District English Learners Advisory Committee (DELAC)

ELAC/DELACTraining:RoleandResponsibilitiesOctober17,2017

Agenda

§Welcome&Introductions• DELACPresident,Ms.LupeIbarra• Dr.JacquelineMora,AssistantSuperintendentEducationalServices

§Norms§ELAC/DELACTraining§ProcessCheck§AgendaSetting

Meeting Norms § Punctuality§ Respectforthepersonwhoispresentingorspeaking

§ Raiseyourhandandbeawareoftheordertospeak

§ Bebriefwithquestions/comments§ Provideopportunityforotherstoparticipate§Writeoraskspecificquestionsforafterthemeeting

ELAC Training

Purpose

ThepurposeoftheELACistoprovideguidanceandadvicetothePrincipalandstaffwithregardstotheneedsofstudents

whoarelearningEnglishasasecondlanguage.

-ELACBylawsArticleII

Role and Responsibilities 1. Assistinthedevelopmentoftheschool-wideneeds

assessment.2. Assistinwaystomakeparentsawareofthe

importanceofregularschoolattendance.3. Advisetheprincipalinthedevelopmentofasiteplan

forEnglishLearners.SubmittheplantotheschoolsitecouncilforconsiderationofinclusionintheSinglePlanforStudentAchievement(SPSA).

4. Receivetrainingmaterialsandtraining,plannedinfullconsultationwithcommitteemembers,toassistmembersincarryingouttheirlegalresponsibilities.

5. ElectatleastoneELACmembertotheDistrictEnglishLearnerAdvisoryCommittee(DELAC).

SiteELACMeetingMandatedTopics&SuggestedTimeline

Timeframe Topic Aug/Sept./Oct. Receivetrainingmaterialsandtraining,plannedinfullconsultationwith

committeemembers,toassistmembersincarryingouttheirlegalresponsibilities.

o EstablishELAC/electmembers

o Trainondutiesandresponsibilities

o ReviewELACbylaws

o NominationsforELACofficers

o ElectELACofficers(includingDELACrepresentative)

o ELACtopicssurvey

Nov./Dec. AdvisetheprincipalinthedevelopmentofasiteplanforEnglishLearners.SubmitrecommendationsforinclusionintheSPSA.o ReviewELstudentdata(CELDT,CAASPetc.)o Reviewprograms,goalsandobjectivesforELstudents(SPSA)

o ReviewLCAPgoalsrelatedtoELs

o GatherrecommendationsfromELACtosharewiththeSiteCouncil(to

informthesiteELplan/SPSA)

Jan./Feb./March Assistinthedevelopmentoftheschool-wideneedsassessmentandwaystomakeparentsawareoftheimportanceofregularschoolattendance.

o Discussideasforpromotingattendance

o DiscussELneedsassessment

Timeline&outreachtofamilies

o AgendizereviewofresultswithELAC

April/May

Reviewlanguagecensusdataandimpactonsiteo DiscussELneedsassessmentresults

o GatherrecommendationsfromELACtobesharedwiththeSiteCouncil(toinformthesiteELplan/SPSA)

o RevieweffectivenessofELACactivities(currentschoolyear)

o Planfornextschoolyear

EvidenceChecklist:

o ELACinputtotheSiteCouncil(SSCminutesdemonstratingELACinputonthedevelopmentand

approvaloftheSPSA.

o Meetingsign-insheetsforeachsite(studentnamesredacted).

o Meetingcalendar

o Meetingnotifications

o Meetingagendas

o Rostersthatidentifiesmembers(EL,RFEP,EO,staffmemberetc.)

o Trainingmaterials

o Meetingminutes

IcertifythatalltheELACmandatedtopicswerediscussed.Evidenceavailableuponrequest.___________________________ ___________________________ ________________PrintPrincipal’sName PrincipalSignature Date

Pg.5

Recomendaton Process:

ELACmustproviderecommendationsonmandatorytopicstotheSiteCouncil/PrincipalsandevidentinminutesoftheSSCandELAC.

