English Learner
Advisory Committee
Resources
Department of Accountability
Division of Student Achievement
OAKLAND UNIFIED SCHOOL DISTRICT
August, 2004
I. ORGANIZING
AN ENGLISH LEARNER ADVISORY COMMITTEE
(ELAC)
ELAC Handbook
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School English Leaner Advisory Committee (ELAC)
Formation - Each school with 21 or more English Language Learners (ELL), regardless of language, must
form a functioning English Leaner Advisory Committee (ELAC) or subcommittee of an existing committee.
Composition Requirements
The ELAC membership must minimally reflect the total student population at the school (percentage of
ELL’s)
Elections - Requirements for ELAC elections include:
 Parents or guardians of English Language Learners elect parent members.
 Other ELAC members are selected based on the site ELAC bylaws.
 The ELAC shall have the opportunity to elect member(s) to the District English Learner Advisory
Committee (DELAC), based on proportionate representation guidelines.
How many representatives are you eligible to have?
21 - 350 ELL = I Representative
351 - 700 ELL = 2 Representatives
701 & up = 3 Representatives
Major Function - The purpose of the ELAC is to advise the principal and school staff on programs and
services for English Language Learners.
Tasks - The Committee advises (reviews and comments) on at least the following:
1. Development of a detailed plan for English Language Learner
education for the individual school
2. Development of the school’s needs assessment
3. Dissemination of the school’s annual language census
4. Efforts to make parents aware of the importance of regular school
attendance
Training - the district shall provide training for all ELAC members:



Appropriate training and materials to assist each member carry out his or her required legal
responsibilities
Training which is planned in full consultation with ELAC members (EIA-LEP or district funds may
be used to cover the costs of training and attendance of ELAC members such as, costs of child care,
translation services, meals, and other reasonable expenses)
In the event that the ELAC delegates its authority to another committee, the ELAC members must
first be trained on the ELAC's four legal requirements.
ELAC Handbook
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The Duties of the ELAC Members
The duties of the ELAC members include attending the monthly meetings and making sure that each
decision made by the committee is voted upon. In addition, the ELAC membership should make sure
that the committee agenda is followed each month.
The Duties of the ELAC Officers
The ELAC officers each have their specific duties:
The ELAC Chairperson
It is preferable that the president be a parent of a student who is an English Learner. The president is
responsible for conducting the ELAC meetings each month. The ELAC president should meet with the
principal or his/her designee to help develop the meeting agenda each month. With the approval of the
ELAC committee, the president may be asked to sign the school plan and correspondence on behalf of the
committee.
The ELAC Vice President
The vice-president takes the place of the president in the president's absence.
The ELAC Secretary
The ELAC secretary is responsible for taking notes of all the actions and decisions that were made by
the committee. The secretary is also responsible for the preparation and reading of the minutes of the
previous meeting each month. The secretary should keep a record of all the committee documents such
as agendas, attendance sheets, minutes, etc. The secretary should help to ensure that the ELAC meeting
agenda was distributed at least one week prior to the meeting and that it was posted 72 hours in advance
of the ELAC meeting.
The DELAC Representatives
The DELAC representatives from each school are responsible for attending the DELAC meetings held in the
District. The DELAC representatives are responsible for giving a report about activities and events at their
schools. The DELAC representatives are also responsible for giving a report at their monthly ELAC
meetings to share information that they have obtained at the DELAC Meetings. By attending the DELAC
meetings, parents have the opportunity to learn what other schools are doing to assist English Language
Learners.
How many representatives are you eligible to have?
21 - 350 ELL = 1 Representative
351 - 700 ELL = 2 Representatives
701 & up = 3 Representatives
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Suggested Training Topics on Required Tasks
Task # 1: Include a detailed plan for English Learner education in the Comprehensive Site
Plan.
Review and comment on school plan regarding supplementary services provided to English
Learners in one or more of the following:
 Description of additional assistance in ELD and core subjects (e.g. social studies, mathematics, science)
 Opportunities to increase reading and writing skills (e.g., after school tutorial programs, computer
laboratory time, etc.)
 Discussion of the expenditures from categorical funds related to supplementary services for English
Learners.
 Review and discuss parent letters related to explanations of test results and services for English Learners
(e.g., notice on proficiency test results and reclassification procedures for parent waivers for an alternate
program, etc)
 Discussion of services the school provides for English learners when students are participants in Special
Education and GATE.
Task # 2: Development of the school's Needs Assessment


Review and comment on the portion of the school’s Single Plan for Student Achievements related to
instructional services and resources available to English Learner.
School letters to parents are available in the major language groups represented at the site
Task 3: Dissemination of information on school's annual language census




