Buena Park School District District English Learners Advisory Committee (DELAC) English Learners Advisory Committee (ELAC)

DELAC

Requirement Each California public school district, grades kindergarten through 12, with 51 or more English learners must form a District-level English Learner Advisory Committee (DELAC) or subcommittee of an existing district-wide advisory committee.

Responsibilities The DELAC, or subcommittee on English learner education, shall advise the district's local governing board (e.g., in person, by letters/reports, or through an administrator) on programs and services for English learners. The DELAC shall be responsible for advising the district's local governing board on the following tasks: Development or revision of a district master plan of education programs and services for English learners, taking into consideration the Single School Plan for Student Achievement. Conducting a district-wide needs assessment on a school-by-school basis. Establishment of district programs, goals, and objectives for programs and services for English learners (e.g., parental exception waivers and funding). Development of a plan to ensure compliance with any applicable teacher and instructional aide requirements. Administration of the annual language census (e.g., procedures and forms). Review and comment on the district's reclassification procedures. Review and comment on the written notifications required to be sent to parents and guardians.

Composition Requirements Parents or guardians of English learners not employed by the district must constitute a majority membership (51 percent or more) of the committee.

Elections Each school's English Learner Advisory Committee (ELAC) must have the opportunity to elect at least one of its members to be a site representative in the DELAC. If the district has 31 or more ELACs, it may use a system of proportional or regional representation.

Trainings The district shall provide to all DELAC members: Appropriate training and materials to assist each member carry out his or her legally required advisory responsibilities.

ELAC

Formation Each California public school, grades K-12, with 21 or more English Learners must form an English Learner Advisory Committee (ELAC) or subcommittee of an existing school level advisory committee.

Major Functions The purpose of the ELAC (or subcommittee, if appropriate) is to advise the principal and school staff on programs and services for English Learners and the School Site Council on the development of the Single Plan for Student Achievement. The ELAC also assists the school on other tasks listed below.

Responsibilities The ELAC shall be responsible for advising the principal and staff on programs and services for English learners and the School Site Council on the development of the Single Plan for Student Achievement (SPSA). The ELAC shall assist the school in the development of: The school's needs assessment. The school's annual language census. Ways to make parents aware of the importance of regular school attendance.

Tasks The committee advises and assists the school as follows: Advises the school principal and staff on the school’s program for English Learners The ELAC advises the SSC on the development of the Single Plan for Student Achievement. The ELAC assists in the development of the following: The school’s needs assessment The school’s annual language census (R-30 LC Report) Efforts to make parents aware of the importance of regular school attendance. Elects a representative to the District English Learner Advisory Committee (DELAC)

Annual Parent Needs Assessment Parents must have the opportunity to respond to an annual needs assessment.

Composition Requirements The percentage of parents of English Learners on the committee must be at least the same as that of English Learners at the school. Parents of R-FEP students are considered parents of English Learners for those two years that R-FEP students are being monitored. Other members of the ELAC can be parents/guardians, school staff, and /or community members as long as the minimum percentage requirement for EL parents is maintained. Sample ELAC Composition English Learners at the school: 40% (Sample data) Parents of English Learners on ELAC: 40% Other parents, community members, school staff: 60%

Elections Parents or guardians of English learners must have an opportunity to elect the parent members to serve on the ELAC or subcommittee. Each ELAC shall have the opportunity to elect at least one member to the District English Learner Advisory Committee (DELAC). Districts with 31 or more ELACs may use a system of proportional or regional representation.

Elections Procedures General procedures for electing Parents and Community Members Publicize committee elections to all eligible constituents. Review committee eligibility criteria. Distribute an election notice with nomination information. Include: Brief description of the committee Nomination form to be returned to the school Description of the election process and timeline Confirm eligibility of nominees. Create ballots and distribute them to eligible constituents. Explain the process and timeline Count ballots returned and maintain for documentation.  Confirm compliant composition of committee. Publicize and record the election results. Schedule the first meeting for each committee.

Election Reminders Individual committee membership requirements  Committee members are elected by peers  Parents must be parents at the school  An employee of the school cannot serve as “parent” or “community member” on a committee  Provide information in languages other than English  Elections may be held individually for each committee or they may be combined

General Procedures for Electing Teachers and Other Staff Teacher members must be classroom teachers. Other staff includes any other school personnel that are not a classroom teacher (instructional specialist, coach, counselor, paraprofessional, custodian, campus monitor, etc.) Nominations and elections for teachers and other staff may be held during a regularly scheduled staff meeting or by ballot. People may volunteer to serve if there are no nominations.

