Planning Interview Procedures
The purpose of the planning interview is to ensure that students who leave school prior to being granted a diploma are provided with counseling, guidance and information concerning their current and future educational options. It should be understood that prior to the planning interview and during the course of the planning interview, school staff should make every effort to assist students to remain in school or continue their education in a program that will lead to the attainment of a diploma. A planning interview must be conducted for all students who are being discharged with codes: 02, 35, 38, 39 and 43.
▼
Outreach Efforts to Retain Students in School
Every effort is to be made to support and encourage students to remain in school and to earn a high school diploma. It is important that school staff are aware of the following:
• Students in New York City public schools have the right to stay in school until the end of the school year in which they turn 21 or until they receive a regular high school diploma, whichever comes first. • Students who do not complete graduation requirements in four years may remain in school until they
receive a regular diploma or until the end of the school year in which they turn 21.
• Students under the age of 21 may not be transferred (except in accordance with Chancellor’s Regulation A-450 on involuntary transfer) or discharged from a regular diploma granting high school program due to age, minimal number of high school credits or poor attendance and should be encouraged to remain in school.
In addition, if a student is considering attending a GED program, it is important to provide the student with an assessment of whether that choice is a realistic option for the student. It is important that schools monitor students’ academic and attendance records in order to determine trends which identify students who are at risk of dropping out. When a student is judged to be at risk, the school must make an active, documented effort to assist the student in resolving problems impeding his/her progress. The school must attempt to contact the student and parent/guardian by making telephone calls, mailing letters and arranging home visits by attendance personnel.
▼
Guidelines for the Planning Interview
A planning interview is a mandated conference conducted by the school counselor, assistant principal or principal with the student and parent/guardian. The planning interview has a number of purposes: • to provide an accurate assessment of the student’s progress towards graduation;
• to determine the reason for the student’s absence or desire to leave school and to try to assist the family and the student in developing a plan for his or her completion of high school;
• to explore the actions the school can take to facilitate the student’s continued progress towards obtaining a high school diploma e.g., changes in the student’s educational program, referral to another DOE school or program, referral to the Committee on Special Education and/or referral to a social service agency or community based organization;
• 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 to the student and parent the right of the student to re-enroll in school through the age of 21.
If the student still wants to leave, the guidance and planning interview team should assist the student with making a transition to a new school or program, including one outside the DOE.
▼
Discharge/Transfer Codes that Require a Planning Interview
Students who are discharged or transferred under the following codes must have a planning interview before the discharge/transfer is effectuated.
*Or student has completed the school year in which he/she turned 17 years of age and has fewer than 17 credits and written permission from parent/guardian to transfer to a GED program, or completed the school year in which he/she turned 17 years of age and is an emancipated minor, parent or is employed full time.
▼
Scheduling the Planning Interview
The counselor schedules the interview and notifies the student and parent/guardian of the date of the planning interview by sending a letter (see attached Planning Interview Letter #1), in the home language wherever possible, to the student’s last known address, at least ten days in advance. Prior to scheduling a planning interview, the school must have documentation of previous guidance interventions.
The letter must specify the following:
• the reason for the planning interview;
• an invitation to meet with the school counselor to discuss the student’s educational options; • the date, time and location of the conference;
• the name and telephone number of the school contact person and the procedure for rescheduling the conference.
The Notice of Student’s Rights must be attached to Letter # 1
▼
Conducting the Interview
The school counselor is to conduct the planning interview. If the counselor is unable to conduct the planning interview, the principal or assistant principal responsible for transfer and discharges will conduct the planning interview. A member of the special education staff must also attend the conference (e.g., related service provider, psychologist, special education teacher) if the student has an Individualized Educational Program (IEP) (i.e., is attending a special education program or receiving special education services). If the parent/guardian does not speak English, the school is to provide an interpreter wherever possible and conduct the interview in the home language.
The student and parent/guardian are to be informed orally and in writing of the student’s right to continue or re-enroll in the same school or another Department of Education school or program until the age of 21. Written notification of these rights, including a list of alternative options must be given to the student and parent/guardian during the conference (see attached Planning Interview Information Packet).
