1. ESOL PROGRAM COMPLIANCE for Administrators
Department of Bilingual Education and World Languages
October, 2015

2. Agenda FTE Audits Date Entered into a U.S. School (DEUSS)
In , audit will include ELL records
Returning in two years… , auditing will include ELL records of students exited June 2015
Date Entered into a U.S. School (DEUSS)
Opening of Schools Procedures – Weekly Briefing
Posted August 2015, #17900 (Action Required) – Refer to attachments
Compliance Overview
Annual ELL Student Plan (WLEP) – Signed, Dated and employee number
ESOL Compliance Checklists

3. Date Entered US School (DEUSS)
Date Entered United States School (DEUSS) is collected the first time the student enters a US school (not Pre-K, unless Pre-K attendance was mandatory in the sending state).
DEUSS is self-reported by the parents. Every effort must be made by school personnel in the district to get previous schooling information from a US school.
The DEUSS will be used to monitor:
ELLs to be included in State Accountability System
Extension of Services (students who have entered a Florida school in or after)
Promotion/Retention--Good Cause (3rd grade)
Immigrant Information (School personnel in the district will need the DEUSS to determine immigrant student eligibility. The date is necessary to calculate whether a student has attended a US school for 3 full academic years. Note: remember that immigrant students may or may not be classified as ELLs.)
Office of Civil Rights (OCR) recommends that schools clearly articulate to parents why this date is collected and how the information will be used for educational purposes only; e.g., accountability and/or cumulative enrollment for immigrant.
Remember, that although DEUSS is collected for Accountability purposes only in Survey 3 for LYs and LPs, we recommended over a year ago to collect it for every student and keep it locally. This is now used for all things ELL, immigrant, extension of services program wise, Good Cause, etc.
The calculation for immigrant counts that will be used for determining eligibility for receiving the Immigrant Grant will use the Date Entered US School as the starting point.
The term immigrant children and youth means individuals who:
- (A) are ages 3 through 21;and
- (B) were not born in any State, the District of Columbia or Puerto Rico; and
(C) have not been attending one or more schools in any one or more States for more than 3 full academic years.
Note: The children of U.S. military personnel born overseas are to be included in any count of immigrant children or youth.
IMPORTANT: DEUSS is the date that a student ENTERED a US school, NOT the date they entered the US.

4. Corrections of DEUSS Date
Schools need to verify that the DEUSS date entered IS the Date entered into a US school (not entered the US).
Schools that have incorrect DEUSS dates will need to submit a HEAT ticket to their data specialist at the office of Federal & State Compliance Office requesting the change.
Our office , but only through a HEAT ticket to their data specialist in our office requesting the change.
Terry

5. Opening of School Procedures
Weekly Briefings
Guidelines and procedures for maintaining ELL student information are provided annually through the Opening of School Memoranda
WB# 17900, Posted August, 2015
Refer to Attachments for Specific Guidelines

6. Compliance Overview Annual ELL Student Plan
Parent Notification Letters
Initial, Annual, Exit
ELL Committee Meetings

7. Initial/Annual/Exit ELL Student Plan
Teacher Signature, Employee # & Date
Original
signature
required!
Plan is not valid without teacher’s signature, employee number and date.
NO SIGNATURE STAMPS, PLEASE!
The date of the most recent development or review of the ELL Student Plan.

8. Initial/Annual/Exit Parent Notification Letters (FM6576/FM 6577)
REQUIRED FOR ALL ELLS:
New to school even if they have one from sending school.
Programmatic or level change -Once an ESOL level or class setting is changed.
Annually once the students enters your school.
Exit letter

9. ELL Committee Meetings
Parent/Teacher Conferences
ARE NOT ELL Committee Meetings

10. Reasons for Convening an ELL Committee
Review instructional programs and lack of progress
Address parental/teacher concerns
Retention of ELL
Review instructional program of former ELL (LF
Reclassification of former ELL
Review academic progress for Extension of ESOL services
Review all available data when exiting a student from the ESOL program
Request evaluations and/or support when needed
Intervention

11. an ELL Committee Meeting?
Who Attends
an ELL Committee Meeting?
Administrator
Counselor
ESOL Teacher
HLA Teacher (Elem)
Content Area Teacher (Elem/Sec)
Parent (must be invited)
Other

12. ELL Committee Notification
School creates letter of invitation.
Parents must be invited.
The letter must be dated a few days prior to the meeting.
A copy of the letter of invite must be maintained in the ESOL Program Record folder.

13. ELL Committee Meeting Documentation Ink signatures are required
for all participants including administrators. Parent is always invited; however, if they do not attend, the meeting still takes place.
All must sign and an administrator’s signature is always required, this confirms what occurred during the meeting will take place.
Minutes MUST be attached to each ELL committee convened!

14. Template of Meeting Minutes
Sample
School created form

15. State Board Rule 6A-6.09022 Extension of Services in the ESOL Program
ALL students with “Three Years or More” in ESOL:
Must have an ELL Committee to extend services.
Convened no earlier than 30 school days prior to the third anniversary of the student’s Date Entered United States School
NOTE: NOT ELL: Entry Date
Cannot be after the anniversary date.
Exception:
If the anniversary date falls between the Spring CELLA administration and October 1 of the following school year, you may use Spring CELLA and FSA or any other data available for your assessment to extend services so you will not have to test the ELLs again.
NOTE: Meeting Must be convened BY October 1, 2015

16. How to Avoid Most Common Audit Exceptions?

17. ESOL Program Self-Monitoring
Forms & Checklists
ESOL Program Monitoring Checklist
ESOL Records Folder Checklist:
- Elementary or Secondary
ESOL Program Comments List
Post Program Reviews Checklist
Post Program Review Comments List
ELL Committee Meetings Log
ELL Committee Recommendation Form
Discuss how the schools can inspect their school’s ELL records. Select 6+ semesters to review. Check for ELL co. being convened on time.
Remember to keep ELL committee meeting logs!
Website:

18. Avoid The Most Common Audit Exceptions
No ELL Committee meeting to extend services or conducted in a timely manner
No Assessment for extension of ESOL services
Assessment for extension of ESOL services not timely (no earlier than 30 days from 3rd year ESOL anniversary date)
Missing ELL Student Plan
ELL Student Plan not current
ELL Student Plan that is incomplete in not describing the ESOL schedule of instruction
ELL Student Plan not signed or dated
Missing Parental Notification
Missing documents
Missing file completely

19. Melba Brito, Administrative Director Rosy Ugalde, Executive Director
Contact Information
North Regional Center
Deland Innocent, Supervisor
Central Regional Center
Alina Plasencia, Supervisor
South Regional Center
Mercy Abadie, Supervisor
Melba Brito, Administrative Director
Rosy Ugalde, Executive Director
Main number : 19