2017 2018 High School Admissions Workshop for High

2017 -2018 High School Admissions Workshop for High School Administrators December 2017

Before We Begin § Connect to this school’s wireless: § SSID: ncpsp § Password: 450 D 784003@RACKID 78 Q 450 § Proxy: proxy. nycboe. org/proxy. pac § Pair up to do the Warm Up Activity – page 1 only § Open NYC School Finder (schoolfinder. nyc. gov) on your phone!

Agenda Part I § Shared Objectives for Admissions | Warm Up Activity § Equity and Excellence for All | Brainstorming and Recruitment § Admissions Data, Reminders, and Register Projections § Updates Part II § Process Timeline § Program Change Requests and Directory Update Process § How Offers are Determined § SEMS Overview and Excel Best Practices § Contacts and Resources

Part I

Shared Objectives for Admissions § Match students to one of their application choices as early in the process as possible § Ensure schools are effectively managing decisions regarding their applicant pools § Support families in their efforts to develop a thoughtful application that reflects true student preference § Maximize access to high-quality schools and programs for all students § Reinforce transparency around admissions practices § Uphold process in all student/family communications § Ensure access for students with disabilities and English Language Learners

Supporting Families | Warm Up “Rare is a 13 -year-old equipped to handle the selection process alone. The process can become like a second job for some parents as they arm themselves with folders, spreadsheets and consultants who earn hundreds of dollars an hour to guide them. But most families in the public school system have neither the flexibility nor the resources to match that arsenal. ” The Broken Promises of Choice in New York City Schools, New York Times, May 5, 2017 “Time is an often-unacknowledged obstacle for families applying to New York City schools. A study of the NYC high school process found that the high school application process requires a time investment of, at a minimum, 25 to 72 hours. ” Equity and Excellence for All: Diversity in New York City’s Public Schools, NYCDOE, June 6, 2017 “xx High School, a popular high school, was not present at the Citywide or Borough fairs…it has been difficult to register students for open houses…it has been difficult to register for test dates at XX…this was the worst year yet for open houses; all dates filled up immediately. ” Members of the NYC High School Application Advisory Committee, Fordham Law School, October 2017

Equity and Access for All – Diversity Plan, June 6, 2017 “The New York City Department of Education is committed to supporting learning environments that reflect the diversity of New York City. We believe all students benefit from diverse and inclusive schools and classrooms where all students, families and school staff are supported and welcomed. This work is essential to our vision of Equity and Excellence for all NYC students. ” § Eliminate “limited unscreened” as a high school admissions method and replace with admissions methods that will promote greater diversity. § Develop strategies to increase access to screened schools for all students, especially high-needs students § Streamline the formal mechanisms for families to learn about school options and apply § Expand Diversity in Admissions pilots

Turn & Talk | Brainstorming Activity What are improvements that you’ve considered for your school’s process? OR What would you like to explore for your school’s process?

Recruitment is About… § Broadening and deepening your applicant base and ensuring informed families apply § Consistent recruitment is the best way to ensure your school has enough applicants to meet your targets § Matching students early in the process (our shared objective) § Schools need to focus on recruitment for general education students and students with disabilities § Marketing a shared vision to generate buy in and develop a cohesive school culture § Inclusivity – recruitment is not just for general education students, it is about students with disabilities, students with accessibility needs, and English Language Learners as well

Recruitment Best Practices Handout Summer Analyze & Plan January & February Prepare • Make a targeted recruitment plan • Rank students in My. Schools according to your admissions method • Enhance marketing materials • Plan for Round 2 recruitment, if necessary • Translate all marketing materials • Update school page for the next edition of the Directory • Complete Fall Recruitment Events survey from OSE Spring September Prepare Showcase • Send staff to the Round 2 HS Fair in March • Revise recruitment plan with your school community • Invite students with offers to school orientation or school events • List opportunities to demonstrate interest on website • Plan optional summer bridge program for students with offers • Schedule interpretation services • Send staff to the Borough HS Fair June Analyze Fall Showcase • Hold multiple opportunities for families to visit your school • Send staff to the Borough HS Fair in October • Invite new students to optional summer program • Download final “Applicants to My School” lists for recruitment analysis and planning • Talk to your stakeholders for feedback on materials

Recruitment Best Practices Activity q Take inventory of the handout: § W = What your school does well § NI = What you’ve tried, but maybe Needs Improvement § ? ? = What you haven’t yet tried q Each share one “W” at your table

