MASTERING THE CALENDAR CHANGE REQUEST PROCESS January 2008 Suleyni Moneró Project Manager for School Calendars Integrated Service Center

2 OVERVIEW  The Process: Calendar Change Request  Six criteria to consider  Impact on State aid  Parent and staff approval of the calendar changes  Conflict with contracts (e.g. SBO Requirements)  Citywide testing conflicts/Avoidance periods  Availability of support services (buses, etc)  6 weeks timeline for the benefit of parents and students  The Calendar Change Request Form  Examples of Types of Request (s)  Early dismissals  Switching professional development and instructional days  Changing date of Parent-Teacher Conferences  Add Instructional days  June Clerical Days/Last day of school  Upcoming enhancements

3 THE CALENDAR CHANGE PROCESS  Obtaining the form  2f f2008  Complete the form  Send form to Project Manager  Preliminary review is completed (Reserve days available, calculations, and policies are reviewed).  The Review Committee process  Notice: Approval/Denial

4 SIX CRITERIA TO CONSIDER  Impact on State Aid  Number of "aidable" days must be at least 182.  Lunch and 37.5 minutes extra requirements  Parent and staff approval of the calendar changes  Avoiding conflicts with contracts (e.g. SBO requirements)  Avoiding Citywide testing conflicts (including Avoidance Periods)  Availability of support services (buses, etc.)  6 weeks timeline for the benefit of parents and students

5 TYPE OF REQUEST:EARLY DISMISSAL (S)  School officials may schedule a limited number of shortened school sessions each semester for parent-teacher or staff conferences.  Schools are required to schedule a certain amount of hours of instruction each day (exclusive of lunch and the 37.5 minutes extra session for targeted students). The amount varies by grade level:  Grades K-6: 5 hours  Grades 7-12: 5.5 hours  If there are too many early dismissals during the course of the year, then SED approval is required, even if the instructional time is made up within the same week.

6 TYPE OF REQUEST: CONSIDERATION RE SWITCHING INSTRUCTIONAL AND PD DAY  If a Citywide Professional Development (PD) day is switched to a new date, that new date becomes non-aidable.  Example: If January 29th (originally the citywide PD day for HS) is rescheduled for February 15 th (originally full instructional day), then February 15 th becomes non-aidable.

7 TYPE OF REQUEST: CHANGING PARENT- TEACHER CONFERENCE DAYS Single Session schools  All afternoon dates should not be rescheduled. Multi-session schools  Schools that include grades with more than one grade level should select one of the set citywide calendar dates. (See Parent-Teacher Conference Calendar). All schools may select dates for evening conferences that are different from those listed Citywide parent-Teacher Conference Days always count as non- Instructional days, on every level and should be reported as such for the purposes of the Period Attendance Report. (ATS report) So… When is the DOE permission not required? ONLY if changing evening Parent Teacher Conferences and/or schools with more than one grade level selecting one of the set citywide calendar dates.

TYPE OF REQUEST: ADDING INSTRUCTIONAL DAYS  Scheduling instructional time on Saturdays and legal holidays is not permitted under the State Education Law.  According to the State Public Policy and Public Officers Law, no instructional time is permitted on Sundays.  Schools in Brooklyn and Queens may not mandate instructional time on Anniversary Day (Brooklyn and Queens day) because that date is a school holiday in those boroughs, according to State Education Law. BK/Q schools may schedule volunteer instructional time for students, but in no case can the date be recorded as instructional.

9 JUNE CLERICAL DAYS  Changes on these days are not recommended since SED promises and delivers scores for the June ½ days, and elementary and MS must send records immediately following those days. Also, an SBO would be needed for any changes. LAST DAY OF SCHOOL  Elementary and Middle schools:  As in past years, and as specified in the school calendar, there will be an early dismissal on the last day of school in elementary and middle schools (Thursday, June 26, 2008). This day should be recorded as a regular day of instruction for purposes of the Period Attendance Report. Attendance must be taken, recorded and reported as part of the average daily attendance.  High Schools  Because Regents Exams end the morning of Wednesday, June 25 th, No students will be in attendance that afternoon, and no regular classes will be scheduled on June 26 th, to allow for rating and end of the year activities.  Attendance must be taken for any students participating in these activities.

10 UPCOMING ENHANCEMENTS…  Online submission for calendar change request  Advantages  Saves time  Convenient

11 FOR MORE INFORMATION Suleyni Moneró (718)