ORIENTATION AND ELECTION Schools and families working together to ensure student success ORIENTATION AND ELECTION 2015- 2016 School Site Council (SSC) English Learner Advisory Committee (ELAC)   Revised 8/18/2015

SCHOOL SITE COUNCIL (SSC) The SSC is a decision-making council for all programs funded through the Consolidated Application. The SSC has two primary functions: Developing, revising and adopting the Single Plan for Student Achievement (SPSA). Ensuring that a school meets all federal parental involvement mandates. California Education Code 64001(a) requires that districts receiving state, federal and other applicable funding through the Consolidated Application process ensure that participating schools prepare a SPSA. The SPSA is a blueprint to improve the academic performance of all students to the level of the targeted performance goals of the School Quality Improvement System (SQIS) and the District Scorecard.

FUNCTION OF SSC To ensure that all federal mandates, including those for parent involvement, are met, specifically: The creation of the school-level Title I Parent Involvement Policy. The creation of the Title I School-Parent Compact. The development of the Title I parental involvement budget. The proposed expenditures of all categorical funds. The development of the comprehensive school safety plan.

SSC ELEMENTARY COMPOSITION* Is not employed at the child’s school PRINCIPAL Community member: Lives or works in the school attendance boundary. PROOF IS REQUIRED. Is not a parent, nor employed at the school with which the council is affiliated. Suggestions: elect alternates for each sub-group (excluding the principal) in the event of mid year vacancies. Teacher provide direct instruction to the pupils for the full time of employment principal is the only automatic member on the SSC. It is strongly recommended that the principal not serve as the SSC chairperson. Other personnel are employees who do not provide direct instruction to pupils for the full time of employment. Middle schools may include student according to bylaws. High school must include students equal portion on the parent/community side. *All members must be elected by their peers, except the principal who is the only automatic member.

SSC SECONDARY COMPOSITION* There must be parity between parents and students on the parent/student portion of the council. According to the California Education Code, section 33133(c), at the middle school level, a SSC may, but is not required to, include student representation. 25% Parents/ Legal Guardian Community Student (Secondary) Is not employed at the child’s school * All members must be elected by their peers, except the principal who is the only automatic member.

SSC ALTERNATES Election of alternates for the council is optional. Alternates should be elected for all stakeholder groups e.g. teachers, parents, students, and other school personnel, except the principal, who cannot delegate authority to another administrator or select an alternate for the principal seat. Alternates are not members until seated to replace current members upon a termination or resignation of membership. Alternates do not have voting privileges and are not counted for the establishment of quorum. (Refer to Attachment B1)

OFFICERS for SSC CHAIRPERSON Preside at all meetings. Sign all letters, reports and other communications of the council/committee. Perform all duties relevant to the office of the Chairperson. Participate in planning of meeting agendas. Have other such duties as are prescribed by council/committee. Note: Only the ELAC Chairperson will serve as the school’s representative to the Local District ELAC Delegate Convening. (No alternate, including the Vice Chairperson, will be allowed to participate in the Delegate Convening). VICE-CHAIRPERSON Represent the Chairperson in assigned duties. Substitute for the Chairperson in his or her absence, except at Delegate Convening. Participate in planning of the agenda. SECRETARY Conduct roll call to establish quorum. Keep minutes of all regular and special meetings of the council/committee. Provide the signed and dated original meeting minutes to the principal or designee. Assist in keeping the records of the council/committee. Maintain a current roster of the council/committee members. Perform other such duties as are assigned by the Chairperson. Participate in the planning of the agenda. PARLIAMENTARIAN Assist the Chairperson in ensuring all rules and bylaws are followed. Be knowledgeable about the California Open Meeting Law (Greene Act), District policies, bylaws of the council/committee, and selected parliamentary procedures. Participate in planning of the agenda.

ELECTION PROCEDURES Three important steps to follow: STEP 1 Informing Notify all parents and stakeholders of orientations/elections. Include date, time, location and the agenda items to be addressed. STEP 2 Posting Agendas must be posted publicly and continuously outside of the school building and at the meeting location, if different than the school site, at least (72) hours prior to the scheduled orientation and election of members and officers. Orientations and elections may be held on the same day, but a short break must be placed on the agenda between each session. STEP 3 Meeting Distribute agenda outlining the objective of the meeting. (orientations/elections) Explain the roles and responsibilities of the committee and duties of officers. Declare all seats vacant. Explain the election procedures for voting. (refer to Attachment E)

English Learner Advisory Committee (ELAC)

ENGLISH LEARNER ADVISORY COMMITTEE (ELAC) Education Code 52176(b) states that all schools, including Special Education schools, with twenty-one (21) or more English learner (EL) students, not including Reclassified Fluent English Proficient (RFEP) students, are required to establish an English Learner Advisory Committee (ELAC). Functions and Responsibilities: Provide written recommendations to the SSC regarding programs and services for EL students. Advise on the development of the Single Plan for Student Achievement in relation to the English Learner Master Plan. Assist in the development of the school’s language census, the assessment of achievement gaps of the EL student population, and the development and evaluation of the school’s program for EL students. NOTES: ELAC in at least the same percentage as their children represent of the total number of pupils in the school.

ENGLISH LEARNER ADVISORY COMMITTEE (ELAC) Functions and Responsibilities: Advise on efforts to make parents aware of the importance of regular school attendance, and review the school’s student attendance data and the District’s student attendance policy. Include on the agenda information related to all aspects of the District’s Master Plan for English Learners. Use the Comprehensive School Needs Assessment to identify and address the linguistic and academic needs of ELs and to develop training and support for parents.

