student’s whose performance is not approaching standards (e.g. ELA, math) as PID. • Written Notice to Families: Schools generate and print PID letters from ATS and mail to families. Schools should notcreate or send their own PID letters. • Continued Notice to Families: Schools update parents regarding their child’s progress towards meeting promotion standards at spring parent teacher conferences.

    5. Promotion in Doubt Timeline

    6. Changes to the PID Process • ATS will now designate PID Letters for all students. • Schools will no longer need to select the appropriate PID letter for ELLs • The definition of English Language School System was updated as well as the function previously used to capture this information, UYRE.

    7. Chapter 2: Review & Correcting Promotion Criteria

    8. Types of Criteria: Grades K-2 • Promotion decisions for students in grade K-2 are made by: • The principal in consultation with the child’s teacher and parent (Grade K). • Made by the principal (Grades 1-2). • Students in grades K-2 have Lower Grade (LGR) criteria.

    9. Types of Criteria: Grades 3-8 • Promotion decisions for students in these grades are made by the principal and superintendent and are based on the student’s promotion criteria. • Students in grades 3-8 have one of 5 criteria: • Standard (STD) • Held to promotion criteria outlined in Chancellor’s Regulation A-501 • Modified (MOD) • Held to promotion criteria reflected in their IEP (by applicable deadline) • Multiple (MLT, ML8, MT8) • Varies by grade level, enrollment in US schools and years of service. • Exempt (EXM) • Not held to promotion criteria in Chancellor’s Regulation A-501 • None (NON) • Students’ whose IEPs specifies they do not participate in state/citywide assessments and specify a modified promotion standard due to the nature or severity of the disability.

    10. Types of Criteria: ELLs Grades 3-7 *Satisfactory performance: Progress observed and recorded throughout the year showing growth and consistent movement along a continuum. **Satisfactory proficiency: Growth in NYSESLAT proficiency levels that is in alignment with the demonstrated classroom growth.

    11. Types of Criteria: ELLs Grade 8

    12. Types of Criteria: Grades 9-12 • Promotion decisions for students in grades 9-12 are made by the principal. They are based on: • Credit accumulation • Successful completion of course work • Maintaining a goal of 90 percent attendance • Students in grades 9-12 have Standard (STD) or None (NON) criteria.

    13. RPCR: Promotion Criteria Report • Beginning in September, schools were asked to begin checking promotion criteria using the RPCR report in ATS to ensure students’ promotion criteria are accurately reflected in ATS • If the information is incorrect, schools should update the information in the source system (e.g. SESIS, CAP, UYRE).

    14. PROFILE 00-0-000 New York City Public Schools 01-12-12 13:39:40 RPCR0100 ATS Report Selection Screen (RPCR) 01287-LLOTITO ==> GRADE K - 12 PROMOTION CRITERIA REPORT SELECTION CRITERIA:(ENTER SPECIFIC CRITERIA, LEAVE BLANK FOR ENTIRE SCHOOL) GRADE LEVEL (E.G.03) (DEFAULT IS ALL): __ GRADE CODE (DEFAULT IS ALL): ___ OFFICIAL CLASS (DEFAULT IS ALL): ___ STUDENT ID : ___ ___ ___ SORT OPTIONS: (ENTER A "Y", DEFAULT IS ALPHA) SORT BY GRADE LEVEL, ALPHA : _ SORT BY GRADE CODE, ALPHA : _ SORT BY OFFICIAL CLASS, ALPHA : _ EMAILID: ____________________ @SCHOOLS.NYC.GOV SUBJ: _______________________ PRINT OPTION: ( ENTER PRINTER INFORMATION ) DOWNLOAD DIST: 000 LOC: 000 PRINTER: 0 HOLD: N ID: EPTW2033 TYP: _ Press F6 to execute F1/Help F2/ F3/Quit-return F4/Lookup F5/ F6/Execut F7/ F8/ F9/Refresh F10/ F11/ F12/Exit The RPCR Report

