Rhode Island Multilingual Learner (MLL) / English Learner ...

Rhode Island Multilingual Learner (MLL) / English Learner (EL) Census Manual

Last updated: July 2021

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Table of Contents

Page

Getting Started on eRIDE 2

Data Sections Overview 3

Understanding Student Counts 4

Sort Features 5

Update active status as of (date) Feature 6

Updating Census Count at Beginning of School Year 7

Find/Add a Student 8

Student Listings/Reports 10

Setup a Country or Language Table 14

Services and Monitoring 16

Data Fields 19

Maintenance Reports 23

Preparing Your Roster for Pre-ID File 27

Closing Your MLL/EL Census at End of School Year 28

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Getting Started on eRIDE eRIDE is a comprehensive statewide data system that tracks student records from state tests and individual student program participation across databases. The MLL/EL Census is one such database. Its data is used for federal and state reporting, research, and accountability measures. Additionally, the MLL/EL Census is utilized to generate the file for the ACCESS testing. To obtain user login information, please contact the Office of Student, Academic & Community Supports. Be prepared to provide your email address, role, and phone number. After you login to eRIDE, simply click the ELL Census icon to access the MLL/EL Census. When you log into eRIDE for the first time, you will be prompted to update your user profile.

If you forget your login and password, click Login/Password Lookup. You will then enter your first and last name as well as your email address. Please input the email address that was used to activate your eRIDE account. Below is an image of that icon on the eRIDE homepage.

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Data Sections Overview The MLL/EL Census contains data pertaining to MLL/EL students enrolled in schools throughout Rhode Island. As an MLL/EL Census manager, you are primarily responsible for updating Sections 3, 3a, 4, and 5. To help you better understand the MLL/EL Census, below is an overview of its data sections. Section 1- Demographic Data: This information is auto-populated from the enrollment system and the Student Master File (SASID system). If the student was already in your MLL/EL Census last school year, this information comes off your enrollment system. If the student is new to Rhode Island and never had a SASID, work with your district to ensure the student is assigned a SASID and has an enrollment record. Section 2- Student’s Program Status: This information will be updated weekly via your district’s reporting. Section 3- Student Data: All fields must be completed. If any fields are left blank, eRIDE will not save the record. Section 3a- ACCESS Testing: This section is used by RIDE to order ACCESS and Alt ACCESS test materials for all students in RI. All fields must be completed. If the student is taking the Alternate ACCESS, the Tier field would be ‘None.’ Section 4- EL Identification: There are three state-approved assessments: the KW-APT, K Model and WIDA Screener. Students screened before July 1, 2018 might have blank ‘Screening Assessment’ fields because that section is new. Going forward, please record screening data in all fields. Section 5- Service & Monitoring: All students who had an active service line (Active, Monitored or ENE) at the end of last school year will be carried forward into the new school year with that same service line. Please review each student’s record to ensure all records are correct. Section 6- ACCESS Tests Results: This section is updated annually by RIDE. Please verify Section 1 and Section 2 are correct, as this data is important for when importing ACCES data.

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Understanding Student Counts users guide || forms || set up language table || set up teacher table || set up country table || student

listings lookup/add student || maintenance reports || batch update student demographic and program status

SchCode School Name Total in Census

# Active

# Monitored

# Eligible Not Enrolled

Last Updated

Date Signed

Off

22 New Ducksville 44 14 2 3 6/28/2019 signoff

22101 Quacker School 44 14 2 3 6/28/2019 signoff

22190 New Ducksville Public Schools

6/28/2019 signoff

Total in Census: Historical data of all students in the district, including those who have exited MLL/EL services and completed two years of monitoring. Number of Active: Total count of students currently enrolled in an MLL/EL program. Number of Monitored: Monitored students are entered in the Service and Monitoring section within the Model field. You will need to initiate a new record and select Monitor 1 for students who are entering their first full academic year or Monitor 2 for students who are in their second year of monitoring (only after they have completed one full academic year on Monitor 1 status). The start date is the day that the student became a Monitor 1 or 2 student and the end date may vary. If a student completes one year of monitoring (180 days or more) but is brought back into the MLL/EL program the following year then mainstreamed again, he/she will be considered a Monitor 1 again. Number of Eligible but Not Enrolled (ENE): ENE students are entered in the Service & Monitoring section within the Model field. You will need to initiate a new service record and select Eligible but Not Enrolled for students who are identified as EL and whose parents opt out their child from the specialized language instructional program. The start date is the date that the parent waives services for their child and the end date will be the end of the school year, with the reason being School Year Ended. Only if the student meets all exit criteria will Exited Program be selected. If the parent decides to allow their child to participate, the end date may be the start of a new language instructional program. NOTE: Even though the parent of an MLL/EL may opt their student out of the district’s specialized language instructional program, the district is not released from its legal obligation to make the necessary instructional accommodations in order to overcome language barriers which may impede the student’s access to the academic program. See Title VI of the Civil Rights Act (1964), the Equal Education Opportunity Act of 1974 (20 USC Sec 1703), Lau v. Nichols, 414 U.S. 563 (1974).

