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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

  1. Select a student on the Students panel.

  2. Click the Documents icon for the student.

  3. From the Create New Document drop-down list, select Annual Parent Notification Letter under English Learners (EL), click Go, and click OK.

  4. 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

  5. Use the date picker to select the date of the letter. This is a required field.

  6. Select the year from the school year dropdown. The current school year is marked with an asterisk. This is a required field.

  7. 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.

  8. 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

  9. Use the lookup icon to select the name of a staff member you can contact for placement. This is a required field.

  10. Use the lookup icon to select the name of the Director sending the APN letter. This is a required field.

  11. 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.
A long text field will be provided if Other is checked.
A tool tip should be provided that states, "Insert description, including content, instructional goals, and the use of English in instruction"

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.
This should default to the user that is logged into the program creating/editing the document. This can be changed, if needed. 

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. 

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