ROCKWALL INDEPENDENT SCHOOL DISTRICT

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1 ROCKWALL INDEPENDENT SCHOOL DISTRICT February 1, 2016 Dear Program Representative: Foreign exchange programs are an important part of the school experience for both the foreign student and the host community. Programs should provide a cultural experience for both the foreign student and his community. In order to protect the interests of our patrons and students and to ensure the integrity of the foreign exchange program, Rockwall ISD has established specific guidelines. These guidelines apply to not-for-profit programs involving a oneyear home stay experience for high school students from foreign countries coming to the United States and this community. Student placement will be determined on the residence of the host family. The host family must live within the attendance zone of the high school to be considered for enrollment. No foreign exchange students will be accepted for 9 th or 12 th grade levels. 1. Applications to place students for the school year will be accepted February 1, 2017 to April 1, If waiver limits have not been met during this application acceptance period, applications will be accepted for review up and until June 30, Complete student packets may be ed to or delivered to: Rockwall Independent School District Attention: Marty Barbieri, Director of Guidance/Counseling 1050 Williams Street Rockwall, Texas Incomplete applications will not be reviewed or returned. Faxed information will not be accepted. 2. Completed applications must include the following written in English: Agency Request for Participation Rockwall ISD Cover List of Applicant File Contents Acknowledgement of Rockwall ISD Foreign Exchange Student Guidelines Rockwall ISD Transcript Conversion Form Official high school transcript Copy of birth certificate or passport Copy of English language testing/scores Host family information and compliance form School acceptance form Immunization record. All required forms and guidelines can be found on the Rockwall ISD website. 3. All agencies will be notified and the school acceptance form will be signed and returned to officially approve the student for acceptance in the foreign exchange program. Counselors at the respective schools shall be notified. The host family shall schedule an appointment with the school counselor prior to enrollment. The host family must provide proof of residency in Rockwall ISD at this time and follow all enrollment procedures. Please read carefully the Guidelines for Foreign Exchange Student. Rockwall Independent School District is committed to the success of all students and looks forward to working with students seeking a foreign exchange experience. Sincerely, Marty Barbieri Marty Barbieri Director of Guidance/Counseling Guidance and Counseling 1050 Williams Street Rockwall, Texas ext. 7054

2 FOREIGN EXCHANGE PROGRAM ROCKWALL ISD Request for Participation (Please Print or Type) Organization: Address: Program Representative: Address: Phone-Work: Home: Community Coordinator: Phone-Work: Home: Area Coordinator: Phone-Work: Home: Year Organization was established: Please check the appropriate response to the following questions: YES NO 1. Current Information Brochures submitted 2. Currently accepted for full listing by CSIET 3. Private, Not-for-profit organization 4. English language support provided 5. Placed students in Rockwall ISD previously

3 ROCKWALL INDEPENDENT SCHOOL DISTRICT Foreign Exchange Student Cover List of Applicant File Contents Student Name: Country Represented: Foreign Exchange Agency: Foreign Exchange Local Representative: Representative s Telephone Number: Representative s Address: RISD Cover List of Applicant File Contents Acknowledgment of RISD Foreign Exchange Guidelines RISD Transcript Conversion Form Official High School Transcript Copy of English language Testing/Scores Birth Certificate/Passport Host Family Compliance Documentation Form School Acceptance Form Immunization Record Comments Page (optional) Additional items submitted are Agency Representative Signature: Address: City / State / Zip: Date: / / Policy FD (LEGAL) Policies/Procedures PPR: 1/2008

4 Foreign Exchange Program Guidelines Only private, not-for-profit program sponsors which are recognized and accepted for full listing by the Council for Standards of International Education Travel (CSIET) will be considered. A waiver to limit the number of foreign exchange students District-wide is in effect. This waiver states that each high school will be limited to 5 foreign exchange students per high school. Student placement will be determined on the residence of the host family. The host family must live within the attendance zone of the high school considered for enrollment. An appeal may be considered for host families living within the Rockwall ISD whose children attend a campus outside their attendance zone. This placement shall not exceed the waiver total for the campus. Completed applications will be accepted for review February 1, 2017 through April 1, It is the responsibility of the agency to ensure that applications are complete before submission. Incomplete applications will not be reviewed, nor will they be returned for resubmission. If the Rockwall ISD waiver limit of five students per high school has not been met by the applications received between February 1st and April 1st, applications received after that date will be reviewed on a first come first serve basis. If the waiver total has been met during the window of February 1st through April 1st, applications received after April 1st will be placed on a waiting list in the order they were received. No applications received after June 30th, 2017 will be accepted or reviewed for placement on a waiting list. Any violation of the rules set forth in the Rockwall ISD foreign exchange program guidelines may result in the immediate withdrawal of the foreign exchange student from District schools.

