Cobb County ESOL

Form Assistant 2013

The 2013 Form Assistant program is  designed to help you produce EL-TPC testing accommodations forms, accommodations spreadsheets, and monitoring forms that are pre-populated with student information.

Click the link at the end of this statement and follow these instructions to download the updated 2013 Form Assistant program, to generate and convert OnTrack queries into Excel Workbook files, and use the Form Assistant program and the Excel Workbook files from OnTrack to create PDF versions of monitoring forms, pre-populated with student information, that are ready to print:

2013 Form Assistant for Monitoring Forms User Manual  -  Download 2013forms_formasst_usermanual-monitoring

Click the link at the end of this statement to download the 2013 Form Assistant ("ESOL-Information-System-2013") program:

2013 Form Assistant  -  Download ESOL-Information-System-2013



See the heading "2012-2013 Monitoring Forms" for downloadable blank templates of the 2012-2013 monitoring form for each grade cluster.

2012 - 2013 Monitoring Forms

Per State and Federal guidelines, we are required to monitor for two years the English language development and academic progress of ESOL students who have been exited from the ESOL Program. 

Additionally, Cobb ESOL will use these monitoring forms to document the progress of students who are receiving ESOL support services on a consultative basis, students whose parents have refused services and ESOL students whose progress needs to be closely monitored. Teachers are also encouraged these forms as a method of gathering classroom performance data on other ESOL students for RTI, parent-teacher conferences or IEP meetings.

See the grade levels below for the appropriate form:

• Grade K: Download 2013-monitoring-form-es-k
• Grades 1 - 2: Download 2013-monitoring-form-es-1-2
• Grades 3 - 5: Download 2013-monitoring-form-es-3-5
• Grades 6 - 8:  Download 2012-2013-monitoring-form-ms
• Grades 9 - 12: Download 2013-monitoring-form-hs

2012 - 2013 First-Year Testing Deferment

 Rules for Deferment 2012 – 2013 from the GA DoE

According to the Georgia Student Assessment Handbook for 2012-13: 

• ELL students enrolling for the first time in a US school may receive a one-time deferment from content area assessments, other than mathematics and science, if their proficiency in English indicates that testing is not in the best educational interest of the student.

• This deferment does NOT apply to the math and science sections of state mandated tests regardless of the student’s length of time in a US school. (ITBS, GHSGT, CRCT)

• This deferment does NOT apply to any EOCT. If a first year EL is enrolled in a course requiring an EOCT, the student must participate in the EOCT, regardless of content area or number of months in country.

Per guidance from Cobb's Office of Accountability:
Students are not permitted to defer the CogAt.

Students who are eligible for a one-time deferment must meet the following criteria:

1. Be in the first year (12 months) of enrollment in a US school*;

2. Have a qualifying English language screening score, indicating eligibility for ESOL services or other state approved language assistance program services;

3. Participate in the state-adopted English language proficiency assessment; (ACCESS in the Spring 2013)

4. Participate in state mandated math and science assessments and any EOCT, if applicable.

Note: First year in a US school is defined as the first calendar year (i.e., twelve months). 

For more information go to the GADoE website and download the State Assessment Handbook.

ESOL Teachers: For ELs who qualify for a Deferment, please complete the Deferment From during the Testing Participation Committee meeting. This form must be completed prior to testing and be on file with the local school Testing Coordinator and the Local School Lead ESOL Teacher.

Click below for a copy of the Deferment form: 

Download ESOL1stAcademicYearDefermentTPC 2013

*FYI: According to U.S. Ed, students who come to the United States from Puerto Rico, where Spanish is the primary language of instruction, would not be considered to have been enrolled in U.S. schools while in Puerto Rico.  Thus, EL students from Puerto Rico would be included in the definition of recently arrived students for purposes of testing deferment.

2012 - 2013  First-Year Testing Deferment Spreadsheet

This year, Local School Lead ESOL Teachers will be required to submit via Blackboard a first-year testing deferment Excel spreadsheet titled "2012-2013first-year-def spreadsheet" complete with pertinent data (from an OnTrack student roster query, that's sorted) about students for whom a TPC has assigned a first-year testing deferment for one or more standardized assessments this academic year.