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Sort Features You can re-order information and sort your listings in eRIDE by selecting anything that appears in light blue, such as school codes or student names.

Within the district view, click on any school name or school code and get the listing of all students who are currently reported in that school as Active, Monitored or Eligible but Not Enrolled (ENE). If you click on the Active counts in light blue above, a report will be generated. Within the school view, students can be sorted as Active, Monitored, or ENE, put in alphabetical order, or listed by age, race, and gender. Simply click on the column headings below. You can also pull information on any student by clicking on his or her name and SASID.

As of date: 9/24/2019 8:07:52 PM

SASID Dist Student Name

Gender DOB Grade Race Active Monitored

Eligible Not

Enrolled

1000123456 New Ducksville

ADuckaling, Allenl

M 9/4/2002 10 HI7 Y

1000789012 New Ducksville

Achicklet, Anthony

M 12/30/1999 13 HI7 Y

1000999999 New Ducksville

Bearly, Alvin

F 8/1/1998 13 HI7 Y

1000888888 New Ducksville

Bee, Busy M 3/2/2000 12 HI7 Y

1000777777 New Ducksville

Bigger, Little

F 9/7/1997 13 HI7

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Update active status as of (date) Feature With the Update active status as of (date) feature, you can either turn back the hands of time or set the date to today’s date. Simply change the date and then click Update. This field is important because it will affect how many students are counted as Active, Monitored, or Eligible but Not Enrolled (ENE). Here is what the Update active status as of (date) feature looks like and where you can find it:

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Update Census at the Beginning of the School Year Please review each student record in Section 5. All students who had an active service line (including all Active, Monitored or ENE) at the end of last school year are carried forward into the new school year with that same service line. Some records may already be correct, but service lines are sometimes incorrectly recorded and/or recorded twice when data is brought forward from one school year to another. If the service line occurs twice, please delete one of those service lines. Start Date. The students who are carried forward should have service records with auto-populated start date. If your charter or district starts later or earlier than this date, you do not have to change the start date to the actual date your district/charter begins. The Update active status as of date should automatically display today’s date. Click Update so the MLL/EL Census displays the current date. Exited Services, Graduated, Monitor 1 and Monitor 2. Verify that all students who qualified for exit in the prior year were, in fact, exited with Exited Services as the Reason in the prior year. If a student in high school was expected to graduate in the prior year but is returning for missing credits, remove Graduated and add School Year Ended as the Reason for ending service in the prior year. If a student was a Monitor 1 last year for the entire school year (180 days or more), he or she should be a Monitor 2 this school year. If a student was a Monitor 2 for the entire school year last year and has Monitor 2 recorded this year for the second consecutive time, delete the second Monitor 2 service line. No student who has completed an entire year of monitoring should consecutively repeat that same year of monitoring. Student Grade Level. When you first open your MLL/EL Census for the new school year, all students who previously had an active record will appear in the same grade level they were in last school year. Once the enrollment system is up and running for the new school year, the MLL/EL Census will be updated with the correct grade level for all students on your MLL/EL Census. Enrollment. If the student is new to Rhode Island and never had a SASID number, work with your district to have a SASID assigned to the student and ensure that the student has an enrollment record. If some of your students still do not have a GRADE or have an incorrect GRADE even after the enrollment system has opened, run Maintenance Report 7- Discrepancy between EL Census and Enrollment Census. Send Maintenance Report 7 to your Enrollment Census data manager to let them know those students do not have enrollment records. Screening Assessment. Be sure to record all screening data in the MLL/EL Census as shown below, even for students who are not identified as MLL/ELs. Students screened before July 1, 2018 might have the Screening Assessment field blank because in the past there was no way to record the assessment name in eRIDE. Students screened after that date should have at least one assessment reported: KW-APT, K Model or WIDA Screener. Please also record the grade in which the student was tested. For example, a student tested with the K Model would have KG recorded. The Grade field was created per LEA request.

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Find/Add a Student Students who were not active in your MLL/EL Census last year will need to be added to your Active roster on the MLL/EL Census this year. To add students, you must either a) find their records within your district’s MLL/EL Census or b) pull in students by SASID or name who have no existing MLL/EL Census records in your district. There are two tools for adding students that correspond to these functions:

1) Find student(s) by name/SASID search bar. Only students who are in your MLL/EL Census will come up on this search. With this search, you can locate and re-active a student already in your MLL/EL Census. The student may have been enrolled in your district many years ago and moved out of Rhode Island only to return to your district. You can re-activate the student by adding a new service line for the student that is within the current school year. 2) The lookup/add student feature. This search allows you to pull in any student with a SASID in Rhode Island into your MLL/EL Census. The student may be in another district’s MLL/EL Census or may not have any existing MLL/EL Census records. Any student who was previously classified as an MLL/EL in another district in Rhode Island will come up on this search with a view and an add feature. For students with no existing MLL/EL Census records in any districts, you can initiate a new record by clicking add.

