Manage Student: ELL Events
The ELL program tab in SSS houses stock forms for initial and continued ELL eligibility, as well as the ELL Plan.
Once the ELL event has been initiated, the event will open.
Navigation Menu - Down the left of the screen are all the steps (forms) for the event. Required steps are indicated by a red asterisk.
1. Click on the desired step to open the associated form.
2. Click on the arrow to collapse or expand the steps list.
Navigation tools display at the top to facilitate movement from one step (form) to another, to save and validate the current form, to print the form, and to return to the student’s event screen.
3. Click Previous Step to go back to the previous form.
4. Click Next Step to move forward to the next step displayed in the navigation menu.
5. Click Notes to type notes that are important to the event that is open.
The Notes icon turns blue when there are notes present on the selected event instance. Notes cannot be printed.
6. Click Save & Validate to save the entered data and to validate that all required fields on the step (form) have been completed.
Clicking Save & Validate before completing all required fields saves the entered data as a draft. A pop-up message will display. Click OK to save a draft.
7. When the "Override Mark as Complete" system permission is enabled for the profile in User Profile Permissions, the Mark as Complete button is available. When clicked, it marks the step as complete and saves the step, even when all the step requirements have not been completed.
8. Click Print to print the current step (form) or any step in the process. Forms print with a DRAFT watermark until ready to be finalized, unless the watermark is deselected on the print screen. See Printing an Event for more information.
9. Click History to see the history of changes made to a form. See Viewing Form History for more information.
10. Click Return to Manage Student to return to the Manage Student event screen.
As required steps are saved and validated, the progress bar will update to show the percentage completed.
Completed steps will display a green check mark as they are saved and validated.
This event is designed to be completed for all new students with one or more Yes answers to the Home Language Survey.
Complete all relevant fields for the student. Click Save & Validate when finished.
Uploads can be used to add documentation to an event. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
This event is set up for use for a variety of ELL meetings, including reviewing the status or progress of current or former ELL students.
The ELL Committee Invitation step is used to notify the parent of the meeting information .
Complete the relevant fields on the form. Click Save & Validate when finished. The parent can sign electronically, or the form can be printed and provided to the parent/guardian to review and sign.
When the meeting takes place, the ELL Committee Review step is used to document the meeting.
Complete the form. Click Save & Validate when the form is complete. If all participants could not electronically sign the form, print the form for signatures.
The ELL Committee Minutes is used to document the committee’s decision in detail, based on the Committee Review form.
Complete the form based on the committee’s review discussion. Click Save & Validate when finished.
If needed, users can add additional forms to the event.
1. Select the form to add as a supplement and click Add this form.
The selected form is added to the table.
2. Click the Edit link.
3. Complete the form and click Save & Validate when finished.
4. Click Return to Focus.
A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved. The Last Drafted column will display the date and time the form was last saved when required fields are left blank.
5. To delete a supplement, click Delete.
The number of supplemental forms added to the student's event will display in parenthesis next to the Supplement step on the steps menu.
Uploads can be used to add documentation to an event, such as the signed ELL Committee Review. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
When ELL placement of a Kindergarten student needs to be considered, the ELL Initial Placement K event can be initiated. It contains the parent notification and invitation to the conference. This is typically done based on responses to the Home Language Survey which resulted in an ELL assessment.
1. Enter the Date.
A computed table will display the student's scores from the most recent ELL assessment taken.
2. Enter the student's projected graduation year.
3. Enter the name and phone number of the ELL contact person.
5. Click Save & Validate when finished.
This step is used to invite the parent to the conference.
1. Enter the Date of notification.
2. Select the radio button for discuss your child's level of English language proficiency.
3. Enter the meeting Date and Time.
4. Enter the name of the contact person.
5. If applicable, enter any Additional Notes at the bottom of the screen.
6. Click Save & Validate when finished.
This step contains additional forms that may need to be sent home to parents, including the Spanish version of the placement notification.
1. Select the form to add as a supplement and click Add this form.
The selected form is added to the table.
2. Click the Edit link.
3. Complete the form and click Save & Validate when finished.
4. Click Return to Focus.
A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.
5. To delete a supplement, click Delete.
The number of supplemental forms added to the student's event will display in parenthesis next to the Supplement step on the steps menu.
Uploads can be used to add documentation to an event, such as the signed conference invitation. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
The ELL Initial Placement 1 -12 event is designed for use with grades 1 through 12, and has the same steps as the event for Kindergarten placement. This event differs in the assessment score types referenced on the Placement Notification form.
1. Enter the Date.
A computed table will display the student's scores from the most recent ELL assessment taken.
2. Enter the student's projected graduation year.
3. Enter the name and phone number of the ELL contact person.
5. Click Save & Validate when finished.
This step is used to invite the parent to the conference.
1. Enter the Date of notification.
2. Select the radio button for discuss your child's level of English language proficiency.
3. Enter the meeting Date and Time.
4. Enter the name of the contact person.
5. If applicable, enter any Additional Notes at the bottom of the screen.
6. Click Save & Validate when finished.
This step contains additional forms that may need to be sent home to parents, including the Spanish version of the placement notification.
