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Limited English Proficient (LEP) User Guide

Last Updated: 02/12/2015

Table of Contents

PowerSchool 8.1.1 – 02/12/2015 NCDPI Page ii of 17 Doc # 125 –Revision 1.0

TABLE OF CONTENTS

Introduction ..................................................................................... 3 Assumptions ........................................................................................................... 3

Accessing LEP module ...................................................................... 4

Roster Tab ........................................................................................ 6

Access Tab ........................................................................................ 7

Locating a Student............................................................................ 8 Extracting student records ...................................................................................... 10

Copy to Clipboard ............................................................................................... 10 Save for Excel .................................................................................................... 11 Save to PDF ....................................................................................................... 12 Export All .......................................................................................................... 13

Entering LEP Student record ........................................................... 14

Security .......................................................................................... 16

This document is the property of the NC DPI and may not be copied in whole or in part without the

express written permission of the NC DPI.

In compliance with federal law, NC Public Schools administers all state-operated educational

programs, employment activities and admissions without discrimination because of race, religion, national or ethnic origin, color, age, military service, disability, or gender, except where exemption is

appropriate and allowed by law. Inquiries or complaints regarding discrimination issues should be directed to:

Dr. Rebecca Garland, Chief Academic Officer Academic Services and Instructional Support

6368 Mail Service Center, Raleigh, NC 27699-6368 Telephone: (919) 807-3200 Fax: (919) 807-4065

Introduction

PowerSchool 8.1.1 – 02/12/2015 NCDPI of 17 Doc # 125 –Revision 1.0

Introduction The Limited English Proficient (LEP) functionality reports on students who are identified

limited English proficient for the purpose of funding and accountability subgroup measures.

The Headcount of Limited English Proficient Students is used to determine distribution of

state funds and LEA/charter eligibility for Title III PRC 104 Language Acquisition State

Grant.

Important: The Headcount of limited English proficient (LEP) student collection

window occurs annually beginning October 1 for approximately three

weeks. LEP information can be added year-round as students enroll;

however, funding will be based on student enrollment on October 1

and must be certified by the conclusion of the headcount window.

Notices are sent from DPI to Title III/LEP coordinators of all district and charter school

systems regarding reporting needs during the school year. District Title III Coordinators

must be signed up to receive the notices through the LEP Coordinator Listserv. Coordinators

can request to be added or removed from the email list by accessing the English Language

Development (ELD) Wiki http://eldnces.ncdpi.wikispaces.net/.

Contacts

For LEP policy questions, email Michael Riles at [email protected]. LEP functionality

related questions in PowerSchool should be directed to the Home Base Support Center.

Assumptions This document assumes that all users are familiar with the policies regarding Students

identified Limited English Proficient (LEP) located under

http://www.ncpublicschools.org/docs/accountability/policyoperations/lep/sbeleppolicies.pdf

and state guidance available at English Language Development (ELD) Wiki

http://eldnces.ncdpi.wikispaces.net/.

http://eldnces.ncdpi.wikispaces.net/


mailto:[email protected]

http://www.nc-sis.org/support.html

http://www.ncpublicschools.org/docs/accountability/policyoperations/lep/sbeleppolicies.pdf



Accessing LEP module


Accessing LEP module To access the LEP module:

1. Access PowerSchool with your assigned credentials.

2. Select the appropriate School (LEA Office) and Term values.

3. Under the Federal section, click LEP link to access the LEP Home screen.

Accessing LEP module


Click the Counts tab to view the aggregate numbers automatically calculated by

PowerSchool based student records entered from the prior year.

These numbers are tallied automatically by the system based on the student records

Private, PreK, and Withdrawn PreK-12 are all based on actual student records.

Roster Tab


Roster Tab The Roster tab shows students with valid records. Valid records indicate a match to student

enrollment.

To extract student information, refer to the Extracting student records section on page 10.

Access Tab


Access Tab The results of the annual English Language proficiency assessment for ELLs tested within

the district/charter during the previous testing cycle. The file covers several screens. Scroll

over to see all of the 48 fields. After downloading, you may hide or delete unnecessary

fields to make the data more manageable to manipulate, print, or load to a third-party

application.

To extract student information, refer to the Extracting student records section on page 10.

Locating a Student


Locating a Student On the LEP Search screen, use the following steps to locate a student:

1. Click Search tab.

a. Under Search Parameters, use any filter combination from the drop-down

menus to locate the Student’s record.