5 Rockwall ISD Foreign Exchange Guidelines REPRESENTATIVE REQUIREMENTS Neither the program representative or employees of the program agency can be named as a host family on a temporary basis while awaiting a permanent host family. The representative of the exchange program must live within the Rockwall School District or adjacent districts and cannot be a member of the host family. Program representatives who host a student must have another local representative from the program sponsor the student. Under no circumstances shall a sponsor facilitate the entry of a student into the United States for whom a school placement has not been secured. The representative is expected to maintain continuous personal contact with each of the exchange-visitor students, the host family and the high school in which each student is enrolled. The representative shall initiate action to resolve any problems that arise with respect to the student s participation in his or her academic program or with respect to the student s relationship with his or her host family. Sponsors shall insure all students demonstrate maturity, good character, and scholastic aptitude. The District official shall be advised of any problems related to educational or host family placement of the exchange student and should be consulted if problems arise which lead to a change in student placement. The contact person for the program is the Directors Secretary of Student & Family Services / Guidance and Counseling, who can be reached at , prior to a change in placement. Temporary home placement is unlawful and is not acceptable to the Rockwall ISD. The District will consider foreign exchange students from agencies listed in the most current issue of The Advisory List published by the Council on Standards for International Educational Travel (CSIET). Programs in violation of District guidelines may be excluded from consideration. A program representative that is found to be responsible for the enrollment of a student without an acceptance form may receive sanctions restricting future placement of the program s students in a District school. The agency shall not publicize the need for host families via any public media with announcements, notices, advertisements, etc., that: a) are not sufficiently in advance of student s arrival b) appeal to public pity or guilt c) imply in any way that a student will be denied participation if a host family is not found immediately d) identify photos of individual students and include an appeal for an immediate family. Neither the organization or its agents shall promote its programs as providing opportunities for high school graduation, school athletic participation, driver s education, household domestic service, child care, employment, or other activities that might compromise the student, program or school. The organization should guarantee that every student is covered with adequate health and accident insurance. 2

6 Rockwall ISD Foreign Exchange Guidelines STUDENT QUALIFICATIONS All students attending a Rockwall ISD high school must have a command of the English language, both written and spoken, to function successfully in the educational setting. All foreign exchange students will take English III (American Literature) and US History. Therefore, students must be at a third year level in writing, speech and reading comprehension. Any student who is found to not meet our third year English requirements will not be allowed to attend. Foreign exchange is designed as a cultural experience; therefore it is not anticipated that an exchange student will graduate. All state and local policies will apply to foreign exchange students. Programs must bring the student to the United States on a J-1 visa, as school board policy and Texas school law prohibit the charging of tuition and thus the issuance of I-20 forms by public schools. Rockwall ISD shall not accept students who have gained entry into the United States via an acceptance form signed by another school district. Foreign students who have completed a high school education in the home country do not qualify for enrollment (Federal Register 22 CFR Part 62). If at any time following enrollment it is determined that the student has completed a high school education, the student will be immediately withdrawn. A foreign exchange student enrolled in a District school, who did not acknowledge himself or herself as a foreign exchange student and who has not been issued a school acceptance form to attend a District school will be withdrawn immediately. STUDENT ACCEPTANCE The student will be officially approved for placement at a designated campus within the District when the school acceptance form has been signed. The foreign exchange representative will be notified and the counselor at the respective school will receive all records submitted for the student. Following acceptance of students, program representatives will be notified so they may make arrangements to place remaining students in other districts. Students not accepted due to the waiver limit will be placed on a waiting list. If a student is approved and later elects not to attend, the next student on the waiting list will be accepted. Representatives will be contacted immediately. HOST FAMILY A host family should be well established prior to the acceptance of an exchange student. The program representative cannot be named as host family on a temporary basis while waiting on a permanent host family. The host family must reside within the Rockwall ISD attendance zone and must provide proof of residency in the form of a current gas, electric or water bill. When the foreign exchange student arrives it is the responsibility of the host family to make an appointment with the counselor to enroll the student and obtain a class schedule. The host family must present a valid proof of residency in the District at that time. 3

7 Rockwall ISD Foreign Exchange Guidelines STUDENT EXPECTATIONS Students must have adequate grasp of the English language to function in a regular classroom. If after attending class, it is discovered that the English skills are not adequate and tutoring is necessary, the agency representative will be expected to secure tutoring for the student to correct the deficiency. Students are subject to District attendance and discipline policies and are expected to participate fully in their classes, including taking tests. Students must be in attendance at least 90 percent of days each course is offered to receive credit. Absences for any reason are counted in the attendance record. If absences exceed this standard, a mandatory conference will be scheduled with the student s host family, the agency representative, and school officials. Students will be required to follow the Rockwall ISD Student Code of Conduct and Student Handbook. Serious infractions, may result in immediate and permanent withdrawal of the exchange student. 4

