1. ESL Program Data Protocols Montgomery County Public Schools
Title III Consortium Conference
Hotel Roanoke & Conference Center
January 16-17, 2019

2. Presenters Montgomery County Public Schools Carol Jennings
Assessment Coordinator (DDOT)
Dr. Michaelene Meyer
ESL Program Coordinator

3. Montgomery County Student enrollment Schools ESL program enrollment
Pre-K-12: 10,030
Schools
4 high schools
4 middle schools
11 elementary schools
Alternative Center
ESL program enrollment
332 Direct
86 Monitor
7 FTEs

4. Dear Colleague:
U.S. Department of Justice (January 2015) “School districts have procedures in place for accurately identifying EL students in a timely, valid, and reliable manner so that they can be provided the opportunity to participate meaningfully and equally in the district’s educational program . . .”
Mike

5. Overview of Presentation
Protocols for data entry
PowerSchool
Protocols for identifying and tracking EL students
Tools and resources – English Learner Toolkit
Training for key stakeholders
School administrators/registrars
EL teachers

6. Protocols for Data Entry
Collaboration
ESL program coordinator
DDOT
Student information system managers
Purpose
Information for Student Registration Import (SRI)
Tracking information for the EL program
Handout: ESL Data Entry Manual

7. Humble Beginnings

8. Current EL Custom Page
School Registrar
DDOT
School Registrar

9. DDOT—All other information
School Registrar

10. Protocols for Data Entry
Query every field
Update on an annual basis
Access assessment year
Composite score
Receiving EL services
Monitor year
Immigrant status
Comments (as necessary)

11. Identification Protocols (Tools & Resources for Providing ELs with a Language Assistance Program, 2016)
School divisions must identify in a timely manner EL students in need of language assistance services.
The home language survey (HLS) is the most common tool used to identify potential ELs.
A HLS must be administered effectively to ensure accurate results.

12. Identification Protocols (Tools & Resources for Providing ELs with a Language Assistance Program, 2016)
Office of Civil Rights (OCR) and Department of Justice (DOJ) approved home language survey questions:
What is the primary language used in the home, regardless of the language spoken by the student?
What is the language most often spoken by the student?
What is the language that the student first acquired?
Handout: Copy of the changes made to MCPS registration form – aligned to Power School Data needs.

13. Identification Protocols (Tools & Resources for Providing ELs with a Language Assistance Program, 2016)
All potential ELs must be assessed with a valid and reliable assessment to determine if they are in fact ELs.
Parents/guardians must be informed in a timely manner of their child’s ELP level and EL program options.
School divisions are required to communicate information regarding a child’s ELP level and EL program option in a language the parent understands.

14. Identification Protocols (MCPS Protocols)
Developed protocol that clearly define roles:
Central office/administrators
Schools/administrators
EL teachers
Updated registration form (paper and on-line)
Updated EL student folder documentation
Student information
Testing & placement documents
Tracking & monitoring documents
Updated all parent communication letters
20 schools – inconsistency in process/protocols
Handout: Copy of MCPS’s Protocol for Identification of EL students and IY students.
Handout: Student Folder Checklist

15. Training for Key Stakeholders (Central Office/School-based Administrators)
Agenda topics (example):
ESSA Implementation Updates
Federal definitions
English Learners (ELs)
Immigrant Children and Youth (IYs)
ESSA Title III Highlights
VDOE assessment of ELs
Entrance procedures and exit criteria
Language Instruction Educational Programs

16. Training for Key Stakeholders (School-Based Registrars/Power School)
Agenda Topics (example – Mtg. #1):
Registration criteria
Communication with families
Home Language Survey/Registration Form
ESSA implementation updates
Federal definitions
English learners (ELs)
Immigrant Children and Youth (IYs)
Data accuracy
Data entry

17. Training for Key Stakeholders (School-based Registrars/Power School)
Agenda Topics (example – Mtg. #2):
Report on screening results (program enrollment data)
Review of implementation of revised registration form
Review and input regarding the implemented screening protocols
Discussion of data entry expectations
Recommendations on revisions to the screening protocol
Steps forward . . .

18. Training for Key Stakeholders (ESL Teachers)
Agenda Topics (example):
ESSA implementation updates
Federal definitions
English learners (ELs)
Immigrant Children and Youth (IYs)
Division screening (process/procedures)
Caseload documentation and scheduling
Tracking service minutes
Accountability (ACCESS 2.0 data review)
Standard 7-Alignment to Program Goals
Language Instruction Educational Programs

19. Remaining Questions
Ideas to Share

20. Contact Information
Feel free to contact us . . .
Carol Jennings
Assessment Coordinator (DDOT)
Phone: X 1027
Dr. Michaelene Meyer
ESL Program Coordinator
Phone: X 1050