Training The district shall provide for all ELAC members: Appropriate training and materials to assist each member carry out his or her legally required advisory responsibilities. Training planned in full consultation with ELAC members.

Officers Committees need to have officers with stated duties and authority, which may include the following: Officer Duties President/Chair Organizes, convenes, and leads meetings. Vice-President/ Vice-Chair Serves in the absence of the Chair. Secretary Records actions taken at meetings and keeps records. Parliamentarian Resolves questions of procedure, uses Bylaws and Robert’s Rules of Order. DELAC Representative Attends all district meetings and gives report to ELAC.

Meetings There must be at least four (4) meetings a year.

GREENE ACT, EC Section 35147 (c) Meetings shall be conducted in accordance with the following rules of order: Meetings must be open to the public. The public must be given the opportunity to address the committee on topics under the jurisdiction of the committee. Notice of the meeting must be posted at the school site or other accessible place at least 72 hours before the time set for the meeting. The notice must specify the meeting date, time, location, and an agenda describing each item of business to be discussed or acted upon.

GREENE ACT, EC Section 35147 (c) The notice must specify the meeting date, time, location, and an agenda describing each item of business to be discussed or acted upon. The committee may not take action on any item of business unless that item appeared on the posted agenda or unless the committee members present, by unanimous vote, find that there is a need to take immediate action and that the need for action came to the attention of the committee subsequent the posting of the agenda. Questions and brief statements of no impact on pupils or employees that can be resolved by providing information need not be described on the posted agenda. If these procedures are violated, upon demand of any person, the committee must reconsider the item at its next meeting, after allowing for public input on the item.

Emergency Meetings Emergency meetings must adhere to the requirements of the Greene Act. Voting may occur only if the committee unanimously determines that the unlisted (emergency) item:  requires immediate attention  the item surfaced between the time the agenda was posted and the time of the meeting

Suggested Agenda Items for the First Meeting Establish the advisory function of the committee and share the four legal reasons for the existence of ELAC. Determine the four (4) meeting dates. The committee may meet more often, if it chooses. Describe the Instructional Program for English Learners in the district. Parents must have the opportunity to offer their opinion about the effectiveness of the program and the educational reality for their students. The minutes must contain the concerns of the parents, as well as, recommendations of the committee to improve the program.

Suggested Meeting Topics EL Program: Identification of EL students Parent needs assessment for EL Program option for EL (waiver to alternative program) Reclassification of EL students Single Plan for Student Achievement Getting involved in ELAC Review of the CELDT and CAASPP Review of the California Standards for English Learners Review district curriculum and assessments (benchmarks, formative assessments)

Suggested Meeting Topics Parent Interest Topics (school-specific topics apparent after parents are surveyed): Keeping children safe from drugs and gangs Juvenile delinquency and truancy Parents and discipline Parents as storytellers and keepers of family traditions and culture Domestic violence Becoming a U.S. Resident/Citizen

Bylaws Bylaws are recommended for all active committees to guide all actions beyond the rules of order provided by the law or board policy. Bylaws serve to define composition of the committee and the manner in which it will conduct business. Copies of the bylaws should be made available to all committee members annually. Bylaws should be reviewed and updated periodically.

Bylaws Bylaw articles define the following matters of the committee: Duties and Role Members Composition Term of office Voting rights Termination of membership Vacancy Officers Election procedures Terms of office Removal of officers

Bylaws Committees Meetings Amendment process for bylaws Subcommittees or other standing committees Membership requirements Rules Meetings Meeting schedules – time, place and location Conduct of meetings Attendance procedures Quorum requirements Amendment process for bylaws A policy of non-discrimination

Robert’s Rules of Order Using Robert’s Rules makes your meetings run smoothly and helps make sure that you address all the necessary topics. The rules aren’t that complicated, but it does help to know the basic standard order of business, and how to make and handle motions according to the Rules.

