SAN ANTONIO INDEPENDENT SCHOOL DISTRICT Administrative Procedures

Transcription

1 SAN ANTONIO INDEPENDENT SCHOOL DISTRICT Administrative Procedures F - Students No. 1 Page 1 of 8 Attachment(s): 15 Revised April 28, 2015 F1 REGISTRATION AND ADMISSIONS Overview This procedure covers the registration and admissions of all students, including Pre-K and Head Start. It discusses required documentation for registration and requirements related to residency, school age, immunizations, and homeless students. See Procedure F27 for the application process for Pre-K and Head Start. I. REGISTRATION 1. Process. All students (new and returning) must be registered each year. Students must be registered at their home school or their transfer school if their transfer was approved during the previous school year and they choose to continue at that transfer school. (See Procedure F5 for more information on student transfers.) All Pre-K and Head Start students must apply to those programs according to F Who Can Enroll a Child. A minor student (under the age of 18) should be enrolled by the parent, legal guardian, or any other person acting as a parent in the legal parent s absence (except students in homeless situations). A legal guardian is someone who has been granted the rights of a parent under a court order. A person acting as a parent is any person who holds himself or herself out to be the primary caregiver. This person may have a signed document granting that person custody for school purposes or they may not have any documentation. Students age 18 or older, minor students with legal proof of emancipation, or married students with a valid marriage license may register themselves without a parent. An unaccompanied minor (child not living with their legal parent/guardian) who is homeless may enroll themselves without a parent, legal guardian or any other person acting as a parent in the legal parent s absence. The district homeless liaison must be notified and the Student Residency Questionnaire must be sent to the homeless liaison. The term parent throughout this procedure will refer to any person with authority to enroll a student. 3. Required Documentation. a. New Students. With the exception of parents of students in homeless situations or students who are placed in foster care, the parent of each new student must provide during registration: i. Parent s photo ID (See Section II.7 below) ii. Proof of child s identity and age (See Section II.8 below) iii. Child s social security card (See Section II.9 below) iv. Child s recent academic records (See Section II.11 below) v. Proof of residence (see Section II.2 below) vi. Up-to-date immunization records (see Section III below) vii. The following registration forms: 1. Student Registration Data Card (Form F1-A) 2. Residency Questionnaire (Form F1-C) 3. Health Inventory (From F1-G)

2 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 2 of 8 4. Home Language Survey (Form F1-H) 5. Migrant Survey (Form F1-L) 6. Directory Information and FERPA Notice (Form F1-M) 7. Parent-Student Handbook Acknowledgement (Form F1-N) 8. Ethnicity and Race Data Questionnaire (Form F1-O) 9. Mandatory School Attendance Rules (Form F1-P) 10. Permission for Photographs, Videotapes, and Audio Records (Form F1- R) b. Returning Students. With the exception of parents of students in homeless situations or students who are placed in foster care, the parent of each returning student must provide during registration: i. Proof of residence (see Section II.2 below) ii. Up-to-date immunization records (see Section III below) iii. The following registration forms: 1. Student Registration Data Card (Form F1-A) 2. Residency Questionnaire (Form F1-C) 3. Health Inventory (From F1-G) 4. Migrant Survey (Form F1-L) 5. Directory Information and FERPA Notice (Form F1-M) 6. Parent-Student Handbook Acknowledgement (Form F1-N) 7. Mandatory School Attendance Rules (Form F1-P) 8. Permission for Photographs, Videotapes, and Audio Records (Form F1- R) c. Pre-K and Head Start Students. All Pre-K and Head Start Students will complete the same registration documents as K-12 students, with one exception. Students enrolled in the Head Start program will complete the City of San Antonio Head Start Child History form instead of the Form F1-G, Student Health Inventory. 4. Deadline to Submit Documents. If necessary, the following documents may be submitted within 30 days of enrollment: (i) birth certificate, (ii) Health Inventory, and (iii) academic records. All other registration documents, including proof of residency and immunization records, must be submitted at the time of enrollment (except for students who are in homeless situations). 5. Children Under the Age of 11 First Time Enrollment. When a child under the age of 11 enrolls in a school for the first time at that school, the school is required to take the following steps: a. Request from the person enrolling the child the name of each previous school attended by the child. b. Request from each school the school records for the child or, if the person enrolling the child provides the records, request verification from the school of the child s name, address, birth date, and grades and dates attended. c. Notify the person enrolling the student that not later than the 30th day after enrollment, or the 90th day if the child was not born in the United States, the person must provide a certified copy of the child s certified birth certificate or other reliable proof of the child s identity and age with a signed statement explaining the inability to produce a copy of the birth certificate.

