ABINGTON SCHOOL DISTRICT ABINGTON, PENNSYLVANIA REGARDING: PROCEDURES FOR REGISTERING STUDENTS NEW TO ABINGTON SCHOOL DISTRICT

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1 ABINGTON SCHOOL DISTRICT ABINGTON, PENNSYLVANIA SUPERINTENDENT S ADMINISTRATIVE PROCEDURE REGARDING: Registration Procedures Section: Students Effective Date: April, 2006 Reissued: 11/07, 8/26/08, 9/14/09, 8/22/11, 1/14/13, 8/21/15, 5/9/17 See Also: Related Board Policy; School Code: Section 1302, 1304-A; Board Policy and SAP Re: Non-Resident Students PROCEDURES FOR REGISTERING STUDENTS NEW TO ABINGTON SCHOOL DISTRICT 1. Registration of students to the Abington School District who do not have an IEP will occur at the student s home school. 2. Registration of students new to Abington School District who are in need of special education and have an IEP will occur in the Department of Pupil Service/Special Education, Administration Building, 970 Highland Avenue, Abington, PA The Student s home school and the Department of Pupil Service/Special Education shall refer special enrollment considerations to the Board Secretary in the Central Administration Building. 4. Parents/guardians must accompany the student(s) at time of registration, unless they are an emancipated minor or homeless youth, as described below. 5. All students new to the District must go through the registration process even if other students in the household currently are registered as District students. 6. The following items must be presented or completed at registration and the items should be copied and attached to the registration materials. Any questions should be directed to the Director of Pupil Services or the Board Secretary: Proof of the Child s Age - Acceptable documentation includes one of the following: birth certificate; religious or cultural naming certificate or record of ceremony; copy of the record of baptism - notarized or duly certified and showing the date of birth; notarized statement from the parents or other relative indicating the date of birth; a valid passport; a prior school record indicating the date of birth.

2 Three (3) Visible Documents Establishing Residency in Abington School District Must be any one (1) of the following documents in the parent's or guardian's name (copy or original): legal deed of home ownership lease to rent settlement papers building agreement property tax receipt mortgage coupon payment book at least two (2) of the following valid, unexpired documents in the parent s or guardian s name: Driver's License Current IRS Statement or other wage and tax statements e.g., W2, 1040, 1099 Current Employer Pay Stub Current Bank Statement Current Billing Statement (i.e. credit card) Vehicle Registration Welfare Card Health Insurance Card Current Utility Bill Certified Statement of District Residency (Attachment 1) The District staff and administration will rely on the information provided above as proof of residency to determine whether the student is entitled to free school privileges in the District. Providing false, misleading, or inaccurate information is a crime. The District administration may refer any cases it suspects are false, misleading, or inaccurate to the police for criminal investigation and prosecution. Immunization Required by Law Acceptable documentation includes: student s immunization record, written statement from prior school district or a medical office that the required immunizations have been administered or that a required series is being administered, or verbal assurances from the former school district or a medical office that the required immunizations have been done with records to be sent. Section 1304-A Sworn Statement Attesting to whether the student has been or is suspended or expelled for offenses involving (see Attachment 2) weapons, alcohol, drugs, infliction of injury, or violence on school property must be provided for a student to be admitted to any school entity. A school district may not deny or delay a child s school enrollment based on the

