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District coordinators are encouraged to share this newsletter with others in their district.
Identifying All Potential ELs Using a Home Language Survey
All potential English learners (ELs) must be properly identified and parents notified within 30 calendar days if the student enrolls at the beginning of the school year and within 14 calendar days if enrolled after the start of school.
The Home Language Survey (HLS) is administered to families upon a student’s initial enrollment into grades K-12. The Kentucky Department of Education (KDE) has received inquiries regarding adding the HLS as part of the yearly enrollment packet either sent home with all students at the beginning of the school year or included in online enrollment.
The Home Language Survey should be a separate form given to families when their child enrolls in a district and should be fully explained to the parent so they understand it is only used to determine if their child is eligible to receive language assistance from a district’s EL program. The survey should not be included as part of an enrollment packet that students fill out annually, but only administered upon initial enrollment into grades K-12.
When a student transfers to your district, a copy of their original HLS should be included in the EL or cumulative folder from the originating district/state. Should an EL student transfer into your district and you do not receive copies of their EL folder, KDE recommends contacting the originating district/state to obtain the records from the student’s EL folder. If the student transfers from a non-WIDA state, then the district should proceed with the appropriate identification procedures, including administering an HLS and appropriate WIDA screener.
When a child enrolls into preschool and is a potential EL, the district is encouraged to provide language assistance but the child will not be officially identified as EL until they enroll as a kindergartener. The district may administer a HLS for identification, but the WIDA screener must not be administered to the student until they complete preschool and enroll into kindergarten. This also means the preschool student will not be listed in Infinite Campus with a program status of EL or an Identified Date entered on the EL tab until enrolled in kindergarten.
Keep Your District’s Contacts Up To Date on Person Role Manager
The Kentucky Department of Education (KDE) emails important information regarding the English learner and Title III programs to all district Title III – English learner coordinators throughout the year. These communications include important announcements and deadlines for funding and programmatic needs, new and updated resources, newsletters, and professional learning and training opportunities,
The list of recipients for these emails is generated by a program called Person Role Manager. The district web apps admin point of contact (WAAPOC) has the ability to update the personnel listed in this program. The district contacts listed in Person Role Manager feed into the Open House website.
Districts must check and update, if necessary, the name of the Title III - English learner coordinator for their district to ensure the correct person receives communication from KDE in a timely manner. This process includes adding new coordinators, as well as removing coordinators no longer working with the EL/Title III program.
To change or verify the Title III - English learner coordinator for your district, follow these instructions:
- Verify the Title III - English learner coordinator by selecting your district on the Open House website.
- If the role is blank or incorrect, the update must be made in Person Role Manager via KDE Web Applications.
- For Title III – English learner coordinators who are listed but no longer should be, their Role Status must be changed to “inactive” and a Role End Date entered via KDE Web Applications | Person Role Manager.
- To add a Title III – English learner coordinator, the Role Status must be set to “active” and a Role Start Date entered. Also ensure an email address is entered on the demographic screen. This should be done via KDE Web Applications | Person Role Manager as well.
To ensure important communications are received, update the contact information accordingly and list the correct point of contact as “active” in Person Role Manager for Title III – English learner coordinator.
WIDA Screener for Kindergarten Field Testing
WIDA is seeking schools that can administer the WIDA Screener for Kindergarten field test to at least 20 students between Jan. 6 and Feb. 28.
This new screener eventually will replace the Kindergarten W-APT. Visit the WIDA website for more information.
PLEASE NOTE: The WIDA Screener for Kindergarten is still a test in development, so sites will not receive scores for the students they test.
Reminder to Delete TSM Configurations and Transition to COS SD
All districts with a TSM still configured in their system and attempting to use WIDA Screener Online will be prompted to transition to COS SD before being allowed to test. All districts must delete the TSM configuration and move to COS SD.
For more assistance, email DRC customer service or call (855) 787-9615.
Revised WIDA Q&A
Webinar Recheduled
Due to unforeseen circumstances associated with the WebEx platform, the WIDA Q&A Webinar Schedule has been updated with new login links. If districts have downloaded or shared this schedule previously, download a new copy.
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