Review and discuss the district's process to assess all students and the identification of English Learners
Review and discuss the current school R30-Language Census Report as it relates to placement of EL
students and programs provided at the school
Review parent notification on test results and, EL student reclassification
Discuss and advise possible improvements on services, programs, and staffing for English Learners
Task # 4: Ways to make parents aware of the importance of regular school attendance



Discuss and provide information to parents on the importance of regular school attendance
Discuss specific ideas parents can use to encourage and support their child's regular school attendance
Discuss how the school can encourage attendance (e.g., awards, activities after school, etc.)
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Bylaws
It is good practice for an ELAC to adopt bylaws to guide its actions beyond the rules of order provided by
the law or local governing board policy. Bylaws can clarify such matters below and must be approved by the
committee:

the terms of ELAC members and officers

election procedures of ELAC members and officers

the ELAC regular meeting times

number of members needed for a quorum

minimum attendance required of members

other stipulations
An outline for sample bylaws is included in the next section.
Records
The ELAC needs to maintain records of the following:
1.
2.
3.
4.
5.
6.
7.
Elections (ELAC Roster)
By-laws (if adopted)
Meeting flyers/notifications
Agendas of ELAC meetings
Minutes of meetings (discussions, recommendations and actions)
Recordings of attendance (sign-in sheets)
Official correspondence
Public records require safekeeping
1.
2.
3.
4.
ELAC records should be filed in a secure place at the school and in accordance with district policy.
Federal law requires that all records pertinent to a funded project be retained for three years.
ELAC records must be made available for public review upon request.
Copies of above are to be turned in to the Accountability Department at the end of the school year.
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II. ESTABLISHING
A COMPLIANT ELAC
SAMPLE FORMS AND TEMPLATES
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School Name: __________________________________
INVITATION TO PARTICIPATE IN
ENGLISH LEANER ADVISORY COMMITTEE (ELAC)
DATE:
TO:
Parents, Community Members, Teachers, Other Staff and Students
You are invited to attend a meeting to establish our ELAC
On
______________________________ at______________________ o'clock
in the __________________________________.
At this meeting, parents of English Learners will have an opportunity to elect your representatives to
the committee.
California Ed. Code (62002.5) requires school with 21 or more English Language Learners (ELL) to
establish an ELAC. The major responsibilities of the ELAC include




Development of a detailed plan for English Language Learner education for the individual school
Development of the school’s needs assessment
Dissemination of the school’s annual language census
Efforts to make parents aware of the importance of regular school attendance
This committee offers an excellent opportunity for parents, community members and site personnel
to work together and plan for student achievement. We encourage you to attend this meeting and
elect your representatives to our English Learner Advisory Committee (ELAC)
Sincerely,
Principal
ELAC Handbook
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ELAC Establishment Meeting
School Name
Important meeting!
All parents and community are encouraged to participate in the English Learner Advisory Committee
(ELAC)
The ELAC will
 Advise the principal and school staff of the needs of English Learners, including
instructional and support needs
 Advise the principals and schools’ staff on the development of the School Plan and budget
 Review the R-30 Language Census each spring
 Receive information and recommend actions to support regular school attendance
 Elect a representative to the District English Learner Advisory Committee (DELAC)
 Send and receive information to/from DELAC
 Participate in training provided by the school and the District
Please come to the ELAC establishment meeting. We will elect members, receive training and elect officers.
Date: ____________________
Time: _____________________________
Location: ____________________________________
Proposed agenda
I. ELAC Training:
 Requirement
 Responsibilities of the SSC
 Composition of SSC
 Selection of Members
 Officers
 Rules of Order
 Bylaws
 Records
II. Election of Members
III. Election of Officers
IV. Approve Rules of Order or Bylaws
Flyer must be posted 72 hours in advance of meeting date
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School Name
ELAC Establishment Meeting
Date: ___________________
Time___________________________
Location: ________________________________________
Agenda
I.
Welcome
II.