1. Select the form to add as a supplement and click Add this form.
The selected form is added to the table.
2. Click the Edit link.
3. Complete the form and click Save & Validate when finished.
4. Click Return to Focus.
A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved. The Last Drafted column will display the date and time the form was last saved when required fields are left blank.
5. To delete a supplement, click Delete.
The number of supplemental forms added to the student's event will display in parenthesis next to the Supplement step on the steps menu.
Uploads can be used to add documentation to an event, such as the signed conference invitation. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
Once a student has been determined eligible to receive ELL services, a plan is created. That plan may be developed with the parent in attendance at any of the previous ELL events, if that is the district process. A Strategies Matrix and grade-level specific Can-Do Descriptors are available for reference as the plan is being developed.
1. Complete the form as is applicable to the student's needs.
2. Click Save & Validate when finished.
3. If parent signatures weren't obtained electronically, print the form for parents to sign.
The ELL Strategies Matrix step contains a view-only form that serves as a reference tool to assist in the development of the ELL Plan. This form is applicable for all grade levels, K-12. Both pages contain a hyperlink for detailed information on the strategies. Because there are no required fields and the step is not required, it is your choice whether to click Save & Validate for the step.
The descriptors are housed and accessed as supplemental forms on the ELL Can Do Descriptors step. These forms are grade-level specific.
1. Select the grade specific form applicable to the student and click Add this form.
The selected form is added to the table.
2. Click the Edit link.
3. Complete the form. This includes selecting the boxes applicable for indicating what the student can do at their current level of English proficiency with visual, graphic, or interactive support from Levels 1 through Level 5. Click Save & Validate when finished.
4. Click Return to Focus.
A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.
5. To delete a supplement, click Delete.
Uploads can be used to add documentation to an event. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
Federal and state laws require the annual review of an ELL student’s linguistic and academic performance to determine eligibility for the continuation of services. This particular event should be used IF the student has demonstrated a need to continue services.
The first form in the event explains why the student will continue to receive ELL services, the goal of the ELL program, and at what point the student would no longer be eligible for services.
1. Enter the Date of the notice.
2. Select the reason(s) the student continues to be eligible.
3. Enter the student's projected graduation year.
4. Enter the name and phone number of the school or district contact person.
5. Click Save & Validate when finished.
This form contains the meeting date, time, and reason for the meeting.
1. Enter the Date of the notice.
2. Select the reason for the meeting.
3. Enter the meeting Date, Time, and contact person.
4. If applicable, add any Additional Notes at the bottom of the form.
5. Click Save & Validate when finished.
This step contains additional forms that may need to be sent home to parents, including the Spanish version of the forms.
1. Select the form to add as a supplement and click Add this form.
The selected form is added to the table.
2. Click the Edit link.
3. Complete the form and click Save & Validate when finished.
4. Click Return to Focus.
A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.
5. To delete a supplement, click Delete.
The number of supplemental forms added to the student's event will display in parenthesis next to the Supplement step on the steps menu.
Uploads can be used to add documentation to an event. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
The ELL Exit event should be used when a current ELL student is being exited or reclassified, and for post-exit monitoring. Not all forms in the event may be required.
This specific form is used to document a change in the program status of an ELL student. If being used for post-exit monitoring, this event should NOT be locked until the end of the school year in which it applies.
1. Complete the applicable sections of the form based on the reason for initiating the event.
2. Click Save & Validate when finished.
If the student is being exited from the ELL program, this step would need to be completed so that the parent is informed of the reason why.
1. Complete the form.
2. Click Save & Validate when finished.
If the student has been exited within the past two years, they are still eligible to receive accommodations for state testing. This is used to inform the parent what accommodation types their student will be receiving.
1. Enter the Date of the notice.
2. Select the box(es) for the applicable type of accommodation(s) the student will receive.
3. Enter the end date for those accommodations and contact information for the person the parent can reach out to for questions.
4. Click Save & Validate when finished.
This step contains additional forms that may need to be sent home to parents, including the Spanish version of the forms.
1. Select the form to add as a supplement and click Add this form.
The selected form is added to the table.
2. Click the Edit link.
3. Complete the form and click Save & Validate when finished.
4. Click Return to Focus.
A green check mark will display in the Complete column of the table once all required fields of the form are completed. The Last Saved column will populate with the date and time the form was last saved.
5. To delete a supplement, click Delete.
The number of supplemental forms added to the student's event will display in parenthesis next to the Supplement step on the steps menu.
Uploads can be used to add documentation to an event. In order to print with the event, uploads must be in the PDF format.
1. Drag a file into the box, click Select and select a file from your computer, or click the scan icon and follow prompts to scan the document.
2. Once documentation is scanned or uploaded it will populate in the upload field with edit/delete options.
3. The number of uploads will display in parenthesis on the side menu.
4. Click the pencil icon to edit the title of the file.
After making a title change, click the green check mark to save the change, or the red X to discard the change and keep the original file name.
5. Click the red minus sign to delete the upload.
6. Click OK to confirm deletion.
