Evaluating Foreign Transcripts: TheA-Z Manual

1 EvaluatingForeignTranscripts:The A-ZManualEvaluating ForeignTranscripts:The A-Z ManualTHENEWYORKCITYDEPARTMENT OFEDUCATIONJOEL I. KLEIN, ChancellorMichele Cahill Senior Counselor to the Chancellor for Education Policy Office of Youth Development and school -Community Services 52 Chambers Street, Room 320, New York, NY 10007 Dear Principals and Counselors,The New York City public schools in many ways embody the new, truly global people and their families come here from over 175 countries and speak more than 140 languages. Newly arriving families face many difficult challenges in adapting to the demands of their new environment, and teenagers are no exception. Engaging these students, helping them overcome obstacles and participate fully in earning a high school diploma in a timely manner are all important objectives of the New York City Department of Education.

2 school staff face challenges as well in providing a smooth transition between the student s native country and their new environment here in the United States. Therefore, school officials must be provided with the proper tools to understand and translate the knowledge and skills acquired in students home countries in order to be able to properly place students in the appropriate grade and courses in their new school . Given the various differences between the systems used around the world, assessing educational credentials can be a daunting Foreign Transcripts: The A-Z Manual provides guidelines specifically to support staff in completing this process. We all share the goal of high academic achievement for young people in this city whether they were born here or arrived yesterday.

3 I would like to thank everyone involved in this process for their hard work and contributions in reaching this goal. Michele Cahill Senior Counselor to the Chancellor for Education Policy23 ForewordThe Office of Youth Development and school -Community Services (OYDSCS) of the New York City Department of Education (DOE) intend this document, Evaluating Foreign Transcripts: The A-Z Manual , as a reference tool for high school Principals and counselors. This Manual includes guidelines and additional resources for assisting school staff members with evaluation of Foreign transcripts. When using this Manual it is important to keep in mind that several school systems and grading policies might exist within each country, as in the United States. Careful judgment and discretion are advised when utilizing the information presented in this Manual .

4 The information provides a general picture of the most commonly used systems in other countries and grading scales, recommended courses, and the equivalent credit within the Public school are advised to: Carefully examine all official documents for authenticity. Ensure that translations are provided by a qualified source. Interview entering students and their parents/guardians. Contact the sending school , embassy, Ministry of Education or other authorized agencies when necessary. Consult with available resources provided by Central OYDSCS and your Regional Office of Student Placement, Youth, & Family Support Services (SPYFSS). Participate in professional development sessions arranged by Central OYDSCS and Regional SPYFSS of the New York City Department of Education.

5 45 Table of Information 7x Roles and Responsibilities iixRegional Directors of Student Placement Youth and Family Servicesiiix Guidelines for Evaluating Transcripts ivx Transfer Credit: NYS Commissioners Regulation vx Testing Exemptions for Transfer Students: NYS Commissioner s Regulation Index and Resources 120x Embassies and/or Consulates Located in Washington and New York City 122x Foreign Language Assistance/Immigrant Services Request to Translate Transcripts IGeneral Information x Roles and Responsibilities x Guidelines for Evaluating Transcripts x Transfer Credit: NYS Commissioner s Regulation x Testing Exemptions for Transfer Students: NYS Commissioner s Regulation iiiSchool Responsibility and Support ServicesSchoolSchools are responsible for doing the evaluation of the transcript.

6 As indicated in NYS Commissioner s Regulation (see page iv), the principal, in consultation with relevant faculty, is responsible for the evaluation of transcripts from non-NYS registered schools and the awarding of appropriate school must have a well-defined procedure, including the roles and responsibilities of staff members involved, for timely evaluation of transcripts according to guidelines set forth in this Provided by Regional and Central Offices In each region, a staff member of the Office of Student Placement, Youth and Family Support Services (SPYFSS) will be designated as the contact person for issues and concerns relating to the evaluation of Foreign transcripts. (Please refer to the contact list for Regional SPYFSS on the following page of this Manual .)

7 You may also access the most recent contact information through the NYC Department of Education website.)Responsibilities of Regional SPYFSS and Central OYDSCS will include, but not be limited to, the following: x Provide resources and assistance to schools experiencing difficulty with transcript evaluations. x Compile and maintain a list of personnel within each Region who can translate Foreign transcripts from indicated languages into English. x Provide information for contacting the Central Translation Unit when the resources for translating are not available at the school or regional level. x Make available training and ongoing professional development. x Ensure that the most current information on regulations, procedures and resources are made available to all schools and will revise this Manual and/or distribute addendums as needed.

8 IiiRegional Directors of Student Placement Youth and Family ServicesRegionCSDC ontact Information 19,101 Fordham Plaza Bronx, NY 10458 718-741-2805 28,11,121230 Zerega Avenue Bronx, NY 10462 718-828-3182 325,26,28,2930-48 Linden Place Queens, NY 11364 718-281-3470 424,30,3228-11 Queens Plaza No. Long Island City, NY 11101 718-391-8393 519,23,2782-01 Rockaway Boulevard Ozone Park, NY 11416 718-642-5736 617,18,225619 Flatlands Avenue Brooklyn, NY 11234 718-968-6234 720,21,31129A Ocean Terrace Staten Island, NY 10301 718-420-5633 813,14,15,16131 Livingston Street Brooklyn, NY 11201 718-935-4140 91,2,4,7333 7th Ave (28th St) New York, NY 10001 917-339-1714 103,5,64360 Broadway New York NY 10033 917-521-3619 D75400 First Avenue New York, NY 10010 212-802-1502D7990-27 Sutphin Blvd.

9 Jamaica, NY 718-557-2681 ivGuidelines for Evaluating TranscriptsThe following are recommended procedures for the Principal or designee: 1. Examine official documents for authenticity. 2. Ensure transcripts in a language other than English are translated by a competent translator available within the school or region. In the event there is no available translator, the following options exist: x Department of Education Translation & Interpretation Unit (see Section IV of this Manual ); x A recognized community agency or certified private service, embassy or consulate (see Section III of this Manual ).Documents translated by family members may not be accepted as official documents. All translations must be verbatim without interpretation or evaluation of information.

10 3. Interview the student and parent/guardian to review the transcript and prior studies in order to obtain clarification on curriculum, amount of time spent in each course, grading policies and other pertinent information helpful to the evaluation Consult with the Assistant Principal of Supervision or Department Head if further clarification or placement testing is deemed necessary. 5. Consult with Regional SPYFSS personnel when further clarification is needed. 6. Refer to the Country Index (Section II of this Manual ) to assist with the conversion of grades to award appropriate course and grade credit. 7. Determine eligibility for course and/or exam waivers (refer to Testing Exemptions excerpt from NYS Commissioner s Regulation found on page vi of the Manual ).