8 ROCKWALL INDEPENDENT SCHOOL DISTRICT Foreign Exchange Student Acknowledgment of Foreign Exchange Student Guidelines I,, have read the Rockwall ISD Foreign Exchange (Agency Representative Name) Student Guidelines. As a representative of (Foreign Exchange Agency Name) I agree to abide by all the rules and guidelines in effect to provide a quality experience for the students I oversee in homes of host families within the Rockwall Independent School District boundaries. I agree to provide a copy of and to discuss in full the guidelines with host families within the district. I understand that failure to abide by any of the rules or guidelines either by the student, the host family or myself will cause immediate withdrawal from the school district and could negatively affect future placement of foreign exchange students by my agency. Signed this day of,. (day) (month) (year) Local Agency Representative Signature Local Agency Representative Printed Name Address City / State / Zip (To be returned with each student applicant file submitted) Policy FD (LEGAL) Policies/Procedures PPR: 1/2008

9 ROCKWALL INDEPENDENT SCHOOL DISTRICT Foreign Exchange Student Transcript Conversion Form Student Name ID # Name of Foreign School Telephone # of School Fax # of School Address of School City / Country / Postal Code Number of days in school year Month school year begins Month school year ends Number of years in elementary school Number of years in middle school Number of years in high school Grade level to be completed for student to receive a high school diploma Other years of education (past high school, prior to university or college) 9 th Grade C/I* Name of class Grade* Math in a week in a year Credit awarded/notes (district use only) English/ESOL Science History Physical Education Computer Foreign Language Health Other 10 th Grade C/I* Name of class Grade* Math in a week in a year Credit awarded/notes (district use only) English/ESOL Science History Physical Education Computer Foreign Language Health Other

10 11 th Grade C/I* Name of class Grade* Math in a week in a year Credit awarded/notes (district use only) English/ESOL Science History Physical Education Computer Foreign Language Health Other 12 th Grade C/I* Name of class Grade* Math in a week in a year Credit awarded/notes (district use only) English/ESOL Science History Physical Education Computer Foreign Language Health Other = completed course 1 = course in progress at time of transcript (form must reflect ALL courses, both complete and in progress) Grade scale to be converted to letter grades of A = ; B = 80-89; C = 70-79; D = (failure) Has this student received a high school diploma? Will this student complete the coursework required to receive a high school diploma by the end of July this year? I attest that the information contained in this document is a true and accurate interpretation of the education experience of the above names student while attending the school I represent. Printed Name of School Official / / Date Job Title Signature

11 FOREIGN EXCHANGE PROGRAM ROCKWALL ISD Host Family Compliance Documentation As a host parent for (Student Name), the area coordinator, (foreign exchange organization name) has provided a copy of the Rockwall ISD foreign exchange guidelines. Further I have read, understand and agree to comply with the foreign exchange guidelines. I understand that the expectation is that the foreign exchange student will remain with our family for the duration of the school year. I agree to provide proof of residency as required by the District for student registration. HOST FAMILY Name: Address: Home Phone: Work Phone: Cell Phone: Signature: Date: / /