3 information contained in a disciplinary record or sworn statement. However, if a student is currently expelled for a weapons offense, the District can provide the student with alternative education services during the expulsion. If a student has been expelled from the previous district for reasons other than a weapons offense, the District will review the student s prior performance and school record to determine the services and supports that will be provided upon enrollment in the District. Home Language Survey (Attachment 3) All students seeking first time enrollment in a school shall be given a Home Language Survey in accordance with requirements of the United States Department of Education s Office for Civil Rights. Enrollment of the student may not be delayed in order to administer the Home Language Survey. Additional documentation - the following documents will also be requested: Picture identification Health or physical examination records Academic records Attendance records Individualized Education Program Special education record Completed physical examination Completed registration form (See Attachment No. 4) Provided that the required enrollment documentation described herein is provided, the student will be permitted to attend school within five (5) business days of the receipt of the required documentation. Requests For Student Records Upon enrollment of a student, school staff will contact the student s prior school for a copy of the student s educational records. The prior district, if within Pennsylvania, is required to forward the records within ten (10) business days of the date of request. When a student transfers from a Pennsylvania school entity, school staff will contact the sending school for a certified copy of the student s disciplinary record. The prior district is required to forward the certified copy within ten (10) days from receipt of the request. Health records must be transferred from all public and private schools, upon the request of the building principal or designee. Students Enrolling Without Prior School Records If a student is presented for enrollment without prior school records or if a private school withholds an enrolling student s records, the building principal may seek and accept information for a student placement that appears reliable as proof of successfully

4 completed coursework, such as report cards and sworn affidavits of previous school teachers. If reliable information cannot be obtained, the building principal, in consultation with the appropriate teacher(s), will promptly evaluate the student and determine the appropriate grade and/or courses for that student. The evaluation will consist of an interview and demonstration of the degree to which the student has achieved the academic standards established by the School Board for District students. The student and parent/guardian will be informed in writing of the results of the evaluation and the student s placement. Change Of Address When a student or parent/guardian or other qualified adult notifies the school of a change of address within the District s boundaries, the parent/guardian must do the following: Complete a new student registration form. Renew proof of residency documentation by providing proof of residency to the child s school. The school staff will note the documentation accepted as proof of residency on the registration form and will retain a copy of the documents provided. Required Annual Residency Renewal and Residency Verification Residency documentation must be reviewed annually for all students by the following procedures: Parents/Guardians who live and own a home are verified by property tax records and documentation stating that residency is maintained in the Abington School District Other situations including: leases, affidavits, etc., are referred to the Board Secretary for annual review and verification The District administration will verify student residency through any legal means necessary. The District will move toward disenrollment of a student if the renewal process is not completed prior to the start of the next school year. Enrollment Complaints When a dispute arises regarding enrollment of a student, the individual attempting to enroll the student may file a complaint by mail, , or telephone with the Superintendent or designee. The individual or the District may send written follow-up to the Department of Pupil Service/Special Education.

5 STUDENT CLASSIFICATIONS FOR ENROLLMENT Resident Students/Court Order/Custody Agreement A parent/guardian must submit documentation to demonstrate their school-age student is entitled to be enrolled in the schools of the District where his/her parent(s) or legal guardian resides. When parents reside in different school districts due to separation, divorce or other reasons, the student can only be enrolled in the district of the parent with whom the student lives for the majority of time, unless a court order or court-approved custody agreement specifies otherwise. If parents/guardians share joint physical custody and the student s time is evenly divided between the parents/guardians, the parents/guardians can choose which of the two (2) school districts the student will attend for the school year. The parent/guardian must show proof to the District that there is joint physical custody and that the student s time is evenly divided. Absent proof, the assumption will be that the student does not reside in the District and the student will not be considered a resident. If a parent enrolling a student is relying on a court order or custody agreement as the basis for enrollment, school staff will require the parent to provide a copy of the order or agreement. Student/Families With Limited English Proficiency The District will provide translation and interpretation services to the extent needed to help a family with limited English proficiency to understand the enrollment process. School staff will promptly enroll the student, upon submission of required documents. School staff will not request social security numbers or immigration status information. Pre-Adoptive/Adoptive Students A student living with pre-adoptive parents who receive adoption assistance subsidies or payments is entitled to attend school in the District in which the pre-adoptive parents reside. A student living with adoptive parents is entitled to attend school in the District in which the adoptive parents reside. School staff will enroll a student living with adoptive parents or pre-adoptive parents who reside in the District, upon submission of required documents. Students Living In Institutions If the District hosts a children s detention home, drug and alcohol treatment center, or similar facility, the District is required to provide an education and special education, when appropriate, to nonresident students placed in the institution.

