🔐 Account type(s) with default permissions to manage this: Administrator (Specialist permissions may vary)
💻 Tier(s) this is available for: Foundation, Essential, Pro
The Middle-of-the-Year (MOY) Language Proficiency Assessment Committee (LPAC) in Texas, also called the Assessment LPAC, makes decisions about participation and support for state assessments of emergent bilingual (EB) students. This guide walks you through conducting MOY LPACs using Ellevation Forms so your district's assessment support decisions stay accurate and on schedule.
ℹ️ Note
The MOY process can vary from district to district in Texas. Check with your Ellevation Administrator or your Ellevation campus representative before you begin. Permission to manage Designated Supports and to assign, view, and manage Ellevation Forms varies by Account Type. To learn more, see the Manage Forms Permission article, or contact the Help Desk at support@ellevationeducation.com.
Texas districts start preparing to conduct Assessment LPACs in October. Students enrolled in a course with a STAAR EOC assessment, or needing to retake an EOC assessment, will receive an LPAC and test in December. There is also a Spring Assessment Window for all 3rd through 12th grade students.
The terms Assessment LPAC, MOY LPAC, and Retesting LPAC are used interchangeably throughout this guide.
💡 Quick Tip
You can download a printable version of this article to use as a checklist as you work through the process.
Conduct MOY LPACs:
Before the LPAC: Ellevation Administrators
- Review and choose templates
- Configure Student List Views, course tagging, and permissions
- Create the Designated Support recommendation cycles and gather input
Before the LPAC
Step 1: Review and Choose Templates
To access your district's Form Templates, click the Admin menu icon, then go to Forms Settings > Templates.
- Click the Admin menu icon, then select Forms Settings > Templates.
- Click the name of a Form Template to preview it.
Here you will see all the Assessment LPAC templates available:
- Assessment LPAC, which is your LPAC meeting template
- STAAR English I EOC Designated Support Teacher Recommendations
- STAAR Algebra I EOC Designated Support Teacher Recommendations
- STAAR English II EOC Designated Support Teacher Recommendations
- STAAR Biology EOC Designated Support Teacher Recommendations
- STAAR US History EOC Designated Support Teacher Recommendations
- STAAR RLA 3-8 Designated Support Teacher Recommendations
- STAAR Math 3-8 Designated Support Teacher Recommendations
- STAAR Social Studies 8 Designated Support Teacher Recommendations
- STAAR Science 5 & 8 Designated Support Teacher Recommendations
Click any template name to review its contents. Take a moment to examine the questions, sections, and structure. If these templates meet your district's needs, you are done with Step 1. Remember the template names, since you will need them in Step 3.
If you need to edit any templates, use the Forms builder to add, configure, or remove sections. Ellevation recommends making a copy of any template before editing it. Learn how to edit templates in the Configure Form Templates article.
ℹ️ Note
According to TEA, an LPAC by itself can make Designated Support recommendations without an ARD or Section 504 committee only for content and language supports, oral/signed administration, and Spanish (Grades 3-5 only).
If you use "Spanish" as a Designated Support rather than as a standalone STAAR test, remember that any adjustments to your supports must align with how these supports are structured in TestHound. You may need to reach out to your district TestHound administrator to ensure the sync continues to function properly. For help making this adjustment, contact support@ellevationeducation.com.
For more details, see TEA Accommodation Resources.
You can configure just the Designated Supports that the LPAC can assign, or you can include other items used for logistical planning. To review and adjust your master list of Designated Supports, go to Designated Supports configuration.
Step 2: Configure Student List Views, Course Tagging, and Permissions
Student List Views
Students eligible for Assessment LPACs can be identified through your Student List in Ellevation. This ensures forms are generated for the correct students. These saved Student List Views will be used to generate forms for both the educator input form and the MOY LPAC form.
To access the Student List, from the navigation bar click Student > Student List.
Identifying students who need to take end-of-course assessments may vary based on district needs. Keep the filters in your Student List View broad enough to capture all students who need the form. Name your view something easy to remember and find. The examples below identify different groups of EB students. You can use similar filters for other assessments as needed.
| Example Student List View name | Example Student List filters |
|---|---|
| EB Students Grades 3-12 (if using one Assessment LPAC cycle for all EB students) |
|
| EB Students Grades 3-8 |
|
| EB Students Grades 5 and 8 |
|
| EB Students Grade 8 |
|
| Grades 9-12 EB Students with No Algebra 1 Scores |
|
| Grades 9-12 EB Students who do not have a passing score on Algebra 1 |
|
| EB Students who do not have a passing score on Algebra 1 |
|
Identifying students for end-of-course assessments may vary based on district needs. You can use similar filters to identify different groups of EB students in grades 9-12 for other assessments.
