2013-14 Title III Desk Monitoring Rubric

D I S T R I C T R E V I E W C H E C K L I S T

Superintendent: ______District: ______

The central premise of the Title III Plan (P.L.107-110 Sec. 3116) is that the local education agency (LEA) is responsible for improving the educational outcomes of its English Language Learners (ELLs). The plan should guide schools and districts to provide the leadership, along with the fiscal, human, and technical resources, to fully implement an effective instructional program for all ELL students.

Through the plan, LEA staff identify, select, and implement strategies that have a high likelihood to bring about dramatic improvements in district and school programs. The ultimate aim of the plan is for the LEA to make systemic changes in areas of concern in order to assure achievement of AMAO targets.

Local Service Plans must:

 Describe the programs and activities proposed to be developed, implemented, and administered under the subgrant;  Describe how the eligible entity will use the subgrant funds to meet all annual measurable achievement objectives described in section 3122;  Describe how the eligible entity will hold elementary schools and secondary schools receiving funds under this subpart accountable for — o Meeting the annual measurable achievement objectives described in section 3122; o Making adequate yearly progress for limited English proficient children, as described in section 1111(b)(2)(B); and o Annually measuring the English proficiency of limited English proficient children, so that such children served by the programs carried out under this part develop proficiency in English while meeting State academic content and student academic achievement standards as required by section 1111(b)(1);  Describe how the eligible entity will promote parental and community participation in programs for limited English proficient children;  Contain an assurance that the eligible entity consulted with teachers, researchers, school administrators, and parents, and, if appropriate, with education-related community groups and nonprofit organizations, and institutions of higher education, in developing such plan; and  Describe how language instruction educational programs carried out under the subgrant will ensure that limited English proficient children being served by the programs develop English proficiency.

Oregon Department of Education provides templates for all federally-required parent notification letters through TransAct (www.transact.com ). These templates are provided free of charge by the Oregon Department of Education. NAME SD ODE Contact: Name Date Reviewed: Date

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M t t C o o N N 1. The district is required to have a Title III Local Service Plan addressing Sec. 3116 Copy of Local Service Plan the requirements of Sec 3116 and approval letter from ODE (see cover page). 2. The district is required to have a Local Plan home language survey to identify Title VI Copies of Home language student’s first or home language. survey in all applicable Sec. 3127 languages. Title VI– OCR Guidelines Provide random sampling to document district compliance. Evidence that every K-12 student has completed home language surveys. 3. All students with home or Title III primary language other than Sec. 3115 Provide description of district’s English must be assessed for identification procedures and English proficiency within 30 -Stanford-IPT- days of the beginning of the Woodcock/ provide random sampling of school year or two weeks if Munoz-LAS enrolled during the school year. assessment given to students. Local Plan Title VI OAR 581-023- 0100 – (4)

Does the district have procedures for determination of language proficiency for program placement purposes by duly trained personnel? 4. Does the district have evidence Title III that students who qualified for Sec. 3127 Provide random sampling of service were placed in parent notification letters (must appropriate level of service Title III within 30 days of the beginning Sec. 1112 be signed by district personnel of the school year or two weeks if enrolled during the school & dated dd/mm/yyyy). year? (Evidence must include copies for both initial and continuing students.) NAME SD ODE Contact: Name Date Reviewed: Date

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M t t C o o N N 5. Does the district have evidence Title III Provide random sampling of that parents who did not wish Sec. 1112 signed/dated parent right of language support signed an refusal for services (waiver). informed refusal of service? 6. Does the district have Local Plan Provide samples of parent documentation of appropriate Title VI involvement activities and a programs, activities, and Title III brief description (could include procedures for the participation Sect. 3302 (e) parent meeting, literacy nights, of parents of ELLs, family (1) back-to-school, sign-in sheets, literacy, parent outreach, and etc.). parent training activities? 7. Does the district have processes Title III Provide written narrative of in place to annually measure the Sec. 3116 annual plan for ELPA English proficiency of English assessment. language learners using the State proficiency assessment? 8. Is the district current with its Title III Provide copy of recent district analysis of and response to state Sec. 3121 ELL evaluation, Title III and federal accountability Improvement Plan, or other measures related to English federally-required language learners? improvement plan that includes English learners.