ELAC Training
Requirement
Responsibilities of the ELAC
Composition of ELAC
Selection of Members
Officers
Rules of Order
Bylaws
Records
III.
Election of Members
IV.
Election of Officers and DELAC Representative
V.
Approve Rules of Order or Bylaws
VI.
Public Input
VII.
Establish Date of Next Meeting and Adjourn
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English Learner Advisory Committee (ELAC)
Establishment Meeting
Sign-In
School______________________________
Printed Name
ELAC Handbook
Signature
Page 11
Date__________________
Staff
Parent
3/9/2016
Student
English Learner Advisory Committee (ELAC)
Establishment Meeting
Minutes
School______________________________
Date_____________
Minutes must address each agenda item. Summarize discussions and note approval.
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
__________________________________________________________________________
(Please add additional pages as needed)
The meeting was adjourned at ________________________________
Next Meeting Date: ____________________________
Minutes Submitted By: ________________________________________
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OAKLAND UNIFIED SCHOOL DISTRICT
Division of Student Achievement
Department of Accountability
ENGLIS1H LEARNER ADVISORY COMMITTEE (ELAC)
APPLICATION FOR MEMBERSHIP
I would like to be a member of the English Learner Advisory Committee (ELAC) at _____________School.
Please complete
 I have _______ children who are classified as English Language Learners attending this school.
(number)
Name(s) of Student(s)
Verification of ELL Status
1.
1.
2.
2.
3.
3.
4.
4.
The school site completes this section using
the data sheet or BIL01, the ELL Students Report
 I do not have any children who are classified as English Language Learners attending this school.
Name _______________________________________________________________________________
(Please Print)
Last
First
Address ______________________________________________________Zip Code _______________
Street
Telephone ________________________ E-mail Address ______________________________________
------------------------------------------------------------------------- For Office Use --------------------------------------------------------
ELAC Membership Election Date _____________________
Position on ELAC
 Parent of ELL
Verification by Principal/Designee that applicant is a parent/guardian of a student presently classified as ELL
at this school.
Signature ____________________________
Date_______________________
_______________________________________________________________________________________
 Parent
 Staff
 Other: ___________________
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English Learner Advisory Committee (ELAC)
ELECTION BALLOT
School: _____________________________
Election Date: __________________________
Peer Group: _____________________________
(Parents, Teachers, Other staff, Students)
Please vote for _____ of the following nominees:
( )
______________________ ( )
______________________
( )
______________________ ( )
______________________
( )
______________________ ( )
______________________
( )
______________________ ( )
______________________
( )
______________________ ( )
______________________
( )
______________________ ( )
______________________
( )
______________________ ( )
______________________
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OAKLAND UNIFIED SCHOOL DISTRICT
Division of Student Achievement
Department of Accountability
Registry of ELAC Officers and DELAC Representatives
School: ________________________________
Today's Date: ___________________________
Principal: ___________________________________
ELAC Contact Person: ________________________
ELAC President: ___________________________
Name of ELL Child ___________________________
Home Address: ____________________________________________________City/Zip _________________________
Home Phone:_____________________________ E-mail: ___________________________________________________
Date Elected: ___________________ Length of Term: _____________ Primary Language: _______________________
ELAC Vice President: ___________________________
Name of ELL Child ___________________________
Home Address: ____________________________________________________City/Zip _________________________
Home Mail-mail: _____________________________________________________
Date Elected: ___________________ Length of Term: _____________ Primary Language: _______________________
ELAC Secretary: ___________________________
Name of ELL Child ___________________________
Home Address: ____________________________________________________City/Zip _________________________
Home Phone:_____________________________E-mail: ___________________________________________________
Date Elected: ___________________ Length of Term: _____________ Primary Language: _______________________
DELAC Representative(s): ___________________________ Name of ELL Child ___________________________
Home Address: ____________________________________________City/Zip ____________________
Home Phone:____________________E-mail: ________________________________________________
Date Elected: ___________________ Length of Term: _____________ Primary Language: ___________
DELAC Representative(s): ___________________________ Name of ELL Child __________________________
Home Address: __________________________________________City/Zip ________________________
Home Phone:__________________ _____E-mail: _____________________________________________
Date Elected: ___________________ Length of Term: _____________ Primary Language: ____________
DELAC Representatives):___________________________ Name of ELL Child _________________________
Home Address: __________________________________________City/Zip _________________________
Home Phone:____________________________ E-mail: _____________________________________
Date Elected: ___________________ Length of Term: _____________ Primary Language: _____________
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ELAC Membership Roster