Recruitment Best Practices Summary q Make a targeted recruitment plan q Make recruitment a school-wide culture-building activity, and leadership activity for students q Prepare your staff for recruitment – practice the elevator pitch q Utilize middle school alumni at your school for recruitment q Showcase your school as much as possible (be opportunistic!) q Follow up with students / families who visit q Outreach to students / families right when offer letters go out q Offer spring tours or spring orientation for students with offers. Summer tours? q Ensure tone of all staff is welcoming. In addition: § Provide printed admissions materials in translation

Diversity in Admissions Pilot § Requests are considered on a rolling basis § To be considered for the 2019 NYC High School Directory, conversations should be happening now § Factors for consideration § Geographic structures § Academic factors § Socio-economic factors using averages for NYC § Proposal questions § Objectives and intended outcomes § What factors would you change § Changes to recruitment strategies § Programming accommodations to support students admitted through pilot § SLT and Superintendent written approval

2017 Data Summary: Programs Objective: Utilize prior year admissions process data, including demand, ranking behavior, and match outcomes, to prepare for the coming year’s process. §Current list of programs in 2018 NYC High School Directory §Comparative applicant data (2017 vs. 2016) §Total applicants and total 1 st – 3 rd choice applicants §Total distinct applicants to gauge demand

2017 Round 1 Outcomes §This is presented to help size your applicant pool §Schools should not tell students or families where to rank them on the HS Application §Excludes Specialized programs (ASD, ACES, BSE)

2017 Round 2, Appeal, and Final Match Outcomes

Zone Summary § Unmatched zoned students that did not apply in Round 1 may be assigned. This presents an opportunity to fill earlier in the process. § Students in your zone can still apply in Round 2 or Appeal in June.

2018 Preliminary Targets § Seat target is the number of students ideally entering in the fall § Match target is the number of offers (seat target accounting for historical show -up rates) § This is separate from the projections process.

2018 SWD Targets § The percentages below generate SWD seat targets for the 2017 -18 process. § These are students who receive special education services for more than 20% of their academic program, as indicated on their current IEP. § Average of last two years of showup rates will generate your match targets. § GE and SWD show-up rates are calculated and applied separately. Borough 2018 SWD % For Targets M 17. 0 X 21. 5 K 17. 5 Q 16. 5 R 20. 5

Seat and Match Target Math Example

January Match Target Email §This email will reflect any feedback you provide now §You can give additional feedback after you receive this email §The email contains a current Round 1 demand summary

Ranking and Student Information § Students match as: § General education students (“GE” or “GE-SETSS” on PCL); or § Students with disabilities – SWD (“SE” on PCL) § SWD admissions targets include students with disabilities who receive special education instructional services for more than 20% of their academic program. § Schools should rank at least four times (4: 1) as many applicants as each program’s match target (GE and SWD) in order to fill seats (Screened; Audition; Ed. Opt. 50% ranked). § Only Screened for Language programs will be able to see ELL-specific information such as LEP status, ELL Level, or Home Language. § No school may deny admission, registration, or enrollment to a student based on ELL status or perceived ELL status.

Insufficient Ranking – Screened and Audition § If you rank every application, you won’t match more than the number of students set as your match targets § Screened and Audition programs that do not rank enough applicants to meet 90% of their GE or their SWD match target will have students placed based on a composite score of grades and test scores: § Audition programs should rank all students who audition. If provided on the PCL, Audition programs will have students placed based on Audition Score § Remaining 10% of match target will be included in Round 2 Selection Criteria Component Description Weight 7 th Grade June report card subject area grades Average of four core course grades 60% 7 th Grade State ELA exam Proficiency score 20% 7 th Grade State math exam Proficiency score 20%

Reminder: Prohibited Practices § Requiring students or their families to bring in or submit academic information outside of what is expected to be evaluated through SEMS (e. g. requiring 8 th grade progress report for a current 8 th grade student, attendance report, student resume) § Requiring recommendations from teachers, counselors, or others § Evaluating a person who is not the student applicant § Give priority based on status or office § Requiring students or families to participate at multiple events to demonstrate interest or participate in an assessment § Making a verbal or written commitment via letter of assignment to accept any student for enrollment who has not been assigned or referred through an admissions process or through OTC placement

Reminder: Comptroller’s June 2013 Audit § Schools must comply with the records retention policy as outlined in: § Chancellor’s Regulation A-820 § NYSED Records Retention and Disposition Schedule ED-1 § All materials pertaining to admissions, including copies of applications and rubrics for ranking, must be retained for multiple years: § 3 years for students who do not enroll § 6 years for students who do enroll § Longer than the above retention period for students who are the subject of pending litigation or FOIL requests § Every school with Screened and/or Audition programs that require applicants to be ranked must have a clear rubric on record and available for public review. These rubrics will be subject to review by the NYCDOE Office of Auditor General.