💡 Quick Tip
Consider refining by course code as needed. Alternatively, you can create a form cycle without a Student List View and add students in multiple ways.
You can save filter configurations as a saved View by clicking Save As and selecting New Student List View at the top of your Student List. Share it with others by clicking Share at the top right of your Student List. To learn more, see Manage Student List Views.
To create an MOY Student List View, go to the Student List.
ℹ️ Note
Students may qualify for STAAR re-testing if they have failed the most recent administration of a STAAR EOC assessment. To determine which students qualify, you must send Ellevation your most recent official STAAR assessment scores and request that they be uploaded. To send your most recent STAAR scores, see Import Test Result Data into Ellevation.
⚠️ Warning
When you or someone in your district sends scores via SFTP, you must notify Ellevation at support@ellevationeducation.com to have them imported. This is not required if you upload scores to Box.
Permissions
Skip this section if you have already set permissions. To allow different Account Types (Specialist, Principal, Teacher, and others) to take action in Forms, go to the User Management page in Ellevation.
- Click the Admin menu icon, then select User Management > Permissions.
- On the Permissions page, scroll to the various Forms permissions.
- To grant permission to an Account Type, click the appropriate + [Account Type] button (for example, + Teacher or + Specialist).
Course Tagging
Skip this section if you have already completed course tagging. Course tagging allows Ellevation Administrators to indicate which courses from your schedule file are tied to specific subjects or content areas. Tagging your courses accurately ensures the correct forms are assigned to the correct educators of specific subjects or content areas.
To tag courses:
- Click the Admin menu icon, then select Form Settings > Course Tagging.
- Click the blue Auto-tag button. This cycles through your courses and automatically tags most of them. You will see a report showing how many courses were tagged and how many remain untagged.
- For any untagged courses, use the Untagged filter to narrow your list, then tag your courses individually or in bulk.
Step 3: Create the Designated Support Recommendation Cycles and Gather Input
We recommend using the clicksheet to keep track of all the cycles you create for each test. The steps in this article match the steps in the clicksheet.
- Create the Designated Support recommendation cycle
- Match and manage contributors
- Set the cycles live
- Notify contributors
- Monitor progress
Create the Designated Support Recommendation Cycles
To access Forms, from the navigation bar click Forms.
From the Forms main page, click New Cycle in the top right corner, then fill out the cycle information.
Name your cycle descriptively so you can differentiate it from future cycles, for example "2024-25 STAAR Math 3-8 DS Recommendations." You will use the templates and Student List Views you selected in the previous steps.
For Designated Support recommendation forms, we recommend using standard digital signatures rather than strict signatures. Consider turning off the Done editing status so forms go straight to submitted when teachers finish them. Note that this disables bulk signing.
Only one form per student is needed for each cycle.
To learn more about creating a cycle, see the Create Form Cycles article.
Match and Manage Contributors
Once you have created a new cycle, you can match forms with specific teachers (contributors). If a teacher appears on a student's schedule for a tagged course, that teacher will be matched, or assigned, to the form during the match process. This allows teachers to receive email reminders and easily access the form.
ℹ️ Note
Matching is best done right before you launch your cycle to ensure accurate course schedule data.
From your newly created cycle page, click the Match button. For teacher forms, we typically recommend you select Create a separate form for each contributor and click Yes, Match. Review the matched results in the Contributors column.
As needed, manually manage contributors by checking one or more forms and selecting Manage Contributors from the Actions menu. Then add, edit, or remove contributors.
Set the Cycles Live
Once you have managed the contributors, click the Draft/Live/Closed button (set to Draft). From the dropdown, select Live.
Once your cycle is live, the forms are viewable to all educators assigned or permissioned to view them. If you set your cycle live by accident, set it back to Closed until you are ready to launch, then re-set it to Live.
Notify Contributors
Next, send notifications and reminders to teachers so they know they have forms to fill out.
- Check one or more forms for which you want to send reminders within the cycle page. To select all forms, check the box next to Student and click Select all students that meet this search across pages.
- Click the Actions button and select Notify/Remind. This sends an email to each educator who has forms to fill out, directing them to complete their forms in Ellevation. Educators with more than one form receive only one notification.