To find student(s) by name, type the student’s last name and/or part of first name and click on Find. Acceptable naming formats for locating the SASID of 'Michael Bates' are: ‘Bates’, ‘bates, m’, ‘bates, mic’. Unacceptable naming formats are: ‘michael bates’, ‘bates,’, ‘bates,m’, ‘bates,mic’.

The Find student(s) by name/SASID search bar

Find student(s) by name/SASID:

Prior to searching for the student state-wide by name or SASID, see if the student is in your pool of students. If the system finds the student in your census, it will look like this:

ELL Census Home As of date: 9/24/2019 8:07:52 PM

SASID Dist Student Name

Gender DOB Grade Race Active Monitored

Eligible Not

Enrolled

1000777777 New Ducksville

Bearly, Beaver

M 1/30/2004 9 HI7

total # of students in Census: 1, of which, 0 are active as of 9/24/2019 8:07:52 PM.

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If you are not successful in searching by name, you can search by school rather than with the Find student(s) by name/SASID search bar. Simply click on a school and use Ctrl+Find to find students who are not Active in your MLL/EL Census.

The lookup/add student feature

To pull in a student with MLL/EL Census record in another district or a new student to your district with no existing MLL/EL Census record, enter the student’s full or partial name in the Find student(s) by name box and select state-wide. You can also input the SASID and select SASID Search. Both the state-wide and SASID Search options allow you to locate students outside of your district. If more than one match is found, select view and verify that student’s record with demographics, such as date of birth. If you do not get any matches, be sure that you spelled the name correctly. You can add a student listed with another district, even if the student is not yet in your district’s Enrollment Census. ELL Census Home

Find student(s) by name (e.g., Bates, M): district-wide state-wide

SASID-Search

SASID lastname

firstname

mi

gender

HISPANIC

NATIVE

ASIAN

BLACK

WHITE

PACIFIC

dob grade

district

date last

enrolled

1000555555

Beaver

Bailly M *** *** *** *** *** *** 1/14/2

007 04

Middltwn

8/31/2016

view

add

10000999888

Goat Kidd M

F *** *** *** *** *** *** 1/26/2

001 12

Cumb.

9/3/2009

add

1000888999

Gomes

Gerry F *** *** *** *** *** *** 9/1/20

04 RIDE

7/12/2013

add

When you search for a student, if you see ‘READ ONLY view of this student’s data’ that means the current student’s record is from another district. Print out two copies of the ‘READ ONLY view of this student’s data’: 1) a hard copy to file in the student’s cumulative record and 2) another copy to use while recording the student on your MLL/EL Census. Input the following fields: Limited Formal Schooling, Language, Birth Place, Date 1st Enrolled in Any US School, and the most current Screening Assessment in Section 4. Then record the Model the student is going to be receiving from your district with a Start Date.

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If you only see the add feature and do not see view, that means the student has no existing MLL/EL records and you must create a new record by selecting add. By selecting add, you can pull in an MLL/EL student who may have left RI but was previously enrolled in another district with an MLL/EL record.

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Student Listings/Reports

Report on Active Counts

If you click on the Active count for a school or district as shown below, the system will list all Active students in that school or district by grade and by other demographics.

To save the report of Active students, simply click download report. This report is what you must generate to closeout your MLL/Census at the end of the school year.

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Student Listings

1. Click student listings.

users guide || forms || set up language table || set up teacher table || set up country table || student listings lookup/add student || maintenance reports || batch update student demographic and program status

SchCode School Name Total in Census

# Active

# Monitored

# Eligible Not Enrolled

Last Updated

Date Signed

Off

22 New Ducksville 44 14 2 3 6/28/2019 signoff

22101 Quacker School 44 14 2 3 6/28/2019 signoff

22190 New Ducksville Public Schools

6/28/2019 signoff

2. Select click to view/download and a listing will appear. To view or download a report for Active, Monitored, or ENE students as of the date that you entered on the main page of the MLL/EL Census, pick the corresponding click to view/download link. As you review reports, any information highlighted in red may contain a possible error. Please correct records that are highlighted in red.

