Title III Timeline

Calendar of Paperwork Responsibilities of ESL Staff:  Title III Implementation Timelines

August 2015

Notify Parents of ALL LEP students’ participation in ESL program.

®  Send Annual Services Placement letter using ACCESS spring 2015 score stickers-go to the ESL website; click on ESL Procedures Notebook tab. Click on the LiveBinder icon, and this will take you to our ESL Procedures LiveBinder. Click on ESL Parent Letters tab; click on subtabs (4a-4c) for Annual Services Placement Letters. Send English and Hmong/Spanish as needed.

®   Teachers provide copy of Teacher Report and highlighted Can-Do descriptors for grade level  

   Download Can-Dos from ESL Procedures Livebinder: click on WIDA Resources tab; click on Can-Do Name Charts subtab.  At secondary level, work with May to provide a notebook of ACCESS Teacher Reports, LEP Action Plans, LEP Accommodations Chart, and Can Dos for all LEP students for each department.

®   W-APT test any newly enrolled students from non-WIDA out-of-state and kinders (within first 30 days)

      -    Send parent notification of W-APT scores.  Follow same directions as above to the ESL Procedures LiveBinder, except click on Services Placement W-APT (subtabs 2a-2b).  Send English/Spanish as needed.

®   Determine newcomer students who need to be on ESL Reading Smart, Rosetta, or ALEKS Math.  Email Lannie.

       If you have a newcomer, please request newcomer materials. 

®   Teachers have Data Managers create teams in PowerSchool for LEPs, MFLEP1’s (Exited 2015), and MFLEP2’s (Exited 2014).  Copy report cards quarterly, staple to monitoring forms, & meet with content teachers as needed.

®   Teachers sign off on ALL Home Language Surveys.  (Get the office to save them for you to review.) Surveys requiring testing- make copies for red folders; return originals for cumulative folder placement.

® Teachers review ACCESS for ELLs spring 2015 results for reading and writing along with the LIEP to develop schedules



September 2015

®  Turn in All W-APTs by September 22, 2015

®   Send ESL Schedule template (filled out) to Lannie.

®   Send LEP Accommodations Charts (pink sheets) to Lannie.  Be sure to add in accommodations for NC Final Exams~ science, social studies.

®   Send LEP Action Plan for all LEP students to Lannie.  Copy in red folder.  Copy to classroom  teacher(s). Copy to ESL Office.

      -     Determine state testing accommodations for LEP students for 2015-16

      -    Send parent accommodations letter home – from LiveBinder ; Click on ESL Parent Letters;  click on Testing Accommodations (Subtabs 7a-7c)  

®   Determine students eligible for year one LEP exemption of reading EOG and English II

.  (Must score below a 4 on the reading subtest of W-APT for reading EOG exemption And English II.)

®   Notify LEP parents of AMAO results (if available☺-Lannie will send you letter) 


October 2015

®  Administrators of Woodcock-Munoz turn in All Woodcock-Munoz by October 1, 2015     

®   Home Language Survey –Lannie will notify you.

®   October 1, 2015 Headcount   Lannie will notify you.

®   Verify Tier placement for ACCESS test. 

®   ESL Lesson Plan Collection Elementary School teachers Download ESL Lesson Plan Template from ESL Procedures LiveBinder; Click on the tab, ESL Teacher Forms, click on subtab, ESL Lesson Plan Template-choose one class; send lesson plans for any 1 week- for a total of 5 lesson plans.



November 2015

®  Check to see if any newly enrolled students need to be W-APT tested.

®   ESL Lesson Plan Collection Middle School teachers:  Download ESL Lesson Plan Template from - ESL Procedures LiveBinder; Click on the tab, ESL Teacher Forms, click on subtab, ESL Lesson Plan Template-choose one class; send lesson plans for any 1 week- for a total of 5 lesson plans.


December 2015

®  Send agendas and any documents to verify promotion of parental and community involvement in your LEP program - i.e.  Notices of parent literacy night, ESL parent meetings, etc.

®  Remember that December 31 is the last day to reclassify a student!!


January 2016

®  ACCESS for ELLs training- See professional development plan on ESL Professional Development Google Calendar.

®   Meet to discuss AMAO Status.  See professional development on ESL Professional Development Google Calendar.

®   Consult with teachers of elementary students recommended for retention.

®   High School Teachers participate in EOC Appeal/Waiver process.

®   ESL Lesson Plan Collection High School Teachers –choose one class period; send lesson plans for any 1 week- for a total of 5 lesson plans. Download ESL Lesson Plan 

Template from - ESL Procedures LiveBinder; Click on the tab, ESL Teacher Forms, click on subtab, ESL Lesson Plan Template


February 2016


®  Send parent letter for testing notification for annual ACCESS test.  Download ELP testing notification letter from ESL Procedures LiveBinder.

®   ACCESS for ELLs Testing Window

®   Update of Immigrant Count in Federal Data Collection.  Lannie will send request.

®   Turn in LEP Accommodations Charts for second semester high school.  All other teachers turn in additional LEP Accommodations Charts if you have new students-  Send parent accommodations letter home –download from ESL Procedures Live Binder   


March 2016

®  Turn in a list of students with tier assignment that you ACCESS tested to Lannie.
®   Hand-schedule ELLs in high school classes; Get middle school schedules from 9th grade counselor  to review with Lannie. 

April 2016

®  Make sure accommodations are in place for end of year testing.  Send parent mods letter if accommodations are changed/new students are added

®   Meet to obtain teacher input on development of the Title III Grant.

®   LEP Parent Task Force.

®   Title III Status Meeting


May 2016

®  Parent Survey

®   Pick up spring 2016 ACCESS parent reports and parent letters to send home.

®    Send Exit letter from spring 2016 ACCESS if appropriate-download from ESL Procedures LiveBinder; Under the tab, ESL Parent Letters, select Subtabs 6a-6c, Exit Letter English, Spanish, or Hmong.


June 2016

®  Annual Score Analysis meeting - notebooks

®  End of year LEP Data Collection spreadsheet - Lannie will email template...

®  End of year transition meetings for grades 5 and 8 and for teachers changing schools.

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