    15. PROFILE: 00-0-000 ATS NEW YORK CITY PUBLIC SCHOOLS DATE: 01/12/12 USER: LLOTITO GRADE K TO 12 PROMOTION CRITERIA REPORT (RPCR) PAGE: 1 OFF GRD GRD PROMO OVR PRV SPEC IEP LEP STUDENT NAME STUDENT ID CLS CDE LVL CRITERIA AGE RET ED CRI FLG --------------------------- ---------- --- --- --- -------- --- --- ---- --- --- STUDENT 1 101010101 305 130 03 STD STUDENT 2 101010101 203 120 02 LGR Y R STUDENT 3 101010101 011 310 0K LGR STUDENT 4 101010101 300 120 02 LGR STUDENT 5 101010101 015 310 0K LGR STUDENT 6 101010101 503 150 05 STD STUDENT 7 101010101 103 110 01 LGR Y STD Y STUDENT 8 101010101 305 130 03 STD Y STUDENT 9 101010101 303 130 03 STD Y STUDENT 10 101010101 104 110 01 LGR R STUDENT 11 101010101 012 310 0K LGR R STUDENT 12 101010101 104 110 01 LGR R STUDENT 13 101010101 103 110 01 LGR STUDENT 14 101010101 016 310 0K LGR R STUDENT 15 101010101 203 120 02 LGR R STUDENT 16 101010101 105 110 01 LGR STUDENT 17 101010101 303 130 03 STD ATSPROD> The RPCR Report printed to the screen

    16. The RPCR Report in Excel

    17. Correcting ELL Promotion Criteria • Promotion criteria for ELLs is determined by three factors: • Number of years enrolled in a US school system • Qualification for extension of ELL services (grades 3-7) • Status as a Student with Interrupted Formal Education (SIFE) (grade 8 only). • Update: Years enrolled in an English Language School System (ELSS) is now defined as enrollment in US schools, excluding Puerto Rico.

    18. Correcting ELL Promotion Criteria • Updating Enrollment in US Schools (Formerly ELSS) • The redesignedUYREfunction now allows schools to: • View NYC DOE enrollment (calculated in months by ATS) • Add additional months of enrollment • Months of enrollment are accrued on an ongoing basis. • View students’ eligibility for ELA exemption (in relation to state accountability) • View years enrolled in US schools (in relation to promotion criteria

    19. PROFILE 00-0-000 New York City Public Schools 01-12-12 13:57:56 UYRE0100 Months Enrolled Update Screen (UYRE) 01607-LLOTITO ==> PAGE 1 OF 2 GRADE LVL: GRADE CODE: OFFICIAL CLASS: L ***MONTHS** OFF GD E HOM TST PREV ***ENROLL** YRS ELA D STUDENT NAME CLS LV P LNG MOD EXMPT DOE USA TOT ENR EXM ----------------------------------------------------------------------------- _ STUDENT 1 503 05 Y FR 10-11 13 __ 13 1 _ STUDENT 2 404 04 Y SP 10-11 16 __ 16 1 _ STUDENT 3 502 05 Y SP 05 05 10 0 * _ STUDENT 4 503 05 Y TW 11 __ 11 0 _ STUDENT 5 401 04 Y SP 11 __ 11 0 _ STUDENT 6 304 03 Y SP 11 __ 11 0 _ STUDENT 7 600 05 Y SP 22 __ 22 1 _ STUDENT 8 402 04 Y SP 05 __ 05 0 * _ STUDENT 9 305 03 Y SP 17 02 19 1 _ STUDENT 10 402 04 Y SP 10-11 12 __ 12 1 _ STUDENT 11 305 03 Y SP 05 __ 05 0 * _ STUDENT 12 401 04 Y SP 33 10 43 3 MAKE CHANGES TO USA ENRL AS REQUIRED. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit UYRE update screen

    20. Correcting SWD Promotion Criteria • Promotion criteria for SWD is established during IEP conferences and reflected in their IEPs. • Students with existing IEPs will be held to the promotion criteria reflected in their IEP on January 31, 2012. • Students who were initially referred to special education after January 31 and students with existing IEPs who transferred into a NYC DOE school after January 31 will be held to the criteria reflected in their IEP on May 20, 2012.

    21. Correcting SWD Promotion Criteria • The Troubleshooting SESIS IEPs Not Recorded in CAP page contains guidance to assist schools in identifying and troubleshooting IEPs that are not transferring from SESIS to CAP.