Active Students

(As of date: 9/24/2019 8:07:52 PM)

Monitored Students

Eligible Not Enrolled Students

demographics click to view/download

click to view/download

click to view/download

ACCESS Score, Proficiency Level click to view/download

click to view/download

click to view/download

DOB, Grade, Entry Date, Start Year click to view/download

click to view/download

click to view/download

IEP, VocEd, Title 1, Immigrant, Migrant Statuses

click to view/download

click to view/download

click to view/download

Services Received click to view/download not available not available

3. Save the listing by selecting download listing.

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The demographics listing of Active students will look like:

SASID LASID Student Name

School Name

Gender DOB Grade Race Language

Access Tier

1000123456 318 Bearly, Daniel Quacker M 3/2/2000 12 HI7 Spanish

1000789012 346 Beaker, Jean Quacker M 11/11/2010 02 HI7 Spanish

1000999999 312 Blanco, Joan Beaker M 10/11/2000 12 HI7 Spanish

1000888888 379 Mickey, MIchael

Webb M 6/30/2001 11 HI7 Spanish

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Setup Country or Language Table To complete data entry for country or language in Section 3, use the system’s available menu. If the country or language does not appear in your dropdown menu, please add it.

Add a Country to your MLL/EL Census

1) Click on set up country table.

2) To add a country, select a country from the dropdown menu.

3) Highlight the country and click the add button.

eRIDE ELL Census for New Ducksville (2019-20) Logout

users guide || forms || set up language table || set up teacher table || set up country table || student

listings lookup/add student || maintenance reports || batch update student demographic and program status

SchCode School Name Total in Census

# Active

# Monitored

# Eligible Not Enrolled

Last Updated

Date Signed

Off

22 New Ducksville 44 14 2 3 6/28/2019 signoff

22101 Quacker School 44 14 2 3 6/28/2019 signoff

22190 New Ducksville Public Schools

6/28/2019 signoff

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Add a Language to your MLL/EL Census

1) Click on set up language table.

users guide || forms || set up language table || set up teacher table || set up country table || student listings

lookup/add student || maintenance reports || batch update student demographic and program status

SchCode School Name Total in Census

# Active

# Monitored

# Eligible Not Enrolled

Last Updated

Date Signed

Off

22 New Ducksville 44 14 2 3 6/28/2019 signoff

22101 Quacker School 44 14 2 3 6/28/2019 signoff

22190 New Ducksville Public Schools

6/28/2019 signoff

2) To add a language, select a language from the dropdown menu.

unhide

List of languages in district

Filipino hide

German hide

Portuguese hide

Spanish hide

Note: the dropdown menu will include a list of all languages, the system allows you to personalize the list of language selections with the hide/unhide feature.

3) Highlight the language and click the Add button.

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Services & Monitoring

When adding a new service line or waiver for a student, you will see the screen below. The Start Date is the date the student started this service in your district or charter. If you do not record a Start Date, the MLL/EL Census will not include the student in Active, Monitor, or ENE counts. Both the Start Date and End Date must be within the current school year.

Do not input an End Date when first creating a new service line for the current school year. If updating or correcting a previous year’s record, keep in mind: when there is an End Date, there should be a Reason. Students who have an End Date on their service line with the Reason of School Year Ended will not be included in your Active counts on June 30 at the end of the school year, and inaccurate counts can impact MLL/EL funding. The full list of exit reasons includes:

Change of Services – Service changed from one model to another.

Dropped Out – Student dropped out of high school.

Exited Program – Student exited the program by meeting the minimum state required reclassification criteria.

Graduated – Student graduated from High School.

Left Country – Student left the US.

Moved – Student moved to another district, to another charter or to another state.

Parent Waived Specialized Services – Parents opted-out their child from specialized language instructional program. These students will start next as ENE.

School Year Ended – RIDE staff use this at the end of each school year on each active service line with an End Date of the last day of school in order to close out the active service record. RIDE does this after Active counts from the MLL/EL Census have been collected.

Transferred to Homeschooled – Student exited public school to be homeschooled.

State Exited – RIDE staff uses this to record student who should have never been recorded on the MLL/EL Census but was recorded in error.

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Below are the options in the dropdown menu for the Model/Monitor field. These definitions are taken from state regulations governing the education of MLLs/ELs (200-RICR-20-30-3). State regulations require two full years of monitoring for students who meet the MLL/EL exit criteria.

Bilingual – provides literacy and content-area instruction in a student’s native language & English as a Second Language (ESL) instruction.

Collaborative ESL & General Instruction – provides students with ESL instruction by a certified and/or endorsed ESL teacher and content instruction provided through the school’s general education program.

Collaborative ESL & Sheltered Content – provides students with ESL instruction by a certified and/or endorsed ESL teacher and content instruction that is scaffolded and differentiated in English to help students become competent in the use of academic English in all language domains.

Eligible but Not Enrolled (ENE) – for students whose parents opt their child out from specialized language instructional program.

ESL – provides instruction that develops EL students’ social, instructional, and academic proficiency in English and prepares EL students to succeed in the school’s general education program using second language acquisition methodology.

