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Administrative Procedure 213: Step Assessment and Tracking for Multilingual Language Learners (MLL)

Legal References

Education Act; Ontario Student Record (OSR) Guideline 2000 - Revised 2020; Ontario Student Transcript (OST) Manual, 2022; Municipal Freedom of Information and Protection of Privacy Act (MFIPPA); English Language Learners: ESL and ELD Programs and Services - Policies and Procedures for Ontario Elementary and Secondary Schools, Kindergarten to Grade 12, 2007; Ontario Curriculum Grades 9 to 12 English As a Second Language and English Literacy Development, 2007; STEP: Steps to English Proficiency 2015


Related References

 
1.0 Purpose

1.1 To outline procedures for identifying Multilingual Language Learners (MLLs) and assessing their English language proficiency using Steps to English Proficiency (STEP).

1.2 To establish clear processes for initial STEP assessment and ongoing tracking of student progress.

1.3 To define roles and responsibilities for STEP assessment and data management.

2.0 Background

2.1 Steps to English Proficiency (STEP) is a framework for assessing and monitoring the language acquisition and literacy development of English language learners across the Ontario Curriculum.

2.2 STEP results inform programming decisions, including appropriate modifications, accommodations, and support services for MLLs.

2.3 STEP assessment data is tracked in Clevr and documented in the student's Ontario Student Record (OSR) using a purple ESL/ELD record folder.

2.4 Students progress through the STEP framework as outlined in the Ministry Steps to English Proficiency document. Students in the ELD program are assessed within STEP levels 1–4, while students in the ESL program may progress through STEP levels 1–6, with STEP 6 representing age-appropriate academic English proficiency. Assessment in ESL occurs across three domains: Oral, Reading, and Writing. In ELD, assessment occurs across four domains: Oral, Reading, Writing, and Orientation to School Life.
 
3.0 Initial Assessment Process

3.1 Identification
Students who speak a language other than English or speak a variety of English that is significantly different from that used in Ontario schools are identified by school staff when they enroll at the school. These students could be born in Canada or in another country.

3.2 Requesting Initial Assessment
Principals or designate contact the MLL Department by phone or email via AMDSB’s Welcome and Reception Services. This is to request an initial assessment of the student’s language skills as well as to connect the family to support from community partners.

3.3 Conducting Initial Assessment
Initial STEP assessments of students between grades 1-12 are performed by the MLL Central Team.

3.4 Documentation and Data Entry
Following the initial assessment, the MLL Central Team will:
    1. Provide a purple ESL/ELD record folder that contains the assessment results and STEP continua. The folder is kept in the student's OSR.
    2. Determine which Ministry program (ESL or ELD) the student requires and notify the school secretary to identify the student appropriately in the student information system.
    3. Enter the student's data into Clevr, including:
      • Initial assessment results;
      • STEP charts indicating Observable Language Behaviours (OLBs) that have been successfully achieved;
      • Current STEP levels the student is working on for Oral, Reading, Writing (and Orientation to School Life for ELD students).
3.5 Communication of Results
The results of the initial assessment will be communicated by the MLL Central Team with the parent(s)/caregiver(s), administration, and classroom teacher(s).

4.0 Ongoing STEP Tracking

4.1 Elementary Schools (Grades 1-8)
Process:
    • Elementary classroom teachers access working copies of the STEP OLB charts in CLEVR to assist in ongoing program planning and assessment throughout the year. At any time, elementary classroom teachers may choose to update the assessment to inform programming.
    • Near the end of the school year, elementary classroom teachers record the progress of students in CLEVR by indicating their current STEP levels: Oral, Reading, and Writing.
    • Teachers print the updated OLBs from CLEVR and place them in the purple folder in the OSR.
    • Teachers add the current STEP levels, date, and their signatures to the outside tracking chart of the purple folder housed in the OSR.
4.2 Secondary Schools (Grades 9-12)
Process:
Secondary teachers use the OLBs from CLEVR throughout the year for program planning.
    • Near the end of the second semester, secondary teachers complete a shared form to provide their input for updating the STEP assessment of their students.
    • Information provided by classroom teachers is centrally reviewed and updated in CLEVR so that current data is available for classroom teachers of the next semester.
    • Updated documentation is placed in the purple folder in the OSR by the MLL Support Teacher assigned to the site.
4.3 Data Use
This information is used to:
    • Plan student programming;
    • Determine resource needs;
    • Track individual achievement rates;
    • Report to senior administration;
    • Ensure appropriate modifications and accommodations are in place.
5.0 Roles and Responsibilities

5.1 Classroom Teachers
    • Elementary and Secondary Teachers will look up their students’ most recent STEP levels in CLEVR in order to program and plan appropriately for their students. This can be done in consultation with the MLL Central Team.
    • MLL students may receive modifications and accommodations to their program to support their language learning needs.
    • Modifications, accommodations, and supporting documentation are recorded in Clevr under the respective tabs. This can be done in consultation with the MLL Central Team.
    • Elementary Teachers will use the OLBs from CLEVR (throughout the year) and will update (once a year) their student’s STEP levels in CLEVR. Elementary Teachers will print the updated OLBs from CLEVR and place them in the Purple Folder in the OSR. They will add the current STEP Levels, date and their signatures to the outside tracking chart of the MLL purple folder that is housed in the OSR.
    • Secondary teachers will use the OLBs from CLEVR (throughout the year) and will update the STEPS/OLBs near the end of the second semester.
    • Secondary STEP data will be collected from teachers and companies by the MLL Central team in order to update CLEVR and update the purple folders for the OSR.
5.2 Principals
    • Ensure that MLL students are identified upon entry to the school.
    • Contact the MLL Central Team to request an initial assessment.
    • Ensure that proper STEP tracking procedures are followed throughout the year.
    • Ensure purple folders in OSR are maintained and updated.
5.3 MLL Central Team
    • Conduct initial STEP assessments for students in grades 1-12.
    • Share assessment results with administration and classroom teachers.
    • Enter initial assessment data into Clevr.
    • Provide purple ESL/ELD record folders for student OSRs.
    • Compile and update secondary STEP data in Clevr based on teacher input (May/June).
    • Update STEP assessment at teacher request.
    • Provide guidance and support to school staff on interpreting and using STEP data for programming decisions.
5.4 School Office Staff
    • Identify the student program as ESL or ELD in the student information system as directed by the MLL Central Team.
    • Ensure the correct start date on the program.
    • Ensure the preferred language of communication is entered into the “Home Language” field of Aspen.
6.0 Documentation
All up-to-date STEP assessment documentation must be maintained in:
  • The purple ESL/ELD folder in the student's OSR
  • Clevr database
Revised May 2026