Click below for a copy of the 2012-2013 First-Year Testing Deferment Spreadsheet Template: 

Download 2012-2013firstyeardef_spreadsheet

Local School Lead ESOL Teachers should log into Blackboard [https://cobbk12.blackboard.com] and select, from the My Courses section, the "ESOL Leads 12-13" course. Click on the "First-Year Defer" button, then on the assignment link, and submit their completed 2012-2013 first-year-def spreadsheets, before the end of the first 9 weeks.

2012 - 2013 Accommodations Forms and Spreadsheets

In certain situations the individual needs of ELs may warrant accommodations. Each local school must determine whether or not testing accommodations are needed for each EL. Any accommodation provided MUST be consistent with current instructional and assessment practice in the classroom. In order to determine the accommodations, a Testing Participation Committee must be convened. The committee must be comprised of a minimum of THREE members and must include the ESOL teacher who is providing language assistance services to the student. (For EL-Monitored students this is the local school lead ESOL teacher).

According to the Georgia Department of Education, every identified ESOL student MUST have the EL/TPC form on file annually. This includes kindergartners, ESOL-Monitored and ESOL-Waived students. The accommodations that are marked on the TPC form must be consistent with the accommodations provided to the student in the classroom in all classes on a daily basis. 

If the Testing Participation Committee has decided that the student needs no accommodations and can access all test material in the same manner as any native speaker of English, then this must be indicated on the form in the appropriate box.  (Caution!!! Make sure that this decision from the committee can be justified to parents and the other classroom teachers.)

Accommodations Spreadsheet

Download instructions on how to submit your accommodations spreadsheet via BlackBoard here - Download Submission Instructions.

You may use the following excel file as a template to record the accommodations to be provided to students. They are listed below by assessment.

CRCT:  Download CRCT and NAEP Accommodations

EOCT:  Download EOCT and NAEP Accommodations

GHSGT:  Download GHSGT Accommodations

GHSWT:  Download GHSWT Accommodations

GKIDS:  Download GKIDS Accommodations

ITBS/CogAT:   Download NRT ITBS CogAt Accommodations

Writing 3/5:  Download Writing 3rd and 5th Accommodations

Writing 8:  Download Writing 8th Accommodations

Download Language Codes

Please note for the school year 2012-2013:

• Electronic word-to-word dictionaries (web-based, computer-based, hand-held) are NOT permitted for use on state assessments. These devices may be permitted for use in the classroom but NOT on any state-mandated assessment.

Form Assistant:

We are working on updating the Form Assistant to allow you to select the accommodations and pre-populate the student information on the TPC, Parental Notification, Classroom Teacher Notification, and accommodations Spreadsheets for each assessment. However, Form Assistant is not yet available. We will post all information and insturctions as soon as the Form Assistant is completed and released. Until then, use the following forms listed below.

For best results when accessing attached files, use Mozilla Firefox (Internet Browser).

1. TPC Form: 

Elementary:     Download TPC 2012.13 ES

Middle:      Download TPC 2012.13 MS

High:    Download TPC 2012.13HS

2. Parent Notification Form:

English:   Download PN-TPC-2013-English

Arabic:   Download PN-TPC-2013-Arabic

Chinese:  Download PN-TPC-2013-Chinese

French: Download PN-TPC-2013-French

Japanese:  Download PN-TPC-2013-Japanese

Korean:    Download PN-TPC-2013-Korean

Portuguese:   Download PN-TPC-2013-Portuguese

Spanish:  Download PN-TPC-2013-Spanish

Vietnamese: Download PN-TPC-2013-Vietnamese

3. Classroom Teacher Notification Form:   

Download Teacher Notification 2013

Remember... any EL who has also been identified by Special Ed to receive services, may also be entitled to accommodations that meet his/her linguistic needs. Ideally, the ESOL teacher's participation in the IEP meeting should address the linguistic issues and needs in addition to the needs based on the identified disability. Therefore, if all of the accommodations  have been determined in the IEP collaboratively between special ed and ESOL and are indicated in the IEP, then complete the TPC form and indicate that no accommodations are needed in the appropriate box. Additionally, write a note on the form "Special Ed has submitted all accommodations." However, if there are additional accommodations that would assist the Special Ed ESOL student in accessing the content of the test and the current accommodations in the IEP do not address the child's English language needs, then ESOL can add these additional accommodations via this form.

Remember to place a copy of the form in the student's perm file and retain a copy for the local school lead ESOL teacher. The Accommodations selected are test specific and must be in place all year in order to be legitimate accommodations on state-mandated tests such as the CRCT and GHSGT.

