Are districts and schools expected to identify potential English learners for school year 2020-2021?
Yes. Federal law maintains that schools must screen newly enrolled students to determine English learner status within 30 days of the beginning of the school year or within 15 days if the student enrolls later in the year. The Guidelines for Identifying English Learners outline Ohio’s standardized, two-step English learner identification system, which consists of the Language Usage Survey and the Ohio English Language Proficiency Screener (OELPS). Reset and Restart Education provides information on a provisional English learner identification for school administrators serving English learner and linguistically diverse families.
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Will there be an extension to the requirement that schools identify English learners within 30 days of enrollment?
No. At this time, there is no extension of the U.S. Department of Education (USED) 30-day identification requirement for students who enroll in a school at the beginning of the school year. Similarly, for students who enroll after the beginning of the school year, the school must complete the identification process and send the required parent notification within two weeks. For more information, please refer to the USED’s Fact Sheet on Providing Services to English Learners during the COVID-19 Outbreak (released May, 2020).
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What are the guidelines for face-to-face administration of the OELPS during COVID-19?
The OELPS in-person administration is the same as in past years with one student and one test administrator. There are some updated questions for the test administrator to answer at the end of Step One. The new questions are explained in the OELPS Test Administration Manual (TAM) on the test portal on pages 9-11 and pages 19-21.
Districts and schools may administer the OELPS in accordance with local health conditions and safety precautions. Health and safety precautions for students and test administrators may include but are not limited to the following:
- Personal protective equipment (masks, gloves, plexiglass carrels, etc.) for the student and test administrator;
- Disinfectant to allow for frequent cleaning of shared surfaces;
- Separate keyboard and mouse (Bluetooth) to allow distancing between the staff and student;
- Two monitors with one monitor for the student and the other for the test administrator to monitor the student’s progress and assist with navigating the test, if needed; and
- Devices with built-in speakers and microphones to avoid the use of external headsets and contact with the student.
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Can the OELPS be administered remotely?
No, not at this time. The OELPS administration is the same as in past years with one student and one test administrator conducting testing in-person.
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If the OELPS cannot be administered safely, are there remote test administration options?
When it is not possible to safely administer the OELPS to potential English learners, districts and schools remain obligated to identify and serve students who would benefit from English language support and accommodations to access academic and nonacademic programs. To facilitate the timely identification of English learners in cases where there are no options to administer the OELPS, the USED suggests a provisional English learner identification (see questions 3-4 in the federal guidelines published May 18, 2020). In addition, the Ohio Department of Education has developed Reset and Restart Education information for School Administrators Serving English Learners and Linguistically Diverse Families. Please refer to the section on Identification and Placement of English Learners, Step 2 regarding a provisional or temporary English learner identification.
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What resources are available to identify English learners if the OELPS cannot be administered to students who enroll during the 2020-2021 school year?
The Council of the Great City Schools offers a resource that provides sample tools to screen English language proficiency during extended school-building closures or periods of remote learning: Assessing Language Proficiency during Extended School Closures.
If districts or schools have vendor screeners that were used before the OELPS (e.g., Language Assessment Scale (LAS) Links, Idea Proficiency Test (IPT), Woodcock-Muñoz), those vendor screeners could estimate students’ English language proficiency until the OELPS can be administered.
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Is the OELPS required to be administered to students provisionally identified as English learners?
Eventually, yes, it is required when schools can safely administer the OELPS to students.
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Is the provisional identification reported to EMIS?
No, only English learners who have received qualifying scores on the OELPS are reported in Ohio’s Education Management Information System (EMIS). Students who are identified as provisional English learners are not reported in EMIS until further notice. This is to maintain the integrity of the standardized English learner identification process mandated by the Every Student Succeeds Act.
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Are districts and schools required to notify parents and guardians of student identification during the COVID-19?
Recent federal guidance has clarified that districts and schools should not delay notification about a student’s identification as an English learner and eligibility for services. Districts and schools should apply the practice of written notification of parents or caregivers within 30 days of their child’s provisional identification as an English learner. The 30-day window applies to students who enroll at the beginning of the school year; schools have two weeks to identify and notify parents of students who enroll after the beginning of the school year.
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Are there specifications for the notification?
Districts and schools continue to have the obligation to assure that parent notification of their student’s identification as an English learner is provided in language that is understandable to the parent and guardian. Notification must include information about the language development program and accommodations provided in the academic and nonacademic curriculum. Parents should receive information regarding the supports and access their students will receive in remote, blended, hybrid and face-to-face modes of instruction provided to all students.
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