    22. Chapter 3: ATS Designation

    23. UPID: Update Promotion In Doubt • Schools should identify students who are not on target to meet their promotion standards and are in danger of being retained in their current grade for the following year. • PID Area(s): • Grades K-2: No subject area designation. • Grades 3-7: ELA and/or math. • Grade 8: ELA, math, science, and/or social studies. • Grades 9-12: Credit accumulation, coursework, and/or Attendance. • School now enter ‘Y’ in the P I D column on the UPID screen to identify students who are Promotion in Doubt. • Schools enter ‘X’ in the ELA, MAT, SCI, SOC, CR, CW, AT fields as required

    24. PROFILE 00-0-000 New York City Public Schools 01-12-12 14:17:27 BIOG0665 Update Promotion In Doubt (UPID) 01387-LLOTITO ==> PAGE 4 OF 76 GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: N STUDENT ID: P OFF GD PRM I LTR D STUDENT NAME CLS LV CRI ATT D LT ELA MAT SCI SOC STA ----------------------------------------------------------------------------- _ STUDENT 1 401 04 STD 100 _ 05 _ _ _ _ _ STUDENT 2 302 03 STD 96 Y 05 X _ _ _ NEW _ STUDENT 3 505 05 STD 96 _ 05 _ _ _ _ _ STUDENT 4 106 01 LGR 97 Y 01 _ _ _ _ NEW _ STUDENT 5 403 04 STD 96 _ 05 _ _ _ _ _ STUDENT 6 100 0K LGR 100 _ 01 _ _ _ _ _ STUDENT 7 103 01 LGR 88 _ 01 _ _ _ _ _ STUDENT 8 016 0K LGR 91 _ 01 _ _ _ _ _ STUDENT 9 103 01 LGR 100 _ 01 _ _ _ _ _ STUDENT 10 504 05 STD 96 _ 05 _ _ _ _ _ STUDENT 11 304 03 STD 100 _ 05 _ _ _ _ _ STUDENT 12 403 04 STD 84 Y 05 X X _ _ NEW Make changes to PID as required. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit UPID for Grades K - 8

    25. PROFILE 00-0-000 New York City Public Schools 01-12-12 14:23:34 BIOG0665 Update Promotion In Doubt (UPID) 01387-LLOTITO ==> PAGE 1 OF 298 GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: N STUDENT ID: P OFF GD PRM I LTR D STUDENT NAME CLS LV CRI ATT D LT CR CW AT STA ----------------------------------------------------------------------------- _ STUDENT 1 100 09 STD 99 _ 13 _ _ _ _ STUDENT 2 101 09 STD 96 _ 13 _ _ _ _ STUDENT 3 102 09 STD 58 _ 13 _ Y Y NEW _ STUDENT 4 103 11 STD 99 _ 13 _ _ _ _ STUDENT 5 104 09 STD 91 _ 13 _ _ _ _ STUDENT 6 205 10 STD 82 _ 13 _ _ _ _ STUDENT 7 106 09 STD 28 Y 13 Y YY NEW _ STUDENT 8 107 09 STD 55 _ 13 _ _ _ _ STUDENT 9 108 09 STD 66 Y 13 _ Y Y NEW _ STUDENT 10 209 10 STD 91 _ 13 _ _ _ _ STUDENT 11 310 11 STD 72 _ 13 _ _ _ _ STUDENT 12 211 10 STD 88 _ 13 Y _ _ NEW Make changes to PID as required. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit UPID for Grades 9 - 12

    26. Chapter 4: Before You Print Letters

    27. BIOU: Update Students’ Addresses • As needed, schools should update student’s addresses to ensure receipt of PID letters. • Proof of residence is required and can be verified by any two of the following: • A residential utility bill (gas or electric) in the resident's name. • Documentation or letter on letterhead from a federal, state, or local government agency indicating the resident’s name and address. • An original lease agreement, deed or mortgage statement for the residence. • A current property tax bill for the residence. • A water bill for the residence; must be dated within the past 60 days. • Official payroll documentation from an employer. • Schools should update ATS, as well as internal documents.