Monitor 1 – for students who are in their first full academic year of monitoring.

Monitor 2 – for students who are in their second full academic year of monitoring.

Newcomer Program – provides instruction designed to educate students who have recently immigrated to the United States and who have had little or no formal schooling (e.g., intensive instruction in English literacy and numeracy & sheltered content instruction).

Sheltered Content Instruction – provides a comprehensive set of grade-level core academic courses aligned with the WIDA ELP standards and RI’s CCSS that make content comprehensible through scaffolded and differentiated instruction in English.

Two Way/Dual Language – provides instruction that promotes a student’s full proficiency in all aspects of English and another language (e.g., in both English and a target language).

ENE, Monitor 1, and Monitor 2 students must be reported on your MLL/EL Census each school year. It is possible that some, all, or even none of your ENE students will be reported as Title III. Please check with your Title III Coordinator. Also, please note: a student cannot have more than one model active in the same timeframe.

Example: Monitor1 start date 9/01/2018 end date 6/29/2019 Two Way/Dual Language start date 9/01/2018 end date 6/29/2019.

In this example, Monitor1 & Two Way/Dual Language cannot run at the same time within a given year. Without a Service, Waiver, or Monitoring record under the Service & Monitoring section, a student will not be included in Active or Monitored or ENE counts for your district in the fields shown below.

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SchCode School Name Total in Census

# Active

# Monitored

# Eligible Not Enrolled

Last Updated

Date Signed

Off

22 New Shoreham 42 10 2 6/15/2019 signoff

22101 Block Island School 42 10 2 6/15/2019 signoff

22190 New Shoreham Public Schools

6/15/2019 signoff

Eligible but Not Enrolled. The date that the parent waives services for the child must be within the current school year. Even though the parent of an English Learner may opt their child out of the district’s specialized language instructional program, the district is not released from its legal obligation to make the necessary instructional accommodations in order to overcome language barriers which may impede the student’s access to the academic program. See Title VI of the Civil Rights Act (1964), the Equal Educational Opportunity Act of 1974 (20 USC Sec 1703), Lau v. Nichols, 414 U.S. 563 (1974). Monitor 1 and Monitor 2. Only after a student has completed one full academic year of Monitor 1 (the first year of academic monitoring) can he or she move into Monitor 2 (the second year of academic monitoring). If a student completes one year of monitoring and the following year is brought back into MLL/EL program and then mainstreamed, he or she will be considered a Monitor 1 again. All students who are exiting service and going into Monitor 1 should have ‘Exited Program’ on the last service Model that was active just prior to moving into Monitor 1. Here is an example:

MONITOR1 8/27/2019

SHELTERED CONTENT INSTRUCTION 8/27/2018 6/30/2019 Exited Program

ESL* 11/13/2017 6/29/2018 School Year Ended

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Data Fields

Section 1: Demographic Data

All fields in this section are auto-populated from the enrollment system or the Student Master File (SASID system).

SASID: State Assigned Student Identifier, a unique 10-digit numeric assigned at the state level.

First Name: The student’s first name as shown on the student’s birth certificate.

Last Name: The student’s full last name as shown on the student’s birth certificate.

M.I.: Middle Initial

DOB (Date Of Birth): (mm/dd/yyyy)

Gender: F (Female) or M (Male)

Grade: PK (preschool ½-day), PF (preschool full-day), KG (kindergarten ½-day), KF (kindergarten full-day), 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, 12 and 13 (for those who have completed grade 12 and stay in high school to participate in a program that bridges high school to college).

Race/Ethnicity: Hispanic, Native, Asian, Black, White, Pacific.

Immigrant: This classification applies to any student who meets all three criteria below. For definitional purposes, Puerto Rico and Washington DC are considered states.

o is age 3-21, o was not born in any state, o and has not been attending one or more schools in any one or more states for more

than 3 full academic years.

Date 1st Enrolled in Any RI Public School: Date the student first enrolled in any public school in RI.

Date 1st Enrolled in District (mm/dd/yyyy): Date the student first enrolled in the district. This date does not have to be within the current school year.

Section 2: Program Status All fields in this section are auto-populated from the enrollment system.

IEP: Individual Education Plan, a plan that specifies the appropriate level of special education

programs and services to be provided to meet the unique educational needs of a student with a

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disability. This field is set to Yes if the student is receiving special education services on the IEP Census.

Section 504: A plan for children with an identified disability that specifics necessary accommodations. A student with a 504 Plan is not considered a student with an IEP unless the student has both an IEP and a 504 Plan.

Title III: Federal grant program that provides supplemental funds to support after-school or summer programs for ELs, professional development for teachers of MLL/ELs, parental support and/or linguistically appropriate supplies and materials. Contact your Title III Coordinator if you have questions about whether a student is eligible to receive MLL/EL instruction supported with Title III funds. ENE students may or may not be recipients or benefactors of Title III.