RecommendationsmadetotheSCortheprincipalmustbeinwriting

MandatoryTopicsmustbeevidentinagendaandminutes

ResponsetotheELACbySC/Principalmustbeinwriting

___________________________________________

SchoolNAME/Nombredelaescuela

ELACRECOMMENDATIONFORM/FormularioderecomendacióndelELAC

TO/PARA: □ SSC/Concilio Escolar

□ Principal/Director

□ Other/Otro:

ELAC Meeting Date/ Fecha de la reunión: _________________________ ELACRecommendation(s)/recomendación(es):

ELACPresident/Presidente__________________________________Date/fecha:_________________

Principal/Director_________________________________________Date/fecha:_________________

ResponsetoELAC/RespuestaalELAC:______________________________(date/fecha)

Signature-Position/Firma-cargo_________________________________________Date:_______________

Principal/Director____________________________________________Date:_______________

*AttachacopyofSSCMinutesReflectingELACRecommendationsDiscussedandSSCresponsetosuchRecommendations

Single Plan (SPSA) /Plan Escolar

Needs Assessment/ necesidades �

Student Attendance/Asistencia del estudiante�

Other/Otro : ______________

ELACBylaws

ArticleI:NameArticleII:PurposeArticleIII:MembersArticleIV:OfficersArticleV:MeetingsArticleVI:AmendmentsArticleVII:Decorum

MembersSections 1-3

§ ELACcomprisedofparentsfromtheschoolsite.ParentsofEnglishLearnerscompriseatleastthesamepercentageoftheELACmembership,asEnglishLearnersconstituteoftheschool’stotalstudentpopulation.

§ ParentorguardiansofEnglishLearnersmusthaveanopportunitytoelectparentmemberstoserveonELAC.

§ AllmembersofELACshallserveatermoftwoyears.InordertocontinuetoserveonELAC,themembermustbere-elected.

Schoolsiteswith21ormoreEnglishLearnersmusthavea

functioningELAC.

School Totalenrollment ELS Percentage

Cabrillo 196 39 19.89

Edison 446 148 33.18

Franklin 773 46 5.95

Grant 601 50 8.31

Muir 295 57 19.32

McKinley 487 78 16.01

Pt.Dume 197 11 5.58

Rogers 514 63 12.25

Roosevelt 786 69 8.77

Webster 278 23 8.27

SMASH 145 6 4.13

JAMS 1064 105 9.86

Lincoln 1075 77 7.16

Malibu 952 25 2.62

Olympic 51 7 13.72

SAMOHI 2823 137 4.85

TOTALS 10,805 941 8.70

ParentsofEnglishLearners(Els)compriseatleastthesamepercentageoftheELACmembershipasELsconstituteoftheschool’stotalstudentpopulation.

MembersSections 3-8 § VotingRights• EachelectedmembershallbeentitledtoonevoteandmaycastthatvoteoneachmattersubmittedtoavoteoftheELAC.Absenteeballotsshallnotbepermitted.

§ TerminationofMembership• Membershipshouldautomaticallyterminateforanymemberwhoisabsentwithoutjustificationfromthreemeetingsinsuccession.

§ TransferofMembership• MembershipintheAdvisoryCommitteeisnottransferable.

§ Vacancy• AnyparentvacancyontheELACthatoccursduringtheschoolyearshallbefillbytheschool’sELACPresident.

§ Resignation• AnyELACmembermayterminatehis/hermembershipbysubmittingawrittenletterofresignationtotheELACPresident.

