• Who completes the Language Usage Survey?
• What is the process for students transferring schools within Ohio?
• What is the process for students transferring to an Ohio school from out-of-state?
• Are non-public schools required to administer the Ohio Language Usage Survey?
• Can schools administer the Language Usage Survey online?
• May online surveys be signed digitally or should the paper copies also be signed?
• Can we modify the form to communicate more clearly to new families enrolling in our school?
• When parents and guardians complete the Language Usage Survey, what might be requested in the "additional information" section at the bottom of the survey?
• What school climate and parent engagement concerns should schools and staff consider when planning and administering the Language Usage Survey?

• When should a school administer the Ohio English Language Proficiency Screener (OELPS)?
• How should a school proceed when languages other than English have not been identified on the Language Usage Survey?
• What screening tools are available to identify preschool-aged students?

• Must a district maintain evidence that the Parent Notification of English Learner Identification letter was sent?
• What is the timeline for sending the notification of English learner identification?

Parents and guardians of all newly enrolled students in grades K-12 complete the state’s standardized language usage survey. Enrollment staff for preschools may use the state standardized language survey or another language usage survey to determine and support the communication preferences of children and families. Helpful guidance for gathering and using the language information offered by families of young children is provided by the Office of Head Start in the U.S. Department of Health and Human Services.

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When a student transfers from one district or school in Ohio to another district or school in Ohio, enrollment staff should request, review, and maintain a copy of the previous language usage survey. The information can help educators better understand the student’s language environments and English language development instruction, as well as the language preferences of the family. For information regarding the Ohio English Language Proficiency Screener (OELPS), access Ohio’s OELPS FAQ.

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When students identified as English learners in another state transfer to a school in Ohio, the school is not required to re-administer the language usage survey. This includes U.S. territories and Department of Defense Education Activity schools. The receiving school should review, maintain, and make any needed updates to the student’s previous home or language usage survey. When transfer students do not present a copy of the previous home or language usage survey, a copy should be requested from the previous school(s). If the survey is not received within the 30-day timeframe for English learner identification, the school should administer Ohio's Language Usage Survey to know and document the languages the student uses and the language preferences of the family. For information regarding the screening of out-of-state transfer students using the Ohio English Language Proficiency Screener (OELPS), access Ohio’s OELPS FAQ. 

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Under Title VI of the Civil Rights Act of 1964, public and non-public schools that receive federal funds have the obligation to provide equal educational opportunities to students and families. This includes the identification of linguistic barriers to assure equitable access school services and activities. Non-public schools are not required to administer the Ohio Language Usage Survey forms and translations provided free of charge on the Department website and may develop their own forms and processes that meet the obligation to protect students and families from discrimination based upon race and national origin minority status.

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• How interpretation and translation into languages other than English were offered to parents,
• How individuals without access to technology were provided support, and
• What yearly steps the district took to remediate and improve the process to proactively welcome students and facilitate parent engagement.

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Families and validating employees may sign the survey digitally. Electronic signatures should be validated by the individual assigned to do the Language Usage Survey quality check. Districts must have written procedures that explain how the information provided in the Language Usage Survey is maintained and, in case of student transfer, shared along with other records.

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Schools and districts may modify the Language Usage Survey without changing or omitting the content that is communicated to parents and guardians.

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By the state and federal definition, a student who is an English learner has a home or native language other than English. Students who have not been identified as potential English learners should proceed with enrollment and NOT be administered the Ohio English Language Proficiency Screener. If a language other than English has not been reported on the Language Usage Survey but there is compelling evidence that the student has skills in languages other than English, the survey should be reviewed and revised with staff and parents. In some cases, the parents may have not understood the purposes and use of the Language Usage Survey. In others, the district may review previous student records, gather observational data, and administer linguistically appropriate classroom assessments to determine whether the student is a potential English learner. Before administering the OELPS, the Language Usage Survey should be sufficiently completed to support administering the OELPS to determine English learner classification.

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Yes, schools should keep a sample of the Parent Notification of English Learner Identification on file along with evidence that translation and interpretation were provided to those parents and families with limited English proficiency. Many schools request parent signature to verify receipt of the Parent Notification of English Learner Identification letter. This practice is recommended as it may provide additional opportunities for parent communication. However, a parent signature on the Notification of English Learner Identification is not required for the student to benefit from the schools English language program and to receive supports in the general education classroom. Schools should provide needed language supports within 30 days of enrollment. 

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The parent or guardian notification of English learner identification must be provided no later than 30 days after enrollment or within the first two weeks of placement in a language instruction education program for students who enroll after the start of the school year.

For students who enroll after the start of the school year, the deadline to provide written parent or guardian notification of their child’s English learner identification is 30-days plus an additional two weeks after placement in the language education instructional program. Whether the student enrolls at the start or during the school year, their Language Usage Survey and OELPS results, and placement into the appropriate language development instructional services should occur within 30 days of their enrollment in school. More information and additional translations of the parent notification letter are available on the Department website. 

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