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

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

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

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

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

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

Humble Beginnings

Current EL Custom Page School Registrar DDOT School Registrar

DDOT—All other information School Registrar

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)

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.

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.

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.

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

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

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

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 . . .

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

Remaining Questions Ideas to Share

Contact Information Feel free to contact us . . . Carol Jennings Assessment Coordinator (DDOT) Email: cjennings@mcps.org Phone: 540-382-5100 X 1027 Dr. Michaelene Meyer ESL Program Coordinator Email: michaelenemeyer@mcps.com Phone: 540-382-5100 X 1050