Parental Notification: Parents must be notified of the accommodations. This form does not need to be signed and returned. A parent signature is only required if the parent has participated on the Test Participation Committee. However, we want to make every effort to keep our parents informed. Therefore, after completing the TPC Form, complete and send home the Parent Notification of Accommodations Form and indicate the date sent home on the TPC Form. (There is no need to send home the actual TPC Form.)

Teacher Notification: Once the TPC form has been completed, all classroom teachers of the student MUST be notified of the accommodations that the committee has determined that the EL needs in order to access test material. The accommodations that are marked on the TPC form must be consistent with the accommodations provided to the student in the classroom in all classes on a daily basis.
Use the Teacher Notification form to inform all classroom teachers of the student. If the ESOL Program at your school has not already sent a copy of the Spring 2012 ACCESS Teacher Report to the classroom teachers, please make a copy of this report on the back of the Teacher Notification of Accommodations Form.

editable TPC forms for Title III colleagues outside of Cobb

To my Title III colleagues outside of Cobb:

Click on the links below to access the excel files of our TPC forms for each level and word files of the notification forms. This will allow you the ability to quickly edit and remove Cobb's logo and add your own district's name and logo.

elementary school level:  Download TPC 2012.13ES

middle school level:  Download TPC 2012.13MS

high school level: Download TPC 2012.13 HS

ESOL 1st Year Deferment:  Download Esol1stacademicyeardefermenttpc-2013

teacher notfication form: Download Teacher-tpc-2013

parent notification (English): Download PN-TPC-2013-English

parent notification (Spanish): Download PN-TPC-2013-Spanish

If you need any other accommodation form that you see posted on the Cobb ESOL Blog, do not hesitate to contact me via email and I will send it to you.

Have a great year!

Margaret McKenzie

Initial ESOL Referral Form 2012 - 2013

The Initial ESOL Referral Form is Cobb's process for ensuring that the ESOL information for every ESOL student is recorded in the student information system AND the student's perm file.

The Initial ESOL Referral Form will be completed for the following students:

1. Any student who is administered the W-APT (or MODEL) regardless of whether or not he/she qualifies for ESOL services

2. Any student who comes to Cobb from another district or from another WIDA State with W-APT/ MODEL and/or ACCESS scores (Make sure to indicate if the student is eligible or ineligible for ESOL or if the student is EL-Monitored 1, EL-Monitored 2 or EL-Finished.)

The Initial Referral Form does NOT need to be completed for ESOL students who transfer between CCSD schools OR who have been in Cobb, transferred to another district, and then have returned UNLESS their ESOL status is now different from what it was when previously in Cobb.

For elementary school ESOL teachers: This form must be copied and sent to Carol Fussell at the International Welcome Center at Oakwood Campus. The original must be filed in the Green ESOL Folder in the Student's Permanent File and a copy must also be retained by the Local School Lead ESOL teacher.

For middle school and high school teachers: This form will be sent to you from the IWC. The Local School Lead ESOL teacher should make one copy for his/her records, send a copy to the ESOL teacher/s providing ESOL services and place the original in the student's perm file.

Initial ESOL Referral Form for 2012 - 2013   Download Initial-Referral-Form-2013

Parental Waiver of ESOL Program 2012 - 2013

Once a student has been identified as qualifying for the ESOL or IEL program, parents have the legal right to decline services. In such a case, the parents must complete a Parental Waiver form. If the parent is declining IEL services then the Parent Waiver of IEL Form must be completed and the student placed in ESOL classes. If the parent is declining ESOL services, then the Parental Waiver of ESOL Form must be completed and the student placed in mainstream classes. The student's progress should be monitored by the ESOL teacher and Monitoring forms completed each grading period. Language support services are offered through ESOL teacher and classroom teacher communication and collaboration. The student still qualifies for any ESOL tutoring offered by the school for ESOL students. The student is still coded as an EL for all state-mandated assessments and may receive accommodations appropriate to language proficiency.