If the student and parent/guardian decide that the student will not remain in a Department of Education school or program, the parent/guardian must provide written consent for the student’s discharge/transfer (if the student is 18 years old or older he/she may provide written consent on their own behalf). The
C O D E DESCRIPTION
02 STUDENT AGED 16 OR 17 WHO HAS OBTAINED A FULL- TIME EMPLOYMENT CERTIFICATE
35 STUDENT ALREADY 17 YEARS OF AGE WHO HAS ENTERED MILITARY SERVICE
38* STUDENT 18 YEARS OF AGE ENROLLED IN PART-TIME DOE GED PROGRAM
39 STUDENT WHO HAS COMPLETED THE SCHOOL YEAR IN WHICH HE/SHE TURNED 17 YEARS OF AGE YEARS OF AGE WHO VOLUNTARILY WITHDRAWS FROM SCHOOL
written consent is documented by the parent (or the student over 18) signing the Planning Interview Form. Following completion of the meeting, the parent and student are to be provided with:
• Planning Interview Form,
• Planning Interview Information Packet, • Student’s transcript,
• Planning Interview Letter for Students Receiving Special Education Services (see attached) for all students receiving special education services indicating the parent and student attended the meeting and informing them of their additional rights. The discharge/transfer date for these students must be at least ten (10) school days from the date of the meeting.
Once the planning interview is fully executed at the school, the transfer/discharge transaction can be entered in the ATS system (refer to Processing the Transfer/Discharge). If the student is to transfer to a school within the Department of Education the transfer is effectuated at the time when the student is admitted to the new DOE school.
▼
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 do not request another date, and;
• the student has completed the school year in which he/she turns 17 years of age and • has been absent for 20 consecutive days,
the school must take the following actions before the student may be discharged. (Please note that in cases where there is no response to the invitation to attend the planning interview it is important for the school to have verified the student’s address in order to confirm that the invitation was received. One or more of the following methods of address verification should be documented in the student’s file; telephone contact with student and/or parent, attendance teacher investigation, home visit by attendance teacher or other outreach staff person, in-school conference/meeting with student and/or parent).
For All Students
• Documentation of a 407 investigation must be on file. The goal of the attendance investigation is to encourage the student to continue his/her education and to facilitate the student and parent coming to school to meet with a guidance counselor in order to discuss all available educational options. If during the course of the attendance investigation it becomes clear that the parent and/or student will not come to school, the attendance teacher may conduct the planning interview at the student’s home if authorized to do so by the assistant principal responsible for the discharge/transfer process;
Upon completing the planning interview at the home the attendance teacher should obtain the signature of the parent or person in parental authority, consenting to the discharge (if students are 18 years old or older they may provide written consent on their own behalf). If, for any reason, the signature of the parent is not obtained, the attendance teacher is to write in the “Notes” section of the Planning Interview Form the specifics of what transpired during the interview and the school is to follow up by sending Planning Interview Letter #2 (see below). Cases where a student has a court appointed law guardian should be referred to the assistant principal responsible for the discharge/transfer process for review prior to conducting a planning interview.
Education Students and Planning Interview Letter #2 for Students Receiving Special Education Services) to the student and parent/guardian informing them of the following:
• the name and telephone number of a contact person;
• the student’s imminent discharge if contact is not made with the school; • the availability of alternative educational options and supports;
• the student’s right to return to school through the age of 21;
The package should include the following; a copy of the completed Planning Interview Form, the Planning Interview Information Packet and the student’s transcript.
For General Education Students:
If there is no response to the second letter;
• The discharge may now be entered into the ATS system.
For Students Receiving Special Education Services Only: If there is no response to the second letter;
• The school must send an attendance teacher within ten (10) school days to the home in order to discuss with the student and parent the importance of attending the planning
interview.
• If the parent and student still refuse to attend a planning interview at the school, the attendance teacher may offer to conduct the interview at the student’s home if authorized to do so by the assistant principal responsible for the discharge/transfer process.
• If the attendance teacher conducts the interview at the home, the signature of the parent or person in parental authority, consenting to the discharge, must be obtained (if the student is 18 years of age or older he/she may provide written consent on their own behalf). Cases where a student has a court appointed law guardian should be referred to the assistant principal responsible for the discharge/transfer process for review prior to conducting a planning interview. • If the attendance teacher is unable to conduct the planning interview or if the signature of the
parent is not obtained, another copy of Planning Interview Letter #2 for Students Receiving Special Education Services, along with the Planning Interview Form and the Planning Interview Packet, must be left at the home.
Documentation of the home visit must be attached to a copy of the second letter and filed in the student’s cumulative record folder and in the school’s discharge file.
▼
Processing Transfers/Discharges on ATS and the Planning Interview Reports
Procedures for Processing Discharge Codes 02, 35, 39,
• Once the planning interview has been completed at the school, the pupil accounting secretary will enter the transaction on the Discharge (DISC) screen and will complete all information required. • Entries include the discharge date and code, the discharge reason if the code is 39, the planning
interview date or second letter date. The “second letter date” is entered if there was no conference with the parent and student. The school name should also be entered to complete the transaction. • The student will remain on the school’s register until the appropriate ISC or CFN manager approves
the planning interview on ATS, using the UPRD function.