3 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 3 of 8 d. If the person enrolling the child does not provide valid prior school information or the required documentation, the school shall notify the appropriate law enforcement agency on the 31st day after the person fails to comply. The failure to provide records does not constitute grounds for refusing to admit an eligible student. e. If the student is an unaccompanied youth (not in the physical custody of the parent or legal guardian) and is homeless, the SAISD Homeless Liaison at the Transitions Department must be contacted in support of the child and school personnel. 6. Rules for District Staff. The campus staff conducting registration must retain a copy of all the above information in the student s file. If the parent does not submit all required documents at registration, the parent must complete the Registration Requirements [FORM F1-B] to provide assistance with campus follow-up on securing the necessary information. If a parent marks the ethnicity code of Native American on any registration document, the parent must present a copy of the student s Tribal Affiliation Card. If a student is determined not eligible for admission, the principal shall notify the student or individual wishing to enroll the student of the right to appeal the principal s decision to the District s Admissions Officer. II. ADMISSIONS AND RESIDENCY 1. Admissions Requirements. By law, the District must admit a student when: The student or either parent reside in the District; The student does not reside in the District but one of the parents resides in the District and that parent is a joint managing conservator, sole managing conservator, or possessory conservator of the student. (The school shall require a copy of the current court documents, but the child must be admitted pending review of these documents. The principal may not require a court-appointed guardianship prior to admission of a student.); The student does not reside in the District, but a grandparent who resides in the campus attendance boundaries is providing at least 5 hours of after-school child care a week for at least 80% of the school days; The student and his or her guardian or other person having lawful control of the student under a court order reside in the District; A student under the age of 18 has established a separate residence in the District away from the parent; The student is a foreign exchange student placed with a host family by a nationally recognized foreign exchange program and the host family resides in the District,; A student resides in the District and is 18 or over or the student s disabilities of minority (noted as emancipated adult) have been removed. If the student claims to have had the disability of minority removed, the student must present a court order evidencing this or a marriage license if the student is married; or The student is considered homeless as defined by the federal McKinney-Vento Homeless Assistance Act. A homeless person includes a child who lacks a fixed, regular and adequate nighttime residence. This includes (i) sharing the housing of another person due to loss of housing, economic hardship, domestic violence, or similar reason; (ii) living in motels, hotels, trailer parks, or camping grounds due to the lack of adequate alternative accommodations; (iii) living in emergency or transitional shelters; (iv) being abandoned in hospitals; or (v) awaiting foster care placement. A child placed in foster care by an agency of the state or by a political subdivision shall be permitted to attend the public schools in the district in which the foster parents reside