12 Texas Minimum State Vaccine Requirements for Students Grades K-12 This chart summarizes the vaccine requirements incorporated in the Texas Administrative Code (TAC), Title 25 Health Services, Sections to This chart is not intended as a substitute for consulting the TAC, which has other provisions and details. Click here for complete TAC language. The Department of State Health Services (DSHS) is granted authority to set immunization requirements by the Texas Education Code, Chapter 38, Health & Safety, Subchapter A, General Provisions. IMMUNIZATION REQUIREMENTS A student shall show acceptable evidence of vaccination prior to entry, attendance, or transfer to a child-care facility or public or private elementary or secondary school in Texas. Vaccine Required (Attention to notes and footnotes) Diphtheria/Tetanus/Pertussis (DTaP/DTP/DT/Td/Tdap) 1 Polio 1 Measles, Mumps, and Rubella 1,2 (MMR) Hepatitis B 2 Varicella 1,2,3 Meningococcal 1 Hepatitis A 1,2 Minimum Number of Doses Required by Grade Level K 6 th 7 th 8 th 12 th 5 doses or 4 doses 2 doses of MMR 2 doses 3 dose primary series and 1 Tdap/Td booster within last 5 years 4 doses or 3 doses 3 dose primary series and 1 Tdap/Td booster within last 10 years 2 doses of measles and 1 dose each of rubella and mumps vaccine 3 doses 2 doses 1 dose NOTES For K 6 th grade: 5 doses of diphtheria-tetanus-pertussis vaccine; 1 dose must have been received on or after the 4 th birthday. However, 4 doses meet the requirement if the 4 th dose was received on or after the 4 th birthday. For students aged 7 years and older, 3 doses meet the requirement if 1 dose was received on or after the 4 th birthday. For 7 th grade: 1 dose of Tdap is required if at least 5 years have passed since the last dose of tetanus-containing vaccine. For 8 th 12 th grade: 1 dose of Tdap is required when 10 years have passed since the last dose of tetanus-containing vaccine. Td is acceptable in place of Tdap if a medical contraindication to pertussis exists. For K 12 th grade: 4 doses of polio; 1 dose must be received on or after the 4th birthday. However, 3 doses meet the requirement if the 3rd dose was received on or after the 4th birthday. The 1 st dose of MMR must be received on or after the 1 st birthday. For K 6 th grade: 2 doses of MMR are required. For students aged years, 2 doses meet the requirement if adult hepatitis B vaccine (Recombivax ) was received. Dosage (10 mcg/1.0 ml) and type of vaccine (Recombivax ) must be clearly documented. If Recombivax was not the vaccine received, a 3-dose series is required. The 1 st dose of varicella must be received on or after the 1 st birthday. For K 12 th grade: 2 doses are required. For 7 th 12 th grade, 1 dose of meningococcal vaccine is required upon enrollment. For students years of age entering 7 th grade, 1 dose of meningococcal vaccine is required. The 1 st dose of hepatitis A must be received on or after the 1 st birthday. For K 6 th grade: 2 doses are required. Special note: a child will not be considered delinquent in this series until 18 months have elapsed since receiving the 1 st dose. 1 Receipt of the dose up to (and including) 4 days before the birthday will satisfy the school entry immunization requirement. 2 Serologic evidence of infection or serologic confirmation of immunity to measles, mumps, rubella, hepatitis B, hepatitis A, or varicella is acceptable in place of vaccine. 3 Previous illness may be documented with a written statement from a physician, school nurse, or the child's parent or guardian containing wording such as: "This is to verify that (name of student) had varicella disease (chickenpox) on or about (date) and does not need varicella vaccine." This written statement will be acceptable in place of any and all varicella vaccine doses required.

13 Exemptions Texas law allows (a) physicians to write medical exemption statements that the vaccine(s) required would be medically harmful or injurious to the health and wellbeing of the child or household member, and (b) parents/guardians to choose an exemption from immunization requirements for reasons of conscience, including a religious belief. The law does not allow parents/guardians to elect an exemption simply because of inconvenience (for example, a record is lost or incomplete and it is too much trouble to go to a physician or clinic to correct the problem). Schools and child-care facilities should maintain an up-to-date list of students with exemptions, so they may be excluded in times of emergency or epidemic declared by the commissioner of public health. Instructions for requesting the official exemption affidavit that must be signed by parents/guardians choosing the exemption for reasons of conscience, including a religious belief, can be found at under School & Child-Care. Original Exemption Affidavit must be completed and submitted to the school or child-care facility. For children claiming medical exemptions, a written statement by the physician must be submitted to the school or child-care facility. Unless it is written in the statement that a lifelong condition exists, the exemption statement is valid for only one year from the date signed by the physician. Provisional Enrollment All immunizations should be completed by the first date of attendance. The law requires that students be fully vaccinated against the specified diseases. A student may be enrolled provisionally if the student has an immunization record that indicates the student has received at least one dose of each specified age-appropriate vaccine required by this rule. To remain enrolled, the student must complete the required subsequent doses in each vaccine series on schedule and as rapidly as is medically feasible and provide acceptable evidence of vaccination to the school. A school nurse or school administrator shall review the immunization status of a provisionally enrolled student every 30 days to ensure continued compliance in completing the required doses of vaccination. If, at the end of the 30-day period, a student has not received a subsequent dose of vaccine, the student is not in compliance and the school shall exclude the student from school attendance until the required dose is administered. Additional guidelines for provisional enrollment of students transferring from one Texas public or private school to another, students who are dependents of active duty military, and students who are homeless can be found in the TAC, Title 25 Health Services, Sections and Documentation Since many types of personal immunization records are in use, any document will be acceptable provided a physician or public health personnel has validated it. The month, day, and year that the vaccination was received must be recorded on all school immunization records created or updated after September 1, Texas Department of State Health Services Immunization Branch MC-1946 P. O. Box Austin, TX (800) Stock No Rev. 06/2015

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