Procedures for Processing Transfer Codes 38, 43, 00 or RS (if students decide to remain in school):
• Once the planning interview has been completed at the school, the information is entered into ATS. • The previous school will receive a pending discharge when students are admitted to the new DOE
school or program. The transfer out will be confirmed on the WARN screen.
Planning Interview Reports and Update Files on ATS
MANAGEMENT REPORTS
The reports indicated below are provided as management tools for the CFN Network and ISC Borough Offices.
SCHOOL REPORTS
The two reports and two update functions listed below are provided for the use of schools to manage the planning interview process.
• REIR-Borough Planning Interview
Report: Shows the status of the Planning Interviews (awaiting approval, approved, not approved, cancelled, remained in school, transferred, plan is missing). Summary by code may also be selected. This is a statistical report.
• REID- Planning Interview Detail
Report: Shows all students that had a Planning Interview. A select by status or code is possible.
• UPRD- Planning Interview Update
File: Allows designated administrators at the ISC or CFN Networks to approve or disapprove the Planning Interviews.
• DPRD-School Planning Interview Report:
Lists on screen the Planning Interview Status of students.
• REIS- Planning Interview Status Report:
Lists all students who had a Planning Interview. A select by status or code is possible.
• PIES- Planning Interview Entry Screen:
Allows the school to enter all students transferring to another DOE school or GED program.
•
DISC- Discharge function: Allows the schoolto preliminarily discharge a student who had a Planning Interview. Once approval is obtained from the designated administrator at the ISC or CFN Network, the student will be removed from the school’s register.
▼
Maintenance of Records
• A Planning Interview Form is to be completed for codes 2, 35, 38, 39, and 43. A copy of the form is to be maintained in the student’s cumulative record folder and a copy placed in the school’s discharge file.
• Copies of 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, if appropriate, with documentation of outreach efforts are to be filed in the student’s cumulative record folder.
▼
Questions
Planning Interview Letters
▼
LETTER # 1: PLANNING INTERVIEW MEETING
Attachment for Letter #1:
“Important Information About Student Rights”
▼
LETTER #2: PLANNING INTERVIEW MEETING
(For General Education Students)
▼
LETTER #2: PLANNING INTERVIEW MEETING
Letter # 1 Planning Interview Meeting
SCHOOL LETTERHEAD
Date _____________________
TO: Parent/Student
Re: ________________________________________
Name of Student
Dear _________________________________:
It is important that every effort is made to assist your child in completing his/her education. A planning interview conference has been scheduled for you and your child because:
— Your child has been absent for 20 or more days. — Your child has expressed an interest in leaving school.
— Your child’s records indicate that he/she might benefit from a discussion about other educational options.
The meeting has been scheduled for you and your child as follows:
Date: ________________________________
Time: ________________________________
Room: _______________________________
If this time and date are not convenient for you, please call ___________________________ at
_______________________________ to arrange for another appointment.
Please be informed that it is very important for you to attend this meeting and that if we do not hear from
you, the school will follow up with a home visit, a telephone call or further correspondence.
Attached is a notice of your rights. Please review this notice before the scheduled meeting.
Thank you.
Sincerely,
Principal
Important Information About Student Rights
The Department of Education encourages students to remain in or re-enroll in school and will support all students in their efforts to earn a high school diploma. This notice contains important information about student rights, which you should read carefully.
General Information about a Student’s Right to Attend School
If you reside in New York City, are under 21 years of age, and have not received a high school diploma: • You are entitled to attend a full-time high school or high school program run by the New York City
Department of Education until the end of the school year in which you turn 21. • You have the right to re-enroll in high school at any time.
• You have the right to refuse to be involuntarily transferred from a high school to a part-time education program, such as a GED program or any alternative program that does not provide the opportunity to earn credits toward a high school diploma.
Moreover, you have these rights even if you:
• voluntarily dropped out, or
• are currently enrolled in a GED program, or • already have a GED or IEP diploma.
If you are 21 years of age or younger:
• You have the right to receive notice of a suspension or involuntary transfer and an opportunity for a hearing or conference before being suspended or transferred to another school if you don’t want to be transferred. For a complete description of your rights and the applicable procedures, please refer to Chancellor’s Regulations A-240, A-443 and A-450. Copies of these regulations are available at your school and on the internet at http://schools.nyc.gov .
• You may not be barred from attending classes solely due to age (unless you are over 21 years old), lack of credits, poor grades, truancy, irregular attendance, or failure to pass Regents or RCT examinations. • If you are transferring to a GED program or another school you have the right to attend your current
school until registered or enrolled at the new school or program.
• Every student who has an Individualized Education Program (IEP) has a right to prior written notice of a transfer or discharge and an opportunity to request a Committee on Special Education (CSE) review meeting, mediation or a hearing to contest the transfer or discharge.