Register Projections

Register Projections: Definition § Register Projections are: § Estimates of the number of all students that will be on register at a school on October 31, 2018. § Used to determine initial budget allocations for the 2018 -19 school year. § Register Projections are not: § A mechanism to increase or decrease the size of your school § Seat targets are done through the admissions process – this is how you adjust the size of your school over time. § Program changes are done through the Program Change Request process § A mechanism to change the type of students currently at your school § e. g. change the number of SWDs or their service categories § Questions? § projections@schools. nyc. gov

Register Projections: Timeline Date Event December 8 Initial Projections posted on Register Projection Site (RPS) Until January 5 Principals review projections and agree, or submit an Appeal January 8 – 18 Preliminary review by Office of Student Enrollment (OSE) January 19 – February 14 Reviews by FSCs February 15 – 27 Final review by OSE February 28 – March 6 Final Review by the Office of District Planning March 13 Post Final Projections in RPS March 16 Final Projections shared with Budget

HS Admissions Updates § Directory page admissions data improvements: § Offer rates for each priority group § Selection criteria actual ranges § We have, as much as possible, allowed only numeric grades in SEMS! § Guaranteed offers to unmatched students in Round 1 § Changes to the 2019 NYC High School Directory (next slide)

Part II

Key Process Dates for Students Entering 2018 Date December 2017 Activity • • January 2018 • • • Principals receive 2017 -18 Admissions Summaries with preliminary match targets – feedback period Middle School Counselors enter application data – Program Candidate Lists (PCLs) populate Early – Match targets and demand summary emailed Deadline for target feedback AND to rank/prioritize students on the PCL is January 19, 2018 Communication to schools that have ranked insufficiently February • Audit of school rankings (by Office of Auditor General) March • • • Round 1 results released (High School Application and Specialized High Schools) Notification of Round 2 participation and targets (GE/SWD) Round 2 Fair Round 2 ranking deadline May • • Round 2 results released Appeal process begins June • • Appeal results released Last chance for Opt-Out / Remain in Current School before list notice •

Round 2 § Round 2 begins once Round 1 results are released § Schools will be notified by us if they have availability for Round 2 § You are always welcome to reach out in February to see if your school will be in Round 2 § Availability is advertised by GE and SWD § Be sure to check the Round 2 list for your school immediately § Make every effort to participate in the Round 2 Fair § Audition programs or Screened programs with additional requirements (e. g. interviews) should be sure to offer them during Round 2

Key Process Dates for Students Entering 2019 Date Activity December 2017 • Program Change Request Survey (PCRS) – add or delete programs, change admissions method due December 22, 2017 January 2018 • Notification of PCRS decisions • Directory Update Survey (DUS) – school page for HS Directory edit period for all schools – due January 19, 2018 • Review final DUS information before print: • PCRS decisions • Accountability data from the Office of Academic Policy • Course offerings: Advanced Placement and Foreign Language • PSAL data • Rubric selection criteria confirmation/change (screened/audition/Ed Opt) • Selection criteria ranges • Demand data • Audition dates

Program Change Requests § Changing your school’s program structure § If adding a program, is there a demonstrated need for this program at this school? Do you have the resources and expertise to support a new program? Is your borough already saturated with these types of programs? § If you are deleting a program, how are you re-allocating the seats? Is there low demand among applicants for this program to support your request? § Changing Admissions method § Is your admissions method hindering the ability for your program to fill? § Limited Unscreened schools must choose a new admissions method § New 10 th Grade Seats – email Amy Basile directly

How Offers Are Determined

Round 1 Demand

What is on your PCL

From PCL to Offer: Program with Priority Groups

From PCL to Offer: Lottery Numbers or Rankings Determine the Order Applicants Receive Offers § Student preferences then determine which applicants are matched in lottery order and by Priority Group. In other words: § Applicants may match to their first choice. § Applicants may match to their second choice. § Applicants may match to any other

From PCL to Offer – Remaining Applicants Receive Offers Up To Target Limits

From PCL to Offer: Unscreened § There is no “ranking” which means there is no order for offers based on your actions on your PCL. § Lottery numbers determine the order applicants receive offers. § Student preferences determine which applicants are matched in lottery order. § Remaining applicants receive offers up to target limits. § Final matches are a representation of your applicant pool. § Applicant pools may skew high or low in terms of student academic ability.