School Name: _____________________ School Year _________________
Chairperson:
Vice Chairperson:
Secretary:
DELAC Representative:
Members' Names
Check Appropriate Representation
Principal
School
EL
Parent/
Staff
Parent
Commun
Address
Alternates
ELAC Legal Requirements: The percentage of parents of English Learners in the ELAC must be at least equal to the percentage
of English Learners in the school.
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English Learner Advisory Committee (ELAC)
OAKLAND UNIFIED SCHOOL DISTRICT
Division of Student Achievement
SAMPLE
ELAC BYLAWS
School ______________________________
Year _________________
1. Number of Members:
______________________________________________________________________________
2. Description of Quorum:
____________________________________________________________________________
3. Term of Office:
Members _________________
Officers ______________________
4. Resignation: Any member may resign by filing a written letter of resignation with the Chairperson.
5. Cause and Procedures for Termination of Membership:
6. Vacancies shall be filled by
 an elected alternate member(s) of respective parity group or
 election of replacement member by peer group.
7. Regular Meeting Information:
Day ____________________
Time ______________
Location _______________________________________
8. Special meetings may be called by the chairperson or majority vote of members in accordance with the
Greene Act.
9. Bylaws may be amended by a 2/3 vote of the elected members.
10. All meetings must adhere to the 13rown Act: All meetings must be open to the public and there must be
public posting of meeting notice and agenda 72 hours in advance.
11. Other Stipulations:
____________________________________________________________________________________
____________________________________________________________________________________
The ELAC has caused these bylaws to be duly executed on ____________________________________
(Date)
Witnessed and signed:
______________________________________
_________________________________
Principal
ELAC Chairperson
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OAKLAND UNIFIED SCHOOL DISTRICT
Department of Accountability
English Learner Advisory Committee (ELAC)
ARTICLE 1: NAME
The name of this committee shall be the _______________________________English Learner Advisory
Committee (ELAC)
ARTICLE II: PURPOSE
Section 2.1 . Purpose
The purpose of the ELAC Committee (or subcommittee, if appropriate) is to advise the principal and school
staff on programs and services for students who are English Learners. Each school with 21 or more English
Learners (also known as LEP students), regardless of language, must form а functioning English Learner
Advisory Committee (ELAC) or subcommittee of an existing advisory committee.
Section 2.2: ELAC Role and Function
The English Learner Advisory Committee (ELAC) advises (reviews and comments) on at least the
following:
1. Advise the school in the development of the needs assessments portion of the school’s Single Plan for
Student Achievement.
2. Advise in the development and implementation of the school site plan.
3. Review the school's (R-30) Language Census Report.
4. Ways to make parents aware of the importance of regular school attendance. (Legal Reference:
Education Code Section 62002.5)
Section 2.3: ELAC Records
The following records relating to the ELAC are to be kept in the school's main office:
1. A list of the persons elected to serve as members of the ELAC by name, address, telephone, and
whether they are parents, staff, community members or students.
2. The schedule of dates, time and location of ELAC meetings.
3. ELAC meeting flyers, agendas, minutes and sign-in sheets.
4. The schedule and information on the content of training activities for ELAC members.
5. A copy of major recommendations made or endorsed by the ELAC.
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ARTICLE III: ELAC MEMBERSHIP
Section 3.1: Composition of ELAC Committee
The ELAC may be composed of the following categories:
1. The parent of students who are English Learners at the school. The committee must minimally
reflect the percentage of ELL student population at the site.
2. Parents of non-English Learners
3. Teachers and classified staff from the school
4. Community members
5. Principal or designee
Section 3.2: Membership Application
Each person interested in becoming an ELAC member shall complete an ELAC Membership Application
or shall be nominated at the first regular meeting of the ELAC.
Section 3.3: Election of ELAC Membership
Parents or guardians of English Learners shall elect the parent members of the ELAC. Notification of the
election meeting shall be sent to parents of English Learners at least one week prior to the meeting. Each
ELAC member shall be elected at the first regular meeting of the ELAC.
Section 3.4: Principal or Designee
The principal or his/her designee automatically serves as an ELAC member.
Section 3.5- Delegating ЕLАC Responsibilities to SSC
After formation and training, the ELAC may delegate its legal responsibilities to an existing School Site
Council (SSC) for up to two years. This proposed action will be announced on the ELAC agenda and will
be reflected in the ELAC minutes with the actual voie of the membership. The School Site Council (5SC)
shall then be responsible for carrying-out а11 of the tasks of the ELAC, including the election of а DELAC
Representative(s).
Section 3.6: Terms of Membership
A11 committee members shall serve for а one (1) year term, beginning in September and ending in June of
each school year.
Section 3.7: Voting Rights
Each member shall be entitled to one vote and may cast that vote on each matter submitted to а vote of the
committee. No proxy voting will be permitted
3.8: Termination of Membership
1. А member shall no longer hold membership should he/she cease to reside or work in the
school area or otherwise terminate his/her relationship with the group or organization
which he/she was elected to represent.
2. Membership shall be automatically terminated if any member is absent from three (3)
