Identifying English Learners

Local Education Agency (LEA) Responsibilities

The LEA must ensure...

English Learners (ELs) are identified in a timely manner (within 30 days of the start of school or within two weeks of enrollment for late comers).
Home Language Survey (HLS) contains accurate information and all students have a completed HLS in their CA60.
Procedures are in place for administering, interpreting and recording HLS results.
Staff is trained in how to assist parents in completing and understanding the purpose of the HLS.
Documentation of information gathered from HLS (List of all K-12 students with primary language and native language and a list of all eligible/potentially eligible ELs with WIDA test results).
Parents/guardians have translated information.
Screener/Testing Administrators are identified - who will give the screener?
Placement tests are administered and scored by trained individuals.
Copies of updated WIDA training certificates are kept on file.
Parents/guardians receive assessment results in a timely manner.
Parents/guardians understand program options and have the opportunity to opt out of services.
Parents/guardians have written or spoken translations available for all communications
Teachers have a process for recommending further testing if a student’s language in the classroom indicates something other than the placement test.

Responsibility Sources: U.S. Department of Education, Office of English Language Acquisition. (2016) English Learner Tool Kit (rev. ed.). Washington, DC:Author.Michigan Department of Education 2017-18 Title III School and District Monitoring Indicators and Review Process Aligned to ESSA.

Home Language Survey

Home language survey must be completed by the parent/guardian for every student enrolled in your school.

Be sure parents understand the HLS is strictly for determining educational services, not for legal status or immigration purposes.

Translated versions of the HLS are available here.

Home Language Survey

Home Language Survey - Multiple Languages

I have a newly enrolled student who answered “yes” on at least one of the questions on the Home Language Survey...Now what?

Give a copy of the HLS to the English Language Coordinator in your building.
Place a copy of the HLS in the student’s CA60.
Assess student within 30 days of the beginning of the school year or within ten days of enrolling during the school year using the K W-APT (kindergarten) or the WIDA Screener (grades 1-12).

Administer the Screener

The W-APT Screener (K) and WIDA Screener (1^st-12^th) is administered to all potentially eligible students (including foreign exchange students) with a “yes” marked on one or more of the HLS questions, if there are not any previous WIDA scores available in the state of Michigan.

Administer Screener (All persons administering WIDA screeners and assessments must be certified.)
See the Entrance & Exit Protocol pp. 11-13 for specifics on screener administration and criteria for eligibility.

Immediately after administration, enter all W-APT and Screener scores into the secure site.
Place a copy of the scores in the student’s CA60.
Add student to a building list of eligible EL students, include enrollment date and EL identification date.

WIDA Site

Directions for Score Entry in Secure Site

Determine Eligibility & Create Service Plan

Determine eligibility based on MDE Entrance & Exit Protocol.

Create a plan for addressing students needs based on staffing and schedules. Refer to your district/building handbook regarding placement and services based on proficiency level. All ELs must receive services unless services are waived. See below.

Give student’s name to pupil accounting to be entered into MSDS as EL and assigned to a program. MSDS Collection Details Manual - see page 179 for EL & Immigrant students & page 182 for Instructional Program Codes & Descriptions
If possible, flag student in Student Information System (SIS) to communicate to teachers students who are English Learners.
Monitor and ensure all students are receiving appropriate services.

MDE Entrance & Exit Protocol

MDE Language Assistance Program (LAP) Requirements

LAP Sample

Communicate with Parents

Send a letter home to parents to inform them of the services that will be provided to their student.
By law, this letter must be sent annually.

Notification letter sent to parents must include: 1) the reasons for the identification and need for placement of the student as EL; 2) the student’s level of English language proficiency, how the student was assessed and the status of achievement; 3) the method(s) of instruction that will be used to increase language proficiency; 4) how the EL program will meet the strengths and needs of the child; 5) how the EL program will help their child learn English and meet state standards; 6) the exit requirements of the program and the expected rate of transition (if in a self-contained program) and graduation; 7) how the program meets the needs of an EL with disabilities; and 8) the parent’s right to refuse service; 9) that English learner must continue to participate in the ELP annual assessment if the parent refuses EL services (s).

Sample Notification Letter

Annual Notification Letter

Spanish - Annual Notification Letter

Parent/Family Options

Parents have the right to refuse services and may sign a waiver.
The EL Coordinator/Building Principal will maintain a copy of signed waivers.
Waivers must be signed annually.
Students are still REQUIRED to take the WIDA ACCESS until they exit.

Sample Waiver

**Some of the content of this document is attributed to the collaborative work by Deb Neddo (EL Coordinator at TBAISD), Casey Gordon (Manager of Academic Programs at Kent ISD), Kim Tanis (Mid-Michigan Migrant & El Coordinator), and Pam Schwallier (Regional EL Consultant for Kent ISD, OAISD, MAISD, & AAESA) on the EL Timeline.

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