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Chapel Hill- Carrboro City Schools Job Description

Job Title: ML Compliance & Family Engagement Specialist

Salary Schedule: Classified Salary Scale

Reports To: Director of Multilingual Learners,

Dual Language, and World Language

Salary Grade: 107

Work Location: Lincoln Center / Sheryl-Mar

Work Schedule: 12 months

Position Summary

The ML Compliance & Family Engagement Specialist serves as a primary liaison between multilingual families, schools, and the district, fostering meaningful family engagement and supporting equitable access to educational opportunities for multilingual learners. The position coordinates student enrollment, language identification, assessment, placement, and ongoing compliance with federal, state, and district requirements for English Learner and Dual Language programs. The Title III Parent Liaison provides translation and interpretation services, connects families with school and community resources, and collaborates with educators to ensure students and families receive comprehensive support throughout their educational experience. Additionally, the position maintains student records and data systems, coordinates multilingual learner assessments, and assists with program implementation, reporting, and continuous improvement initiatives.

Essential Duties

• Assist the ES/DL Director with maintaining compliance and implementation of ESL policies and federal guidelines.
• Supplement ESL and DL services to language minority students as they transition to the district and assist language minority families in locating community resources for the purpose of promoting parent effectiveness and student achievement. Meet with family and share information about our school system. Created videos containing basic information and got them translated in several languages. Have videos updated as needed. Contact an interpreter to ease communication when necessary. Get acknowledgements signed by parents or legal guardians.
• Assist with translating letters and documents of supplemental nature as well as interpreting on meetings or over the phone when required. Assist with interviewing new contracted interpreters.
• Collaborate with district personnel to proactively identify issues and/or concerns relevant to language minority families, EL services and DL services.
• Check the student information database (Infinite Campus)daily and identify students who have enrolled and may be eligible to be assessed with the English proficiency test. Review the registration form. Contact the previous school system to obtain EL identification and scores. If not WIDA member, coordinate with the test administrator and family to administer the test.
• Obtain a report from WIDA DRC and discuss results with family. Explain about available programs students may be eligible for such as newcomers, dual language, etc., as well as ESL delivery mode that students may receive at school. Discuss with family the results of the English proficiency test and provide information about the delivery method of ESL services at school. Explain in detail about newcomers and dual language programs as a way to deliver English acquisition.
• Assist with pre-placement and placement of students in appropriate instructional programs. For high school students, explain about available courses, pathways to graduation and future jobs. Evaluate foreign transcripts for newly enrolled students eligible to participate in the newcomer program. Obtain scores and/or transcripts for potential ELs students either by contacting former schools (within or outside the USA) or processing a transfer request within our database. Maintain knowledge of changes in worldwide educational systems.
• Collaborate with local high school counselors in regards to scheduling of newcomer students. Provide high school newcomers and their families with a tour around the school, make sure their lunch forms, if applicable, are processed to ease the transition.
• Scan all documents and upload to ELLevation and prepare detailed emails including but not limited to, scores, educational background, assistance needed with food, clothing, mental health issues shared by the family, suggested schedules when a student is assigned to the newcomer program for either middle or high schools, request transportation, etc.
• During the summer, coordinate testing for rising K-12th. Find and reserve the location, contact different internal and external organizations to be present during our testing Expo, get technology ready (chromebooks, headphones, testing program ready), coordinate with volunteers to offer childcare.
• Create rosters for newly enrolled students, contact families via email or telephone to set up appointments for assessment. Reschedule appointments as needed.
• Coordinate with Spanish or Chinese test administrator and family if a student needs to take the language assessment for dual language program placement.
• Create records in Ellevation and enter EL related information in Infinite Campus. Scan all related enrollment documents and upload them in Ellevation.