consecutive regular meetings.
3. The committee, by the affirmative vote of two-thirds of the members, may terminate any
member at any regular meeting
Section 3.9- Resignation
Any member may resign by submitting а written resignation to the committee chairperson
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Section 3.10: Vacancy
Any vacancy of the committee member shall be nominated and elected at the next regular committee
meeting
ARTICLE IV: ELAC OFFICERS
Section 4.1: Officers
The officers of the ELAC shall consist of а chairperson, vice chairperson, secretary, and DELAC
Representative, and any other officer deemed necessary by the committee. Officers shall be elected by the
committee on an annual basis and shall be members of the committee.
Section 4.2: Duties of the Chairperson
The Chairperson shall preside at а11 meetings of the committee, shall be ex-officio of all subcommittees, shall
appoint subcommittees or special committees, and shall perform а11 other duties pertaining to the office.
The Chairperson may sign а11 correspondence and the school-site plan on behalf of the ELAC. The
Chairperson shall not be а district or school employee. The Chairperson shall be the parent of an English
Learner or redesignated student at the school where he/she was elected. At least one-week prior to the
committee meeting, the Chairperson shall meet with the Principal or his/her designee to help develop the
meeting agenda
Section 4.3 Duties of the Vice Chairperson
The Vice Chairperson shall assist the Chairperson and shall perform the duties of the Chairperson in his/her
absence. The Vice Chairperson shall not be а district or school employee, The Vice-Chairperson shall be the
parent of an English Learner or redesignated student at the school where he/she was elected.
Section 4.4: Duties of the Secretary
The Secretary shall keep current records of а11 committee meetings, membership list, and calendar of
meetings. The Secretary shall record the minutes of each meeting, which is а brief summary of the actions
taken by the committee.
Section 4.5. Duties of the DELAC Representative
The District English Learner Advisory Committee (DELAC) Representative(s) shall attend and represent the
school site at а11 district level DELAC meetings and report to the ELAC regarding the issues discussed at
the DELAC. The DELAC Representative(s) is/are responsible for making а brief report at the DЕLAС
meeting regarding the activities of the ЕLAC.
Section 4.6: Officer Elections
А11 officers shall be elected by ballot at the first meeting of the school year. Written notices of the election
meeting shall be publicized at least one week prior to the meeting. The Principal or designee shall facilitate
the election of officers.
Section 4.7: Officer Vacancy
The Chairperson may fill any vacancy of an officer for the remainder of the unexpired term through
appointment.
ARTICLE V- ELAC MEETINGS
Section 5.1: Number of Meetings
A minimum of regular meetings shall be held during the school year- The committee shall decide the date,
time and location of the meetings.
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Section 5.2: Special Meeting
Special meetings may be called by the committee chairperson or a majority of the committee members.
Section 5.3: Green Act
As per Brown Act, notification of all regular and special meetings shall be duty publicized not less than three
days (72 hours) prior to the meeting. The agenda shall be posted in a visible public location at the school not
less than three days prior to the meeting. All meetings shall be open to the public.
Section 5.4. Quorum
The presence of fifty-one (51) percent of the total membership shall be required in order to constitute a
quorum necessary for the transaction of business of the ELAC.
Section 5.5: Translations and Interpreters
Whenever possible and feasible, ELAC meeting notices, agendas, and minutes shall be -translated into the
primary language of ELAC members. Also whenever possible and feasible, interpreters will be available to
assist parents of English Learners at each ELAC meeting.
ARTICLE VI: SUBCOMMITTEES
Subcommittees shall be appointed as required to promote the objectives of the advisory committee by the
ELAC Chairperson. Subcommittees will meet as needed.
ARTICLE VII: PARLIAMENTARY AUTHORITY
Roberts' Rules of Order (Revised) shall govern the committee in all matters of parliamentary procedure.
ARTICLE VIII: AMENDMENTS
These bylaws may be amended at any regular meeting of the committee by a two-thirds vote. Proposed
amendments will be submitted in writing to the membership at least one week prior to the meeting.
ARTICLE IX. RATIFICATION
The bylaws shall be in effect when adopted by a two-thirds vote of the committee.
In witness thereof, the Principal of _________________________________________and the ELAC
Chairperson, verify that these bylaws were adopted by the ELAC Committee on _____________________.
_____________________________________
Signature of Principal
Date
ELAC Handbook
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______________________________________
Signature of ELAC Chairperson Date
3/9/2016
ELAC Meeting Calendar
School Year _______________
The following calendar may be used to record all regularly scheduled ELAC meetings as stated in the bylaws. Written public notice shall be given at least 72 hours in advance of the meeting. Any changes in the
established date, time or location shall be given special notice. All meetings shall be publicized.
September___________________________________
October_____________________________________
November___________________________________
December___________________________________
January_____________________________________
February____________________________________
March______________________________________
April_______________________________________
May________________________________________
June__________________________________
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ELAC VIDEO FACILITATOR’S GUIDE
Materials Needed:
Copies and transparencies of the following documents in the school’s major languages:




School’s most recent R-30 Language Census
Brief Overview of ELAC Bylaws
School English Learner Advisory Committee
(ELAC)
Tips for Organizing Your English Learner
Advisory Committee (ELAC)


English Learner Advisory
Committee(ELAC) Application for
Membership
Registry of ELAC Officers and DELAC
Representatives and Scheduled Meeting
Dates
First Pause
Facilitator:
The Video just mentions important information about the ELAC’s bylaws.
(SHOW THE PAGE LABELED BRIEF OVERVIEW OF ELAC BYLAWS)
The California Department of Education does not require bylaws for ELAC’s. However, if your site decides
to establish bylaws, the page titled Brief Overview of ELAC Bylaws can clarity what should be found in your
site’s bylaws.
(TAKE OUT THE PAGE LABELED TIPS FOR ORGANIZING YOUR ENGLISH LEARNER
ADVISORY COMMITTEE (ELAC))
This page titled Tips for Organizing Your English Learner Advisory Committee (ELAC) provides details as
to what is expected from your site’s ELAC.
(PAUSE AND ASK THE FOLLOWING QUESTIONS)
Are bylaws mandatory? What should your bylaws contain? Where would be a good place to indicate the
members’ names in case your site does not use bylaws? Take a look at Tips for Organizing Your English
Learner Advisory Committee (ELAC) and look at the ring that says Minutes.
(BRIEF PAUSE)
The minutes are the ideal place to record which individuals are members of the ELAC. The ELAC Registry
and Attendance Roster for Elected ELAC Members are two other forms on which you can document this
information.Second Pause
FacilitatorPlease refer to the page in your packet labeled School English Learner Advisory Committee, and
review the section labeled Composition Requirements. This section is an explanation of exactly what was
just said on the video. That is, if a school has, for example, 30% English Language Learners, then at least
30% of the ELAC members should be parents of English Learners.
(PAUSE)
In addition, the video invites us to review the duties of each ELAC members, the duties of each ELAC
officer, and how ELAC elections are held.
(BRIEF PAUSE)
I am now going to distribute a description of each position’s responsibilities.
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The Duties of the ELAC Members
The duties of the ELAC members include attending the monthly meetings and making sure that each
decision made by the committee is voted upon. In addition, the ELAC membership should make sure that
the committee agenda is followed each month.
The ELAC President
It is preferable that the President is a parent of a student who is an English Language Learner. The President
is responsible for conducting the ELAC meetings each month. In addition, the ELAC President should meet
with the principal or his/her designee to help develop the meeting’s agenda each month. Finally, with the
approval of the ELAC committee, the president may sign items like the school plan and correspondence on
behalf of the committee.
The Vice-President
If the ELAC President were to be absent, then the Vice-President would take his/her place.
The ELAC Secretary
The ELAC Secretary is responsible for taking notes of all the actions and decisions that were made by the
committee. Each month, the Secretary is also responsible for the preparation and reading of the minutes
from the previous meeting. The Secretary should keep a record of all the committee documents such as
agendas, attendance sheets, minutes, etc. Finally, the Secretary should help to ensure that the ELAC meeting
agenda was distributed at least one week prior to the meeting and that is was posted 72 hours in advance of
the ELAC meeting.
DELAC Representatives
The DELAC Representatives from each school are responsible for attending the regular DELAC meetings.
The DELAC Representatives are responsible for giving a 3-minute report about activities and events at their
school. The DELAC Representatives are also responsible for giving a report at the monthly ELAC meetings
to share the information they received at the DELAC meetings. By attending the DELAC meetings, parents
