ESOL END-OF-YEAR

PROCEDURES Hall County School District

May 01, 2014

Cindy Tu, ESOL Coordinator

You will receive the following as they become available:

• Anticipating ACCESS results on week of May 6. Check with your administrator.

• ACCESS score labels

• New blue folders

General Announcements

Items Sent to ESOL Lead Teachers:

Please notify Maria Iniguez (maria.iniguez@hallco.org) if you have not received the following items:

• ACCESS Parent Cover Letters (English and multiple languages)

• Sample Parent ACCESS Score Report (multiple languages)

• Two blue folders with tab labeled:1.“Transfer EL Student Information – spring 2014” folder: Use for keeping all necessary rosters to be transferred to the receiving

schools.

2.“ESOL Summary Information - spring 2014” folder: Use for annually retaining EOY rosters and forms for future reference.

Rosters to be Sent by May 2nd

Estela Martin will E-mail the following to lead ESOL teachers:

1. EL Student Transfer Form pre-populated with current LEP students (elementary and middle only)

2. Second-year Monitoring Students’ Roster pre-populated with current M1 students (will be M2 next year)

3. Completed Monitoring Student Roster pre-populated with current M2 students (will be ESOL Former next year)

4. Blank Exited ESOL Student/Monitoring Roster for listing new exited students (will be M1 next year)

Documents Included in Zip-file Sent with this PowerPoint

• K Eligibility flowchart• Grades 1-12 Eligibility flowchart• Program Status – Service Code Definition chart• Data Entry ESOL Assessment/Status Roster• “Transition of ESOL Records” form • Updated version of blue folder• On-line LAC Directions• Monitoring forms• Sample of PHLOTE Eligibility/Assessment Report (a running list of new PHLOTE

students who took the W_APT in 2013-14 at your school)

New forms in English, Spanish, Vietnamese:

1. “Parent Notification of Student Eligibility for Language Support Services”

2. Parent “Notification of Exit from ESOL”

Where Do I Begin?

Step 1: Review EOY PowerPoint for updates

Step 2: Follow ESOL EOY Procedures (email attachment)

Step 3: Retrieve EOY documents and forms from zip-file (email attachment)

As always, please contact us with questions or requests.

Upon Receiving ACCESS Results…

• Follow each section on End-of-Year Procedures for a complete guide on meeting records keeping, legal documentation, and parent communication requirements.

• Sections listed on EOY Procedures:I. ACCESS Test Results

II. Determine Eligibility

III. Parent Notification

IV. ESOL Student Blue Folders

V. Records Transfer

VI. Exited ESOL Student/ Monitoring Roster

VII. Roster Verification

VIII. Permanent Records

IX. Roster Submission

2010 StateKindergartenExit Criteria

Use 2010 Kindergarten

ELLs Exit Criteria

Use Accountability domain Scores on K-ACCESS report to determine exit/eligibility

Students may not be LAC’d

To exit, ALL accountability domain PL scores must be > 5.0

May 9, 2013 State Grades 1-12 Exit Criteria

To minimize errors, it is highly recommended that teachers use this flowchart along with the Gr. 1 – 12 student

ACCESS score reports to determine continued eligibility.

LAC Form (updated)

Click icon to add pictureLanguage Assessment Conference (LAC)

Please record all pertinent test scores on LAC form.

LAC Form is completed on-line under Document Tab in IC.

Online LAC directions is

included in zip-file sent

with this PowerPoint

Student Number: Birth date:

Student Last Name: Student First Name:

Current School: Current Grade:

ESOL Teacher/s:

Test Taken *Overall/Composite Proficiency Level

Test Accom Y/N

Test Date mm-dd-yyyy

ACCESS TIER A B C

*CPL:

Literacy Sub-score:

WAPT Grade Cluster: *CPL: N/A

CRCT

Met Standards (check box) Reading

Language Arts

Scale score:

Scale score:

DRA Level: N/A

HS GRADUATION EXIT EXAMS

Language Arts passed failed Writing passed failed

Score:

Score:

EOCT ELA passed failed Score:

ESOL Teacher Comments (required):

Signature:

Classroom Teacher Comments (required): Academic Performance (attach most recent report card) Adequate Not Adequate

Signature/s:

LAC Team Recommendation (check one):

Continue ESOL Services

Begin ESOL Services

To be served by Alternative Language Assistance Program (EIP, Reading Recovery, Read 180,

Reading/Writing Extension, or other local school programs to meet language needs)

Exit ESOL Services/Eligibility – Monitor students for 2 years

Re-enter ESOL Services – Attach RTI Tier II and/or Tier III documentation for monitored students

Administrator Signature: __________________________________ LAC Date (required): ______________

Updated LAC Procedures

For students who scored:• Between 4.0 - 4.9 CPL on Tier B or C with Literacy PL at or above 4.8:

Complete LAC only if students are ready to exit.