Keep in mind the following and make sure to cover these points with all parents prior to completing the form:

1. The parental waiver is a parent-generated process to decline services and completion of the form does not automatically exit the child from ESOL. The student is still designated as ESOL until he/she meets the state determined criteria for exiting ESOL.
2. The student will be required to participate in the ACCESS until exited from ESOL via exit criteria.
3. The student will be tested on Tier C of the ACCESS as this is the only tier from which a student may exit the ESOL program.
4. Once ACCESS scores are returned to the district, the student's scores and academic achievement for the year will be reviewed by the local school lead ESOL teacher and a determination will be made whether or not to exit.
5. A Parental Waiver is only valid for one school year. If parents wish to continue waiving ESOL services, the form must be completed annually once ESOL Exit Criteria and the available ESOL services have been discussed with the parents.
6. While the student is not to receive directly scheduled ESOL services, the student's English language progress will be closely monitored. This monitoring will be recorded on the Monitoring Form that is completed by the local school lead ESOL teacher and the student's content teachers. The local lead ESOL teacher will review the information provided by the content teachers to ensure that the student's langauge needs are being met.The school must contact parents when there are concerns regarding the student's academic performance and language proficiency.
7. The student is still entitled to ESOL accommodations on all classroom and standardized assessments. Thus, an ESOL TPC Form is required to be completed and on file for all students with an ESOL Waiver.

Once ACCESS scores are returned to the District in May, the parents must be contacted and the following information relayed to them:

• the student's ACCESS scores and ESOL exit criteria
• the ESOL services available to the child by the school
• the parent's right to continue to waive services
• if a continuation of the waiver is desired, the parents must complete and sign the Waiver Form for the following school year

Waiver Forms must be kept on file in the student's permanent file, with the local school lead teacher and with the IWC. Click below to access the Parent Waiver Forms:

English:  Download ESOL-Waiver-2013-English

Chinese: Download ESOL-Waiver-2013-Chinese

Japanese: Download ESOL-Waiver-2013-Japanese

Korean: Download ESOL-Waiver-2013-Korean

Portuguese: Download ESOL-Waiver-2013-Portuguese

Spanish: Download ESOL-Waiver-2013-Spanish

If parents decide to rescind their Waiver during the year, the following must be completed:

• The Rescindment of Parental Waiver ( Download ESOL-Waiver-Rescindment-English) must be completed and returned to the school.
• A copy of the Rescindment of Parental Waiver must be sent to the IWC in order for the student to be coded as an ESOL student eligible for FTE services.

This will allow the IWC to reinstate the student's name onto the local school's ESOL Report as active ESOL. Once the form has been submitted to the IWC, the student may be scheduled for ESOL services. The Testing Particpation Committee should also review the Testing Accommodations for the student and indicate if any adjustments need to be made for testing accommodations on standardized assessments and accommodations for daily instruction. Any change in information should be shared with all teachers of the student and the parent.

Parent Notification of ESOL Program Placement 2012 - 2013 (Grades K and 1st))

We are required by law to notify parents that their child is eligible for ESOL. If the student begins school on the first day, the school has thirty days to assess and identify ESOL students. If the student begins school during the school year, the school has two weeks.  Keep in mind: All identified ELLs must be provided with language support services.

After screening students with the W-APT and completing the Initial Referral Form, complete the following Parental Notification Form. This form should be filled out and given to all parents in their home language to notify that their child has been screened and has qualified for ESOL services. If the student comes from another district and has been screened and qualified in that district, please mark "Conintuation of Services."

Remember....when sending the following forms, please copy the English version on one side and the parent language on the other.

English  Download PN-K1-2013-English

Chinese Download PN-K1-2013-Chinese

French  Download PN-K1-2013-French

Japanese  Download PN-K1-2013-Japanese

Korean  Download PN-K1-2013-Korean

Portuguese Download PN-K1-2013-Portuguese

Russian    Download PN-K1-2013-Russian

Spanish  Download PN-K1-2013-Spanish

Vietnamese Download PN-K1-2013-Vietnamese

Parent Notification of ESOL Program Placement 2012 - 2013 (Grades 1st - 12th)

After screening students with the W-APT (or MODEL) and completing the Initial Referral Form, parents must be notified. This form should be filled out and given to all parents in their home language (when possible) to notify that their child has been screened and has qualified for ESOL services.
This form is used only for students new to Cobb this year. The ACCESS letter that was sent home in the Spring is the parental notification of continued or completed ESOL services. Continued placement should be checked for students who qualified for ESOL in another district and have been determined to need continuation of ESOL services in Cobb.

(Note: This form is for students who are in the second semester of 1st grade through 12th grade. For students who are in the first semester of first grade, use the Kindergarten form that can be found on another post.)