6 Students placed in a children s institution have the right to attend District schools if appropriate for the student, upon submission of required documents. Emancipated Minors An emancipated minor is a student under the age of 21 who has established a residence apart from the continued control and support of parents or guardians or who is living with a spouse. The school district in which this student is living is his or her resident school district, and the student may enroll without any additional assistance from an adult, upon submission of required documents. Homeless Students Enrollment of Homeless Students shall be in accordance with the Board Policy and Superintendent s Administrative Procedure titled Homeless Students. Children Of Military Personnel When a student is a child of a Pennsylvania resident who is deployed by the military and the student is living for that time with relatives or family friends residing in the District, the student is entitled to attend District schools, upon submission of required documents. School staff will presume the District resident is supporting the student gratis, without personal compensation or gain. Foreign Students The District s Policy regarding enrollment of foreign exchange students shall be in accordance with Board Policy and the Superintendent s Administrative Procedure titled Foreign Travel and Exchange Students. Students Returning From Delinquency Placements When a student returns to the District from a delinquency placement, school staff cannot automatically place the student in an alternative education program just because s/he had been adjudicated delinquent. A student returning from a delinquency placement is entitled to an informal hearing prior to being placed in an alternative education program. The purpose of the hearing is to determine if the student is currently fit to return to the regular classroom or if s/he meets the definition of a disruptive student. Factors the District will consider include: If the incident causing the adjudication occurred at school or a schoolsponsored event Student s behavior in the placement Recommendations of teachers and adults, such as the juvenile probation officers who have worked with the student

7 Other Students As Required By Law The District will enroll other students as required by law. When a student requests enrollment that does not otherwise fit into the categories defined above, the case will be reviewed by the Board Secretary to determine whether the student meets the legal requirements to entitle the student to free school privileges in the District. The Board Secretary may request additional information from the family in order to make the determination. RECOMMENDED PROCEDURES RELATING TO STUDENTS PREVIOUSLY ENROLLED WHERE LEGAL RESIDENCE AND/OR ADULT RESPONSIBILITY IS QUESTIONED In any case where it is suspected that the child's parents/guardians are not legal residents of Abington School District, the school principal must notify the Coordinator of Safety and Student Attendance and provide all pertinent information. The Coordinator will conduct an investigation, in accordance with the procedures outlined in more detail in Board Policy and the Superintendent s Administrative Procedure titled Non-Resident Students, and report the findings to the principal. If the investigation determines possible illegal residency, this will be referred to the Assistant Superintendent. The Assistant Superintendent will review the case and make a recommendation to the Superintendent. If the recommendation is that the student is an ineligible non-resident, the Assistant Superintendent will make all provisions to provide due process to the parents/guardians on behalf of the student, in accordance with Board Policy and the Superintendent s Administrative Procedure titled Non-Resident Students. REVIEW OF ENROLLMENT DOCUMENTATION The District reserves the right to verify by any legal means necessary that each student attending school in the District is entitled to free school privileges. The District reserves its right to verify all enrollment documentation, to communicate with students regarding their enrollment, to conduct personal surveillance, and to use all legally obtained information available to the District to cross reference enrollment documents provided by the student s parent, guardian or other qualified adult. In addition, an annual review will be initiated by the building principal regarding the current status of any student whose documentation of residency has expired or is otherwise questionable. The Administration will refer all cases where there is thought to be criminal implications, such as unsworn falsification to authorities or theft of services to the police for further investigation. ROLE AND FUNCTION OF ADMINISTRATIVE STAFF This section is intended only to guide the role and function of administrative staff regarding enrollment issues and is not to be considered the primary job description of the employees mentioned below. Board Secretary: To assist a student who has been referred from the school due to issues