Officers & Duties Section 1 and 5

President§ Presidesatallmeetings§ Planstheagendaincollaborationwithprincipal

§ Signsreportsandcommunications

§ Otherdutiesasassigned

VicePresident§ RepresentthepresidentofELACinassignedduties

§ Planstheagendaincollaborationwithprincipal

§ AssumeroleofPresidentintheirabsence

§ Otherdutiesasassigned

Secretary§ KeepminutesofallELACmeetings

§ Planstheagendaincollaborationwithprincipal

§ Distributeminutesandagendas

§ KeepELACrecords§ Maintainalistofthecontactinformationandtermofofficeforeachmember

§ Otherdutiesasassigned

DELACRep§ AttendDELACmeetings§ InformyourschoolsiteELACon

itemsdiscussedattheDELAC.

OfficersSections 2-4§ElectionandTermofOfficeüELACofficerselectedatthesecondELACmeeting.üOfficersserveatwo-yearterminasingleoffice.*ItisrecommendedthataparentofanEnglishLearnerserveasPresidentandVicePresident

§RemovalofOfficersüAnyofficermayberemovedfromtheirofficebyatwo-thirds(2/3)voteofallELACmembers.

§Vacancy• Theschoolsiteinvolvedwillbenotified,requestingthatanewpersonbenominatedformembershiptofilltheunexpiredterm.

Article VELAC Meeting

§AgendaSetting§ AgendasformeetingsshallbesetbythePrincipalandELACOfficers.

§Placeofmeetings• Schoolsite

§Noticeofmeetings• 72hoursinadvance• Specifydate,time,locationandagenda(businesstobediscussedoractedupon)

• TheELACshallnottakeanyactiononanyitemofbusinessunlessthatitemappearedonthepostedagendaorunlesstheELACmemberspresentbyunanimousvote,findthereisaneedtotakeimmediateactionandthattheneedforactiontotheattentionoftheELACafterpostingtheagenda.

q PostAnnualCalendarq PostAgendasq SendNoticesq PostMinutes

SAMPLEAGENDAFORMAT

EnglishLearnerAdvisoryCommittee(ELAC)School_________________________Date:________________________Time:__________________________

Agenda

I. Welcome/NormsII. Reviewandapprovepreviousmeetingminutes

III. DELACReportIV. ELACMandatedTopicsV. ELACDiscussion/Recommendation

VI. OtherPresentation(s)VII. AnnouncementsVIII. ProcessCheck/Closure

p.17

AgendaTemplate

SAMPLE MINUTE TEMPLATE

EnglishLearnerCommittee(ELAC)

School:_________________________DateofELACmeeting:________/_______/_______

Memberspresent:Signinsheetisattached.

MandatedTopics: (Check the topic(s) covered)

1. Assistinthedevelopmentofschool-wideneedassessment. 2. Assistwitheffortstomakeparentsawareoftheimportanceofregularschoolattendance. 3. AdvicetheprincipalandstaffinthedevelopmentofasiteplanforELsandsubmitplantothe

schoolcouncilforconsiderationofinclusionintheSinglePlanforStudentAchievement(SPSA) 4. Receives training to assist members in carrying out their legal responsibilities. 5. Electrepresentative(s)fortheDistrictEnglishLearnerAdvisoryCommittee

I Themeetingstartedat______________II MEETINGMINUTES:Secretary________________readtheminutesofthepreviousmeeting.________________madeamotionand_______________secondedthemotiontoapprovedtheminutesaspresented(orwithchanges).III DELACReport:(ThefollowingisabriefsummaryoftheDELACreport)IV ELACMandatedTopic(s):V ELACDiscussion/RecommendationVI Otherpresentation(s)(Summary)VIIAnnouncements:(Summary)Themeetingwasadjournedat:____________Respectfullysubmittedby________________________________ELACSecretary

Pg.18

MinutesTemplate

ELAC DELAC

SchoolBoardSchoolSiteCouncil/Principal

Responsibilities of the English Learner Committees

DELAC Training

Purpose

ThepurposeoftheDELACistoprovideguidanceandadvicetotheBoardof

EducationontheneedsofstudentswhoarelearningEnglishasasecondlanguage.

-SMMUSDDELACBylawsArticleII

WhatarethebenefitsofhavingaDELAC?

