Reply to Missed TJ teacher name entry deadline (appeal process)

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[quote=Anonymous][quote=Anonymous]Dear TJHSST admissions officials and FCPS Board Members,

Sub: Petition to allow TJ semi-finalists to take final test; who missed to provide teacher names by Jan 25th deadline because of short time to react due to school closures and other compelling reasons

We are a group of parents whose kids were all excited about doing everything required of them to apply to TJHSST. They have been working on the application process since last year, starting with the information sessions, then completing the applications,  taking the tests, and finally receiving the much awaited semi-finalist decisions. On Jan 18th, our kids received the happy news that they made it to the next round. They immediately started to mentally prepare for the next assessment.

Unfortunately, the excitement didn't last long. In the excitement, they missed noticing the  Jan. 25 deadline for submitting the two teacher names needed  for teacher recommendations. As they were awaiting the email for the next assessment venue, date and time, it became clear on Jan 26th or soon after that they had missed this crucial deadline when their peers were discussing about submitting the teacher names for the recommendation letters. This was such a crushing discovery for them that it is going to take some time to recover from it after all the things they did right to get to that point.

Why the Jan 25th deadline was harsh and unfair?
In hindsight, we can now see that the deadline was stated in the semi-finalist communication, and it was also listed in the Important Dates in the application process.  However, we believe that enforcing this deadline and rejecting students s who otherwise done everything right to become the semi-finalist in this process is harsh and unfair for the following reasons:

The deadline for submitting the names was little less than 3 school days after  the Jan 18th notification date.   Further, Jan 21st was the MLK holiday, Jan 22nd was 2 hour school delay because of weather, and 25th was a student holiday. Jan 24th was second grading period ending date. 
Less than 3 days’ time is too short to talk with teachers and obtain their permission to provide their names, especially considering that it was  also the end of the grading period and therefore a very busy week both for teachers and students.
Without having known beforehand what would be required for the next steps following semi-finalist announcement, how it would be  communicated and to whom,  it was extremely hard to plan, keep track and fulfill the demands from this short week in the middle  the complex application process through the period  Sep 2018 to Jan 25th. 
The only other time the kids and parents could have paid close attention to this Jan 25th deadline prior to the Jan 18th notification letter  was when they submitted their applications last Sept. 
However, we don't recall of any option to enter the teacher names in the application portal prior to Jan 18th. 
It was nearly impossible to visualize, track, and enter the teacher names when the students were preoccupied with the anticipation of the semi-finalist decisions and the upcoming Essay/SIS Administration. 
Why the Jan 25th deadline was easy to miss unlike others?
We as the parents totally understand the need for deadlines and having the prerequisites met before moving forward to the next stage of the applications. At the same time, looking at all other steps involved in the whole application process, it is hard to understand the rationale behind the strict 1-week deadline.The communication on this was extremely limited and inconspicuous:
The only trigger was the Jan 18th email to check the decision 
The email didn't mention the  impending crucial deadline 
There was no clear indication in the email or on the application site  warning the students that they must provide  the teacher names by Jan 25th or else their application would be cancelled even though they qualified as semi-finalist
Fewer than 3 school days were provided to get consent of teachers and provide their names in the busy second grading period ending week
While some middle school counselors sent out reminder emails to their students to provide teacher names, our students  are unfortunately not at those schools
TJ prep centers monitor these deadlines carefully and notify students about this critical deadlines but some of our students are not at those prep centers
A semi-finalist would have to be aware that he or she needed  to login to see any indication of the above deadline or its implications whatsoever;
It is too easy to miss to the notification and impending short deadline given that families are dealing with ailments, family or work related issues (such as the  government shutdown), single parents dealing with everything, no proper internet connectivity during vacations, etc.
Some of the affected students  had web site accessibility issues and was kicked out 4PM sharp on 1/25
One student could attend school only one day between Jan 18 and 25 due to  health issues, making it impossible to obtain consent from teachers to provide their names to TJ. Another student was dealing with stressful family situation. 
It is extremely unfortunate that such a crucial communication that would jeopardize the entire application process was not highlighted more clearly.  These students have otherwise demonstrated that they are very smart, dedicated, diligent, high achievers.   To disqualify them solely on the basis of the Jan. 25 deadline does a disservice to them and to TJ.

What we are requesting to consider for future admissions?
We sincerely believe that disqualification solely on the basis of the Jan 25th deadline  is completely unfair to the kids who worked so hard and are so eager to be part of such a great learning environment.  In future, a better approach to obtaining teacher recommendation from the students in the semi-finalist group could be achieved by several other means, such as:.
Making it clear at the start of the process that semi-finalists will have to provide teacher names for recommendations as of a given date.
Allowing the students to enter the teacher names ahead in the portal but only submit it to the teachers of the  semi-finalists.
Ensuring TJ notifies  the semi-finalists and parents of next steps and deadlines  in an email. As noted, some of the other middle schools provided email notification to their students, but our students were at a disadvantage in that our schools did not provide such notice. 
Allowing  a longer period for obtaining and providing teacher names, for example, at least 5 school days’ time. 
What we are requesting to consider for now?
Given our logical explanation that so many students missed the deadline not for the lack of trying or caring but rather simply as a culmination of several factors such as the short deadline, limited communications on the deadline and the implications, and different circumstances that each of these kids and families were under during that one week, we request that  the admissions committee reconsider the applications of these deserving, qualified students. 
We have talked with our children’s teachers and they are willing to honor Feb 11th deadline; 
and
Given that teachers are ready to meet the deadline, please allow students to take the  Feb 9th test while teachers complete recommendations by the Feb 11th deadline.
After all, 'to err is human'! Should the kids be punished so harshly for missing out on this step in the big scheme things in this year-long application process?  They should not be  judged for their character, intellect, their quest to excellence and suitability to TJ on this one aspect. They should not given a message that their GPA,, test scores, their hard work in their last 10 years of schooling, and everything else mean nothing in light of this one deadline to obtain teacher names. We sincerely hope you will be able to provide the right answers and make the right calls in light of our above explanations.

Thank you for taking  time to review our petition!

Sincerely,

Concerned parents (on behalf of the bright, potential TJ students)

CC: FCPS Board Members
[/quote]

[b]Such a poorly drafted Email - too long and horrible language. They will just read it and toss it. Please consider redrafting and making it concise and the language better. [/b][/quote]

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