1. English Learner Advisory Committee (ELAC) Training
Lilly Rosenberger, Title III/ELD Coordinator
(661)

2. Objectives Describe the function and composition of ELAC and DLAC.
Describe the legal requirements of English Language Advisory Committees.
Describe the operating norms for ELAC and DLAC meetings.

3. State Requirement for English Learner Advisory Committees
ELAC
Each California public school, grades kindergarten through 12, with 21 or more English learners must form an English Learner Advisory Committee (ELAC)
Education Code (b)
DLAC
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).
Education Code (a)

4. Function of ELAC
ELAC serves as an advisory committee on programs and services for English learners.
Single School Plan for Student Achievement
School Needs Assessment
Making parents aware of regular school attendance
English Learner Master Plan
Elect 1 member for DLAC
*A written recommendation must be made on each mandated topic.

5. Training for ELAC Members
Parents receive materials and training appropriate to assist them in carrying out their legal advisory responsibilities as ELAC members. They should have input on what training they receive. CCR (d) Handout: ELAC needs assessment
ELAC Needs Assessment in ELAC packet. This is for parents to request training on specific topics.

6. School Needs Assessment
The ELAC is responsible for assisting in the development of the school-wide needs assessment. A comprehensive needs assessment results in the development of goals and action plans. The goal of this needs assessment is to illuminate the path to improved EL student outcomes. CCR (c) (2)

7. School Needs Assessment
A needs assessment can mean anything from asking stakeholders their level of satisfaction with the current status of various factors related to the educational program to an analysis of data of the current status including past trends.
The requirements of the needs assessment are connected to the purpose of the program.

8. What kind of training might help parents in developing an effective School Needs Assessment?

9. Single School Plan for Student Achievement
The ELAC shall advise the principal and staff in the development of a site plan for ELs and submitting the plan to the school site council for consideration of inclusion in the Single Plan for Student Achievement (SPSA). Education Code (c), (a)

10. What kind of training might help parents in developing a site plan for ELs, to be included in the SPSA?

11. A Parent Guide to Understanding The English Language Proficiency Assessments for California (ELPAC)

12. Administration of the Annual Language Census
The ELAC will review and comment on the administration of the annual language census. Education code 52176(a)
Possible data to share with parents:
The number of English learners in the school, by grade and language.
The number of Fluent English Proficient students in the school by grade and language.
The number of students reclassified from Limited to Fluent English Proficiency.
Used to be R-30.

13. Administration of the Annual Language Census
Potential discussion topics for your ELAC Meetings:
Compare the number of ELs to prior years.
Compare number of students reclassified to prior years.
Discuss the program options and what the benefits are of each.
Review the languages represented at the school.
Discuss ways to support students and parents of various language groups.
Used to be R-30.

14. Regular School Attendance
The ELAC is responsible for assisting the school in ways to make parents aware of the importance of regular school attendance. Education Code (c)
See Handouts

15. EL Master Plan
The ELAC is responsible for advising the principal and staff in the development of a detailed master plan for English Learners for the school and submitting the plan to the governing board for consideration for inclusion in the district master plan.
Education Code (c)
Districts determine the contents of their EL master plan.
Some districts use the federal program monitoring tool English Learner Instrument as a resource to assist them in determining the contents.

16. EL Roadmap
Adopted by the California State Board of Education as policy in July, 2017.
The Roadmap is the first new language policy adopted in nearly 20 years.
Removes outdated barriers to bilingual and multilingual instruction, and will help schools meet updated state and federal education laws and requirements.
The California EL Roadmap articulates a vision for the educational success of the diverse English learners of the state, and maps some ways to get there. 
The state is in the process of developing guidance materials and resources for implementation of the policy  

17. ELAC Composition
The percentage of parents of English learners in the ELAC must be at least equal to the percentage of English learners in the school. Education Code (b)
Parent members are elected by parents or guardians of English learners. CCR (b)
Other committee members, including principal or designee, certificated and classified staff may be appointed.
The California Code of Regulations (CCR, Cal. Code Regs.) is the codification of the general and permanent rules and regulations (sometimes called administrative law) announced in the California Regulatory Notice Register by California state agencies.