8 of custody, guardianship, or legal documentation of residency not otherwise specified in this SAP. To complete all necessary paperwork and determine validity of paperwork provided. To initiate withdrawal of non-resident students. Coordinator of Safety and Student Attendance: To investigate questionable documentation or reports received regarding suspicious student registrations. The Attendance Office will document all surveillance of alleged residency violators and testify at residency hearings. An additional role is to assist in the review of the validity of residency documentation. Child Accounting Office: To ensure that all registered students (including those on affidavits and those placed through foster care agencies) are reflected properly in the computerized files. Home and School Visitor: To assist in the validation of a non-resident child placed in the home of a resident by a court or other agency. An additional role is to assist in the review of the validity of residency documentation and assist the Attendance Office. Principals: A principal should encourage staff to look for signs that a student may be an ineligible non-resident student and to report any information that may be questionable, such as address or transportation changes, etc. The principal will refer to the Attendance Officer any questions or concerns. The principal will assist the Attendance Office with the annual review of all students whose residency documentation has expired. School Administrative Assistant: To verify proof of residency at the time of registration and refer situations to the Board Secretary, building principal or Coordinator of Support Services as defined in these procedures to determine whether the student meets the legal requirements to entitle the student to free school privileges in the District. Special Education Administrative Assistant: The special education administrative assistant should verify proof of residency for students in special education or students placed in institutions and/or agencies and refer situations to the Board Secretary, building principal or Coordinator of Support Services as defined in these procedures to determine whether the student meets the legal requirements to entitle the student to free school privileges in the District. Attachment(s)

9 Attachment No. 1 ABINGTON SCHOOL DISTRICT ABINGTON, PENNSYLVANIA STATEMENT OF DISTRICT RESIDENCY The Abington School District ( District ) is proud to offer a high quality public education to our residents. The District also has a very active residency verification program to protect our community resources. This program can include, but is not limited to, complete documentation verification, investigation by District personnel, independent investigation by law enforcement officials, and surveillance, as detailed further in Board Policy and the Superintendent s Administrative Procedure titled Non-Resident Students. Consistent with Board Policy and the Superintendent s Administrative Procedure titled Non-Resident Students, it is the intent of the District to prosecute to the fullest extent of the law, any individual furnishing false information in the accompanying registration forms for the purpose of enrolling non-resident students. The penalties for providing false information are as follows, in accordance with Public School Code, section 1302 (24 P.S. 1302(a)): Immediate removal from school after notice and an opportunity to appeal A criminal penalty of a fine of up to $300 and/or up to 240 hours of community service Any individuals involved in filing the false statement will be liable for tuition during the period of enrollment. If the student registered is found to be a non-resident, any individual participating in providing false registration materials will be financially responsible for all tuition costs. I certify that I have read and understand the above notice. Additionally, I agree to pay the District its full tuition cost if the student enrolled is found to be a non-resident. Signature Date Cross Reference: Board Policy and Superintendent s Administrative Procedure Non-Resident Students

10 Attachment No. 2 PARENTAL REGISTRATION SWORN STATEMENT Student Name Date of Birth Grade Parent or Guardian Name Address Telephone Number Pennsylvania School Code A states in part Prior to admission to any school entity, the parent, guardian or other person having control or charge of a student shall, upon registration provide a sworn statement or affirmation stating whether the pupil was previously or is presently suspended or expelled from any public or private school of this Commonwealth or any other state for an action of offense involving a weapon, alcohol or drugs, or for the willful infliction of injury to another person or for any act of violence committed on school property. Please complete the following: I hereby swear or affirm that my child was was not previously suspended or expelled or is is not presently suspended or expelled from any public or private school of this Commonwealth or any other state for an act or offense involving weapons, alcohol or drugs, or for the willful infliction of injury to another person or for any act of violence committed on school property. I make this statement subject to the penalties of 24 P.S A(b) and 18 Pa. C.S.A. 4904, relating to unsworn falsification to authorities, and the facts contained herein are true and correct to the best of my knowledge, information and belief. If this student has been or is presently suspended or expelled from another school, please complete: Name of the school form which student was suspended or expelled: Dates of suspension or expulsion: (Please provide additional schools and dates of expulsion or suspension on back of this sheet.) Reason for suspension/expulsion (optional): (Signature of Parent or Guardian) (Date) Any willful false statement made above shall be a misdemeanor of the third degree. This form shall be maintained as part of the student s disciplinary record.