    28. PROFILE 08-X-405 New York City Public Schools 01-12-12 14:31:51 BIOG0500 Update Student (BIOU) 01387-LLOTITO ==> STUDENT ID: 101 010 101 ACP FLAG: SSN: _________ LAST NAME: LASTNAME_____________________ FIRST: FIRSTNAME____________________ MIDDLE: _______________ DOB: 00 / 00 / 00 SEX: M PROOF OF BIRTH: 1 CERT #: 12345678912_ POB CODE: 65 HOME DIST: 00 HOME BORO: 0 NON-RES TUITION: _ HOUSING ST: P UNAC YOUTH: _ HOUSE NO: 1230____ STREET: ZEREGA AVENUE_______________ APT NO: B2__ CITY: BRONX______________ STATE: NY ZIP: 10462 ____ GEO CODE: 88 ADDR STAT: V E-MAIL: _________________________________________ PHONE: 718 918 1820 HOME LANG: UD ETHNIC ST: 4 HISPANIC: _ RACE: _ MEAL CODE: A HEALTH ALERT: U HEALTH INS: B IMMUN: C RECS RECEIVED: _ ADMIT CODE: 57 ADMIT DATE: 07 / 02 / 00 STATUS: A ADMIT REASON: ZO DATE ENTERED NYC SCHOOL SYSTEM: 00 / 00 / 00 UPDATE ADLT ADDR: Y SCHOOL LOCATION: BORO DIST SCHOOL GRADE GR LVL OFF CLASS CURRENT: 0 00 000 000 00 000 PREVIOUS: 0 00 000 Make changes to this data as required. F1/Help F2/Save F3/Quit-return F4/Lookup F5/Cont F6/ F7/ F8/ F9/Refresh F10/Vrfyaddr F11/Mail addr F12/Exit BIOU

    29. UPPG: Update Parents’ Preferred Written Language • As needed, schools should use this screen to update the preferred languages in which the adults in a student’s household want to receive oral and written communication.

    30. PROFILE 00-0-000 New York City Public Schools 01-12-12 14:36:23 UPPG0100 Update Parent's Preferred Languages (UPPG) 01387-LLOTITO ==> PAGE 2 OF 70 SCHOOL: 000 GRADE: OFFICIAL CLASS: LIMIT TO AUTH 01 AND 02: Y AU RL SPK WRT NAME STUDENT ID GRD LV O.C PARENT/GUARDIAN CD CD LAN LAN ----------------------------------------------------------------------------- STUDENT 1 101 010 101 180 08 801 PARENT 1 01 02 NO NO STUDENT 2 101 010 101 SSU PARENT 2 01 01 NO NO STUDENT 3 101 010 101 160 06 602 PARENT 3 01 02 NO NO PARENT 4 01 01 NO NO STUDENT 4 101 010 101 961 08 808 PARENT 5 01 01 NO NO STUDENT 5 101 010 101 963 07 709 PARENT 6 01 01 NO SP PARENT 7 01 02 NO SP STUDENT 6 101 010 101 963 08 809 PARENT 8 01 01 BG BG PARENT 9 01 02 BG BG STUDENT 7 101 010 101 170 07 701 PARENT 10 01 01 NO NO STUDENT 8 101 010 101 180 08 801 PARENT 11 01 01 BG BG PARENT 12 01 02 BG BG Make changes to this data as required F1/Help F2/Save F3/Quit-return F4/Lookup F5/ F6/ F7/Back F8/Forw F9/Refresh F10/ F11/ F12/Exit UPPG

    31. ATS Printers • Schools may print PID letters on any DFS certified ATS printer: • Lexmark T630, T640, T650, X646, X736, X466, X656. • Ensure legal paperis loaded in printers and the default tray is adjusted to accommodate legal paper. • Additional information about releasing printing jobs is available on ATS Print. • CFN Technology Liaisons can help schools manage their printing by monitoring and re-routing print jobs using DFS.

    32. Chapter 5: Written Notification

    33. PIDL: PID Letter Printing Screen • Schools release English versions of PID letters from ATS printers using PIDL. • PIDLwill be available Tuesday January 17,2012 • Schools can complete multiple releases of PID letters as they identify and/or update students’ PID status. • The deadline for parents to receive written notification of their child’s PID status is Wednesday, February 15, 2012.

    34. PROFILE 00-0-000 New York City Public Schools 01-13-12 07:47:40 BIOG0670-TEST-T Promotion-In-Doubt Letters (PIDL) 00038-LLOTITO ==> Promotion-In-Doubt Letters ----------------------------------------------------------------------------- SELECTION CRITERIA: NEW STUDENTS/LTR NEVER PRINTED: Y ALL LETTERS: N STUDENT ID: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ GENERATE ILOG ENTRY (Y/N): Y MAILING DATE: 01 / 18 / 2011 UPDATE PRINCIPAL NAME : JOHN SMITH__________________ SORT OPTIONS (ENTER "Y", DEFAULT IS ALPHA) GRADE LEVEL, ALPHA: _ OFFICIAL CLASS, ALPHA: _ PRINT OPTION: ( ENTER PRINTER INFORMATION ) DIST: 000 LOC: 000 PRINTER: 0 HOLD: H Press F6 to execute F1/Help F2/ F3/Quit-return F4/Lookup F5/ F6/Execut F7/ F8/ F9/Refresh F10/ F11/ F12/Exit PIDL

