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Evaluating Foreign Transcripts: the A-Z Manual T HE N EW Y ORK C ITY D EPARTMENT of E DUCATION JOEL I

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Evaluating Foreign Transcripts: the A-Z Manual T HE N EW Y ORK C ITY D EPARTMENT of E DUCATION JOEL I Evaluating Foreign Transcripts: The A-Z Manual T HE N EW Y ORK C ITY D EPARTMENT OF E DUCATION JOEL I. KLEIN, Chancellor Michele 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 city. Young 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. 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 process. Evaluating 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. 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 Policy 2 Foreword The 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. 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 U.S. Public School System. Evaluators 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. 3 4 Table of Contents Page I. General Information 7 ñ Roles and Responsibilities ii ñ Regional Directors of Student Placement Youth and iii Family Services ñ Guidelines for Evaluating Transcripts iv ñ Transfer Credit: NYS Commissioners Regulation 100.5 v ñ Testing Exemptions for Transfer Students: NYS vi Commissioner’s Regulation 100.5 II. Country Index viii III. References and Resources 120 ñ Embassies and/or Consulates Located in Washington 122 D.C. and New York City ñ Foreign Language Assistance/Immigrant Services 134 IV. Addendum 140 Request to Translate Transcripts 142 V. Bibliography 144 5 6 SECTION I General Information ñ Roles and Responsibilities ñ Guidelines for Evaluating Transcripts ñ Transfer Credit: NYS Commissioner’s Regulation 100.5 ñ Testing Exemptions for Transfer Students: NYS Commissioner’s Regulation 100.5 7 i School Responsibility and Support Services School Schools are responsible for doing the evaluation of the transcript. As indicated in NYS Commissioner’s Regulation 100.5 (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 credit. Each 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 manual. Support 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. 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: ñ Provide resources and assistance to schools experiencing difficulty with transcript evaluations. ñ Compile and maintain a list of personnel within each Region who can translate foreign transcripts from indicated languages into English. ñ Provide information for contacting the Central Translation Unit when the resources for translating are not available at the school or regional level. ñ Make available training and ongoing professional development. ñ 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. ii Regional Directors of Student Placement Youth and Family Services Region CSD Contact Information 19,101 Fordham Plaza Bronx, NY 10458 718-741-2805 2 8,11,12 1230 Zerega Avenue Bronx, NY 10462 718-828-3182 3 25,26, 30-48 Linden Place 28,29 Queens, NY 11364 718-281-3470 4 24,30,32 28-11 Queens Plaza No. Long Island City, NY 11101 718-391-8393 5 19,23,27 82-01 Rockaway Boulevard Ozone Park, NY 11416 718-642-5736 6 17,18,22 5619 Flatlands Avenue Brooklyn, NY 11234 718-968-6234 7 20,21,31 129A Ocean Terrace Staten Island, NY 10301 718-420-5633 8 13,14, 131 Livingston Street 15,16 Brooklyn, NY 11201 718-935-4140 9 1,2, 333 7th Ave (28th St) 4,7 New York, NY 10001 917-339-1714 10 3,5,6 4360 Broadway New York NY 10033 917-521-3619 D75 400 First Avenue New York, NY 10010 212-802-1502 D79 90-27 Sutphin Blvd. Jamaica, NY 718-557-2681 iii Guidelines for Evaluating Transcripts The 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: ñ Department of Education Translation & Interpretation Unit (see Section IV of this manual); ñ 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. 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 process. 4. 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 100.5 found on page vi of the manual). 8. Follow established school procedures for ensuring that transfer credit is updated on the student’s official transcript. 9. Establish a procedure for informing student and parent of the results of the evaluation. 10. Maintain all documentation in the student’s official cumulative file. 11. Notify and consult with receiving teachers and Department Supervisors or Heads. iv 12. Ensure the evaluation process is completed in a timely manner. Transfer Credit Transfer credit to a high school student transferring from another state or another country is awarded by the principal of the receiving school, as indicated in NYS Commissioner’s Regulation 100.5 below: Excerpt: New York State Commissioner’s Regulation* 100.5 (d)(5)(i)(a and b) (5) Transfer Credit. Transfer Credit is awarded for work done outside the registered New York State high school awarding the credit. (i) The principal shall evaluate the transcript or other records of a transfer student enrolling in a New York State high school. Based on the student’s transcript or other records, the principal shall award the appropriate units of transfer credit towards a high school diploma. (a) The principal shall grant transfer credit for all credit awarded by any NYS registered public or nonpublic high schools. (b) The principal, after consultation with relevant faculty, may award credit for work done at other educational and cultural institutions and for work done through independent study. The decision as to whether or not to award transfer credit for work done at educational institutions other than New York State registered high schools shall be based on whether the record indicates that the work is consistent with New York State commencement learning standards and is of comparable scope and quality to that which would have been done in the school awarding the credit.
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