1. GETTING READY for FTE & ESOL Compliance and Procedures Scaled Leadership October 2017

2. INITIAL REGISTRATION PROCEDURES
HLS
Give the parent/guardian the Home Language Survey (HLS) form to be completed.
Explain to the parent/guardian that this form is about the language that is first spoken with and by the student at home.
Assist
Verify the information on the survey. An example of an issue would be: English for Student’s Language and NYN. Student’s language cannot be English unless the second response is N.
Input
Input the information on the “J” Screen.
If there is one Y (Yes), student must be administered an English Language Proficiency (ELP) assessment within timeline (20 school days). Give a copy of the HLS to the ESOL compliance liaison for testing.
HLS
Is a language other than English spoken at home (with the student)?
Did the student have a first language other than English?
Does the student most frequently speak a language other than English?

3. HOME LANGUAGE SURVEY
Completed only once, upon initial registration into M-DCPS.
Student Language refers to student’s FIRST language. The initial language spoken at home with student and by student.
Once a response of YES is checked, the student must be assessed with an initial ESOL placement test (i.e., OLPS-R, Online CELLA).
Date of Entry in U.S. School (DEUSS) is required for all students upon initial registration. DEUSS is used for accountability of ELLs, not just foreign born students.
The date the student entered the United States School is used for accountability purposes. It is the starting point for all things ESOL. The Office of Civil Rights recommends that schools clearly articulate why this date is collected and how the information will be used (education purposes only: e.g., accountability and/or cumulative enrollment for immigrant).
The calculation for immigrant counts that will be used for determining eligibility for receiving the Immigrant Grant will use the Date Entered US School as the starting point.
An indicator of whether or not the student meets the definition of Immigrant Children and Youth pursuant to the the No Child Left Behing (NCLB) Act, Title III, Part C, General Provisions, Section 3301(6) at anytime during the school year.

4. PLEASE ADVISE YOUR REGISTRATION TEAM OF THIS INFORMATION!
The section selected by the parent on the Home Language Survey (HLS) MUST be fully completed, including DEUSS date.
DEUSS date (beginning with the school year) MUST be completed/written by the parent.
Original HLS is required. All HLS must be reviewed by the registrar with the parent or guardian, at the time of registration, to ensure accuracy of legal document being signed. Duplicates of HLS are NOT acceptable.
Parent/guardian must identify only ONE language for the parent and for the student’s primary language. (If parents write two different languages, a selection cannot be made by the registrar. Refer to bullet 3.)
Even if the student’s language is English, if there is a “Y” response, it requires ELP assessment.
After assessed, if the student is ESOL, the parent/guardian must revise the HLS student’s language to reflect correct first language spoken by the student.
For students who are tested due to HLS responses, and are not ELL, assessment must be kept in the CUM.
H L S
PLEASE ADVISE YOUR REGISTRATION TEAM OF THIS INFORMATION!

5. Date Entered U.S. School (DEUSS)
Date Entered United States School (DEUSS) is collected the first time the student enters a U.S. school (not Pre-K as Pre-K is not mandatory school attendance).
Students who have entered our school district as of 2012–2013 should have a DEUSS date recorded on the HLS that should match what was inputted into DSIS.
DEUSS is self-reported by the parents. Every effort must be made by school personnel to get accurate DEUSS date.
The DEUSS will be used to monitor:
ELLs to be included in the state’s accountability system;
The DEUSS date is used, regardless of interruption of services. Therefore, the clock doesn’t stop to account for actual time in the ESOL program. If a student was in the ESOL program for 6 months, left the country, and returned 3 years later, based on the DEUSS date, that student counts in the state’s accountability system (despite the fact that the student only had 6 months of ESOL instruction and regardless of ESOL level). And, if the student was a 3rd grade student, he/she would not be eligible for good cause;
Extension of services (Use DEUSS date to monitor “Three Years or More” extension of services procedures);
Promotion/Retention-Good Cause (3rd grade);
Immigrant information (School personnel in the district will need the DEUSS to determine immigrant student eligibility. The date is necessary to calculate whether a student has attended a U.S. school for three full academic years. Note: remember that immigrant students may or may not be classified as ELLs).
Office of Civil Rights (OCR) recommends that schools clearly articulate to parents why this date is collected and how the information will be used for educational purposes only; e.g., accountability and/or cumulative enrollment for immigrant grant services..
Remember, that although DEUSS is collected for Accountability purposes only in Survey 3 for LYs and LPs, we recommended over a year ago to collect it for every student and keep it locally. This is now used for all things ELL, immigrant, extension of services program wise, Good Cause, etc.
The calculation for immigrant counts that will be used for determining eligibility for receiving the Immigrant Grant will use the Date Entered US School as the starting point.
The term immigrant children and youth means individuals who:
- (A) are ages 3 through 21;and
- (B) were not born in any State, the District of Columbia or Puerto Rico; and
(C) have not been attending one or more schools in any one or more States for more than 3 full academic years.
Note: The children of U.S. military personnel born overseas are to be included in any count of immigrant children or youth.