Title I: Federal grant program that provides supplemental funds to support students identified as most in need of educational assistance and to provide them with additional academic support (i.e., students in need of reading or mathematics assistance or assistance in other core academic subjects).

Section 3: Student Data School Name: School name must be selected to record the school that the student attends, but

for any student who attends an out-of-district school, select your district’s name. Example 1: Carlos resides in Central Falls but attends Lincoln High School (which is outside of Central Falls School District). Select Central Falls School District for Carlos. Example 2: Jose is a Beacon Charter school student who is outplaced to Meeting Street School because of his IEP needs. Record Jose with the school name Beacon Admin School.

District of Residence: Select the district in which the student resides. For fiscal purposes, it is very important that charter schools record the district students reside in.

Limited Formal Schooling: This field denotes the student’s status as SIFE, or Student with Interrupted Formal Education (SIFE). Please check yes for all MLL/EL students enrolling after grade two who have:

o At least two fewer years of age appropriate schooling than peers OR have disenrolled from U.S. schools to enroll in other countries (including Puerto Rico) more than two times in the past four years, AND

o Limited encoding/decoding skills in native language and/or two or more years below grade level in math due to inconsistent or interrupted formal schooling prior to U.S. arrival (as indicated in family interview).

Language: Select the language normally used by the child or youth. If the student’s home language is not listed in your language table, please see the instructions above about adding a new language to your table.

Birth Place: Select the country in which the student was born.

Date 1st Enrolled in U.S. School (mm/dd/yyyy): This is the date when the student first enrolled in a U.S. school, including pre-school, regardless of initial state where the student enrolled. For

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example, if a student first enrolled in a U.S. school in Florida and then moves to Rhode Island, this date will report the date of first enrollment in Florida.

Section 3a: ACCESS Testing Fields in this section are used by RIDE to order test materials for all schools and districts in RI.

Alternate ACCESS: Yes-Student is eligible for Alternate Assessment and will take the AltACCESS Test or No-Student will not take the AltACCESS Test.

Pre-Order Accommodations: Braille, Large Print, Paper, None

Tier: A, BC, or None-student has no tier

Section 4: EL Identification Screening Assessment: The following English language proficiency screener tests are designed

to measure the student’s ability to understand, speak, and read English at a level appropriate to the student’s age and grade placement.

o KW-APT – Kindergarten WIDA-ACCESS Placement Test o K Model –WIDA English language proficiency assessment for Kindergarteners o WIDA Screener –an English Language proficiency assessment given to new students in

grades 1-12 to help identify whether they are MLLs/ELs.

Assessment Date: This is the date the student took the Screener placement test. This date does not have to be within the current school year, but it could be within the current school year.

Grade when test was taken: This is the grade the student was in at the time this test was taken.

Entering Proficiency Level: The starting English language proficiency level should impact the MLL/EL services provided. Below are the English language proficiency levels under WIDA:

o Entering o Emerging o Developing o Expanding o Bridging o Attained

Raw/Overall Score

Listening Score: Scores are between 1 and 6.

Speaking Score: Scores are between 1 and 6.

Reading Score: Scores are between 1 and 6.

Writing Score: Scores are between 1 and 6.

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Oral Language Score

Literacy Score

NOTE: For the K Model, Raw/Overall, Reading Score, Writing Score and Literacy Score may be recorded as ‘NA’ or 0.

Section 5: Service & Monitoring For additional information, please refer to the preceding section.

Section 6: ACCESS Tests Results This section is READ ONLY and cannot be updated by your district. RIDE uploads ACCESS scores yearly using a data file from the testing vendor after completion of the validation process. 2018 testing information relates to ACCESS testing done in the 2017-2018 school year.

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Maintenance Reports Run frequently to ensure accurate reporting. Report 1: Students Missing End Date and/or End Reason– Students on this report may either have a) an End Date and no Reason or b) a Reason and no End Date. Both the End Date and Reason are required to terminate a service.

Example 1: This student has an End Date but there is not Reason.

Model Start Date End Date Reason action

COLLABORATIVE ESL & GENERAL INSTRUCTION

8/27/2019 11/01/2019 [update] [delete]

COLLABORATIVE ESL & GENERAL INSTRUCTION

9/1/2018 6/30/2019 School Year

Ended [update] [delete]

Example 2: This student has a Reason, but there is no End Date.

Model Start Date End Date Reason action

COLLABORATIVE ESL & GENERAL INSTRUCTION

8/27/2019 Moved [update] [delete]

COLLABORATIVE ESL & GENERAL INSTRUCTION

9/1/2018 6/30/2019 School Year

Ended [update] [delete]

Report 2: Students EBNE Prior Year and Not Enrolled/Monitored/Exited Current Year – Students on this report were listed on the MLL/EL Census last school year but do not have a service record for the current school year.

