EL Student File Maintenance Procedures
Embedded Files
ELD Team Responsibilities
ELD Team Responsibilities
FOR EACH FILE UPLOADING PERIOD:
*This process applies to Annual Notification Letters, English Language Plans (ELPs), Home Language Survey Corrections, RFEP, Opt-Outs, RFEP Monitoring, and Progress Reports
ELD Coordinator indicates on the File and Print_CAVA sheet the students needing the file uploaded (pulled from the ELD Tracker/OMNI/PowerSchool Template Report).
ELD Coordinator emails the ELD Specialists the deadline for uploading the files, the Leads with the deadline for verifying the files, and the Office Team with the deadline for filing in each student's individual physical and digital cumulative folder.
By the given deadline, ELD Specialists upload the student into the Uploads for Office Staff Shared Folder (in the appropriate folder by ELD Specialist) and name each one using the standard naming convention:
[last name]_[first initial]_[student ID number]_SY[school year of document]_[semester/trimester of document (S1, S2, T1, T2, or T3)]_[document type]
Example: Smith_J_1234567_SY22-23_S2_Notification Letter
Garcia_R_987654_SY23-24_T3_RFEP Monitoring
By the given deadline, ELD Leads verify that all necessary files have been uploaded to the proper location and named correctly using the standard naming convention.
By the given deadline, the Office Team file the form in each student's physical and digital cumulative folder and mark the completion on the File and Print_CAVA sheet.
Office Team Responsibilities
Office Team Responsibilities
INCOMING ELD FILES:
ELD documents that received can come from any of the following sources:
In the Student Cumulative Folder From Previous School
The previous school sends us any EL document that pertains to the student.
From ELD Coordinators at Insight or IQLA
Pathways
Only English Language Proficiency Assessments for California (ELPAC) test scores can be found here.
Log into Pathways-Enter Student ID in the search box-Click student name-scroll down to tab that says “Test Scores”-click tab-click on graph symbol- download any test scores that are labeled ESA/EIA.
REQUESTING FILES:
*Verify if this is a necessary process for ELD.
ELD FILES:
Digital Files
1. Sharepoint
a. Go to Sharepoint Home Page-Click Student Records-Click ELD Student Records-Click student folder
2. Records Department Shared Drive Folder
a. Click Records Department Shared Drive Folder- Click Special Programs Folder-Click ELD Archive-Click current year folder (2023-2024)-Click Student Folder
The digital files will be labelled accordingly in the following format: Last Name_First Name Initial_Student ID Number_School Year_Document Type
Example: Smith_J_1234567_SY23-24_Annual Notification Letter
Physical Files: Every student identified as EL has a file maintained and stored in a confidential and locked location.
1. Student physical cumulative file
a. Each EL student will have a designated manilla folder labeled:
i. EL-Student Last Name, First Name
ii. e.g. EL-Smith, John
ELD DOCUMENT TYPES IN STUDENT FILES:
1. Annual Notification Letters
2. English Language Plan (ELP)
3. EL Progress Reports
4. Home Language Survey (HLS)
5. Home Language Survey Corrections
6. Reclassification Forms (RFEP)
7. RFEP Monitoring Forms
8. Opt-Out Forms
9. ELPAC Test Scores
a. English Language Proficiency Assessments for California (ELPAC)
10. CELDT Test Scores
a. California English Language Development Test (CELDT): The ELPAC has replaced the CELDT test since 2017. CELDT Scores will be from 2017 and the previous years.
ELD File Checklist
ELD File Checklist
ELD Cume folder (purple folder)
All documents are filed in chronological order, with the newest documents first.
All documents are kept in student file in perpetuity.
1. Initially Fluent English Proficiency (IFEP) documentation.
2. English Language Proficiency Assessments for California (ELPAC) scores.
3. California English Language Development Test (CELDT) scores.
4. Home Language Surveys (HLS).
5. Annual Notification Letters of ELD status/results.
6. English Learning Plans (ELP).
7. Progress reports on English language development.
8. Reclassification to Fluent English Proficiency (RFEP) documentation.
9. Monitoring documentation for RFEP students.
10. Opt-out notification letters.
ELD SharePoint Folder
1. Initially Fluent English Proficiency (IFEP) documentation.
2. English Language Proficiency Assessments for California (ELPAC) scores.
3. California English Language Development Test (CELDT) scores.
4. Home Language Surveys (HLS).
5. Annual Notification Letters of ELD status/results.
6. English Learning Plans (ELP).
7. Progress reports on English language development.
8. Reclassification to Fluent English Proficiency (RFEP) documentation.
9. Monitoring documentation for RFEP students.
10. Opt-out notification letters.
Special Programs ELD Archive drive
1. Initially Fluent English Proficiency (IFEP) documentation.
2. English Language Proficiency Assessments for California (ELPAC) scores.
3. California English Language Development Test (CELDT) scores.
4. Home Language Surveys (HLS).
5. Annual Notification Letters of ELD status/results.
6. English Learning Plans (ELP).
7. Progress reports on English language development.
8. Reclassification to Fluent English Proficiency (RFEP) documentation.
9. Monitoring documentation for RFEP students.
10. Opt-out notification letters.
The format for file names on SharePoint and Special Programs drive is as follows:
[last name]_[first initial]_[student ID number]_SY[school year of document]_[semester/trimester of document (S1, S2, T1, T2, or T3)]_[document type]
Example: Smith_J_1234567_SY22-23_S2_Notification Letter
Garcia_R_987654_SY23-24_T3_RFEP Monitoring
Page updated
Report abuse