How are students identified as an English Learner?

Ohio Department of Education: Identifying, Reclassification, and Monitoring of English Learners

Ohio Department of Education: Language Usage Survey Orientation video

Step One

Language Usage Survey (LUS) is Completed in Final Forms

All U.S. school districts are required to ask four language questions as part of their enrollment process for ALL students. The LUS becomes a part of every student's permanent record.

The first question is regarding the parent or guardian's preferred communication languages. Starting in the 2024-2025 school year, Fairfield will ask this question on the Contact Information page in Final Forms. This information will then be available for staff to view in the student's profile in school information systems.

What language did your child learn first?
What language does your child use most at home?
What language(s) are used in your home?
What language do you use most frequently with your child?
What language do the adults use in your home?

How are students identified as an (2).pdf

Step Two

Determine if the student is a Potential English Learner

Students are identified as a Potential English Learner based on the responses to questions 1 through 3 on the Language Usage Survey (LUS) in Final Forms.

If only English is listed, the student will not be identified as a Potential English Learner.
- Students born out of the U.S. with only English may qualify as an Immigrant Youth.
- Contact your building's EL teacher if you have questions about a student who you think may have a home language impacting their English proficiency.
- For EL teachers: See Parent Permission to Screen for further instructions.
If a language other than English is listed as a response for one or more of questions, the student will be identified as a Potential English Learner.

In rare instances, further conversation with the student's parent or guardian is required before determining if the student is a Potential English Learner due to conflicting information reported on the LUS. In these instances, the assistant principal, along with other staff as needed (i.e. EL or Intervention teacher), should communicate with the families and complete the Home Language Survey Appendix.

Home Language Survey Appendix 2024.2025.pdf

Step Three

Determine if the Potential English Learner needs to take OELPS

Most Potential EL students will be screened using the Ohio English Language Proficiency Screener (OELPS). The only exceptions are:

Students from Ohio school districts with OELPA or OELPS scores.
- Score information will be pulled from the appropriate system and/or requested from the previous school district and used to identify if a student is an English Learner.
Students from ELPA21 states. See below for more information about students who transfer from another state.
- Score information will be requested from the previous school district and used to identify if a student is an English Learner.
Students with evidence that they have exited EL services in another school district.
- Scores alone are not valid. There must be record of "proficiency" or "exit". See below for more information about students who transfer from another state.

Therefore, all Potential EL students who are from another country, a non-ELPA21 state, or does not have ELPA21 score information must be screened using OELPS.

If a Potential EL student does not have data proving that they do not qualify, then it should be assumed that they might qualify and screening should occur.

In rare instances, further conversation with the student's parent or guardian is required before determining if the student is an English Learner. Most often this is because of non-participation during OELPS (this is part of the provisional identification process outlined by the State). In these instances, the assistant principal, along with other staff as needed (i.e. EL or Intervention teacher), should communicate with the families and complete the Home Language Survey Appendix.

Home Language Survey Appendix 2024.2025.pdf

Step Four

Determine if the Potential English Learner qualifies for EL services

Potential EL students will take OELPS/OELPS-BK in their home building during regular school hours. There are three Overall Proficiency Levels: Emerging, Progressing, and Proficient. Students who score Proficient will not be identified as an English Learner. Students who score Emerging or Progressing will be identified as an English Learner.

Only kindergarten students who are screened before December 31st can score proficient with 3's in all four domains. All other students must score 4's and 5's to score proficient.

Students who Transfer from other States

States use different instruments to assess English language proficiency. This chart from Reading A-Z illustrates the alignment of proficiency level descriptors across different entities. It is important to note that while the level descriptors may follow this alignment, scores from assessments other than the ELPA21 consortium are not valid in Ohio.

Students who enter the district with scores from instruments other than ELPA21 are required to take the OELPS.

The only exception is for students who have exited services in another state. Student records must indicate the student is proficient and has exited EL services. Score thresholds vary between states and years so score results alone are not enough to clearly show proficiency.

References: ODE - OELPS FAQ

ELPA21 states:

Arizona (Alt-OELPA only)
Arkansas
Iowa
Louisiana
Mississippi
Nebraska
Ohio
Oregon
Tennessee
West Virginia

Students who previously exited or did not qualify

As indicated above, Fairfield City School District will honor the proficiency status of other states in accordance with Ohio policy. If a student has exited EL services, the student will not receive EL services in Fairfield. However, score information and/or letters from the previous school district must be presented or the student should be screened in order to verify the student's English language proficiency. School districts must follow federal guidelines which require EL identification and parent/guardian notification of the identification within 30 calendar days. Therefore, in most instances, the student will be screened using OELPS.

If the student exited within the past 2 years, he/she should still be monitored and if necessary, could requalify for services.

Students who Qualify as an English Learner

Parent/Guardian Notification

School districts are required to notify parent(s)/guardian(s) of a student's identification as an English learner in a reasonable time. The Ohio Department of Education and Workforce states that Ohio districts must notify parent(s)/guardian(s) of identification within 30 days. The notification should include information about the reason for the identification and student's level of English proficiency; specific program information, including the type of EL services the school will provide and how long the student is expected to remain identified as an English learner; requirements for exiting English learner status; the right of the parent(s)/guardian(s) to refuse all or part(s) of the English learner services provided; and the right to language assistance to understand this notification.

In Fairfield, we have three types of English Learner Plans that are used to communicate with the parent(s)/guardian(s) and Fairfield staff about an EL student's needs. These plans are the Initial EL Plan, Returning Student EL Plan (otherwise known as OELPA grade-band plan), and the Alt-OELPA Plan. EL teachers will write EL plans with the most recent language proficiency assessment results.

Special considerations

Special consideration may be made for a student who enters Fairfield City School District from a non-English speaking country, does not speak any English, has never been in a formal educational setting, and needs immediate assistance acclimating to U.S. schools due to extenuating circumstances. The building administrator should consult with the EL teacher and Instructional Specialist of English Learners if a student meets all of the above criteria. A temporary Educational Assistant (EA) may be hired for a maximum of five (5) days or an interpreter may be hired for a maximum of six (6) hours. The responsibilities of the EA or interpreter would be to assist the student in the establishment of routines, including but not limited to: class changes, bus procedures, lunch procedures, and emergency exit procedures. Every effort should be made to have this in place on the student's first day of school.

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