Annual Parent Notification Letter
Annual Parent Notification Letter ensures parents are well-informed and actively involved in their child's education. It serves to meet legal requirements, foster collaboration, and support the educational success of students with disabilities.
Create
Select a student on the Students panel.
Click the Documents icon for the student.
From the Create New Document drop-down list, select Annual Parent Notification Letter under English Learners (EL), click Go, and click OK.
In the Student Information section, the system auto-populates the following information:
From the Student Info profile:
Student
STN
Birth Date
School
Current Grade
Language
EL Status
Use the date picker to select the date of the letter. This is a required field.
Select the year from the school year dropdown. The current school year is marked with an asterisk. This is a required field.
Data for Listening, Speaking, Reading, Writing, and Overall Composite Score auto-populate from the WIDA Assessment scores for the respective sections. Refer to WIDA Assessments for more information.
Select the appropriate Placement. This identifies the various English language instruction methods that will be used with the child. This is a required field. The options are:
English Second Language (ESL)
Content Based English Language Development (ELD)
Sheltered/Structured Immersion
Newcomer Program
Dual Language Immersion
Transitional Bilingual Education
Heritage Language Class
Other
Not Applicable
Use the lookup icon to select the name of a staff member you can contact for placement. This is a required field.
Use the lookup icon to select the name of the Director sending the APN letter. This is a required field.
Click Save, Done Editing.
Field descriptions
Field | Data flow | Data element path | Description |
---|---|---|---|
Student | In | Profile > Student Information > Personal Information > {FirstName} {Middle Name} {LastName} | The system will display the first, middle, and last name of the student. |
STN | In | Profile > Student Information > Personal Information > {StateID} | The system will display the STN of the student. |
Birth Date | In | Profile > Student Information > Personal Information > {BirthDate} | The system will display the student's Date of Birth |
School | In | Profile > Student Information > Enrollment Information > {School} | The system will display the student's school |
Current Grade | In | Profile > Student Information > Enrollment Information > {Grade} | The system will display the student's grade |
Language | In | Profile > Student Information > Personal Information > {StudentLanguage} | The system will display the student's primary language. |
EL Status | In | Profile > Student Information > Personal Information > {ELStatus:!} - Updating this field will be handled in SPEDSM-100384 | The system will display the student's EL status. |
Date | NA | NA | The system will provide a calendar field to allow users to enter the date of the notification. |
School Year | NA | NA | The system will provide a dropdown to allow users to select the school year. |
most recent placement test or WIDA ACCESS was | in | Profile>Student>Access>Composite Proficiency Level | The system will display the latest (by date) Overall WIDA Access score. READ ONLY |
Listening | in | Profile>Student>Access>Listening | The system will display the latest (by date) WIDA Assessment score for Listening-READ ONLY |
Speaking | in | Profile>Student>Access>Speaking | The system will display the latest (by date) WIDA Assessment score for Speaking-READ ONLY |
Reading | in | Profile>Student>Access>Reading | The system will display the latest (by date) WIDA Assessment score for Reading-READ ONLY |
Writing | in | Profile>Student>Access>Writing | The system will display the latest (by date) WIDA Assessment score for Writing-READ ONLY |
Overall Score | in | Profile>Student>Access>Composite Proficiency Level | The system will display the latest (by date) WIDA Assessment score for Overall Score-READ ONLY |
Placement for English Second Language (ESL) | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for English Second Language (ESL) will be used for the student. |
Placement for Content Based English Language Development (ELD) | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for content based English Language Development (ELD) will be used for the student. |
Placement for Sheltered/Structured Immersion | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for Sheltered/Structered Immersion will be used for the student. |
Placement for Newcomer Program | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for Newcomer Program will be used for the student. |
Placement for Dual Language Immersion | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for Dual Language Immersion will be used for the student. |
Placement for Transitional Bilingual Education | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for Transitional Bilingual Education will be used for the student. |
Placement for Heritage Language Class | NA | NA | The system will provide a checkbox to allow the users to indicate if the placement for Heritage Language Class will be used for the student. |
Placement for Other | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for Other will be used for the student. |
Placement for Not Applicable | NA | NA | The system will provide a checkbox to allow the user to indicate if the placement for not applicable will be used for the student. If this option is selected, no other placements are allowed. |
Contact Person Name | NA | NA | The system will be a lookup/non-lookup for the staff the parent should contact, if needed. |
Title | NA | NA | The system will display the title for the contact person. If in the staff profile, there is a title, then it should populate automatically in The system field. If there is not a title, then a text box should be provided to allow the title to be entered. |
Phone Number | NA | NA | The system will display the phone number for the contact person. If in the staff profile, there is a phone number, then it should populate automatically in The system field. If there is not a phone number, then a text box should be provided to allow the title to be entered. |
Director's Name | NA | NA | The system will be a lookup/non-lookup for the Director. |
Title | NA | NA | The system will display the title for the director. (This may not be the director, but it should pull in the user logged in creating the the document, but if they change it, it should display that person's title.) If in the staff profile, there is a title, then it should populate automatically in The system field. If there is not a title, then a text box should be provided to allow the title to be entered. |