• Coordinate administration of all statewide ESL testing including WIDA W-APT/Screener Initial Placement Test, ACCESS for ELLs 2.0 and ALTERNATE ACCESS. Enter new students in WIDA DRC assessment management system for WIDA Screener. Assign students to new testing sessions. Confirm with DPI tier placement.
• Beginning January 2020, assist with DL testing (STAMP) for DL students to include building of rosters, parent communication and processing of scores/data upon test completion.
• Download rosters from WIDA DRC assessment management system, share them with ESL teachers and EC facilitators to confirm EC/504 test accommodations. Assist with entering testing accommodations in WIDA DRC for ACCESS test when necessary.
• Download final rosters, split rosters by testing administration and accommodations, assign testing administrators, print ROAs.
• Order testing materials in WIDA DRC. Receive testing materials and do an inventory by codes. Assign testing materials for each school. Pack testing materials to be sent to schools with rosters and ROAs. Bubble testing booklets or place ID labels. Account for testing materials to be sent back to WIDA DRC, inventory, pack and ship. (Emily?)
• Verify data during ACCESS data verification window in DRC to ensure that demographics and Do Not Score codes are correctly entered.
• Download ACCESS scores, rosters and frequency reports. Analyze data to determine exited students. Print Individual Student Reports in several languages to accompany the English version. Deliver them to schools. Email schools the electronic data and instructions on how to distribute scores to families.
• Upload ACCESS scores in Ellevation. Update monitored students by year of monitoring. Update EL designation.
• Serve as a liaison between ESL and DL teachers, CHCCS, DPI and WIDA DRC to report any discrepancies encountered on the ACCESS test results.
• Print Individual Student Reports in English and home language, distribute to schools for them to send home.
• Create/update ESL teachers' accounts in the database, provide passwords to new teachers, assist ESL teachers with reports and questions related to the database.
• Train new ESL teachers in the use of ELLevation. Provide training to all ESL teachers during ESL meetings about new/current features in the program.
• Obtain promotion/retention, admissions/withdrawal reports from Infinite Campus in order to identify non-active LEP students due to withdrawals, graduation and/or transfers. (Every Monday/weekly with an email to Zaida, Zulma and Helen)
• Perform the beginning of school year and ending of school year actions in the database including, but not limited to, transferring students to corresponding feeding schools, recording the new grade level, updating ML designation after test scores are received from Metritech, clearing up service descriptions and modifications, etc.
• Print out notification letters to parents about ML student's participation/exiting ESL program. (ESL teachers)
• Verify data accuracy in Infinite Campus prior to the October headcount and immigrant count. Coordinate with the Pre-K office to obtain the roster of students identified as ELs in order to include them in the October headcount.
• Process Request for Change Report (RCR) to DPI when a modification/update should be performed in the Federal Collection Database.
• Gather data and prepare reports requested by staff members throughout the district, including, but not limited to, ML identification, race, languages spoken, projections of ML students for upcoming school years, etc.
• Manage CHCCS Twitter account - translate and create new tweets in Spanish.
• Train volunteers or contracted clerical staff to work at the Welcome Center during busy seasons. Create accounts to access databases and explain procedures. Supervise completion of their tasks and hours worked.

Education / Experience Requirements

Education/Certification:

• High School Diploma
• Associate's Degree or higher preferred
• Interpretation/Translation experience preferred

Special Knowledge/Skills:

• Ability to fluently read, write, and speak in English and partner language/s
• Proficiency in Google applications (Google documents, Google Spreadsheet, etc.)
• Exceptional organizational, and interpersonal skills
• Must be detailed oriented, self-motivated and able to multi-task
• Ability to effectively work and communicate with students, parents, and school personnel from diverse cultures or backgrounds in English and partner language/s
• Maintain integrity of confidential information relating to students, staff, or district personnel

Ability to work collaboratively with others

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards

Disclosure

This document provides descriptive information about the above Chapel Hill-Carrboro City School position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual's ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. Chapel Hill-Carrboro City School reserves the right to make changes to this document as deemed necessary without providing advance written notice.