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English Language Learners

ELE Program Compliance and CPR Reports

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Team:Depending upon the size of a school district and the number of programs to be reviewed, a team of two to eight Department staff members conducts onsite activities over two to five days in a school district or charter school.
Timing:Each school district and charter school in the Commonwealth is scheduled to receive a Coordinated Program Review every six years. The Department's current year schedule of Coordinated Program Reviews is posted on the Department's website at CPR Schedule 2015-2016 Download PDF Document  Download MS WORD Document . The statewide six-year Program Review cycle is posted at Coordinate Program Review Proposed Six-Year Monitoring Cycle page.
Criteria:The Program Review criteria for each WBMS review, begins with the district/school conducting a self-assessment across all eighteen criteria. Through its Desk Review procedures, Department staff at the offices of Program Quality Assurance (PQA) and English Language Acquisition and Academic Achievement (OELAAA) examine the district/school's self-assessment submission and determine which criteria will be followed-up through onsite verification activities.

WBMS Methods: Methods used in reviewing ELE programs include:
 Self-Assessment Phase:
  • The district/school reviews the ELE documentation for required elements including document uploads. Upon completion of this portion of the district/school's self-assessment, it is submitted to the Department for review.
  • The district/school reviews a sample of EL student records selected across grade levels, focus areas such as ELs, opt-out students, students on waivers, former ELs and students and/or parents who need translation and/or interpretation. Additional requirements for the appropriate selection of the student record sample can be found in Student Record Review Procedures of the School District Information Package for English Learner Education.
Upon completion of these two portions of the district/school's self-assessment, it is submitted to the Department for review.

On-site Verification Phase:
  • The Department conducts interviews of administrative, instructional, and support staff consistent with those criteria selected for onsite verification.
  • The Department conducts interviews of EL parent representatives and telephone interviews as requested by other EL parents or members of the general public.
  • The Department conducts a review of EL records. The Department may select a sample of student records from those the district reviewed as part of its self-assessment as well as records chosen by the Department from the ELE student roster. Using standard Department procedures the onsite team will conduct this review to determine whether procedural and programmatic requirements have been implemented.
  • The Department conducts surveys of parents of ELs. Parents of ELs whose files are selected for the record review, as well as the parents of an equal number of other ELs are sent a survey that solicits information regarding their experiences with the district's implementation of ELE programs, related services, and procedural requirements.
  • The Department conducts observations of classrooms and other facilities. The onsite team visits a sample of classrooms and other school facilities used in the delivery of ELE programs and services to determine general levels of compliance with program requirements.
Report:Preparation:
At the end of the onsite visit, the onsite team will hold an informal exit meeting to summarize its comments for the superintendent or charter school leader and anyone else he or she chooses. Within approximately 45 business days of the onsite visit, the onsite chairperson will forward to the superintendent or charter school leader a Draft Report containing comments from the Program Review. The Draft Report comments are provided to the district/school on-line through the Web-based Monitoring System (WBMS). These comments will, once the district has had a chance to respond, form the basis for any findings by the Department. The district will then have 10 business days to review the report for accuracy before the publication of a Final Report with ratings and findings (see below). The Final Report will be issued within approximately 60 business days of the conclusion of the onsite visit and posted on the Department's website at ELL Coordinated Program Review (CPR) Reports page or Public School Coordinated Program Review Reports page.

Content of Final Report:
Ratings. In the Final Report, the onsite team gives a rating for each compliance criterion it has reviewed; those ratings are "Commendable," "Implemented," "Implementation in Progress," "Partially Implemented," "Not Implemented," and "Not Applicable." "Implementation in Progress," used for criteria containing new or updated legal requirements, means that the district has implemented any old requirements contained in the criterion and is training staff or beginning to implement the new requirements in such a way that the onsite team anticipates that the new requirements will be implemented by the end of the school year.

Findings. The onsite team includes a finding in the Final Report for each criterion that it rates "Commendable," "Partially Implemented," "Not Implemented," or "Implementation in Progress," explaining the basis for the rating. It may also include findings for other related criteria.
Response:Where criteria are found "Partially Implemented" or "Not Implemented", the district or charter school must propose corrective action to bring those areas into compliance with the relevant statutes and regulations. This corrective action plan (CAP) will be due to the Department within 20 business days after the issuance of the Final Report and is subject to the Department's review and approval. Department staff will offer districts and charter schools technical assistance on the content and requirements for developing an approvable CAP.

Department staff will also provide ongoing technical assistance as the school or district is implementing the approved corrective action plan. School districts and charter schools must demonstrate effective resolution of noncompliance identified by the Department as soon as possible but in no case later than one year from the issuance of the Department's Final Program Review Report.


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Last Updated: May 17, 2016
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