    35. PROFILE 00-0-000 New York City Public Schools 01-12-12 14:17:27 BIOG0665 Update Promotion In Doubt (UPID) 01387-LLOTITO ==> PAGE 4 OF 76 GRADE LVL: GRADE CODE: OFFICIAL CLASS: MISSING ONLY: N STUDENT ID: P OFF GD PRM I LTR D STUDENT NAME CLS LV CRI ATT D LT ELA MAT SCI SOC STA ----------------------------------------------------------------------------- _ STUDENT 1 401 04 STD 100 _ 05 _ _ _ _ _ STUDENT 2 302 03 STD 96 Y 05 X _ _ _ PTD _ STUDENT 3 505 05 STD 96 _ 05 _ _ _ _ _ STUDENT 4 106 01 LGR 97 Y 01 _ _ _ _ PTD _ STUDENT 5 403 04 STD 96 _ 05 _ _ _ _ _ STUDENT 6 100 0K LGR 100 _ 01 _ _ _ _ _ STUDENT 7 103 01 LGR 88 _ 01 _ _ _ _ _ STUDENT 8 016 0K LGR 91 _ 01 _ _ _ _ _ STUDENT 9 103 01 LGR 100 _ 01 _ _ _ _ _ STUDENT 10 504 05 STD 96 _ 05 _ _ _ _ _ STUDENT 11 304 03 STD 100 _ 05 _ _ _ _ _ STUDENT 12 403 04 STD 84 Y 05 X X _ _ PTD Make changes to PID as required. F1/Help F2/Save F3/Quit-return F4/ F5/ F6/ F7/ F8/Forw F9/Refresh F10/ F11/ F12/Exit UPID after printing letters

    36. 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 PID web 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 PID letter key will assist schools in matching English and translated version of the letters. • Schools should mail boththe English and translated version of PID letters.

    37. Chapter 6: Additional Resources

    38. Principals’ Portal • The ATS Wiki provides detailed information pertaining to ATS functions and fields. • www.tinyurl.com/ATSwiki • The PID Page on the Principals’ Portal contains pertinent information relating to the PID process: • www.tinyurl.com/PrinPortalPID • PID Guide • PID Letter Key • Promotion Timelines • Grades K-8 • Grades 9-12 • Translated PID Letters

    39. Appendix

    40. Appendix • ATS Wiki: www.tinyurl.com/ATSwiki • Chancellor’s Regulation A-501: http://docs.nycenet.edu/docushare/dsweb/Get/Document-24/A-501.pdf • Network Promotion Point Spreadsheet: http://intranet.nycboe.net/NR/rdonlyres/44171A75-D382-4742-AF5A-41137AE0CB95/0/NetworkPromotionPointPeopleUpdatedNov82011.xls • PID Guide: http://intranet.nycboe.net/NR/rdonlyres/2AB82DA5-F810-465A-BC49-F49BA04ABA82/0/PIDGuideforPPortal1212.pdf • PID Letters: http://intranet.nycboe.net/NR/exeres/0347851E-A76E-4C06-8222-6C7D7EF2A8E7,frameless.htm?NRMODE=Published • PID Page: http://intranet.nycboe.net/DOEPortal/Principals/SchoolSupport/SchoolOperations/Promotion/PromotioninDoubtProcess/default.htm • Promotion Timelines • Grades K-8: http://intranet.nycboe.net/NR/rdonlyres/2DD06B57-8586-48A4-A914-9AE11E95330D/0/K8TimelineUpdated122011.pdf • Grades 9-12: http://intranet.nycboe.net/NR/rdonlyres/76D9ACA5-F777-4663-B5A5-91FA2AEC3076/0/912Timeline122011.pdf • Sample PID Letter: http://authoringportal.nycboe.net/NR/rdonlyres/23B43724-81E5-4F7E-9434-35D79DEDC229/0/SamplePIDLetter.pdf • Trouble Shooting SESIS IEPs not recorded in CAP: http://intranet.nycboe.net/SpecialPopulations/SESIS/GettingHelp/Troubleshooting.htm • WebConnect Internal URL: https://wc.nycenet.edu/