SIS User Guide

Content Links


Content Resource

ESL Information

Contact Us

To make suggestions for improvement or for additional clarification please contact:

DoDEA HQ


4800 Mark Center Drive
Alexandria, VA 22350-1400

Entering and Editing ESL Information

ESL information is kept in a student record in Program information of Aspen. This area is also where Gifted and Read 180 Information is stored.

To Add New ESL Information

  1. Click the top Student tab.
  2. Search for (using Ctrl+F or Ctrl+I) and find the student whose information you would like to updateESL information
  3. Click on the Membership side tab then click on Programs.
  4. From the Options menu click on Add
  5. In the upper right hand corner click on the template list pull-down menu.
  6. Click on ESL Information.
    Entering ESL Information
  7. Enter the information
    1. Pick ESL from the list.
    2. Enter the dates. You MUST have a Start Date and we suggest you use the end of the school year as the End Date.
    3. Enter the ESL Level
    4. Enter any additional information in the comment field.
  8. Click Save

To Update ESL Information

  1. Click the top Student tab.
  2. Search for (using Ctrl+F or Ctrl+I) and find the student whose information you would like to update.
  3. Click on the Membership side tab then click on Programs.
  4. From the Options menu click on Add
  5. In the upper right hand corner click on the template list pull-down menu.
  6. Click on ESL Information.
  7. Enter the information necessary, new date, level, comments.
  8. Click Save.

ESL - Identifying Students Needing ESL Codes

Follow these instructions to determine which students lack ESL codes in Aspen. Upon enrollment, if a sponsor answers 'yes' to one or both of the language questions on Form 600A, Questionnaire for Race/Ethnicity and Home Language, a student is required to have an ESL code.

Note: If you serve multiple schools, ensure that you have chosen the correct school. See the Aspen Basic Navigation User Guide.

1. Click the Student tab.

student tab

2. Click Options to access its drop-down menu.

click options

3. In the Options menu, click Query

The X2 Aspen: Query window will open with the title New Query.

click Query

4. In the lower right-hand corner of the query window, click Select.

click select

5. Another window opens called Query Pick List. Click the right-facing arrow (>) until the query Students Needing ESL Codes appears. 

(The list of available queries may vary depending on your school, district, etc.)

Query Pick list

6. Choose the query named Students Needing ESL Codes and then click Use. 

(After clicking Use, this window will close.)

students needing ESL codes

7. The X2 Aspen: Query window will change to show the title Students Needing ESL Codes. In the lower left-hand corner click Search.

(After clicking Search, this window will close.)

click search

8. A list of students that require ESL codes will be displayed. In this example, 21 students require ESL codes. When all students who require codes have codes, 0 of 0 selected will be displayed. (Use the Adding and Editing ESL Information instructions to add ESL codes if needed.)

0 of 21 selected

9. To choose another student list (e.g., All Active Students or Primary Active Students), in the upper right-hand corner click the Filter menu and then select from the choices in the drop-down menu.

All active students

ESL – Accessing and Sorting ESL Student Data

Follow these instructions to view and sort by ESL student data in Aspen.

Note: If you serve multiple schools, ensure that you have chosen the correct school. See the Aspen Basic Navigation User Guide.

1. Click the Global tab. The Favorite Tables list will be displayed.

click Global tab

2. In the Favorite Tables list, click Student Program Participation. A list of ESL, Gifted, Read 180, etc. students will be displayed.

Favorite tables list

3. The Student Program Participation list should display sorted by Program (i.e., all of the ESL students should be together).

Click a column label to sort by that label. Click the label again to sort in the opposite direction.

(Column labels are in the yellow row.)

Student Program Participation list

Helpful Sorting I: Sort by Level to determine how many ESL students there are per level.

Sort by Name then view under Start and Level to learn a history of a student’s ESL level by date.

helpful sorting

Helpful Sorting II: Manage and create customized sort orders, with the Sort Order Menu in the upper right-hand corner.

See the Aspen Help Manual on Sorting Data in Columns as well.

Manage and create customized sort orders

Notes:

Missing or Incorrect Levels - Except for Pre-K students, all students assigned to the Program ESL require a level/code of 1, 2, 3, 4, 5, or 7. Leave the Level field blank for Pre-K students who, if in another grade, would normally be assigned an ESL level/code. As kindergarteners the following year, an early review of students needing ESL codes in Aspen will identify these students in a timely manner.

- Students with a Level of N/A have inherited the N/A code from SMS. Only Pre-K students may have this code.

Other

- The column label End occasionally has a date. These dates are left over from SMS.


ESL - Adding and Editing Student ESL Information

Follow these instructions to add or edit a student’s ESL record.

Note: If you serve multiple schools, ensure that you have chosen the correct school. See the Aspen Basic Navigation User Guide

1. Click the Student tab. Use the key strokes Ctrl+F or Ctrl+I to search for and/or find a student whose information you would like to update. (For a specific list of students, run a query under Options [e.g., Students Needing ESL Codes.], or choose the Global tab then click Student Program Participation for a list of ESL students.

student option

2. In the Student List, click the check box next to the student whose ESL information you want to add or edit. (The Student List displayed can be determined by clicking the Filter menu in the upper right-hand side and viewing the selected filter in the drop-down menu.)

student listfliter

3. In the middle of the left-hand side, click Membership. It will expand; then click Programs. (Upon completing this step: - a history of ESL levels with dates will be displayed for those students with an ESL record. - No matching records will be displayed for those students without an ESL record.)

membership program

4. Adding Information: From the Options drop-down menu, click Add.

- OR -

Editing Information: Click on the ESL link of the record to update. (It is rare to edit an ESL record. This is usually done to correct a mistake.)

add and edit

5. In the upper-right corner, click on the template list pull-down menu and choose ESL Information.

ESL information

6. Adding or Editing ESL Information: Ensure that Program code indicates ESL. Add or edit the student’s ESL information. Click Save.
adding or editing ESL information="">

Notes: - The information stored in the above window is the student’s ESL Record. SMS referred to this as the ESL Summary.

- The Home language field will self-populate upon clicking Save.

- The label Latest Assessment may change to be more descriptive (e.g., Data Entry Date).

- For certain field sets, Aspen’s Student List may show a date label called Start. The Start label represents the Latest Assessment date entered in the above window.

- In the absence of official guidance, it is recommended to leave the Comment section blank.

7. To choose another student list (e.g., All Active Students or Primary Active Students), in the upper right-hand corner click the Filter menu and select from the choices in the drop-down menu.

choose another student list