If district is not in Title III Improvement status – provide evidence of monitoring English learner progress in acquiring English and core content knowledge (current ELs). 9. Is the district current with its Title III Provide copy of recent district analysis of and response to the Sec. 3121 ELL evaluation, Title III progress made by English Improvement Plan, or other learners in meeting challenging federally-required State academic content, and improvement plan that student academic achievement includes English learners. standards for each of 2 years after such children are no Please include evidence of longer receiving services? how the district is responding to progress made academically by monitored English learners. 10. Does the district have evidence Title III Provide description of that students who have exited Sec. 3121 monitoring procedures and the program are monitored at random sampling of monitoring least two years after their exit documentation. notification? 11. Does the district have a program Title III Provide a description of of services that provides Sec. 3115 services offered (SPED, Title I, NAME SD ODE Contact: Name Date Reviewed: Date

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M t t C o o N N meaningful access to elective Local Plan etc.) and random sampling of classes, as well as special Title VI documentation of meaningful programs such as programs for access to classes. (Evidence talented and gifted students? could include building schedules, student schedules, and master schedules.) 12. Does the district have a program Sec. 3115 Provide a description of of service that provides Local Plan services offered and random meaningful access to all aspects Title VI sampling of documentation of of the instructional program? meaningful access to classes. (Evidence could include building schedules, student schedules, and master schedules.)

13. Does the district have a program Title III Provide a description of the of service for ELLs that includes Sec. 3127 program of services that a comprehensive high school Local Plan include education leading to a education leading to completion Title VI diploma, and a random with a standard high school sampling that documents the diploma? program a service. (Evidence could include student transcripts.) 14. Does the district have Title III Provide description of job documentation that all teachers Sect. 3116 requirements for instructional in any language instructional staff of ELs. (Evidence should educational program for limited include the language English proficient children are requirements necessary for fluent in English and any other teaching English learners.) language used for instruction, including having written and oral communication skills? 15. Is the district in compliance with OAR 584-036- Provide evidence of teacher proper certification, license, or 0015 certification, license and/or endorsements for instructional endorsement for staff staff of English language instructing English learners. learners? 16. Does the district have processes Title III Provide signed/dated to allow timely and meaningful Sec. 3115 documentation of the consultation with appropriate consultation with private private school officials during the schools, including the design and development of Title identification of ELLs and III programs for their participation Recent Arrivers. in the Title III programs? If there are no private schools in the district boundary, please include a statement stating NAME SD ODE Contact: Name Date Reviewed: Date

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M t t C o o N N thus. 17. Instructional assistants meet the OAR 581-037- Provide description of job requirements of OAR 581-037- 0006 requirements for instructional 0015 with respect to provision of assistances and work translation services and other OAR 581-037- assignments. services. 0025

18. Does the district have a clear Title VI Provide description of process for handling complaints Local Plan complaint process and related to programs for English OAR 581-022- evidence that the process is language learners? Is that 1941 available in a language information readily available in a parents can understand. language that parents of English language learners can understand? 19. Does the district annually Title VI Provide description of disseminate free information to Local Plan dissemination of complaint parents and private school information. (Evidence could officials clearly describing the include student handbooks.) district’s complaint procedures in a language that parents of ELL students can understand? 20. Does the district have evidence Title III Provide a random sampling of that the district notified parents of Sec. 3115 AMAO parent notification the district’s failure to meet letters in all languages AMAOs within 30 days of the provided, ensure that the AMAO report. letters are signed and dated by a district staff member.

If the district met AMAOs for the current year, please include a statement stating thus. 21. Is the district’s data submission Title III Provide a description of the to the ODE LEP Collection Sec. 3115 procedures used by the district accurately reflect district’s to ensure the data submitted program of service for English to the LEP collection is Learners? accurate.

NOTE: ODE staff will compare District LEP collection data to the District’s ELL Plan for compliance. 22. Does the district have a plan to Title III Provide a description of the determine students who are Sec. 3115 procedures used by the district Recent Arrivers? to ensure the data submitted NAME SD ODE Contact: Name Date Reviewed: Date

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M t t C o o N N to the Recent Arriver collection is accurate. Fiscal review on next page NAME SD ODE Contact: Name Date Reviewed: Date

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p t C M p o A N 1. Does the district maintain Title III Evidence of the Title III fiscal separate fiscal records for Title Sec. 1120(a) records III?  CIP Budget narrative for previous school year . To be completed by  Copies of position Districts with Title III sub- descriptions for staff grants and Title III funded by Title III. consortia leads.  Time in effort logs for staff funded by TIII and other Consortium member funding. districts please include a  Copies of contracts paid statement to the fact that for by TIII funds. you are a member district  Explanation on when final and not the fiscal agent for payment is made on the the district. contract.  Explanation on how the subgrantee determines the deliverables for each contract.  Purchase orders and payments for items funded by Title III funds.  Description of subgrantees inventory procedures for items purchased with Title III funds.