6. CORRECTIONS OF DEUSS DATE
Schools need to verify that the DEUSS date entered is Date Entered a U.S. School
DEUSS
Schools must ensure that the DEUSS date for Kindergarteners is the FIRST day of school for the student in M-DCPS (not Pre-K date). The system is automated to capture M-DCPS Pre-K students entering Kindergarten.
NOT PRE-K
Schools that have incorrect DEUSS dates will need to submit a HEAT TICKET to their data specialist at the Federal & State Compliance Office requesting the change.
HEAT TICKET
Our office , but only through a HEAT ticket to their data specialist in our office requesting the change.
Terry

7. Are YOU in Compliance with State Board Rule 6A-6.09022
Extension of Services in the ESOL Program?
“Three Years or More” Procedures:
An ELL committee meeting to extend services or exit MUST be convened by October 13 (ONLY ).
No assessment is needed prior to October 1. You may use Spring 2017 assessment data.
After October 1 through the end of the school year (DEUSS): Test with Online CELLA and hold ELL committee meeting to make determination for Extension of services or exiting.
ELL committee meeting must be convened no earlier than 30 school days prior to the third anniversary of the student’s Date Entered United States School (DEUSS), NOT the ELL Entry Date into the ESOL program.
ELL committee meeting cannot be “after” the DEUSS anniversary.
ELL committee meeting cannot be “before” the 30 days prior to the DEUSS anniversary.
This procedure must be followed ANNUALLY for all students who fall in the “Three Years or More” criteria.

8. ELL Committee Meetings
Who attends?
Required:
Administrator, and
ESOL Teacher, and if applicable, HLA Teacher.
*Parent (must only be invited)
Plus, if applicable,
Counselor
Other (School Psychologist, Social Worker)
What happens?
Rationale for Recommendation Section of ELL Plan must include at least two data points to support decision made.
Committee Meeting Minutes: Must be attached to printed, signed, ELL Plan.
*Parents must receive a letter of invitation “prior” to the meeting dated within a “reasonable time”.
Letters are created at the school site, on school letterhead, and dated, a copy kept in ESOL Program Records folder. Letter does not need to be returned to the school signed by the parent.
Parent/Teacher Conferences ARE NOT ELL Committee Meetings

9. From October 9 to 13, 2017
From February 5 to 9, 2018
FTE Windows…..

10. FAST PASS TO: ELLEVATION APP ACCESS (Compliance Platform)
Access to ELLEVATION should be RESTRICTED to only the individual at your school that you have assigned to be responsible for the ESOL compliance paperwork and to the administrator who supervises the ESOL compliance.  This will protect accuracy of data entered on ELL Plans and all compliance paperwork.
The following action is requested to ensure that only those individuals who you have designated responsible for the ESOL program compliance have access to the Ellevation app:
Review list of individuals who have Quad AAAA access to “WLEP-ELL SCHOOL MANAGER” at your school.
Delete access to those individuals that should not have access.
Assign access only authorized ESOL Compliance Liaisons in order for the app to appear on their employee portal:
If the selected personnel currently have “WLEP-ELL School Manager” access, no further action is needed.
If the selected personnel do not have access, principal must give access to “WLEP-ELL SCHOOL MANAGER” and allow for the overnight rollover for access to become available.
FAST PASS TO: ELLEVATION APP ACCESS (Compliance Platform)

11. For Instructional Personnel and Instructional “Support” Personnel:
Instructional Technology Systems (ITS) department will automate access for all Instructional Personnel (teachers) that have at least one ESOL student assigned.  No further action is needed for this group.
Instructional “Support” Personnel who DO NOT have at least one ESOL student assigned, the principal must give access to “WLES-ELL SCHOOL SUPPORT” (NOT WLEP-ELL SCHOOL MANAGER). 
Instructional Support Personnel may include Reading Coaches, Counselors and/or Assistant Principals.
ELLEVATION “INCLASS” APP (This is the Instructional Strategies module of the platform):

12. Initial/Annual/Exit ELL Plan
ESOL services for all ELL students must be added.
Program update for Spring ACCESS for ELLs 2.0 is automatically done by ITS.
Printed name, manual signature (write Employee ID next to signature), and Date are required.
Plan is not valid without teacher’s signature, employee number and date.
NO SIGNATURE STAMPS, PLEASE!
The date of the most recent development or review of the ELL Student Plan.
ELLevation

13. Entry Date and Assessment Date Clarification
The Entry Date and Assessment Date do not have to match.
The Entry Date is the initial entry date that the student first physically entered M-DCPS. (Refer to PF3 lower left hand CPS Date.)
The Assessment Date is the actual date the student was assessed. It must be within 20 school days of entering M-DCPS for the first time.
Note that the Entry Date cannot be after the Assessment Date. It must be on/before the Assessment Date.