COC: o Existing: Use the filter at the end of the school year after ACCESS test scores

are loaded. It shows students who, based on that year’s ACCESS scores, will exit LEP status and be Monitored Former LEPs (MFLEPs) for the next school year.

o Current: LEP students who filter under Comprehensive Objective Composite (COC) exiting as a result of the most recent testing cycle, will have an LEP Status of ‘Exited’ in the following school year.

b. Click Search.

Matching Student records based on the filter selection are listed under LEP Students.

Locating a Student


2. Under LEP Students, use the Show drop-down menu to limit the number of records

per page. Use the navigation options on the bottom right of the screen to view

complete filtered list.

Locating a Student


Extracting student records Click the view button under the Edit/View column to see the student's LEP information and

to adjust the instructional tier.

Copy to Clipboard

1. Click Copy to clipboard.

Note: This function will only copy the records listed on the current screen. To export all

records, increase the entries as stated in Step 2 of the previous section or use the Export All

function on page 9.

2. Click OK button to confirm copy function of filtered records.

3. Open Excel Worksheet and paste copied contents.

Locating a Student


Save for Excel

1. Click Save for Excel.



function on page 9.

2. At the Save As window, click Save to save in Excel format.

Locating a Student


Save to PDF

1. Click Save for PDF.



function on page 9.

2. At the Save As window, click Save to save in PDF format.

Locating a Student


Export All

1. Click Export All.

2. Select the appropriate radio button to export and access filtered Student records

from PowerSchool

Entering LEP Student record


Entering LEP Student record Use the steps below to enter a LEP student record:

Navigation: Start Page Select Student NC Information section

1. At the Start Page, click Student tab and locate the student to be added. For

additional information on using various search options, refer to the Student

Selections (QRD) (located under http://www.nc-sis.org/student_information.html).

2. Under the NC Information section, click LEP link.

3. Click New LEP Record button to access the LEP Data Entry screen.

http://www.nc-sis.org/student_information.html

Entering LEP Student record


Complete the following required fields:

Setting Tiers: View the list of students and assigned ACCESS for ELLs tiers under

Roster. If a student's tier needs to be changed, look the student up via the Student

UID Number. Choose the correct tier from the drop down box in the Limited English Proficient (LEP) section of the page. Click Submit. Repeat this process for

each student tier change.

The following error message is displayed is all required fields are not populated before

submitting a new student record.

Home Language: The language normally used by the individual or normally used by

the parents of the child or youth. Trained school personnel must research this

information to determine and document the student’s actual home language at the

time of entry into U.S. schools.

LEP Status: Identification of limited English Proficient.

Tier: Instructional placement assignment based upon range of language proficiency.

Student Born Outside U.S?: Was the student born outside of the United State or

the Commonwealth of Puerto Rico?

Note: Greyed out fields are utilized by NCDPI for funding counts and cannot be updated by

the LEA or school.

First Year in U.S. Schools: The first year the student enrolled in a school in the

continental US.

First Full School Year OUT of U.S. Schools: The first year the student did not

receive instruction in the US.

School Year Returned to U.S. Schools: The school year the student returned to

receive instruction in the US.

Immigrant: There is new clarification of Title III immigrant eligibility rules. Any

child born outside the United States and Puerto Rico may be eligible for immigrant

status (i.e., children of U.S. citizens, including children with U.S. Citizen Born Abroad

birth certificates). If a student meets these criteria, adjust his/her immigrant status

using the Immigrant functionality.

4. Click Submit.

Security


Security CFDC is confidential and should be kept secure at ALL times. Reports, both electronic and

in print, should be handled in a secure fashion.

Printed Documents should be hand delivered or sent via secure post. Delivery to

appropriate person must be confirmed.

Electronic Excel Files with student identifiers must be password protected.

Important: The steps to password protect the excel spreadsheet may vary based on the

Microsoft Office Excel version you are using. Refer to

https://support.office.com for instructions specific to the Microsoft Office

Excel version you are using.

The steps below use MS Excel 2010 to password protect an excel spreadsheet.

1. From within the spreadsheet, navigate to:

Navigation: File tab > Info menu > Permissions > Encrypt with Password.

a. Enter and reenter password as directed. Click OK.

https://support.office.com/

Security


Permissions now indicate that a password is required to open this file.

This document is the property of the NCDPI and may not be copied in whole or in part

without the express written permission of the NCDPI.