ELAC RECOMMENDATION PROCESS English Learner Advisory Committee sends written recommendations to the SSC. *SSC must respond to written recommendations within 30 days.

ELAC COMPOSITION The minimum number of ELAC members will depend on the number of English learner students in a school. The required number of ELAC members will be as follows: Number of English learners in a School Minimum Number of ELAC Members Required 21 to 75 ELs A minimum of 3 total members required 76 to 150 ELs A minimum of 5 total members required 151 to 225 ELs A minimum of 7 total members required 226 ELs and above A minimum of 9 total members required Presenter notes: ELAC in at least the same percentage as their children represent of the total number of pupils in the school. Parents of non-EL students, not employed by the District.

ELAC COMPOSITION Parents and legal guardians of EL students must constitute at LEAST 51% of the membership on the ELAC. When the percentage of EL students in a school constitutes more than 51% of the total number of pupils, parents and legal guardians of EL students shall constitute membership on the ELAC in at least the same percentage as English learner students in the school.

OFFICERS for ELAC CHAIRPERSON Preside at all meetings. Sign all letters, reports and other communications of the council/committee. Perform all duties relevant to the office of the Chairperson. Participate in planning of meeting agendas. Have other such duties as are prescribed by council/committee. Note: Only the ELAC Chairperson will serve as the school’s representative to the Local District ELAC Delegate Convening. (No alternate, including the Vice Chairperson, will be allowed to participate in the Delegate Convening). VICE-CHAIRPERSON Represent the Chairperson in assigned duties. Substitute for the Chairperson in his or her absence, except at Delegate Convening. Participate in planning of the agenda. SECRETARY Conduct roll call to establish quorum. Keep minutes of all regular and special meetings of the council/committee. Provide the signed and dated original meeting minutes to the principal or designee. Assist in keeping the records of the council/committee. Maintain a current roster of the council/committee members. Perform other such duties as are assigned by the Chairperson. Participate in the planning of the agenda. PARLIAMENTARIAN Assist the Chairperson in ensuring all rules and bylaws are followed. Be knowledgeable about the California Open Meeting Law (Greene Act), District policies, bylaws of the council/committee, and selected parliamentary procedures. Participate in planning of the agenda.

ELECTION PROCEDURES Three important steps to follow: STEP 1 Informing Notify all parents and stakeholders of orientations/elections. Include date, time, location and the agenda items to be addressed. STEP 2 Posting Orientation and election notices (agendas) must be posted at least (72) seventy-two hours prior to the scheduled orientation and election of members and officers. Orientations and elections may be held on the same day, but a short break must be placed on the agenda between each session. STEP 3 Meeting Distribute agenda outlining the objective of the meeting. (orientations/elections) Explain the roles and responsibilities of the committee and duties of officers. Declare all seats vacant. Explain the election procedures for voting. (refer to Attachment E)

DELEGATION OF AUTHORITY The ELAC may delegate authority to an established SSC provided all of the following requirements are met: The percentage of English learners does not exceed 50% in elementary schools or 25% in secondary schools. The SSC has a pre-existing ELAC subcommittee. The percentage of EL parents participating in the parent portion of the SSC reflects at least the same percentage as EL students enrolled in the school. Presenter note: The SSC may form small advisory committees . In order to delegate authority the following must happen: The ELAC may delegate authority to an established SSC provided that the ELAC has been first duly constituted with identifiable members duly informed of the option and has decided by a unanimous vote to wave its rights and to delegate its authority to the SSC. The percentage of EL students does not exceed 50% in elementary schools and 25% in secondary schools. If an SSC has an EL subcommittee comprised of SSC members that meet these same requirements.

DELEGATION OF AUTHORITY (continued) ELAC has been duly constituted. ELAC members have been informed, during a regular (non-election) meeting, of the ELAC’s responsibilities prior to a vote to delegate authority. Discuss and vote, during a subsequent meeting at which quorum has been established, to delegate the ELAC responsibilities to the SSC. A unanimous vote of the full ELAC membership present is required to approve delegation of authority to the SSC. The decision must be recorded in the ELAC minutes. Presenter note: The SSC may form small advisory committees . In order to delegate authority the following must happen: The ELAC may delegate authority to an established SSC provided that the ELAC has been first duly constituted with identifiable members duly informed of the option and has decided by a unanimous vote to wave its rights and to delegate its authority to the SSC. The percentage of EL students does not exceed 50% in elementary schools and 25% in secondary schools. If an SSC has an EL subcommittee comprised of SSC members that meet these same requirements.

DELEGATION OF AUTHORITY SSC accepted the responsibilities of the ELAC by unanimous vote. The decision must be recorded in the SSC minutes. Submission of a Delegation of Authority form signed by the SSC Chairperson and the principal to the Local District Parent and Community Engagement Administrator for final approval. SSC participates in training to address all ELAC responsibilities. Presenter note: The SSC may form small advisory committees . In order to delegate authority the following must happen: The ELAC may delegate authority to an established SSC provided that the ELAC has been first duly constituted with identifiable members duly informed of the option and has decided by a unanimous vote to wave its rights and to delegate its authority to the SSC. The percentage of EL students does not exceed 50% in elementary schools and 25% in secondary schools. If an SSC has an EL subcommittee comprised of SSC members that meet these same requirements.

QUESTIONS?