14. “FEBRUARY” 3+ Years Procedures Documentation Input
FEBRUARY FTE WEEK – BE PROACTIVE!
Do not wait until FTE WEEK to conduct ELL committee meetings and make placement decisions about students.
If students are going to be exited, it must be done at the end of the second grading period (end of January). Exit date is the last day of second grading period…Otherwise, if done before the last day of second grading period, it will trigger the First Post Exit Monitoring requirement a few days after exiting.
Changes must be input PRIOR to FTE WEEK on “J” Screen.
“J” Screen update for “Three Years or More” exiting and updating of ESOL level MUST BE DONE at the school site.

15. 3+ Years Procedures “AFTER” FEBRUARY FTE WEEK
Exiting criteria and schedule changes after February FTE WEEK should be made by the ELL Committee based on assessment results and the most appropriate instructional setting.
Note:
If students score proficient on Online CELLA and have met FSA-ELA proficiency levels, the student must be exited.

16. HIGH SCHOOL STUDENTS Regardless of Time in ESOL Program
Any high school ELL student that has met high school graduation requirements for reading, either by concordant scores or regular spring assessment, AND met the Spring ACCESS for ELLs 2.0 English Language Proficiency (ELP) requirements must be exited from the ESOL program as they have met exit criteria.
The  Basis of Exit is “J”. ELL committee meeting is NOT required if they met both assessment requirements.
HIGH SCHOOL STUDENTS Regardless of Time in ESOL Program

17. HIGH SCHOOL STUDENTS Continued….
For those students that have inconsistent test data (they didn’t meet the Spring ACCESS for ELLs 2.0 exit requirement, but have met the graduation requirement for reading through concordant scores) administer an Online CELLA, convene an ELL committee meeting to possibly recommend exiting, change schedule and input the information on the “J” Screen.
The Basis of Exit is “L”.
Audit Issue:
If the school had knowledge that the student met exit criteria prior to FTE and purposely decided not to exit the student to collect the FTE, this is an audit exception. 

18. Avoid The Most Common Audit Exceptions
Missing ELL Plan and/or CUM
Missing Home Language Survey (HLS)
ELL Plan not current, not updated
ELL Plan that is incomplete, not printed, not signed, not dated
Missing Copy of Initial Placement or Annual Parent Notification Letter
Missing Copy of ELL Committee Meeting Parent Notification
No ELL committee meeting for extension of services or not conducted in a timely manner
No English Language Proficiency (ELP) assessment for extension of ESOL services (on or after October 13 (in only)
Assessment for extension of ESOL services not timely (cannot be earlier than 30 days from 3rd year ESOL anniversary date)
Additional Requirements:
(Secondary Schools Only)
Copy of student’s schedule (Prior to October FTE) and whenever programmatic schedule changes take place. DO NOT discard previous years schedules.
Programmatic Assessment (Math test created by the school)
Native Language Writing for new ESOL level 1 students
Review & Limit
WLEP
Access
In Quad AAAA!!

19. ESOL Program Records Folders – Required Documentation
- Sent to parents when applicable/dated

20. Website: http://bilingual.dadeschools.net DO a Self-Audit of at least
ESOL Program Self-Monitoring Forms & Checklists
DO a Self-Audit of at least
10% of ELL CUMs
For schools with low ELL student count, recommend reviewing ALL Cums
Website:
Click: COMPLIANCE
Click: PROGRAM MONITORING
ESOL Program Monitoring Checklist
ESOL Program Records Folder Checklist
ESOL Program Monitoring Comments List
Post Program Review Checklist
Post Program Review Comments List

21. PIN THE TAIL ON THE COMPLIANCE DONKEY

22. CONTACT INFORMATION
OFFICE MAIN TELEPHONE
Melba Brito, Administrative Director
Ana M. Gutierrez, District Director
Rosy Ugalde, Executive Director
North Regional Center
Deland Innocent, Supervisor
Central Regional Center
Alina Plasencia, Supervisor
South Regional Center
Mercy Abadie-Lux, Supervisor
Charter School Operation
Mariana Bofill, CSS 25