Role and Responsibilities § DevelopDistrictmasterplanforeducationalprogramsandservicesforELsthattakesintoconsiderationtheSinglePlanforStudentAchievement.

§ Conductadistrict-wideneedsassessmentonaschoolbyschoolbasis

§ EstablishDistrictprogram,goals,andobjectivesforprogramsandservicesforELs.

§ Developplantoensurecompliancewithanyapplicableteachersandinstructionalaiderequirements.

§ ReviewandcommentontheDistrict’sreclassificationprocedures.

§ Reviewandcommentonthewrittennotificationsrequiredtobesenttoparentsandguardians.

DELACBylaws

ArticleI:NameArticleII:PurposeArticleIII:MembersArticleIV:OfficersArticleV:DELACMeetingArticleVI:AmendmentsArticleVII:Decorum

MembersSection One: TheDELACshallbecomposedofparents/guardiansofEnglishLearnersfromeachoftheschoolswithanELAC.üEveryschoolwithanELAChastheresponsibilitytosendatleastonerepresentative toeachDELACmeeting.

üOneDELACmembercanonlyrepresentoneschoolsite.

ü51% ofthemembersontheDELACmustbeparents/guardiansofEnglishLearners

üEmployeesofthedistrictdonotcountasthenumberofparentmembers.

Districtswithmorethan50EnglishLearnersmusthavea

functioningDELAC.

MembersSections Two-Eight § Selectionofmembers• MembersshallbeelectedduringthesecondmeetingofthesecondsiteELACmeeting

ofthecalendaryear.

§ TermofOffice• AllmembersoftheDELACserveatermoftwoyears.Whenthetermends,

membershipterminates.InordertocontinuetoserveasaDELACmembersthemembersmustbereelectedbytheirschool’sELAC.

§ VotingRights• Eachelectedmembershallbeentitledtoonevoteandmaycastthatvoteoneach

mattersubmittedtoavoteoftheDELAC.Absenteeballotsshallnotbepermitted.

§ TerminationofMembership• Membershipshouldautomaticallyterminateforanymemberwhoisabsentwithout

justificationfromthreeregularand/orspecialmeetingsinsuccession.

§ TransferofMembership• MembershipintheAdvisoryCommitteeisnottransferable.

§ Vacancy• AnyparentvacancyontheDELACthatoccursduringtheschoolyearshallbefillbythe

school’sELAC.

§ Resignation• AnyDELACmembermayterminatehis/hermembershipbysubmittingawrittenletter

ofresignationtotheDELACPresident.

Officers & Duties Section One and Five

President • Presidesatall

meetings• Plansagendawithdistrictadministrator/coordinator

• RepresentsDELACatDistrictparentmeetings

• Signsreportsandcommunications

• Otherdutiesasassigned

VicePresid

ent • Representthe

presidentofDELACinassignedduties

• Assumeroleofpresidentintheirabsence

• Otherdutiesasassigned

Secretary • Keepminutes

ofallDELACmeetings

• Distributeminutesandagendas

• KeepDELACrecords

• Maintainalistofthecontactinformationandtermofofficeforeachmember

OfficersSections Two-Four

§ElectionandTermofOfficeüElectedatthesecondmeetingüServefortwoyears(anduntileachsuccessorhasbeenelectedandqualified)

üMaybere-elected(providedhe/shecontinuestobeamember)

üRecommendedthatparentsofELsserveasPresident/Vice-President

§RemovalofOfficers• Anyofficermayberemovedfromtheirofficebyatwo-thirds(2/3)voteofallDELACmembers.

§Vacancy• Theschoolsiteinvolvedwillbenotified,requestingthatanewpersonbenominatedformembershiptofilltheunexpiredterm.

Article VDELAC Meeting§ Regularmeeting• Nomorethaneight,nofewerthanfoureachyear.Acalendarwillbecreatedanddistributedtomembersandschoolpriortothefirstmeeting.