4 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 4 of 8 free of any charge to the foster parents or the agency. A durational residence requirement may not be used to prohibit that child from fully participating in any activity sponsored by the school district. 2. Proof of Residency. Proof of residency is required at the time of student enrollment. There is no 30-day waiting period for residency. Except for students in homeless situations, the parent must provide proof of residency using one of the following with a current date: Utility statement (electric, water, or cable bill). Home phone bill (cell phone bills are not acceptable). Current lease agreement (handwritten receipts must be notarized). Verification of Address [FORM F1-F] from a person with proof of residence in the District stating that the parent and student are living at that residence. The person with whom they are living shall present the proof of their residence within the District. This form must be notarized. Application For Out-Of-District Student Receiving After-School Care From Grandparent [FORM F1-D]. Grandparent must be providing a minimum of five hours after-school child care per week for at least 80% of the school days. This form must be notarized. Application for Determination of Residency of a Minor Living Apart From Parent [FORM F1-E]. (See below.) For students who are in homeless situations, the Student Residency Questionnaire [FORM F1-C] is used as proof of residency for the child. (See below.) A driver's license is not acceptable as proof of residency. It is only a proof of identity. 3. Parents Without Proof of Residency. A parent without proof of residency must complete the Student Residency Questionnaire [FORM F1-C], which assists the District in determining whether the child is homeless. Once the document is completed by the campus homeless designee or Transitions Program and initial placement is made, the campus must fax the Student Residency Questionnaire to the Transitions Department. If there is a disagreement between the campus administrator and parent/legal guardian regarding the homeless status of a student, complete the Enrollment Dispute/Resolution [FORM F1-J] and fax it to the Transitions Office for assistance. 4. Minor Living Apart from Parent. A minor student may establish a separate residence away from the parent for any specific purpose. Homelessness must also be determined upon enrollment by the campus homeless designee or the Transitions Program. However, it must be established that the student s presence in the District is not for the primary purpose of participation in extracurricular activities, therefore the Application for Determination of Residency of a Minor Living Apart From the Parent, Guardian, or Other Person Having Lawful Control Under Court Order [FORM F1-E]. Those who intend to serve as the custodial parent(s) shall sign and return a notarized copy of the custodial parents page. The legal parent(s)/guardian(s) shall sign and return a notarized copy of the Custody for School Purposes [FORM F1-E page 4]. The principal shall complete the Residency Determination [FORM R1-E page 5] page of the application noting whether or not the student is eligible for admission after reviewing the entire application. If the child is in a homeless situation, the child s enrollment shall not be denied and a custodial parent is not required. The District shall not admit a student living separate and apart from a parent or legal guardian if the student (except students who are homeless): (i) engaged in conduct or misbehavior within the preceding year that resulted in removal to a disciplinary alternative education program or expulsion; (ii) has engaged in delinquent conduct or conduct in need of supervision and is on probation or other conditional release for that conduct; or (iii) has been convicted of a criminal offense and is on probation or other conditional release.

5 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 5 of 8 5. Foster Care Students. A child placed in foster care by an agency of the state or by a political subdivision shall be permitted to attend the school if the foster parents reside in the District. The child may not be prohibited from fully participating in any activity sponsored by the District. Also, a student enrolled in high school who is placed in temporary foster care by the Texas Department of Family and Protective Services at a residence outside the attendance area for the school or outside the District is still entitled to complete high school at the school in which the student was enrolled at the time of placement without tuition. If the student is awaiting foster care placement, the student is homeless and falls under the McKinney-Vento Homeless Assistance Act and must be enrolled. The SAISD Homeless Liaison may be called for assistance. 6. Minimum Age Requirements. Students who are over 5 years of age and younger than 21 years of age on September 1st of the school year in which admission is sought shall be admitted, as long as the student has not yet received a high school diploma. Students who are 3 years old or 4 years old on September 1st may be admitted to Pre-Kindergarten. However, 4-year-olds will be given first priority. 3-year-olds will be admitted only if space is available after all eligible 4-year-olds have been admitted. Students over the age of 21 and younger than 26 on September 1st may be admitted as fifth-year continuers who are not scheduled to attend school every day. If a student in this age group wants to attend school every day to complete course credits, please contact Cooper Academy or Navarro Academy to determine if one of those programs would be a more appropriate choice for the student. Students that have not attended school for the prior three school years may not attend with students 18 years of age or younger. 7. Parent s Photo ID. The identity of the person enrolling a child must be verified by a valid photo identification. The preferable options for a photo ID are a driver s license, military ID, or other government-issued identification. Expired IDs are acceptable if the person has no other ID. Staff may not deny enrollment when a parent does not possess a photo ID. (Having a valid photo ID is a recommended practice for campus safety purposes; it is not a legal pre-condition to student enrollment.) If the parent does not have an ID, it is recommended that staff take a picture of the person enrolling, using a staff member s camera or cell phone and use that picture for identification purposes. Always request that the parent return with a valid photo ID at a later date, if possible. 8. Proof of Child s Identity and Age. The person enrolling the student must present proof of the student s identity and age. This documentation is necessary for students to be enrolled, but parents have 30 days in which to submit the written documentation or 90 days if the child was not born in the United States. Any of the following documents are acceptable for proof of identity of the student: Birth Certificate (Per TEA guidance, a certified copy is not required.); Statement of the child s date of birth issued for school admission purposes by the Texas Department of State Health Services, vital statistics division. (May be requested by person enrolling at no charge using FORM F1-Q); Driver s license; Passport; School ID card, records, or report card (may be ID card issued by SAISD school or another public or private school); Military ID; Hospital birth record; Adoption records; Church baptismal record; or Any other legal document that establishes identity.

