1. ESOL END-OF-YEAR PROCEDURES & REQUIREMENTS Hall County School District April 2015 Dr. Cindy Tu, ESOL Coordinator

2. Where Do I Begin? Step 1: Review EOY requirements from this PowerPoint Step 2: Follow ESOL EOY procedures (email attachment) Step 3: Retrieve EOY documents and forms from zip-file (email attachment)

3. You will receive the following as they become available: ACCESS score reports will be delivered to school systems during week of May 4. Check with your administrator. ACCESS score labels will be sent to ESOL lead teachers. New blue folders (no changes) are being ordered. They will also be sent to ESOL lead teachers. General Announcements

4. ESOL Lead Teachers will receive: ACCESS Parent Cover Letters (English and multiple languages) Sample Parent ACCESS Score Reports (multiple languages) Two blue folders with tab labeled: 1.“Transfer EL Student Information – spring 2015” folder: Use for keeping all necessary rosters to be transferred to the receiving schools. (for elementary & middle schools) 2.“ESOL Summary Information - spring 2015” folder: Use for annually retaining EOY rosters and forms for future reference. Note: The above items will be distributed at the EOY training.

5. Verification of Pre-populated Rosters Estela Martin will E-mail the following to lead ESOL teachers (by May 1 st ): 1. EL Student Transfer Roster pre-populated with current LEP students. Remove any new exited students (for elementary and middle schools only). 2. Second-year Monitoring Students’ Roster pre-populated with current M1 students (will be M2 next year). 1. Completed Monitoring Student Roster pre-populated with current M2 students (will be ESOL Former next year).

6. EOY Documents Included in Zip-file (Sent with this PowerPoint) K and Grades 1-12 Eligibility flowchart Blank Exited ESOL Student/Monitoring Roster for listing new exited students (will be M1 next year) Monitoring forms for new exited students “Transition of ESOL Records” form to be signed by “sending and receiving school” personnel Program Status – Service Code Definition chart On-line LAC Directions Sample of PHLOTE Eligibility/Assessment Report (a running list of new PHLOTE students who took the W_APT in 2014-15 at your school Parent Notification forms in English, Spanish, Vietnamese: 1. Parent “Notification of Student Eligibility for Language Support Services” 2. Parent “Notification of Exit from ESOL” For eligible and exiting parent notifications in additional home languages, use the DOE Form Bank link: http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Curriculum-and- Instruction/Pages/ESOL-Form-Bank.aspx http://www.gadoe.org/Curriculum-Instruction-and-Assessment/Curriculum-and- Instruction/Pages/ESOL-Form-Bank.aspx

7. Upon Receiving ACCESS Results… Follow each section on End-of-Year Procedures for a complete guide on meeting records keeping, legal documentation, and parent communication requirements. Sections listed on EOY Procedures: I. ACCESS Test Results II. Determine Eligibility III. Parent Notification (revised forms for 2015-16) IV. ESOL Student Blue Folders V. Records Transfer VI. Exited ESOL Student/ Monitoring Roster VII. Roster Verification VIII. Permanent Records IX. Roster Submission

8. 2010 State Kindergarten Exit Criteria Use 2010 Kindergarten ELLs Exit Criteria Use Accountability domain Scores on K- ACCESS report to determine exit/eligibility K students may not exit through a LAC To exit, ALL accountability domain PL scores must be > 5.0

9. May 9, 2013 State Grades 1-12 Exit Criteria For accuracy, it is highly recommended that teachers use this flowchart along with the Gr. 1 – 12 student ACCESS score reports to determine continued/exit eligibility.

10. LAC Form (updated) Language Assessment Conference (LAC) Please record all pertinent test scores on LAC form. Assessment data available in new tab called, “EL- TPC/LAC” under LEP folder in IC. LAC Form is completed on- line under Document Tab in IC. Online LAC directions is included in zip-file sent with this PowerPoint. Note: GA Milestone assessment results will not be available for LAC decisions. Please use additional classroom academic performance data.

11. LAC Procedures For students who scored: Between 4.0 - 4.9 CPL on Tier B or C with Literacy PL at or above 4.8: Complete LAC only if students are ready to exit. At or above 5.0 CPL on Tier B or C with Literacy PL below 4.8: Conduct and complete LAC to exit or continue services. Be sure on-line LAC form is accurately completed, saved with LAC date. Collect all required signatures. If comments are added manually, make sure they are reflected in the on-line LAC version. Maintain a copy of LAC form in blue folder.

12. Parent Notification (Refer to Section III of EOY Procedures) Parent “Notification of Exit from ESOL” form: Send home with K-12 exiting students this spring. This includes rising 6 th and 9 th grade exiting students. Parent “Notification of Student Eligibility for Language Support Services” form: Send home with eligible Gr. 1-8 students in the fall. Parent Notifications for rising 6 th and 9 th grade students will be completed by the receiving middle and high schools and send home in the fall. Parent Notifications for current HS students: to be sent home this spring.

13. Revised 2015-16 Parent Notification of Student Eligibility Form Date: Use actual date (ex. 8/10/15) Score: record only CPL score or L&S raw score for K_WAPT Grade: 2015-16 Gr level Specific school contact information is an OCR requirement allowing parents the option to ask questions and/or waiving services. Contact name can be your school’s parent liaison. As such, no NCR copies will be provided. Reminders: Retain copy of parent notification with completed school contact information in student ESOL folder. No parent signature required.

14. Parent Notification of Exit Form Use this form to notify parents when their students have met exit criteria. This form is sent home with all exiting students (K-12) this spring.

15. Parent Waiver Reminders The same monitoring form and process used for exited students are being used for parent waived students. Distinction: exited students are monitored for 2 years. Parent waived students are monitored as long as they are eligible but services are waived. In order for parents to waive ESOL services, they are required to complete a new parent waiver each year. Please contact parents who currently waived services to confirm their renewal of waiving services. Parent waiver form is available in multiple languages and can be found at this DOE link: http://www.doe.k12.ga.us/Curriculum-Instruction-and-Assessment/Curriculum-and- Instruction/Pages/Parental-Waiver-of-Direct-ESOL-Services.aspx

16. Records Transfer for Rising 6 th & 9 th Grades (Refer to Section V of EOY Procedures) Important: Both receiving and feeder schools should collaborate to establish a time to exchange folders and discuss specific information. Please be aware that middle school teachers have to meet with both elementary and high school peers to exchange folders and may need special consideration in establishing a workable schedule. Meeting with feeder schools by May 29 th to receive ESOL blue folders is crucial. At the records exchange meeting, have all ESOL teachers available to spot check folders prior to signing the “Transition of ESOL Records” form (included in zip-file).

17. Roster Submission Timeline ( Refer to Section IX of EOY Procedures) After completion of the listed rosters, please distribute as directed below by May 29th: 1. PHLOTE Eligibility/Assessment Report (Running list) 2. EL Student Transfer Roster 3. Exited ESOL Student/Monitoring Roster/s 4. Second-year Monitoring Student Roster 5. Completed Monitoring Process Student Roster Forward one set to system ESOL Coordinator (via Email to Estela Martin at Central Office – electronic copies only) Provide one set to your school ESOL/SIS Administrator. Place one set in ESOL Summary Information - spring 2015 folder to retain at your school. Forward copy of Exited ESOL Student/Monitoring Roster to your school ESOL Team Facilitator. Place one set (items 2 – 5 above) in Transfer EL Students Information – spring 2015 folder to deliver with all student blue folders to receiving school.

18. Contact us with any additional questions THANK YOU in advance for your diligence and hard work with EOY requirements.