• At or above 5.0 CPL on Tier B or C with Literacy PL below 4.8: Conduct and complete LAC to exit / continue services.

• Be sure on-line LAC form is accurate completed, saved, and signed with LAC date. If comments are added manually, make sure they are reflected in the on-line version.

• Maintain a copy of LAC form in blue folder.

Parent Notification(Refer to Section III of EOY Procedures)

• New parent “Notification of Exit from ESOL” form – Send home with K-12 exiting students this spring.

• “Parent Notification of Student Eligibility for Language Support Services” - send home with eligible Gr. 1-8 students in the fall.

• Parent Notifications for rising 6th graders will be completed with ACCESS test scores and forwarded to middle school. Middle School ESOL teachers will complete contact information section and send home in the fall.

• Parent Notifications for HS will be sent in the spring.

New Parent Notification Form

Specific school contact information is an OCR requirement allowing parents the option to ask questions and/or waiving services.

As such, no NCR copies will be provided.

Reminder:

Retain copy of parent notification with completed teacher and school contact information.

Parent Notification of Exit Form

This is a new form to notify parents when their student met have exit criteria.

This form is sent home with all exiting students (k-12) this spring

Parent Waiver Reminders

• The same monitoring form and process used for exited students are being used for parent waived students.

• Parent waiver form (sent to you this past fall) is available in multiple languages and can be found at this DOE link:

http://www.doe.k12.ga.us/Curriculum-Instruction-and-Assessment/Curriculum-and-Instruction/Pages/Parental-Waiver-of-Direct-ESOL-Services.aspx

• In order for parents to waive ESOL services, they are required to complete a new parent waiver each year. Please contact parents who currently waived services to confirm their renewal of waiving services.

Records Transfer for 5th & 8th Grades (Refer to Section V of EOY Procedures)

Important: • Both receiving and feeder schools should collaborate to

establish a time to exchange folders and discuss specific information.

• Please be aware that middle school teachers have to meet with both elementary and high school peers to exchange folders and may need special consideration in establishing a workable schedule.

• Meeting with feeder schools by May 30th to receive ESOL blue folders is crucial.

• At the records exchange meeting, have all ESOL teachers available to spot check folders prior to signing the “Transition of ESOL Records” form (included in zip-file).

Roster Submission Timeline(Refer to Section IX of EOY Procedures)

After completion of the listed rosters, please distribute as directed below by May 28th:

1. PHLOTE Eligibility/Assessment Report (Running list)2. EL Student Transfer Form 3. Exited ESOL Student/Monitoring Rosters4. Second-year Monitoring Students’ Roster 5. Completed Monitoring Process Student Roster

• Forward one set to system ESOL Coordinator (Email to Estela Martin at Central Office – electronic copies only)

• Provide one set to your school ESOL/SIS Administrator.

• Place one set in “ESOL Summary Information - spring 2014” folder to retain at your school.

• Forward copy of Exited ESOL Student/Monitoring Roster to your school ESOL Team Facilitator.

• Place one set (items 2 – 5 above) in “Transfer EL Students Information – spring 2014” folder to deliver with all student blue folders to receiving school.

ACCESS Webinar Reminders

1) If you have not already, please view this archived webinar first (now avail.):

http://www.wida.us/ACCESSTraining/Video/ACCESS_2014ScoreReportWebinar/player.html

2) View ACCESS for ELLs Post-Assessment Q & A Webinar on May 7, 2014 @10:00am

Live:

https://sas.elluminate.com/m.jnlp?sid=2012003&password=M.92641DA66FE41F9ACD905590500A64

 

Recording:

https://sas.elluminate.com/mr.jnlp?suid=M.232C41E17D89DA29F5BB799234C2B8&sid=2012003

Note: It is important that all ESOL teachers complete the viewing of these two webinars prior to leaving for the summer.

Alternate ACCESS (Required if you administered this assessment)

Alternate ACCESS for ELLs Post-Assessment Q & A Webinar

May 6, 2014 @2:00pm

 

Live:

https://sas.elluminate.com/m.jnlp?sid=2012003&password=M.B8C255E2419085043798941EBDEB33

Recording:

https://sas.elluminate.com/mr.jnlp?suid=M.D20056B00CB616251D4243259017B6&sid=2012003

Contact us with any questions (both big and small)

THANK YOU in advance for your diligence and hard work with EOY requirements.