6 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 6 of 8 9. Social Security Card and State ID Number. A copy of the student s social security card should be made and retained in the student s file. If the student does not have a social security card and the student has already been enrolled in a Texas public or charter school, the District shall use the previouslyassigned State ID number. If a parent has not secured a social security card or the student has not attended a Texas public or charter school, the district will assign a state identification number. 10. Homeless Students School of Origin. When a student is determined to be homeless, the District must allow the parent or unaccompanied youth the right of school choice according to federal law. The parent or unaccompanied youth may choose to be enrolled in the school of origin, which may be (i) the school in which the student was last enrolled or attended before being homeless or (ii) the school in which the student is actually living and is eligible to attend. Should the school selection decision of the parent or the unaccompanied youth not be honored, the school is to provide a written explanation using the Enrollment Dispute/Resolution [FORM F1-J]. The school principal must contact the Transitions Department about the request for dispute process and must fax the signed F1-J Form. Pending the outcome of the appeal, the student must be enrolled in the school identified by the parent or unaccompanied youth. The SAISD Homeless Liaison will provide documentation regarding the outcome of the dispute and include the final enrollment status of the student. 11. Academic Records. In order to ensure that the student is properly placed for instruction, the parent shall provide the following academic information in written form or, if written data is not available for submission to the school, the parent shall discuss the following in a conference with school personnel (counselor, principal, etc.). : Latest report card or school withdrawal form from the previous school or district. Information regarding Special Education/ 504 disabling condition and instructional setting. Information regarding disciplinary placement, including placement in a DAEP (discipline alternative school), expulsion, etc. Texas Education Code (j) stipulates that if a student was placed in a DAEP by another school district and has not completed the term of placement, our District may continue the placement in a DAEP in our District until the term is completed by the student. Therefore, it is necessary that parents and students wishing to enroll clearly communicate such a placement to the school upon registration. Should the campus need assistance in acquiring school records for children in homeless situations or students in foster care, the Transitions Program can be contacted. 12. Nonresident Transfers. A nonresident student may be permitted to attend District schools as per administrative procedure F36, however the Nonresident Transfer Application (Form F36-A) must be completed each year. A homeless child may be enrolled regardless of where the child resides. 13. Enrollment Eligibility Disputes. The principal has the authority and responsibility to initially determine whether or not a student is eligible for enrollment. The principal may designate another administrator to interview students for registration, but the principal makes the final determination. If the principal has doubt about the residency of any student after using these guidelines, the principal shall contact the Policies and Procedures Officer. 14. Accuracy of Data. Campus staff must remind parents that all data entered is critically important and carries legal implications. Presenting false information or records for identification is a criminal offense [Penal Code 37.10] and knowingly falsifying information on a form required for enrollment in the District may make the person liable for tuition or other costs as provided in District Policy FD(LEGAL) and Texas Education Code (h). This information will be printed on all appropriate forms. Also, school staff must notify the person registering the student that any change in address, telephone, emergency contact, etc., must be communicated to the school immediately.