have the opportunity to earn what other schools are doing to assist English
Language Learners.
ELAC Elections
Parents of English Language Learners nominate the parent members of the ELAC. Once nominations have
been made, the ELAC may elect its officers by either a voice vote or by passing out secret ballots. All the
votes should be counted and recorded in the meeting’s minutes.
Are there any questions? (BRIEF PAUSE)
Let’s continue. (PRESS PLAY)
Third Pause
Facilitator:
We have paused the video so that we can discuss three important items: (1) the California law that governs
school attendance, (2) the results from studies on regular school attendance, and (3) a definition for Average
Daily Attendance (ADA) funds.
State Laws on Attendance
California law requires that all students 6-18 must attend school regularly.
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Studies on Regular School Attendance
Studies have shown that students with good attendance usually earn good grades in school.
Average Daily Attendance Funds
For every day your child attends school, the State of California provides our district with about $25 in
Average Daily Attendance (ADA) funds. However, if your child is absent from school for any reason, we do
not receive those funds. These funds are spent in essential area like employee salaries, book and supply
purchases, utility payments, etc.
Fourth Pause
Facilitator:
I’ve paused the tape one final time so that we can review the number of English Language Learners at our
site. I will pass that information out to you now.
(DISTRIBUTE A COPY OF THE R-30 LANGUAGE CENSUS FOR YOUR SITE.)
ELAC Handbook
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III. CONDUCTING
REGULAR ELAC MEETINGS
- Sample Forms and Templates
ELAC Handbook
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OAKLAND UNIFIED SCHOOL DISTRICT
Division of Student Achievement
What Needs to be Done Before Each Meeting?
Purpose
To provide a checklist for the tasks that need to be done and the arrangements which need to be made to prepare for
ELAC meeting
Uses
This worksheet can be used as a:
Checklist for your first meeting
Checklist for all your meetings
Evaluation sheet on meeting preparations
Directions
The checklist should cover all of the tasks you need to complete to prepare for your meetings. Add to the
list if you need to, or delete any items that do not apply.
When your list of tasks is complete, write down the names of those assigned to each task under "Who is
responsible." When each task is completed, mark the date ;n the "Completed" column, Remember' some
tasks, such as notifying members or arranging for translation, should be done well in advance of each
meeting.
Tasks
Who is responsible?
Completed
1. Prepare the agenda
2. Duplicate the minutes
3. Arrange services (e.g., child care and transportation)
4. Collect necessary materials (e.g., flipchart, pens, tape,
reports, and projectors)
5. Prepare the meeting room (e.g., chairs and tables)
6. Notify members of date, time, place and purpose. .(This
must be done at least one week before the meeting)
7. Have all written materials in the major languages, if
appropriate
8. Arrange for translation, if needed
9. Clearly identify contact person and phone number for
members' questions or notification of absence
10. Distribute within a reasonable amount of time materials that
need to be read
11. Prepare guest speaker
12. Prepare refreshments
13. Arrange for clean-up
14.
15.
16.
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School Name
ELAC Meeting Notice
Date: ________________
Time: ____________________
Location: ______________________
Important meeting!
All parents and community are encouraged to participate in the English Learner Advisory Committee
(ELAC)
Agenda
I.
I.
II.
III.
Welcome
Roll Call and Establish Quorum
Reading and Approval of Minutes
Discussion of Single Plan for Student Achievement (SPSA)
SPSA Self Analysis (Questionnaire) Topic: _________________________