Example: There is no service line for 2020-2021. This student was on last year’s MLL/EL Census and does not have an active service line on this year’s MLL/EL Census. Check with your Data Manager to see if the student is still enrolled in your district.

Model Start Date End Date Reason action

ELIGIBLE BUT NOT ENROLLED 9/1/2019 6/30/2020 School Year Ended

ELIGIBLE BUT NOT ENROLLED 9/1/2018 6/30/2019 School Year Ended

ELIGIBLE BUT NOT ENROLLED 9/1/2017 6/30/2018 School Year Ended

Report 3: Students with an Invalid Service Start and/or End Date – Students on this report have a Start Date or End Date that is not within the current school year.

Example: The service record below has a Start Date outside the current school year. All service Start Dates and End Dates have to be between 7/1 and 6/30 for the current school year.

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SECTION 5: Service & Monitoring

Model Start Date End Date Reason action

COLLABORATIVE ESL & GENERAL INSTRUCTION 5/30/2020

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/30/2019 5/29/2020 Moved

Report 4: All Monitor1 Students without “Exited Program” in the Prior Year EL Census – Students on this report are currently reported as Monitor1 but the service record prior to the Monitor1 does not have Exited Program as the Reason for ending the service.

Example: This student should have Exited Program recorded under Reason. Please record Exited Program in place of School Year Ended.

SECTION 5: Service & Monitoring

Model Start Date End Date Reason action

MONITOR1 8/27/2019

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/30/2018 6/30/2019 School Year Ended

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/30/2017 6/30/2018 School Year Ended

SECTION 6: ACCESS Test Results

Year Grade Overall Listening Speaking Reading Writing Oral Literacy Comprehension

2019 5 6.0 6.0 4.6 6.0 5.3 5.5 6.0 6.0

Students must obtain an overall ACCESS score of at least 4.8 or P2 for two consecutive years on the AltACCESS in order to be recorded as Exited Program. Please change the status of newly exited students before the MLL/EL Census closes on 6/30.

Report 5: Active/EBNE Students with Incomplete ACCESS Testing Data – Students on this report are missing fields in Section 3a. Students who take a paper test will need the Tier recorded. Options for Tier are A and BC. These fields are most important for students who take the Alternate ACCESS test or have specific Pre-Order Accommodations such as Paper, Large Print, Braille Contract, Braille Uncontracted. Report 6: Students with Incomplete Student Data Section – Students on this report have empty fields in Section 3-Student Data. Review each student’s record for missing information in Section 3.

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Report 7: Discrepancy between EL Census and Enrollment Census – Students on this report are in the MLL/EL Census with one school code and in the Enrollment Census with either a different school code or no school code. To fix the error(s), please work with your LEA Data Manager to ensure the student’s enrollment records are correct in your Student Information System, and make adjustments as necessary to your MLL/EL Census records if the student is no longer in your LEA. Report 8: Students with Overlapping Service Records – Students on this report are incorrectly reported with more than one service record for a single time period. A student should only be in one district/charter at a time and only have one service record at a time. No student should have both a Monitored and Active service record within the same school year, and no student should have duplicate entries of the same service record. Examine the student’s records in Section 5-Services & Monitoring.

Example 1: Both a Monitored and Active Record are reported for the same school year. The student was not exited prior to 6/26 with his or her 2020 ACCESS scores, so her Active service line from the previous year was carried over into the new school year.

SECTION 5: Service & Monitoring

Model Start Date End Date Reason action

MONITOR1 9/10/2020

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/31/2020 9/10/2020 Exited Program delete

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/30/2019 6/30/2020 School Year Ended revise

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/30/2018 6/30/2019 School Year Ended

SECTION 6: ACCESS Test Results

Year Grade Overall Listening Speaking Reading Writing Oral Literacy Comprehension

2020 5 6.0 6.0 4.6 6.0 5.3 5.5 6.0 6.0

Since this student was exited with her 2020 ACCESS scores, the entire 2020-2021 would be a Monitored year. Delete the service line starting 8/31/2020 and ending 9/10/2020 and revise the Reason for the ending the 8/30/19-6/30/2020 service so it shows: Exited Program.

Example 2: Delete one of the service lines below because there are duplicate Active records.

