This guidance is intended to assist The Willow School staff in meeting their obligations to limited English proficient (LEP) parents. Under Title VI of the Civil Rights Act of 1964, Title I, Part A, and Title III, public schools have a general responsibility to provide meaningful information about their programs and activities to students, parents, and other community members.

Who are limited English proficient (LEP) parents?

LEP parents are parents or guardians whose primary language is other than English and who have limited English proficiency in speaking, listening, reading, or writing.

How are a parent’s communication needs determined?

The parent determines his/her needs and communicates those needs to the school. Each new family notifies the school through the Home Language Survey their need for language assistance. Parents/guardians also notify the school through a Language Assistance Request form their need for services.

What is a school district’s obligation to LEP parents regarding communication?

The Willow School operates as a Local Education Agency (LEA) which is essentially a school district. Therefore, The Willow School has the same obligations as any school district to ensure meaningful communication with LEP parents in a language they can understand. A school district is also obligated to adequately notify LEP parents of meaningful information about any program, service, or activity of a school district that is called to the attention of non-LEP parents. Therefore, The Willow School must provide language assistance services to parents or guardians whose needs have been identified or determined.

What information must school districts meaningfully communicate to LEP parents?

Information school districts have an obligation to meaningfully communicate with LEP parents including, but not limited to information regarding language assistance services, special education and related services, grievance procedures, notices of nondiscrimination, student discipline policies and procedures, registration and enrollment, report cards, requests for parent permission for student participation in district or school activities, parent-teacher conferences, parent handbooks, gifted and talented programs, and any other school programs.

What information must teachers meaningfully communicate to LEP parents?

Information teachers have an obligation to meaningfully communicate with LEP parents including, but not limited to information regarding parent-teacher conferences, student progress, student discipline concerns, student accidents, class expectations, and school events.

How do teachers and other relevant staff at The Willow School know which parents or guardians have requested language assistance services (LAS)?

There are two (2) ways staff is notified which parents have requested language assistance services. This symbol appears on each student page in PowerSchool of students whose parents requested LAS. Also, Jeffrey Chenier, the LAS point of contact, will personally notify the appropriate staff that communications for requesting parents must be in a language that the parent/guardian best understands.

Who should provide language assistance to LEP parents?

The school must ensure that translators and interpreters are qualified. A qualified translator or interpreter is proficient in both languages and has the knowledge of specialized education terminology. Additionally, qualified translators and interpreters have been trained in the ethics of interpreting and translating, and the need to maintain confidentiality.

Who should not provide language assistance to LEP parents?

Non-qualified translators or interpreters (including students, family members or friends) may not be used for language assistance except in emergency situations.

How do teachers obtain language assistance services for a parent or guardian?

Teachers should complete a language assistance service (LAS) request form and submit it to Jeffrey Chenier in his school mailbox or through languagehelp@willowschoolnola.org (in a password-protected document). He will work with you to provide the service through the use of the most appropriate resource available.

Who is Willow’s point of contact for language assistance services?

Jeffrey Chenier is the language assistance services point of contact. Contact him at languagehelp@willowschoolnola.org.

What resources do we have at The Willow School to provide language assistance services?

▪ School Messenger

▪ In-house Interpreters and Translators

▪ Language Line Phone Interpretations

▪ Language Line Translations

Reference: Dear Colleague EL Letter (2015), U.S. Department of Justice and U.S. Department of Education

The Willow Lower School

Language Assistance Services

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Providing Language Assistance to Parents FAQ