I would like to thank everyone for attending todays webinar - PDF document

• I would like to thank everyone for attending today’s webinar presentation covering the LEP Program Survey, which is a data set collected during PIMS Collection 4 and also covering the ELL End of Year Counts PIMS Internal Snapshot. • Before we get started today, I want to let participants know that today’s session covers the same information as we provided to you last year and is targeted for new PIMS Coordinators or for participants who want a review of these PIMS Collections prior to these collection windows opening. • For those of you who have just joined the webinar session, today’s power point presentation was emailed to participants prior to today’s webinar session and we have also provided the powerpoint presentation under the handouts section of this webinar session. This session will also be archived on the ESL Portal (www.eslportalpa.info) within seven to ten days after today’s live webinar session due to ADA requirements. 1

Our goal for today is to share information and resources so that participants can prepare for the LEP Program Survey data set collected during the June 15 PIMS Collection 4 and for the ELL End of Year Counts PIMS Internal Snapshot; and To explain how PIMS Administrators complete the LEP Program Survey, what entities are required to complete the LEP Program Survey, and what data elements are contained in the LEP Program Survey; and To ensure PIMS Administrators understand the timeframe to have their student template and enrollment templates updated prior to the ELL End of Year Counts PIMS Internal snapshot using PIMS Collection 6. 2

As we get started, I also want to share with you the English Learner Data Collection calendar for the second half of SY 2016 ‐ 2017. Today we will be focusing on the last two data sets indicated on this calendar, the LEP Program Survey and the ELL End of Year Counts. Again, these are collections specific to English Learner data. On this calendar you will find the Collection and/or data set name; important dates in connection with these collections; the purpose for these collections, and the impact for not completing these data sets. 3

As you can see on this slide, today we are finishing up the year with our last English Learner data collection training for this school year. Also, as an FYI, all of these webinars that we provided this school year are recorded and archived on the ESL Portal web page. So within a day or two, today’s live webinar session will be archived and available on the ESL portal (www.eslportalpa.info) webpage for you to reference at your convenience. 4

The first portion of this webinar will focus on the LEP Program Survey. Again, this data set is part of PIMS Collection 4 and reports data for the 2016-2017 school year. 5

• The collection window for the LEP Program Survey is from June 15 – July 21 and the Snapshot date for this collection is June 15, 2017. • The correction window for the LEP Program Survey runs from August 1 – August 15. • And a reminder to LEAs that this collection falls within the timeframe that PIMS will be down for the annual upgrade which is scheduled during the first 2 weeks of July. So, it is important that you do not delay in submitting your LEP Program Survey. 6

The LEP Program Survey data is reported to PIMS using the District Fact Template. So you need to reference PIMS User Manual Volume 1, District Fact Template for LEP, for the template specifications and PIMS Manual Volume 2, Appendix AF, for the survey questions. 7

• The next two slides provide the mandates for the LEP Program Survey. • Chapter 4.26 requires that language instruction education programs at all LEAs contain some very specific required components. So to ensure that LEAs are compliant with Chapter 4.26 in providing a Language instruction education program, and are compliant according to the components of that program, as described in the BEC (Educating Students with Limited English Proficiency and English Language Learners), this LEP Program Survey collects data in relation to your program. • So to meet this requirement, every LEA must have a written Board approved ESL or Bilingual program, and that policy must describe in sufficient detail how the LEA will ensure that English Learners increase English proficiency, attain English proficiency and meet academic standards while they are progressing toward attainment of English proficiency. • So the questions posed in the LEP Program Survey are a way for LEAs to ensure that they have addressed these components and maintained documentation of their implementation of those components. 8

We also have federal mandates that require us to collect • information in the LEP Program Survey. Title III, Language Instruction for Limited English Proficient and Immigrant Students requires us to report the types of programs and other language of instruction, other than English, used in a bilingual program. Another mandate required under Title III is to report the • number of teachers who are working in the Title III language instruction educational programs and to estimate the number of additional certified/licensed teachers that will be needed for Title III language instruction educational programs in the next 5 years. So the questions posed in the LEP Program Survey is how PDE • collects these mandates and reports these data components to the federal government. 9

• The LEP Program Survey is required to be completed by all School Districts, Charter Schools, and Comprehensive CTCs. • School districts, charter schools and comprehensive CTCs are responsible to implement a language instruction education program for English learners upon enrollment. Therefore, these entities must have a written, board approved ESL Policy so that the LEA is prepared to provide appropriate educational services upon enrollment of an English learner. SD, CS, and comprehensive CTCs w ho have English learners enrolled during SY 2016-17 are reporting data related to the implementation of their Language Instruction Education Program during the 2016-17 SY . • SD, CS, and comprehensive CTCs who do not have any English learners enrolled during SY 2016-17 are also required to complete the LEP Program Survey referencing their written, board approved ESL Policy to do so. 10

Here are the categories of the sections contained in the LEP Program Survey: The first category you need to complete in the LEP Program Survey is the Chapter 4.26 Assurances :  This section references the required components of your language instruction education program.  The valid values you will use to respond to the questions are Yes = The LEA maintains documentation of the requirement or No = The LEA does not include this requirement in its board approved ESL Policy.  And again a reminder for school districts, charter schools and comprehensive CTCs who did not have English learners enrolled during this school year, to complete these questions you will need to reference your Board approved ESL policy. The next category within the Program Survey is the Assessments section:  This section asks what assessments your LEA uses for students upon entry, ongoing throughout the school year, and for exit?  In order to report the two-digit valid value required to be reported under this section, you will need to Refer to Appendix AF, which is contained in PIMS Manual Volume 2. Entities can report more than one assessment for entry, ongoing, and/or at exit if you use multiple assessments for students.  And we are always trying to keep our list updated, so if your LEA uses an assessment that does not appear within Category 3, please email the name of the assessment the LEA is using to ra-lep@pa.gov . We will research the assessment you provide to us and if it should be listed, we will add it to the list for the next school year. The next category within the Program Survey is the Languages for Bilingual Program Models  So if your LEA offers a Bilingual Program Model (dual, two-way, transitional, developmental, or Heritage), you need to report the name of the language of instruction, other than English, taught in your Bilingual Program.  The valid values to report the Languages for your Bilingual program are found in Appendix J, PIMS Manual Volume 2, which provides the NCES languages and codes. The next category within the Program Survey is the Teacher Counts section  Within this category, LEAs must provide a count of all certified/licensed teachers currently working in a language instruction education program and a count of teachers not fully 11 certified currently working in a language instruction education program.

• Now that you know what data you are reporting and why you are reporting it, let’s look at how to report the LEP Program Survey. • So LEAs have two options for submitting the LEP Program Survey… the first option is to use the reporting tool PDE designed for this data set or you can opt to submit using the second option by following the instructions in the district fact template for LEP and submit it to us following the template specifications. • So the next slides will discuss Option 1 and Option 2 in more detail. 12

• First we will talk about Option 1, using the Reporting tool created for this data set, and how to access the reporting tool, how to complete it, and how to submit your LEP Program Survey using the reporting tool. 13