18. Total number of ELAC members Required # of parents of ELs
ELAC Composition
School
Total EL Population
Total number of ELAC members
Required # of parents of ELs
School A
25% 40
School B
75% 25
School C
15% 10
School D
44% 30
Sign in sheets should have a place to note whether the parent is a parent of an EL student, a parent of an RFEP student, certificated staff member, classified staff member, etc..

19. ELAC Elections
1. Invite all parents to an ELAC informational meeting at the beginning of the year AND provide parents the opportunity to receive information about participating if they are not able to attend the informational meeting. 2. A sign in sheet should be provided at the ELAC informational meeting with a place for parents to identify their child (children) who are students at the school. This information should be used to verify which parents are parents of ELs. 3. Collect nominations. 4. Determine size and make-up of committee. (How many parents of ELs needed) 5. Send out ballots to parents of ELs.
See sample ballot. See brown handouts CCR California Code of Regulations
Handout: Sample parent letter/sample election ballots

20. Delegating the ELACs Role and Responsibilities
The school may designate an existing school level advisory committee to fulfill the legal responsibilities of ELAC under certain conditions.
Education Code (b)
Parents of all English learners have the opportunity to vote and elect ELAC parent members.
ELAC is established
ELAC members are informed of ELAC’s legal responsibilities.

21. Delegating the ELACs Role and Responsibilities
ELAC votes to delegate its responsibilities to another existing school committee (e.g., SSC)
Recipient site committee agrees to accept responsibilities and agrees to complete ELAC tasks.
Recipient site committee is trained on its new additional legal responsibilities.
All of the described actions should be documented (e.g. in agendas, minutes/meeting notes and sign-in sheets)

22. Delegating the ELACs Role and Responsibilities
Parents and/or guardians of English learners constitute at least the same percentage of the recipient committee membership as their children represent of the student body. Education Code (b)
Established ELAC has the opportunity to elect at least one representative to DLAC before delegating role and responsibilities to existing school level advisory committee. CCR (b)

23. Parent members are elected from representative ELACs. CCR 11308
DELAC Composition
Parents or guardians of English learners who are not employed by the district must constitute at least 51percent of the membership on the DELAC.
Education Code (a)
Parent members are elected from representative ELACs. CCR 11308
Other committee members may include certificated and classified staff, parents of non ELs, and community members.

24. Annual Language Census
Function of DELAC
DELAC serves as an advisory committee on programs and services for English learners.
Annual Language Census
District Wide Needs Assessment
Reclassification Procedures
Plan to ensure district compliance of an any applicable teacher requirements
District English Learner Master Plan
Written notifications required to be sent to parents or guardians
*A written recommendation must be made on each mandated topic.

25. Training for DELAC Members
Parents receive materials and training appropriate to assist them in carrying out their legal advisory responsibilities as DELAC members. They should have input on what training they receive. CCR Handout: DELAC needs assessment

26. District Wide Needs Assessment
The DELAC is responsible for conducting a district wide needs assessment on a school-by-school basis. CCR (c)(2)
Collect data that help to illuminate the path to improved EL student outcomes.
Optional Tool: California School Parent Survey
The type of needs assessment is not described in detail in regulations.

27. Administration of the Annual Language Census
The DLAC will review and comment on the administration of the annual language census. Education code 52176(a)
Possible data to share with parents:
The number of English learners in each school, by grade and language.
The number of Fluent English Proficient student in the school by grade and language.
The number of students reclassified from Limited to Fluent English Proficiency.
Used to be R-30.

28. Administration of the Annual Language Census
Potential discussion topics for your DELAC Meetings:
Compare the number of ELs to prior years.
Compare number of students reclassified to prior years.
Discuss the program options and what the benefits are of each.
Review the languages represented at each school.
Discuss ways to support students and parents of various language groups.
Used to be R-30.

29. Reclassification Procedures
School advisory committees will review and comment on the school district reclassification procedures. CCR11308 (c)(6)
Share with parents reclassification guidelines set by California Department of Education.
Share with parents the district’s criteria and process for reclassification.

30. Required Written Notifications to Parents
The DLAC will review and comment on the written notifications required to be sent out to parents and guardians. CCR11308 (c)(7)
Sample Parent Notification Letters:

31. Federal Title I and State Requirement Parent Notification Letters
Previously TIII and State Requirement Parent Notification Letters
Changes reflect ESSA requirements and Proposition 58
Parents/Guardians no longer need to request a “Parental Exception Waiver” for an alternative program
Must still be sent to parents within the first 30 days of school or within two weeks of enrolling a new student in a language acquisition program

32. Federal Title I and State Requirement Parent Notification Letters
LEAs must provide district specific reclassification criteria.
Using report card grades for teacher evaluation criteria is discouraged.