Review the SPSA

Evaluate the Implementation and Effectiveness of SPSA

Modify the SPSA as Applicable
IV.
Other Items


Public Input/Announcements
Establish Date of Next Meeting and Adjourn
V.
VI.
(Flyer must be posted 72 hours in advance of meeting date)
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School Name
ELAC Meeting
Date: ___________________
Time: _______________________
Location: ___________________________
Agenda
I.
II.
III.
IV.
Welcome
Roll call and establish quorum
Reading and approval of minutes
Discussion of Single Plan for Student Achievement (SPSA)
SPSA Self Analysis (Questionnaire) Topic: ____________________
 Review the SPSA
 Evaluate the Implementation and Effectiveness of SPSA
 Modify the SPSA as Applicable
V.
Other Items


VI. Public Input/Announcements
VII. Establish Date of Next Meeting and Adjourn
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English Learner Advisory Committee (ELAC)
Comité consejero de los estudiantes que aprenden inglés (ELAC)
Attendance of Elected Members
Asistencia de los miembros elegidos
School Name ____________________________
Nombre de la escuela
ELAC Meeting Date ___________________
Fecha de reunión
Choose One Box/Marque una caja
Typed Name of Elected Member
Signature of Elected Member
Nombre escrito dei miembro eiegido
Firma dei miembro eiegido
ELAC Handbook
Page 30
Parerut of ELL
Studennt
Padre de un
estudiate ELL
3/9/2016
Other
Otro
OAKLAND UNIFIED SCHOOL DISTRICT
School Name: ____________________________
English Learner Advisory Committee (ELAC)
Minutes (Sample)
Date: _________________________________________
MEMBERS PRESENT:
MEMBERS ABSENT:
Topics Covered:
SPA topics covered:
Development of the school's plan on services to
English Learners
Administration of the school's language census
Conduct of the school's needs assessment
Importance of parent's awareness of
school attendance
Summary of discussion/action(s) taken on legal requirement(s) - (what and by whom)
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
ELAC Handbook
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Robert's Rules of Order Motions Chart
Based on Robert's Rules of Order Newly Revised (10th Edition)
Part 1, Main Motions. These motions are listed in order of precedence. A motion can be introduced if it is higher on the chart than
the pending motion. § indicates the section from Robert's Rules.
§
PURPOSE:
YOU SAY:
INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§21
Close meeting
I move to adjourn
No
Yes
No
No
Majority
§20
Take break
I move to recess for ...
No
Yes
No
Yes
Majority
§19
Register complaint
I rise to a question of
privilege
Yes
No
No
No
None
§18
Make follow agenda
I call for the orders of the day
Yes
No
No
No
None
§17
Lay aside temporarily
I move to lay the question on
the table
No
Yes
No
No
Majority
§16
Close debate
I move the previous question
No
Yes
No
No
2/3
§15
Limit or extend debate
No
Yes
No
Yes
2/3
§14
Postpone to a certain time
No
Yes
Yes
Yes
Majority
§13
Refer to committee
No
Yes
Yes
Yes
Majority
§12
Modify wording of motion
No
Yes
Yes
Yes
Majority
§11
Kill main motion
No
Yes
Yes
No
Majority
§10
Bring business before
assembly (a main motion)
No
Yes
Yes
Yes
Majority
I move that debate be limited
to ...
I move to postpone the motion
to ...
I move to refer the motion to
...
I move to amend the motion
by ...
I move that the motion be
postponed indefinitely
I move that [or "to"] ...
Part 2, Incidental Motions. No order of precedence. These motions arise incidentally and are decided immediately.
§
PURPOSE:
YOU SAY:
INTERRUPT? 2ND? DEBATE? AMEND? VOTE?
§23
Enforce rules
Point of Order
Yes
No
No
No
None
§24
Submit matter to assembly
I appeal from the decision of
the chair
Yes
Yes
Varies
No
Majority
§25
Suspend rules
I move to suspend the rules
No
Yes
No
No
2/3
§26
Avoid main motion
altogether
I object to the consideration of
the question
Yes
No
No
No
2/3
§27
Divide motion
I move to divide the question
No
Yes
No
Yes
Majority
§29
Demand a rising vote
I move for a rising vote
Yes
No
No
No
None
§33
Parliamentary law question Parliamentary inquiry
Yes
No
No
No
None
§33
Request for information
Yes
No
No
No
None
ELAC Handbook
Point of information
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Part 3, Motions That Bring a Question Again Before the Assembly.
No order of precedence. Introduce only when nothing else is pending
§
PURPOSE:
YOU SAY:
INTERRUPT?
§34
Take matter from table
I move to take from the
table ...
§35
§37
2ND?
DEBATE? AMEND? VOTE?
No
Yes
No
No
Majority
Cancel previous action I move to rescind ...
No
Yes
Yes
Yes
2/3 or Majority
with notice
Reconsider motion
No
Yes
Varies
No
Majority
ELAC Handbook
I move to reconsider ...
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Oakland Unified School District
Division of Student Achievement
Date:
_______________________________
To:
_______________________________
From:
_______________________________
Subject:
Designation of English Leaner Advisory Committee (ELAC) Duties and Responsibilities to School Site
Council (SSC)
The English Leaner Advisory Committee (ELAC) members have had an opportunity to discuss and understand, that in designating
the School Site Council (SSC) to function as its representative, the SSC will advise the principal and staff on compensatory
education programs.
The English Leaner Advisory Committee (ELAC) has designated the School Site Council (SSC) to function as its representative.
 YES  NO
The vote for this dicision was taken at the ELAC meeting held on ____________________________________ change typo
The ELAC was trained on its four legal requirements on _____________________, prior to delegating its authority to the SSC.
The SSC was trained on its four legal requirements on __________________________.
The SSC meetings incorporate the four legal requirements for ELAC.  YES
 NO
_________________________________
Typed Name of ELAC Chairperson
____________________________________
Signature of ELAC Chairperson
_________________________________
Typed Name of SSC Chairperson
____________________________________
Signature of SSC Chairperson
_________________________________
Typed Name of Principal
____________________________________
Signature of Principal
When this form is completed, please keep the original copy in the school ELAC binder.
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