If you turned 21 after June 30 of any school year and are enrolled in school, you are entitled
to remain in school until the end of that school year.
For Students Aged 17 and Under
Information about Your Right to Educational Services
• Every student who has been determined to be an English Language Learner is entitled to bilingual education or English as a Second Language classes.
• If you are having difficulty in school, you may be eligible to receive special instruction and/or services to help you stay in school and succeed. Such services and instruction include academic intervention services, student support services, guidance services and/or educationally related support services. Ask your guidance counselor to tell you about such services.
• Every student or parent has the right to request, at any time, an evaluation to determine whether the student has a learning disability or other disability. Ask your guidance counselor how to request an evaluation or make a request for an evaluation by writing directly to the Committee on Special Education in your area. The contact information can be found by looking on the Department of Education website, http://schools.nyc.gov.
• Students with a disability, who have been determined to be in need of special education and/or related services, is entitled to a free appropriate public education until they receive a regular high school diploma or finish the school year in which they turn 21, whichever comes first.
Information about Earning a GED Diploma
• Students who have completed the school year in which they turn 17 may transfer to a non-DOE part-time GED program. Students who are 18 years of age or who have completed the school year in which they turn 17 years of age and have fewer than 17 high school credits and provide written consent from a parent/guardian; or students who have completed the school year in which they turn 17 years of age who are emancipated minors, parents or employed on a full time basis may attend a DOE part-time or full-time GED program. Part-time GED programs meet at least 12 hours per week.
• GED programs include instruction in reading, mathematics, written and oral communication, as well as GED test preparation.
• The GED examination is a battery of 5 tests. You may take any or all of the 5 tests in the battery in the same administration series. Only your best score on each test counts.
• The 5 tests are social studies, science, mathematics, language arts–reading, and language arts–writing.
• The GED examination is administered in English, Spanish and French.
• In order to be allowed to take the GED examination, the student must meet at least one of the following criteria.
– the student is over 19 years of age; or
– the student is at least 17 years of age and either:
1) has not attended full-time high school in the past 12 months; or 2) is a member of a high school class that has already graduated; or 3) has been accepted into the U.S. military; or
4) has been accepted into a college, university, or accredited post secondary institution, such as through a college early admission program; or
5) is an adjudicated youth under the direction of a prison, jail, detention center, or parole or probation officer; or
Letter # 2 For General Education Students – Planning Interview Meeting
SCHOOL LETTERHEAD
Date: _______________________
TO: Parent/Student
Re: ________________________________________
Name of Student
Dear _________________________________:
A letter was sent to your home, scheduling a meeting to discuss your child’s progress in school. You and your child did not attend the meeting nor have you contacted the school to arrange for another meeting.
It is extremely important that you contact __________________________at (____) _________________
in order discuss you child’s educational options.
Please be informed that if you do not contact the school by _____________________________ ______in
regard to your child’s education and your child continues to be absent from school he/she will be
discharged.
A Planning Interview Packet providing information about your child’s rights and future educational options has been enclosed for your information together with a Planning Interview Form with information about your child’s course requirements for the completion of school.
Note* Students have the right to attend school until the end of the school year in which they turn 21 years of age. Please refer to the enclosed Planning Interview Packet for contact information about re-entry into school.
Thank you.
Sincerely,
Principal c: file
Letter # 2 For Students Receiving Special Education Services – Planning
Interview Meeting
SCHOOL LETTERHEAD
Date: __________________
TO: Parent/Student
Re: ________________________________________
Name of Student
Dear _________________________________:
A letter was sent to your home, scheduling a meeting to discuss your child’s progress in school. You and your child did ____ did not ____ (please check one) attend the meeting. If you were unable to attend the
meeting, it is extremely important that you contact ___________________________________________ at ( ____ ) _________________ in order to discuss you child’s educational options.
As a result of the meeting a decision was made that your child will be discharged from school. This decision was based upon the information obtained at the planning meeting. A copy of the Planning Interview Form with information about your child’s course requirements for the completion of school and Planning Interview Packet providing information about your child’s rights and future educational options are attached.
Please be informed that if you do not contact the school by ______________________________________ in regard to your child’s education and your child continues to be absent from school he/she will be discharged.
If you agree with the decision to discharge your child, then you need not do anything. Should you wish to discuss this matter further please call the person indicated above.
Should your child remain enrolled, he/she may receive his/her recommended special education services at a local high school program until the end of the school year in which s/he turns 21 years of age or until his/her receipt of a high school diploma.
As a student, or parent of a student, eligible for special education services you have certain protections under the law and you may request a copy of the Procedural Safeguards Notice, Rights for Parents of Children with Disabilities, Age 3-21. This notice and other information are available on our website, http://schools.nyc.gov.
Sincerely,
Principal c: file