COLLABORATIVE ESL & GENERAL INSTRUCTION 9/1/2019

COLLABORATIVE ESL & GENERAL INSTRUCTION 9/1/2019

ELIGIBLE BUT NOT ENROLLED 9/1/2018 6/30/2019 School Year Ended

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Report 9: Students where Start and End Dates are the same – Students on this report have the same date as both the start date and end date. If a student did not receive services during the school year in question, then the record should be deleted. Students in a district’s MLL/EL Census are automatically carried over during the summer from one year to the next, and these cases often arise when a student does not re-enroll in the district the following year. Rather than simply ending the service for the current year, the district should delete the entire service record, as services should only be reported if the student received services that school year. SECTION 5: Service & Monitoring

Model Start Date End Date Reason action

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/31/2020 8/31/2020 Moved

COLLABORATIVE ESL & GENERAL INSTRUCTION 8/30/2019 5/29/2020 School Year Ended

Report 10: Students Not Reported as Immigrant Who Were Not Born in the US or Puerto Rico and First Enrolled in a US School Less Than 3 Years Ago – Students on this report were recorded as Immigrant=No but were not born in the United States or Puerto Rico and have been enrolled in a US school for less than 3 years. If the student meets all three criteria for Immigrant, please work with your Enrollment Census manager to make sure the Immigrant flag is marked as Yes. Prior to SY 20-21, the Immigrant field was updated nightly in the Enrollment Census using the value reported in the MLL/EL Census. Beginning in 20-21, the Immigrant student indicator will be collected in the Enrollment Census only. For any new students, the Home Language Survey (HLS) can be used to determine students' Immigrant Y/N status; the HLS contains items for Date First Enrolled in Any US School, Birth Date, and Birth Place and is a document that should already be part of the enrollment process for all students. Report 11: Students with a Provisional Service Model – Students on this report are currently reported with a provisional service model. Yet, Provisional is not a valid service line for SY 20-21. Please update the service model from Provisional to whatever program or service model that the district is currently providing to the student.

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Preparing Your Roster for the Pre-ID File Complete all MLL/EL Census updates for pre-testing file in November. In order for RIDE to pull the pre-

ID file for the ACCESS testing, the following must be completed:

1. All new eligible student records updated; 2. All students who graduated have a reason of Graduated in their Census record; 3. All students who moved out of the LEA have a reason of Moved in their Census record; 4. Run all Maintenance Reports and clean any outstanding data; 5. All students who qualified to exit services have Exited Program in their Census record; 6. Run the Preview ACCESS Roster.

‘Run the ‘Active and ENE Students Who Appear On MLL/EL Census and Not On ACCESS Roster’

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Closing Your MLL/EL Census at the End of School Year Closeout your MLL/EL Census in June. The MLL/EL Census data collection closes at the end of June. MLL/EL funding is based upon the MLL/EL Census headcount as of June 30, so please ensure your MLL/EL Census includes all students who continued to receive services until the end of the school year.

1. Ensure the MLL/EL Census has been updated. Run all maintenance reports run and make all necessary corrections.

2. Please do not record School Year Ended on any student’s service record. If you do record School Year Ended, those students won’t be included in your head count and will not be carried forward into the MLL/EL Census for next school year.

3. For students who will exit this June, please record an End Date of 6/30 with Exited Program as the Reason. This End Date will ensure they are included in your head count.

4. For students who will graduate this June, please record an End Date of 6/30 with Graduated as the Reason. This End Date will ensure they are included in your head count.

5. Once your MLL/EL Census updates and corrections are complete, please do the following: a) Run a head count based upon this date: 06/29. b) You can do this before the actual date of 6/29 (as long as Maintenance Reports are

resolved) by changing the Update active status as of (date) to 6/29. c) Have the Superintendent and MLL/EL Coordinator or Director sign off, then fax the head

count to: Attention: Charlene Gilman at (401) 222-6030. d) Signoff for your district or charter rather than for each school in the Navy Blue Band below.

Reset To State Account | Select a District

Update active status as of (date): STEP 1. Type in the date and click on ‘Update.’

users guide || forms || set up language table || set up teacher table || set up country table || student listings lookup/add student || maintenance reports || batch update student demographic and program status

SchCode School Name Total in Census #

Active # Monitored # Eligible Not

Enrolled Last

Updated

Date Signed

Off

22 New Shoreham 41 18 4 2 6/2/2020 signoff

22101 Block Island School

41 18 4 2 6/2/2020 signoff

22190 New Shoreham Public Schools

Step 2: Click on the number under

‘#Active.’

Step 3: Print out the head count.

Step 4: Click on ‘signoff.’

4/2/2019 signoff

How to find student(s) by name: Type the student’s last name and/or part of first name, click on Find. Acceptable naming

format for locating the SASID for 'Michael Bates': ‘Bates’, ‘bates, m’, ‘bates, mic’. Unacceptable naming

Step 5: Have your MLL/EL Coordinator or Director AND the Superintendent sign the head count, then fax the head count to: Attention: Charlene Gilman at (401) 222-6030. Once you click ‘signoff’ next to your district or charter, your census will be locked and the system will not allow you to update your MLL/EL Census.