§ Placeofmeetings• InafacilityprovidedbySMMUSD

§ Noticeofmeetings• 72hoursinadvance(district/site)• Specifydate,time,locationandagenda(businesstobediscussedoractedupon)

• TheDELACshallnottakeanyactiononanyitemofbusinessunlessthatitemappearedonthepostedagendaorunlesstheDELACmemberspresentbyunanimousvote,findthereisaneedtotakeimmediateactionandthattheneedforactiontotheattentionoftheDELACafterpostingtheagenda.

q PostAnnualCalendarq PostAgendasq SendNoticesq PostMinutes

Green Act Requirements§ Allmeetingsmustbeopentothepublicandallowforpublicinput.

§ Meetingnoticesandagendamustbepostedatleast72hoursinadvance.

§ Noticeandagendamustbepostedattheschoolsiteorotherappropriateplaceaccessibletothepublic.

§ Noticeandagendamustincludedate,time,andlocationofthemeetingandtheitemstobediscussedoractedupon.

§ Actioncannotbetakenonitemsnotpostedonanagenda,unlessaunanimousvotefindsaneedforimmediateaction.

§ Thepublicmustbeprovidedaccesstoallmaterialsdiscussedand/ordistributedatthemeeting.

Article VDELAC Meeting§ Limitations• Nopersonshallspeakformorethan5minutesatatimeonthesameitemofdiscussion.

• Reportsshallbelimitedto15minutesunlessalongerperiodoftimeisindicatedinwritingonthemeetingnoticeagenda.

§ Quorum• Aminimumof50%+1ofthecommitteeshallconstituteaquorum.Anactofthemajority(50%+1)ofthememberspresentatameetingatwhichaquorumispresentshallbetheactoftheentirecommittee

§ Conductofmeeting• DELACmeetingsshallbeconductedinaccordancewiththerulesoforderestablishedbyEducationCode35147andRobertsRulesofOrderoranadaptationthereofapprovedbytheDELAC.IftheDELACviolatesanyoftheproceduralmeetingrequirements,theDELACmayconsidertheitematthenextmeeting.

§ ReportstotheBoardofEducation• TheDELACwillprovideanannualwrittenreporttotheBoardofEducationand/orSuperintendentregardingtheneedsofEnglishLearners.

Article VIAmendments

Thebylawsmaybeamendedatanytimebyanaffirmativevoteof50%+1ofthememberspresentatanymeetingwheresuchactionisproposedbyaproper

motion,withanexplanationastowhysuchanamendmentisbeingproposed.

Article VIIDecorum

AllpersonspresentattheDELACmeetingwillconductthemselvesinaproper

manneratalltimes.Anyperson(s)usingprofanity,makinglibelousorslanderousstatements,orattemptstoberateanotherpersoninpublicwillbepromptlycalledoutoforderandaskedtoleaveifsuchconductdoesnotceaseimmediately.

NormsCheck

Roberts Rules of Order 1. Calltoorder2. Rollcallofmemberspresent3. Readingofminutesoflastmeeting4. Officer’sorcommitteereports5. Unfinishedornewbusiness6. Announcements7. Adjournment

Motions§Presenting• Obtainingthefloor• Makeyourmotion“Imovethatwe….”

§Seconding• “Isecondthatwe(repeatabove)…”

or§Motionislost• Membershipdebatesthemotionandmay/maynotmovetoavote

§Voting• Byvoice:memberssay“aye”or“no”• Bydivision:membersraisetheirhandsorstand.• Byballot:memberswritetheirvoteonaslipofpaper

ThankyouforservingontheSMMUSDELACandDELAC!

School Reports

Public Comments

Process Check

üPunctuality

üRespectforthepersonwhoispresentingorspeaking

üRaiseyourhandandbeawareoftheordertospeak

üBebriefwithquestions/comments

üProvideopportunityforotherstoparticipate

üWriteoraskspecificquestionsforafterthemeeting

Next Meeting:

November21

9:00-11:00a.m.

PDLC