English learner reclassification with every gate cited and every parent notice on time, in the family's language
Every eligible student reclassified on time, with zero missed parent notices.
See one case, screen by screen ↓English learner reclassification moves a student out of the English learner program once the state's exit criteria are met; in California, for example, those are an English proficiency test, a teacher evaluation, a parent consultation and a basic skills comparison. English Learner Identification & Reclassification checks those gates for every student at level 4 the day spring scores arrive, drafts each file with every gate cited, and leaves the approval to a school EL coordinator and the signature to the program director.
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English learner reclassification is where a district proves its program works, and today it runs on spreadsheets. When spring English proficiency scores arrive, coordinators export them, look up each student's content score, chase teachers for evaluations, call families for consultations, then fill one file per student and walk it to the director. For over a thousand students at level 4, that takes about six weeks, and some files miss the state's fall reporting snapshot, so those students stay counted as English learners for another year.
English learner identification runs on paper at the same time. Every family fills in a home language survey, and the ones in other languages are scanned in batches, sometimes days later, while the 30-day parent notice clock is already running. Notices are mail-merged from a template library, low-incidence languages wait for a translator, and a missed or untranslated notice is a civil-rights exposure. Then each reclassified student should be followed for four years, on a form whose completion is uneven.
Estimated split for one spring reclassification season in a district of about 1,400 students at level 4, by hand and with the solution, in school days. Steps run side by side, so the season is shorter than the sum.
Seven agents read, clock, check and draft; coordinators approve, bilingual staff review and the director signs.
Marlow Bay Unified School District has 62 schools and 10,512 English learners. It is Tuesday, September 8, 2026, the first week of school. Spring English proficiency results arrived on Friday, and a kindergartner's paper survey was scanned this morning. Here is what happens next, screen by screen, in the working solution.
Maryam Ahmadzai registered for kindergarten at Juniper Elementary on Aug 27. The Survey reader reads her family's paper survey in Dari and shows the English beside it: questions 1–3 are answered Dari, question 4 "Dari and English". It finds no earlier US school record, finds her brother Farid in the program with notices in Dari, and proposes screening with a confidence of 0.97.
Below 0.92 confidence a bilingual technician reads the survey first, and immigration status is never asked.
Maryam's notice is due Oct 2, 30 days after the first day of school, and her screener is booked for Thursday, Sep 10 at 9:00 with Shabnam Karimi. This fall: 1,034 surveys, 612 flagged, 388 screened, 224 waiting for a screener, 0 late notices. One clock is escalated: Ilyas Popal, grade 4, Pashto, 2-week notice due Sep 17. Three texts were not delivered, and the printed notices are ready.
The Clock agent never sends a notice and never moves a deadline.
The Gate agent finds the students at level 4, matches their content scores, reads teacher evaluations and consultations, applies criteria 2026–27 v1.4 and drafts every file. Of 10,486 students tested, 1,412 reached overall level 4: 1,186 meet all four gates and 226 are blocked. The 63 who also have an IEP are held for their IEP teams.
The Gate agent never approves or signs, and never decides for a student with an IEP.
Each student at level 4 is a row of four gates: English proficiency test, content assessment, teacher evaluation and parent consultation. Farid Ahmadzai, grade 7 at Seacliff Middle School, scored level 4 (1,594) and 2,532 on the state ELA test against a cut of 2,518, and Daniel Whitcomb evaluated him on Sep 3. His parent consultation has not been held, so that gate is closed and says so.
An open gate shows its score with a link to the source report; a closed gate shows what is missing.
Filtering to one gap shows the students it holds back: 41 need only a teacher evaluation, 52 only a parent consultation. The Evaluation assistant has already prefilled each of the 41 evaluations from the gradebook for 29 teachers. Nadia sends the 41 requests in one step, due Tue, Sep 15, with a reminder on Mon, Sep 14 and the principal told on Wed, Sep 16.
For Mateo Guzmán, the district rubric is prefilled: reading 3, writing 3, speaking and listening 4, from his novel unit test (84%), his argument essay (3 of 4) and his seminar rubric (4 of 4), each cited. Daniel confirms, changes a rating or disagrees with a reason; the gate opens only when he submits.