Robert’s Rules of Order Standard Order of Business according to Robert’s Rules This quick reference list to Robert’s Rules’ standard order of business makes it easy to set up a basic agenda for the meeting. Reading and Approval of minutes. Reports of officers, boards and standing committees Reports of special committees Special orders Unfinished business and general orders New business

Robert’s Rules of Order Making and Handling Motions according to Robert’s Rules Following are the eight steps required from start to finish to make a motion and getting the group to decide whether it agrees. Each step is a required part of the process.

Robert’s Rules of Order Steps What to Say 1. The member rises and addresses the chair. “Madam Chairman…..” 2. The chair recognizes the member. “The chair recognizes.....” 3. The member makes a motion. “I move to…..” 4. Another member seconds the motion. “Second.” 5. The Chair states the motion. “It is moved and seconded to…..” 6. The members debate the motion. “The chair recognizes the need to speak to the motion…..” 7. The chair puts the question and the members to vote.  “All those in favor of….. will say ‘aye’, those opposed will say ‘no’.” 8. The chair announces the result of the vote. “The ‘ayes’ have it and the motion carries, and …….(restate what will happen)”

Characteristics of Effective Meetings Effective Meetings Have: An agenda which details the discussions and actions to be presented. Minutes which detail the discussions and actions agreed upon. Meeting norms and parliamentary procedures allow for business to be completed effectively and efficiently.

Agenda The following details must be included in all agendas: Committee name Meeting date, time and location Every item of business to be considered in the order to be presented Opportunity for public input Future agenda items

Minutes Remember, if it is not written, it does not exist. Minutes must include: Committee name Meeting date, time and location (specify beginning and ending time) Attendance record Detailed record of what was discussed and voted on Copies of information (handouts) provided Must be reviewed for accuracy and approved at following meeting

Record Keeping The school is required to maintain the following documentation for five (5) years: Election notifications Election ballots/tally and final results Bylaws   Flyers/notifications of meetings Meeting agendas Attendance records (sign-in sheets) Minutes of meetings (recording attendance, discussions, recommendations, and actions) Evidence of input from other school committees (if required) Evidence of delegation of duties Documentation of training provided Official correspondence Prior year Single Plans for Student Achievement and budgets If it is not written, it does not exist.

Record Keeping Federal and state laws require the safekeeping of public records. Records should be filed in a secure place and must be made available upon request. Recordkeeping is required for Federal Program Monitoring (FPM) and for other internal and external program reviews.

Tips for Running an Effective Meeting Call the meeting to order on the designated date and at the appointed time. Announce business to be covered in its proper order. Enforce the committee’s policies relating to the conduct of meetings and help ensure compliance with the Bylaws. Recognize people who desire to speak, and protect the speaker who has the floor from disturbance and interference. Explain what the effect of a motion would be if it is not clear to every member. Restrict discussion to the question when a motion is before the committee. Rule on issues of parliamentary procedures. Put motions to a vote, and state clearly the results of the vote. Be responsible for the orderly conduct of all committee meetings. Be aware of the dynamics of the committee, audience and staff.

Designation of Duties After the ELAC has been trained, it may opt to delegate its responsibilities to an existing school advisory committee (e.g. SSC) or subcommittee for up to two years (EC 52870).  The composition of the SSC must be reviewed and considered prior to delegating ELAC duties. EC 52176[b] states: The school may designate an existing school level advisory committee, or subcommittee of such advisory committee to fulfill the legal responsibilities of ELAC, if the advisory body constitute at least the same percentage of the committee membership as their children represent of the student body.

Designation of Duties The proper steps should be taken when designating duties to the SSC to confirm compliance with applicable regulations. Documented evidence of delegation of duties is important.

Steps for Designating Duties to the SSC The ELAC must be properly constituted and officers must be elected. Committee members are informed and trained as to their legal responsibilities. The committee votes to delegate its responsibilities to the SSC for up to two (2) years. The action is documented on the ELAC agenda and reflected in the minutes. If the SSC accepts the request, the committee is reconstituted in two years. If the SSC does not accept the request, the committee must remain active.

Steps the SSC Follows to Accept ELAC Request The SSC votes on the request presented by the ELAC. The action is documented on the SSC agenda and reflected in the minutes. If the SSC rejects the request, the ELAC functions as an independent committee. If the SSC accepts the request, the SSC must now fulfill the responsibilities and complete the tasks required of the ELAC (see Resources for ELAC Planning Calendars). The SSC must be trained as to their new responsibilities.