7 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 7 of 8 III. IMMUNIZATION REQUIREMENTS 1. General Rules. At the time of enrollment, all parents registering students (except students in homeless situations) must produce current immunization records which show the student has been immunized in accordance with Department of State Health Services (DSHS) requirements or that the student has an exemption from immunization requirements on file with the school or is entitled to provisional enrollment. The campus nurse shall be responsible for interpreting specific rules for details of vaccine requirements and acceptable documentation according to (DSHS) guidelines. 2. Exclusions to Immunization Requirement. Students with documentation showing the following are not required to have proof of immunizations as explained and for the period noted: a. Medical Reasons. The parent may present a certificate signed by a physician (M.D. or D.O.), registered and licensed to practice medicine in Texas, which states that, in the physician s opinion, the immunization required would be injurious to the health and wellbeing of the student or any member of his/her family or household. Unless a lifelong condition is specified, the certificate is valid one year from the date signed by the physician and must be renewed every year for the exclusion to remain in effect. A copy of the Annual Application for Medical Exemption from Immunization [FORM F18-C] is included for use. b. Reasons of Conscience. The student or parent may present the official, original Texas Department of State Health Services affidavit form, signed and notarized, to the school for a conscientious exemption for immunizations. Photocopies of the conscientious exemption affidavit form are not valid. The original conscientious exemption affidavit form is part of the child s school records. If the student withdraws and transfers to another school, the most current, original conscientious exemption affidavit form should be sent to the new school with other school records. Parents must request the official affidavit form in writing or via a secure online request form and include the child s name and date of birth. The conscientious exemption is valid for two years. Students who have a religious exemption on file dated prior to September 1, 2003 have a life-long exemption and do not need a new conscientious exemption affidavit form. Each parent who signs a conscientious exemption affidavit form also is acknowledging they understand that their child may be excluded from school attendance in times of emergency or epidemic declared by the Texas Commissioner of Health. 3. Provisional Enrollment. A student meeting the criteria listed below may be admitted to school on a temporary basis for up to 30 days: a. In-Progress Vaccinations. Students who have received at least one dose of each ageappropriate vaccine required by the DSHS rules and are current. In order to remain enrolled, students must complete the required subsequent doses of each vaccine series on schedule and as rapidly as is medically feasible and provide acceptable evidence of vaccination to the school. The school nurse 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 a student has not received a subsequent dose of vaccine on schedule and as rapidly as medically feasible, the student is not in compliance and the school shall exclude the student from school attendance until the required dose(s) is (are) administered. b. Transfer Students. Students transferring from one Texas public or private school to another. Should the parent not have written documentation at the time of registration, the written proof must be submitted within 30 days, and the child cannot be prevented from enrolling.

8 ADMISSION OF STUDENTS AND REGISTRATION DOCUMENTATION Page 8 of 8 c. Homeless Students. Students who are defined as homeless according to the federal McKinney-Vento Act. d. Military Dependents. Students who are military dependents and who are transferring from one school to another and awaiting the transfer of immunization records. When students are granted provisional enrollment, the school nurse shall assist the parent in completing the Registration Questionnaire [FORM F1-B Registration Requirements], which requires that the parent confer with the nurse and verify that immunizations are complete. The nurse shall give the parent a copy of the Notice of Provisional Enrollment [FORM F18-A] and a copy shall be filed with the nurse for monitoring. (This form notes the due date for the records.) Attachments: EXHIBIT F1-A: Registration Guide FORM F1-A: Student Registration Data Card [F1-A/SP Spanish] Spanish is in sample form only. FORM F1-B: Registration Requirements [F1-B/SP] FORM F1-C: Student Residency Questionnaire [F1-C/SP Spanish] FORM F1-D: Application for Out-of-District Student Receiving After-School Care from Grandparent [F1-D/SP Spanish] FORM F1-E: Application for Determination of Residency of a Minor Living Apart From the Parent, Guardian, or Other person Having Lawful Control Under court Order [F1-E/SP Spanish] FORM F1-F: Verification of Address [FORM F1-F/SP Spanish] FORM F1-G: Student Health Inventory and Emergency Information [FORM F1-G/SP Spanish] FORM F1-H: Home Language Survey [FORM F1-H/SP Spanish] FORM F1-J: Enrollment Dispute/Resolution [FORM F1-J/SP Spanish] FORM F1-K: Transitions Verification Release of Information from Student Records available in the Parent/Student Handbook FORM F1-L: Family Employment Survey [FORM F1-K/SP Spanish] FORM F1-M: Directory Information and FERPA Notice [FORM F1-L/SP Spanish] FORM F1-N: Parent-Student Handbook Acknowledgment [FORM F1-M/SP] FORM F1-O: Ethnicity and Race Questionnaire [F1-O/SP] FORM F1-P: Mandatory School Attendance Rules [F1-P/SP] FORM F1-Q: Application for Bureau of Vital Statistics Certificate for School Admission [F1-Q/SP] FORM F1-R: Permission for Photographs, Videotapes, and Audio Records [Form F1- R/SP] FORM F1-S: Household Income Verification Worksheet [Form F1-S/SP] References: Board Policy FD (LEGAL); FD (LOCAL); FD (EXHIBIT); FFAC (LOCAL); Texas Education Code , , , , McKinney-Vento Homeless Assistance Act (Subtitle B-Education for Homeless Children and Youth (Public Law ) Questions and More Information: Registration and Enrollment..Policies and Procedures Officer at (210) Homeless Students...Transitions Program at (210) Immunizations..Health Services Department at (210)