Evaluation assistant: “I prefilled the district rubric from your gradebook and two pieces of Mateo's work. Change any rating you disagree with; your rating is what counts.”
Each gate in Farid's file shows its value, its source and the rule it meets. The parent consultation is set for Thursday, Sep 17 at 4:00 p.m., Room 114, with a Dari interpreter. The sign-off chain is on the file: drafted by the Gate agent at a confidence of 0.98, approved by Luis as the school's EL coordinator, signed by the program director, then written to the student information system.
The Notice writer drafts the invitation to Hamida and Wahid Ahmadzai in six paragraphs, Dari beside English, and links each of the 6 required items to its paragraph. Shabnam reviews it and changes one word to the Dari word for school. Someone else sends it: a text message in Dari and a printed copy.
“Every machine draft is reviewed by a person for that language before it is sent.”
1,320 students are English learners with an IEP; 63 of them reached level 4. For Tomás Villalobos, grade 5, with a specific learning disability in reading, the reading score is 28 points below the cut of 480. The Gate agent drafts a summary of his English learner evidence for Karen to bring to his IEP team, and the team decides.
“Students with an IEP always go to their IEP team.”
Fourteen coordinators approved 312 files between 08:05 and 10:20, and none was approved by Nadia. Before her bulk signature she opens the random 5% sample: 16 of 16 files read, no issues found. The signed files are written back to the student information system and staged for the state's fall snapshot on Oct 7.
“The coordinator who approves a file cannot sign it; the director who signs cannot approve.”
The same English learner program, seen by the people who carry it — what their fall looked like, and what it looks like now.
Seven agents read, clock, check and draft; coordinators approve, bilingual staff review and the director signs.
Reads each home language survey in its original language, including handwriting, translates every answer, applies the district rule — a language other than English on questions 1–3 means screen — and checks the student information system for siblings and an earlier US school.
Starts each student's notice clock — 30 days after the first day for students enrolled by then, 2 weeks from enrollment after — books screeners with a technician who speaks the language, and escalates before anything is late.
Applies the state reclassification criteria to every student at level 4, opens each gate only on cited evidence, drafts each file, and groups blocked students by the one missing piece with the bulk action that clears it.
Prefills the district teacher evaluation rubric from the gradebook and work samples, with citations, then sends the requests and chases them.
Drafts identification notices, annual notices and consultation invitations in the home language beside the English, and checks each against the federal required contents, paragraph by paragraph.
Follows every reclassified student for four years, flags falling grades, attendance and test drops with their sources, and drafts a support plan for the coordinator.
Stages English learner status and reclassification dates for the state's fall snapshot, fixes rejected records from the student information system, and builds export packs.
Signs every reclassification. The agents propose; a named person decides.
Ask in plain words, or tell the assistant what to do. Every answer cites its source and opens the screen it is about.
Why is Farid Ahmadzai not reclassified yet?
Farid has met three of four gates: level 4 on the English test, 2,532 on the state ELA test against a cut of 2,518, and Mr. Whitcomb's evaluation on Sep 3. The last gate is the parent consultation: it has not been held. The Dari invitation for Thursday, Sep 17 is drafted beside the English and reviewed by Shabnam Karimi.
Which students are one step from reclassification?
93 students are blocked by a single gate: 41 by a missing teacher evaluation and 52 by a parent consultation not yet held. Sending the 41 prefilled requests and the 52 invitations clears them before the state snapshot on Oct 7.
Which parent notices are at risk of being late?
None is late. One clock is escalated: Ilyas Popal, grade 4, Ridgecrest Elementary, enrolled Sep 3. His 2-week notice is due Sep 17 and no screener is booked. Three texts were not delivered; printed copies are ready. 358 annual notices are with bilingual reviewers, most in low-incidence languages.
Show reclassified students who are struggling
37 of 4,870 reclassified students are flagged this term. Start with Lucía Mendoza, grade 10, year 2: D+ in English 9 and D in Biology, a 53-point drop on the state ELA test, and 14 days absent last spring. Her support plan is drafted for Rosa Villanueva-Park.
13 screens from the working solution, on its sample data. Pick one to see it large.
