When scheduling an assessment (except for the annual monitoring visit), the ELP will be offered a two-week window of dates for potential observation. The two-week visit window is determined by the Logistic staff and based on Assessor caseload and the due date for the assessment to be completed. The Logistic staff will notify the ELP of the window of dates, in writing or during the introduction phone call, and inform the ELP that it has the option to notify the team of any of the days within the two-week visit window would conflict with the Assessor observing a typical day. The ELP may block up to three such days for reasons including, but not limited to, field trips, low staffing, holidays or school closures, and program events and celebrations. If the ELP’s requests for blocked dates severely interfere with the Assessor’s caseload schedule, the Logistic staff in collaboration with the Assessor should make every effort to honor the requests but may have to select the best date available or provide another two-week window. The Assessor should always ensure that all certified ELPs have their assessment visit completed (to include data entry and any quality assurance conducted) by the due date.
Example email correspondence (Can be used by the Assessor when conducting the introduction phone call).
[Program Name] has requested an initial assessment to be conducted. My name is [NAME] and I will be your Assessor. Due to the size of your program the assessment will span over two days and include myself and another Assessor who will observe in each classroom for a minimum of one hour. Please submit the following documents [list] by [date]. I may request additional documents for review at the on-site visit, such as lesson plans to assist in completing the assessment. I will go over any additional requests along with additional assessment information within the entrance meeting prior to beginning the assessment. Your two-week window is [DATES]. Please indicate up to three days within this window that it would be preferred for the assessment to not occur. I will do my best to honor this request when scheduling your assessment. At the end of the visit, I will conduct an exit meeting, which will review what all was conducted and any other information regarding the assessment or next steps. I look forward to seeing you soon.