Monitor Progress
As forms are completed, use the clickable status buckets on your cycle page to review the status of your forms. As needed, re-send reminders to teachers to complete forms using the steps above.
To learn more about launching and managing forms, see the Generate Matches and Assign Forms article.
During the LPAC
Step 4: Create the Assessment LPAC Cycle
Close Designated Support Recommendation Cycles
Before starting your Assessment LPAC forms, close your Designated Support recommendation cycles.
- From your Designated Support recommendation cycle pages, click the Draft/Live/Closed button.
- From the dropdown, select Closed. Repeat for each cycle.
Once the Designated Support recommendation cycles are closed, you are ready to create your Assessment LPAC cycle to make LPAC decisions. Ellevation Forms automatically connects the collected educator recommendations from your teacher input forms directly into your Assessment LPAC forms, making it easy to review educator recommendations.
To conduct an Assessment LPAC in Ellevation, create and launch an Assessment LPAC cycle. The steps are similar to how you set up and launched your teacher input form cycles in Step 3, with a few key differences. We recommend creating one Assessment LPAC cycle for all students.
Create the Assessment LPAC Cycle(s)
To access Forms, from the navigation bar click Forms.
From the Forms main page, click New Cycle in the top right corner, then fill out the cycle information.
Name your cycle descriptively so you can differentiate it from future cycles, for example "2024-25 Assessment LPAC." You will use the templates and Student List Views you selected in the previous steps.
For LPAC forms, use strict digital signatures to ensure all contributors sign at the time of the meeting. To be able to bulk sign LPACs, keep the Done editing status on.
You only need one form per student with multiple contributors assigned. The solid black signature icon shows that a contributor is required to sign the form before submitting it.
To learn more about creating a cycle, see the Create Form Cycles article.
Assign Contributors to Assessment LPAC Forms
Skip this step if your district manages contributors at the campus level. Once you have created a new cycle, you can manage the contributors.
- Manually assign contributors by checking one or more forms and selecting Manage Contributors from the Actions menu. Then add, edit, or remove contributors.
To learn more about launching and managing forms, see the Generate Matches and Assign Forms article.
Step 5: Monitor Assessment LPAC Meetings and Make Decisions
Contributors complete meetings using the feedback provided by teachers and student data. Share these resources with specialists:
- 4 Steps to Meetings with Ellevation Forms for Specialists (clicksheet)
- Meetings with Forms (video)
- Complete Designated Support Recommendation Forms in Ellevation (video for teachers)
- Complete Forms (Resource Center article)
To monitor form progress as forms are completed, use the clickable status buckets on your cycle page to review which forms are not started, in progress, done editing, or submitted.
Continue to add students to the cycle as needed. Learn how to add students to a cycle in multiple ways.
After the LPAC
Step 6: Export Assessment LPAC Data
After your LPACs are complete, export Designated Support decisions:
- Generate LPAC meeting minutes
- Use TestHound
- Use the Export Wizard
- Use the Student List and Dashboards
Most of our Texas districts set up a nightly automated export of Designated Supports from Ellevation to TestHound.
⚠️ Warning
Ellevation automatically updates nightly automated exports for TestHound Autopilot each year to begin sending all Designated Supports, or the most recently assigned Designated Supports (depending on your settings), for the current school year. If you see Designated Supports for the previous year included in the export, create a Help Desk ticket or email support@ellevationeducation.com.
If you do not already have this TestHound automation and want to set it up, follow the steps in the TestHound automation article, or contact our Help Desk at support@ellevationeducation.com.
With the Use the Export Wizard option, you can create and share Export Wizard templates in Ellevation for your LPAC committees to generate spreadsheets of LPAC decisions and share with your specialists. The district is responsible for updating and managing any custom-created exports.
With the Use the Student List and Dashboards option, you can aggregate Forms data in the Student List or using data dashboards. To learn more, watch Take Action in the Student List and Analyze Forms Data in Dashboards.
Additional Resources About Ellevation Forms
- Managing Assessment LPAC
- Interim Assessments in Ellevation
- 4 Steps to Meetings with Ellevation Forms for Specialists (clicksheet)
- Complete Designated Support Recommendation Forms in Ellevation (video for teachers)
- Complete Forms (Resource Center article)
- Meetings with Forms (video)
- Check out our upcoming Webinars
- Take an online eLearning course on Forms in Ellevation Academy
- Use the resources in our Forms Rollout Toolkit to let educators and administrators in your district know about Ellevation Forms and how to use it.