The criteria, clocks, roles and thresholds the agents work by are settings. A change needs a second approver, and files already signed keep the version they were signed under.
| Setting | Default | Choose from |
|---|---|---|
| Reclassification criteria | 2026–27 v1.4 | Proposed by the program director; becomes the next version once the second approver approves |
| Gate 1 · English proficiency test | Overall level 4 on the state test; Alternate test level 3 | Set by the state |
| Gate 2 · Content assessment | State ELA at or above “Standard nearly met” for the grade tested; district reading in K–4 | Cut scores by grade, set by the district within state rules |
| Gate 3 · Teacher evaluation | 3 or higher in reading, writing, and speaking and listening, from classroom work | District rubric |
| Gate 4 · Parent consultation | In the family's language, free interpreter, parents' views recorded | Parents may ask to wait one term |
| Identification notice clock | 30 days after the first day of school; 2 weeks from enrollment for students who enroll later | ESEA §1112(e)(3); escalates to the program director when a notice is not sent 5 school days before it is due |
| Bulk signing | A 5% random sample opened before a bulk signature | Locked on by policy |
| Below this confidence, a person decides | Survey reader 0.92 · Gate agent 0.95 | Bilingual technician · school EL coordinator |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample district data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (NCES, via Statista: about 5.1 million English learners, 10.4% of US public school students). Legal context: ESEA §1112(e)(3) on parent notices, §3113(b)(2) on statewide entrance and exit procedures and §3121(a)(5) on four years of reporting on former English learners; California EC 313(f) as an example of state reclassification criteria; FERPA, 34 CFR Part 99; Plyler v. Doe (1982). The district, schools, families, students and people named on this page are fictional — characters and sample data in the working solution.
English learner reclassification moves a student out of the English learner program once the state's exit criteria are met; in California, for example, those are an English proficiency test, a teacher evaluation, a parent consultation and a basic skills comparison. English Learner Identification & Reclassification checks those gates for every student at level 4 the day spring scores arrive, drafts each file with every gate cited, and leaves the approval to a school EL coordinator and the signature to the program director.
The Survey reader reads each home language survey, scanned, handwritten or from the registration portal, in its own language and shows the English beside it. A language other than English on questions 1–3 means screen: it highlights and cites those answers, checks the student information system for siblings and an earlier US school, and proposes screening for a bilingual technician to confirm. The Clock agent then books the screener and starts the parent notice clock.
The Clock agent runs each student's clock: 30 days after the first day of school, or 2 weeks from enrollment for students who enroll later, as ESEA §1112(e)(3) sets out, and escalates before a notice is late. The Notice writer drafts each notice in the home language beside the English and checks the required contents. A bilingual reviewer checks every draft, and a person sends it.
They always go to their IEP team. The Gate agent holds their files and drafts a summary of the English learner evidence for the special education case manager to bring to the team, and the team decides.
The Monitoring agent reads grades, attendance and state test history each term for every reclassified student, explains each flag with its source, and drafts a support plan for the coordinator to approve. It never returns a student to the program; re-entry needs a new test and the director's signature.
Teachers see only their own students and coordinators only their schools, and IEP details are shown only to the IEP team, the coordinator and the director. Exports replace names with student IDs unless the director approves names for a specific request, and English learner files are kept 5 years after monitoring ends. Immigration status and Social Security numbers are never asked for or stored.
Yes. The agents read, draft and propose; they never approve, sign, send or move a deadline. A coordinator approves each file and the program director signs it, never the same person, and a gate override needs a reason code and a second approver. Every action is on the audit trail.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your state's reclassification criteria, your notice templates and a sample of past surveys and score files — and it goes live once every quality gate has passed. We will walk you through it on your own data first.
Families enrolled in one visit; staff review only the exceptions, each tied to its proof.
1-min demoSchool Immunization ComplianceEvery missing dose found and named to the family before exclusion day.
1-min demoChronic Absenteeism & Truancy InterventionOutreach starts at 5%, in the family's language, long before the review board.
1-min demoWe'll run English Learner Identification & Reclassification on a sample of your own past surveys, score files and your state's reclassification criteria.