When using these forms, please copy the English on one side and the home language on the other side.

English   Download PN-1-12-2013-English

Chinese    Download PN-1-12-2013-Chinese

Farsi  Download PN-1-12-2013-FARSI

French     Download PN-1-12-2013-French

Japanese    Download PN-1-12-2013-Japanese

Korean    Download PN-1-12-2013-Korean

Portuguese    Download PN-1-12-2013-Portuguese

Russian    Download PN-1-12-2013-Russian

Spanish    Download PN-1-12-2013-Spanish

Vietnamese  Download PN-1-12-2013-Vietnamese

W-APT Scoresheets and Online Calculator

W-APT Kindergarten & 1st Grade 1st Semester Scoresheets:

Download wapt_kindergarten_listening_and_speaking_score_sheet.pdf

Download wapt_kindergarten_reading_and_writing_score_sheet.pdf

Download KWAPT_SummaryScoringSheet_0708

W-APT 2nd semester 1st Grade, 2nd Grade, and 1st semester 3rd Grade Scoresheets:

Download 1-2WAPTScoringSheetMay10

W-APT 2nd semester 3rd Grade, 4th, 5th, and 1st  Semester 6th Grade Scoresheets:

Download 3-5WAPTScoringSheetMay10

W-APT 2nd semester 6th Grade, 7th, 8th, and 1st Semester 9th Grade Scoresheets:

Download 6-8WAPTScoringSheetMay10

W-APT 2nd semester 9th Grade, 10th, 11th, and 12th Grade Scoresheets:

Download 9-12WAPTScoringSheetMay10

WIDA has created an online calculator to assist teachers in calculating the W-APT score.

Go to the WIDA website to obtian more information about the W-APT.

Re-entry into ESOL Services

Per NCLB, all ESOL students who have been exited from ESOL services must be monitored for two years.
The State ESOL Resource Guide for 2011 - 2012 recommends that periodic monitoring should include the following:
ESOL professional will contact teachers in all mainstream classes the student attends 
1. To find out if the student is adjusting and succeeding academically 
2. To verify if the student is sustaining the criteria used to exit from ESOL 
3. To identify any academic or adjustment needs 

•  Review of grades 
•  Review standardized test scores 
•  Review portfolio assessments 
•  Student interview 
•  Parental interview 

If monitoring indicates that the student is falling behind in classroom work and/or English language skills: 
The student must immediately receive support services appropriate to his or her needs. The local school should provide special services for language support and / or content area tutoring as needed prior to considering re-entry into ESOL.  

Appropriate supports available to students within the school should be utilized before returning a student to ESOL services. EL-monitored students, although they have met the state's definition of proficiency, will often need instruction that is scaffolded and differentiated. EL-monitored students also are entitled to receive classroom accommodations as indicated on the TPC form. However, if these means of services and supports are not successful, a student may be re-entered into ESOL services during the two-year monitoring period. The local lead ESOL teacher should assemble a Language Assessment Committee to determine the steps necessary for the EL-M student. The committee MUST include the local lead ESOL teacher, the classroom teacher/s AND district ESOL staff. Should the committee determine that the student must be re-entered into the ESOL Program, a LAC for Re-Entry must be completed. District ESOL staff must approve the decsion for re-entry.

Click here to download the form:  Download ESOL-LAC-Re Entry 2012

The parents must be involved and notified of this decision. (Notification Letter coming soon.)

English:  Download PN ESOL Reentry 2012

Arabic:  Download PN-ESOL-Reentry-2012-ARABIC

Chinese: Download PN-ESOL-Reentry-2012-CHINESE

Korean:  Download PN-ESOL-Reentry-2012-KOREAN

Portuguese:  Download PN-ESOL-Reentry-2012-PORTUGUESE

Spanish:  Download PN-ESOL-Reentry-2012-SPANISH

Cobb ESOL Green Folder

Click below to access Cobb's ESOL Document Checklist that is printed onto Green Folders. In CCSD, these ESOL Green Folders are to be stored in the ESOL student's perm file. This folder and the information contained within should not be purged. When a student withdraws, send the forlder to Carol Fussell at the IWC. Carol Fussell will store the folder and coordinate transfer of information to other districts.

 

Word format: Download ESOL Folder Checklist

PDF format: Download ESOL Folder Checklist