33. Include previous year’s academic achievement data for students in all grades, even those who don’t take Smarter Balanced Assessments.
Include achievement results for all measures used for reclassification purposes.

34. Requesting a Language Acquisition Program:
Include only Language Acquisition Programs offered by the district.
Sheltered English Immersion (SEI) is the only language acquisition program required to be offered.
Inform parents of a district’s requirement to offer a bilingual program, to the extent possible, when requested by parents/guardians of 20 pupils or more in a grade or 30 pupils or more in a school.
Provide district contact for requesting an alternative program

35. Teacher and Instructional Aide Requirements
DELAC will advise the the school governing board on the development of a plan to ensure compliance with any applicable teacher and/or teacher aide requirements. CCR11308 (c) (4)
Notify parents of teachers lacking EL authorization and plan to ensure that all teachers working with ELs hold authorization to do so.

36. EL Master Plan
The DELAC will advise the school governing board on the development (or revision) of a master plan for educational programs and services for ELs that takes into consideration the SPSA.
CCR11308 (c)
Districts determine the contents of their EL master plan.
Some districts use the federal program monitoring tool English Learner (EL) Program Instrument as a resource to assist them in determining the contents.
Reference the EL Roadmap
The DLAC will advise the governing board on the establishment of a district program, goals, and objectives for programs for English learners.

37. Consolidated Application
The consolidated application will include certification that the application was reviewed by the DLAC. Education code (a)

38. Local Control Funding Formula
The DELAC will review and comment on the development of the Local Control and Accountability Plan (LCAP) (EC 52063)
The superintendent of the school district shall respond, in writing, to comments received from the English learner parent advisory committee.

39. Operating Norms for ELAC/DLAC Meetings
Bylaws
Greene Act
Roberts Rules of Order

40. Bylaws
Bylaws should be used to guide ELAC/DLAC functions not explicit in law.
Bylaws may never conflict with federal, state, or District policies, rules and regulations.
Optional
Handout: Outline of Sample Bylaws

41. The Greene Act Education Code 35147(c)
Any meeting held by a council or committee shall be open to the public.
Any member of the public shall be able to address the council or
committee during the meeting on any item within the subject matter
jurisdiction of the council or committee.
Notice of the meeting shall be posted at the school site or other
appropriate place accessible to the public* at least 72 hours prior to
the meeting.
The meeting notice shall specify the date, time, and location of the
meeting and contain an agenda describing each item of business to be
discussed or acted upon.

42. The Greene Act Education Code 35147(c)
5. The council or committee may not take any action on any item of business unless a) the item appeared on the posted agenda, or b) the council or committee members find, by unanimous vote, that there is a need to take immediate action and that he need for action came to the attention of the council or committee subsequent to the posting of the agenda.
6. Questions or brief statements made at the meeting by members of the council, committee, or public need not be described on an agenda as items of business if those questions or statements do not have a significant effect on pupils or employees in the school or school district; or can be resolved solely by the provision of information.

43. The Greene Act Education Code 35147(c)
7. If a council or committee violates the procedural meeting requirements described above, and upon the demand of any person, the council or committee shall reconsider the items at its next meeting after allowing for public input on the item. 8. Any materials provided to a school site council shall be made available to any member of the public who requests the materials pursuant to the California Public Records Act.

44. Remember, if it is not written, it does not exist!
Agendas
The following details should be included in all agendas:
School name and committee name
Meeting date, time and location
Every item of business to be considered in the order to be presented
Opportunity for public input
Next meeting date, time and location
Remember, if it is not written, it does not exist!
Handout: Sample of ELAC/DLAC Agendas

45. Robert’s Rules of Order
Guide for conducting meetings and making decisions as a group.
Used to encourage fairness and participation.
Can be modified to meet the needs of your committee.
Use is Optional

46. Documenting an Effective Meeting
ELAC BINDER
agendas
sign-ins
ballots
minutes
bylaws
recommendation forms
handouts
announcements
attendance
record
operating norms
certification form

47. Questions?
Lilly Rosenberger, Title III/ELD Coordinator (661)