1. International Student Registration Hall County Schools

2. Begin with Student Registration Form HOME LANGUAGE SURVEY (HLS) is located on first page of Student Registration Form. Consists of three questions: 1. Which language does your child most frequently speak at home? 2. Which language do adults in your home most frequently use when speaking with your child? 3. Which language(s) does your child currently understand or speak? VERY IMPORTANT!!!

3. Language Identification Chart If parents/guardians do not understand English, use the language identification chart to identify their language. Provide the Home Language Survey form in the identified language. Home Language Survey forms in multiple languages are also available on the Docuportal (Teach & Learn, ESOL, HLS Forms)

4. Identifying PHLOTE Students (Primary Home Language Other Than English)  Federal regulations state that any students whose answer is a language other than English, to ANY of the three HLS questions is considered a PHLOTE student.  PHLOTE students must be referred for language proficiency assessment.

5. Informal Student Assessments (for Grades 1-12 only) Once identified as PHLOTE, determine if student is from a foreign country. o If so, student should be given the Informal Math and Writing assessments while parents complete registration forms. o A quiet place should be designated for these student assessments. Note: Kindergarten students and those transferring within the U.S. do not need to take these assessments.

6. International Student Profile Form Parents of students from a foreign country also complete the “International Student Profile” form, which provides student: Educational history, interrupted schooling or gaps. Language of previous instruction. Special interests and talents. Behavioral or learning concerns.

7. PHLOTE Students Parent Communication Once the student is identified as PHLOTE, the registrar staff should: Immediately refer the student to the ESOL teacher to determine eligibility for language assistance (with copy of completed HLS form). Staple original completed HLS form to the back of student registration form. Explain to parents:  Students will take language proficiency assessment.  Teacher will send notification informing parents if the student is eligible for ESOL services.  Show the parent a copy of the notification form so that they know what to expect. Note: Language proficiency assessment (if necessary) must be administered within 10 school days of enrollment.

8. Georgia and WIDA State Transfer Students ESOL teacher or designated staff: Contact former school district to obtain ACCESS or W-APT scores. It is not necessary to administer language screener if the previous ACCESS or W_APT scores are available (regardless of how old those scores are). Note: A list of Georgia school system contacts is available to help schools obtain scores.

9. PHLOTE Eligibility Assessment Report ESOL teacher or designated staff: Administer the W-APT to determine language assistance eligibility. List ALL eligible and non-eligible students (taken the W-APT) on this report.

10. Next Steps: Follow Regular Registration Procedures Registrar staff collects Picture ID of the person registering student Proof of Address – One of the following RECENT receipts: Rent/Mortgage Electricity Water Gas

11. Alternative Proof of Address Parent should complete Verification of Residence Form if their name does not appear on a receipt and, get the form notarized. Attach one of the previously listed receipts to the notarized form.

12. Required Documents (Con’t) Registrar staff collects Birth Certificate or Passport Immunization records on Georgia form 3231 Eye, ear, and dental screening on Georgia form 3300 Withdrawal Form or Transcript from previous school Social security card or Waiver

13. Reminders: Make copies of all documents (except for the withdrawal form and the notarized letter) Returning the originals to the parents Additional forms as needed: Student Record Release form Student Health Information form Lunch form - One per family

14. Migrant Parent Occupational Survey Form AKA “The Green Form”  Parents of all students (not just PHLOTES) complete this form.  Responses on this form determine student Migrant service eligibility.  Forward this form to the designated school Migrant staff or Hall County Migrant office.

15. Withdrawal of PHLOTE Students Registrar staff: Ensure that Withdrawal Forms are forwarded to ESOL teachers for completion of ESOL section. Student appropriate placement at new school is based on ACCESS/W-APT information on this form. ESOL teacher: Place ESOL Student Portfolio in permanent record for registrar staff to forward to new school within our district. Out of district transfer - Records will be housed at the school, and copies will be made to forward accordingly.

16. Records Keeping for Eligible Students ESOL teachers: Starts a new ESOL Student Portfolio (Blue Folder) for each student. Retain signed copy of the HLS form in the Blue Folder. Complete and send home the Parent Notification of Student Eligibility for Language Support Services form. Complete and forward the Data Entry-ESOL Assessment/Status Roster to the SIS administrator (on going basis). Next, the data entry clerk enters data from roster into Infinite Campus. Codes “Blue” tab on permanent record to indicate student is eligible.

17. Records Keeping for Non-Eligible Students ESOL teachers: Complete and forward the Data Entry-ESOL Assessment/Status Roster to the SIS administrator. Next, the data entry clerk enters data from roster into Infinite Campus. Complete blue ESOL Not Eligible Form and file with student permanent record. Note: Maintain W-APT records of non-eligible students for one year.