From PCL to Offer: Educational Option § Seats are reserved for students who are High (16%), Middle (68%), and Low (16%). § Schools can use numeric rankings to determine the order applicants receive offers, for up to 50% of the seats (schools see academic information). § Any numeric ranking program requires a rubric and transparency. § Lottery numbers determine the order applicants receive offers in at least 50% of seats. § Student preferences determine which applicants are matched. § Offers made up to target limits, or

Contacts and Resources § High School Admissions: § HSEnrollment@schools. nyc. gov § Amy Basile - ABasile 2@schools. nyc. gov § Samuel Daunt - SDaunt@schools. nyc. gov § Julie Schuler – JSchuler 2@schools. nyc. gov § Visit the SEMS Website § Visit the Principals’ Portal § Register Projections § projections@schools. nyc. gov § Visit the RPS Home Website § Contacts for Families § 718 -935 -2399 § schools. nyc. gov/Subscribe

Appendix

Recruitment Best Practices § Review HS Directory Page (and recruitment materials, if available) § Do the materials convey what you just conveyed? § Key word search your distinguishing features in School Finder? § How many other schools use the same terminology? § How can you make your school more distinct? § Do families know which program to put on their application?

Register Projections • Projections calculations start with the October 31 st register from this year and last year • Projections are broken down by grade into a Fair Student Funding (FSF) category: • • • General Education (GE) Students Full-Time ICT (ICT) Full-Time SC (SC) Part-Time (PT) Single Service (SG or SETSS) District 75 Inclusion (done by District 75 office) School Year 2016 -17 2017 -18 Enrolled Students 71 57

Register Projections: Calculations – Incoming Grade • For all incoming grades (grades K, 6, and 9 for most schools) and Transfer Schools, the projection for next year is equal to current enrollment for general education (GE) and special education students (SWD) • There are currently 40 GE students in Kindergarten. We’re projecting another 40 next year. • There are currently 10 ICT students in Kindergarten. We’re projecting another 10 next year.

Register Projections: Calculations – GE • For general education (GE) students, we look at the percentage of students that articulated from one grade to the next (articulation percentage): • We see here that a class grew from 50 students in 2 nd grade to 65 in 3 rd grade. That’s a 130% articulation percentage from 2 nd to 3 rd grade.

Register Projections: Calculations – GE (cont) • Next, we apply that articulation percentage to each current grade level, to estimate next year’s grade level: • From last year to this year, 2 nd grade grew by 130% going into 3 rd grade (articulation percentage) • Let’s apply that 130% to this year’s 2 nd grade to get the 3 rd grade projection for next year. • 70 * 130% = 91

Register Projections: Calculations – SWD • For all special education (ICT, SC, PT, and SETSS) students, we look at the current number of students in each category and assume they will be promoted to the next grade (grade bump). • There are currently 5 SC students in 2 nd grade. We’re projecting these students to go into 3 rd grade next year. • The 8 SC 3 rd graders from this year are projected for 4 th grade next year

HOW THE SYSTEM MATCHES STUDENTS

Supporting Families | Events "It's a relief that you're getting to ask these questions in front of the school you want to go to, " she said. "It's like, 'oh wow, they have these programs they want to go to. ' It's like, okay I can finally put this on my list. ” "It’s a zoo, it’s crowded, it’s hot, " It’s Time to Apply to High School in New York City, WNYC, September 17, 2017

Proposal 3 b: Streamline School Tours, Open Houses, and Registration for School-Based Assessments and Auditions § Hold open houses in the Spring § Hold building-wide open houses § Accommodate the maximum number of attendees § Phone “office hours” § Hold open houses and tours at the same time each week throughout Fall § Hold open houses on the weekends § Virtual school tour

Common Audition Components § A select group of schools have programs that offer common audition components, indicated by the ☆ icon in each program grid. § These programs were advertised on page 26 of the Directory. § The common audition components are on page 27 of the Directory. § A note next to an Audition program’s Admissions Method added in NYC School Finder. § Audition* filter in the Online HS At A Glance. § If you are interested in participating, consider: § Would this help messaging to parents and students? § Would this reduce work load? § Would this help students be better prepared for auditions at your school?

From the 2018 NYC High School Directory

Register Projections: Review and Feedback § The methodology cannot capture every circumstance § Principal review is very important § In order to account for this, OSE may adjust projections based on: § One-time effects of a closure or consolidation § This was already applied for closures and consolidations announced last year § We may make additional adjustments as closures and consolidations are announced this year § Feedback from the Office of District Planning § Admissions process results § Feedback that includes other available meaningful data that will help improve our process is always welcome! Email projections team at projections@schools. nyc. gov