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The Monitoring Process

Arizona Department of Education Office of English Language Acquisition Services. The Monitoring Process. Why We Monitor?. Compliance regarding Federal statutes: ( NCLB Section 3001 – 3304). (Title III) Compliance regarding State statutes:

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The Monitoring Process

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  1. Arizona Department of Education Office of English Language Acquisition Services The Monitoring Process

  2. Why We Monitor? • Compliance regarding Federal statutes: (NCLB Section 3001 – 3304). (Title III) • Compliance regarding State statutes: (A.R.S. 15-751 – 756.12). (HB 2064/Task Force/SEI Models) • Compliance regarding State Board Rule (Administrative law): (R7-2-306 and R7-2-613.J). • Review ELL programs Analyze programmatic effectiveness, to include prior year’s data.

  3. District Selection…. A.R.S. 15-756.08 (HB 2064) (effective 9/21/06) Minimum Requirements: completed annually • The top 50 LEAswith the highest # of ELLs will be monitored every 4 years. The top 50 were divided beginning in 2000-2004 into a 4- year cycle. • At least:12 LEAs chosen from the top 50 LEAs with the largest number of English Language Learners (ELLs). (Category 1) • At least:10 LEAs that are not included in the top 50 LEAs described above. (Category 2) • At least:10 LEAs that are not required to provide instruction for English language learners (ELLs) for a majority of their grade levels. LEAs that report 25 or fewer ELLs. (Category 3)

  4. Additional Monitorings… If a district was placed in Corrective Action in a prior year, the office is required by statute to conduct a “follow up evaluation” of the LEA within one year. (ARS 15-756.08 (I)

  5. Communication Process • Beginning of school year • Notification letters to selected districts for on-site monitoring visits • Advance requirements for desk audits: • school’s master schedule • ELL class rosters • Enclosures of items needed for on-site visitation: • district and school monitoring notebooks • district and school maps • bell schedules • a designated work area for ADE monitoring staff

  6. Desk Audit Process • Desk auditor reviews/analyzes compilations of documentation: • SEI Budget and Model adoption documentation • Master schedules for schools with SEI classrooms identified • Classroom rosters: (for classes with ELLs) • Teacher qualifications (research and record) • AZELLA scores for students • AIMS data • Student progress on AIMS • 2-Year academic achievement • AMAO information • % of progress (21%) • % of reclassification (21%) • ELL Subgroup’s AIMS data (FFB; App.; Meet; Exceeds) • Review utilization of funding for ELLs (Title III; Compensatory Instruction Carryover; Title I; and SEI Budget). LEAs may be selected to provide additional fiscal information for Title III funds. • LEA Improvement status

  7. Prior LEA Review • Geographic location of LEA • How many schools? • Grade spans? Elementary; Middle; and High • Student population • Total student population • ELL student count • % of ELL students • Determine length of on-site visitation

  8. Choosing the School Sites… • High # of ELLs • Low # of ELLs (ILLP* implementation) • SAIS data inconsistencies • LEA/School Improvement status • Dual-language/bilingual programs • Questions/concerns with Title III Fiscal applications • Written complaints received

  9. On-Site Visitation • Initial Meeting with district personnel prior to visiting school sites • Classroom Observations • SEI (ELD) classroom observations • Bilingual/Dual Language classroom observations • Mainstream with ILLP students • Teacher Interviews • Exit Interview with district personnel upon completion of LEA program analysis

  10. File Review Process • Student Cumulative Files • Student ELL Files • OELAS recommends that these files are merged (ELL files within cum files)

  11. Review of Cumulative Files: • ALL– files will be strategically and systematically reviewed • SAIS ID # • School Enrollment form (SEF) • Home Language Survey Form (HLS) • The three questions on the SEF and HLS are reviewed to ensure that students are being identified as PHLOTE • Review: languages, dates & signatures • Standardized Assessments; District Assessments; Report Cards; Progress Reports

  12. Student ELL File Review • Initial and annual English language proficiency assessments • Individualized Language Learner Plan (ILLP) • Annual Parental Notification of student proficiency level and program placement • Waiver Documentation (if applicable) • Parent Withdrawal form (if applicable) • Reclassification Notification (from LEP to FEP) • English Language Learner After Reclassification (ELLAR) form (if applicable) • 2-Year Monitoring Form

  13. Post On-Site Visitation Review • Review all classroom observation sheets • Review cumulative and ELL file checklists • Review teacher interviews • Review ELL program data

  14. Post On-Site Visitation (contd.) • A letter is issued to the LEA with findings of the monitoring visit within 45 days of the visit • If there are any corrective action items the LEA must submit a corrective action plan within 60days • OELAS will review and approve the plan • OELAS will conduct a follow-up to the corrective action plan submitted the following school year

  15. Contact Information: Kelly Koenig Director of Monitoring/Title III 1535 W. Jefferson, Bin #31 Phoenix, Arizona 85007 602-542-9689 Kelly.Koenig@azed.gov www.ade.az.gov/oelas

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