Short Text: Verify the newly reported ELP code for data accuracy.
Long Text: Verify the newly reported English Language Proficiency (ELP) code for data accuracy. This warning is triggered when a Choice school submits a student demographics record (/SEOA) with an ELP code 1-6, and there is no available data from the prior school year's ACCESS for ELLs' Overall Composite Proficiency Level. This warning covers students from kindergarten KG through 12th grade.
How to Fix: If a Choice school enters an ELP code of 1-6 for a student in grade level KG - 12, and there is no ACCESS test score from the prior school year, then this warning will return.
ACCESS testing takes place in the winter of each school year, with results coming back in the spring. ACCESS scores should be entered as part of year end data. When a new school year begins, the ELP Code being entered for the fall of the current school year should be the same as the ACCESS score from the previous spring’s results.
Choice schools are required to report the ELP codes of students receiving services under Title III, part A through equitable participation.
If the ELP code cannot be verified or supported with an ACCESS test score from the previous school year, or a screener score from the current school year, remove the ELP code from your SIS and resubmit your data to WISEdata Portal to clear the warning.
If the ELP code can be verified, then acknowledge the warning.
Verify the data is accurate by viewing the following screens in WISEdata Portal:
- “Data Quality Indicators” filter to “Students by ELP Code.”
“Student Demographics” export (column AB labeled ELP code) in WISEdata Exports.
NOTE: New students will generate this warning if a Choice school is screening them for EL status and participation in Title III for the first time. In this scenario, Choice schools should acknowledge the warning, and follow the procedures outlined in the EL Policy Handbook (linked below) to properly assess these new students
If it is determined that a new kindergarten student should have an ELP screener administered, this will produce an ELP code with no prior year ACCESS test, which will trigger this warning. In this scenario, acknowledge the warning. Then in winter, follow procedures to administer the ACCESS test. When the ACCESS score is obtained in the spring, enter that score into your SIS, which will push it into WISEdata Portal. Then the warning will clear.
Example: Choice School Staff Member Charlie sees warning 7480 for Thomas Lor. Thomas’s record has an ELP code of 3 on WISEdata Portal but no ACCESS test score.
Thomas is a 5th grader, and has attended this Choice school since kindergarten, so Charlie knows Thomas well. Charlie has heard Thomas and his family speaking Hmong to each other when they pick up Thomas after school, and at other times when they visit the school. Charlie also has heard Thomas speak English during the day while at school with all of his teachers and friends. Wondering if Thomas’s ability to speak more than one language is connected to EL services, Charlie investigates Thomas’s record.
Choice School Staff Member Charlie is thorough and reads over what is in the school’s student information system (SIS), what’s in WISEdata Portal, and the information found in Thomas’s cumulative file. Charlie knows that if Thomas received any additional EL services beyond what the choice school already provides Thomas, that there may be evidence of those supplemental EL support services from the local public school through Title III equitable participation and that Thomas would have likely taken the ACCESS for ELL’s proficiency test in December or January of the prior school year when he was a 4th grader. The public school providing any Title III services should have entered an ACCESS test score into Thomas’s PPP non-primary enrollment record. Charlie would be able to see this information on Thomas’s WISEdata Portal record. There is also no evidence in Thomas’s cumulative file that any ACCESS testing was conducted during his 4th grade school year or before that.
Knowing that sometimes paper records do not always make it into a student’s cumulative file, Choice School Staff Member Charlie makes a phone call to the public school where Thomas attended last year. Charlie’s conversation with staff from Thomas’s previous school confirms that there was no ACCESS test given, and therefore no score to associate with Thomas.
Choice School Staff Member Charlie is now satisfied that Thomas’s ELP code of 3 cannot be verified because it cannot be supported by evidence of an ACCESS test score from the prior school year.
Choice School Staff Member Charlie removes the ELP code from Thomas’s record on the SIS to clear the warning.
Technical Details:
Throw on /studentEducationOrganizationAssociation (/SEOA), when a choice school reports a student as Limited English Proficient (LEP) with an English Language Proficiency (ELP) code 1-6 on /SEOA for grade levels KG through 12, and there's no corresponding ACCESS for ELLs Overall Composite Proficiency Level from the immediately prior school year.
Additional Comments
For more info, see the:
English Limited Proficiency Code (Limited English Proficiency) data element page
Title III - Language Instruction for English Learners and Immigrant Students page
ACCESS for ELLs Data and Reporting Page
English Learner Policy Handbook
Choice Schools ELP Reporting KBA
10/24/2023