11 Attachment No. 3 Assigned Building ABINGTON SCHOOL DISTRICT HOME LANGUAGE SURVEY* The Office of Civil Rights (OCR) requires that school districts/charter schools/full day AVTS identify limited English proficient (LEP) students in order to provide appropriate language instructional programs for them. Pennsylvania has selected the Home Language Survey as the method for the identification. Name of Child: Address: Date: Grade: 1. What is/was the student s first language? 2. Does the student speak a language(s) other than English? Yes No (Do not include languages learned in school.) If yes, specify the language(s): 3. What language(s) is/are spoken in your home? 4. Has the student attended any United States school in any 3 years during his/her lifetime? Yes No If yes, complete the following: Name of School State Dates Attended Person completing this form (if other than parent/guardian): Parent/Guardian signature: *The school district/charter school/full day AVTS has the responsibility under the federal law to serve students who are limited English proficient and need English instructional services. Given this responsibility, the school district/charter school/full day AVTS has the right to ask for the information it needs to identify English Language Learners (ELLs). As part of the responsibility to locate and identify ELLs, the school district/charter school/full day AVTS may conduct screenings or ask for related information about students who are already enrolled in the school as well as from students who enroll in the school district/charter school/full day AVTS in the future. Notice to Registrar: If #1, #2, and #3 are English, place this survey in the student s cumulative record file; if not, route to: Elementary Student: Send the original to the principal and a copy to the Supervisor of Curriculum and Instruction Junior High or Senior High Student: Send the original to the principal, a copy to the guidance counselor, and a copy to the Supervisor of Curriculum and Instruction

12 ABINGTON SCHOOL DISTRICT STUDENT REGISTRATION FORM STUDENT INFORMATION School: Entry Code/Date: Attachment No. 4 Student ID # Grade: Grade 9 Entry Date: Students Full Legal Name: Proof of Age: (Last, First, Middle) Date of Birth: City/State of Birth: Country of Birth: Gender (Check One): Male Female Proof of Residency: Ethnicity (Check One): Hispanic/Latino Not Hispanic/Latino Race (Check one or more, regardless of ethnicity): American Indian or Alaskan Native Native Hawaiian or Other Pacific Islander White Asian Black or African American ADDRESS INFORMATION Street Address: Apt. #: City/State: Zip Code: Home Phone #: Type of Residence (circle all that pertain): Date Moved In: House / Apartment / Owned / Rented PREVIOUS SCHOOLS ATTENDED (list additional schools on back of form) School Name: Grade: Date Last Attended: Address: Phone #: Indicate the date your child first attended a school in the United States: Indicate the date your child first attended a school in Pennsylvania: PARENT/GUARDIAN INFORMATION Student resides with: Both Parents / Mother / Father / Foster / Guardians / Other: (mm-dd-yyyy) (mm-dd-yyyy) Name: Cell Phone #: Employer: Occupation: Work Phone #: Marital Status: (circle one) (circle one) Father / Guardian / Step / Foster Married / Single / Divorced / Widower / Separated / Other (circle one) Mother / Guardian / Step / Foster Married / Single / Divorced / Widower / Separated / Other PARENT/GUARDIAN NOT LIVING WITH STUDENT: Parent/Guardian Name: Is there a custody order? (circle one) YES / NO (Attach if order serves as basis for enrollment) Parent/Guardian Address: (Street, City, State, Zip Code)

13 OVER SIBLING/ADDITIONAL RESIDENT INFORMATION List children of the above family (oldest first) and additional residents at this address who are not listed above as parents/guardians: Name Date of Birth School Grade Relationship Sex I will notify the Principal of any changes or additions as they occur. I understand this information will be used in the educational interests of my child. (Signature of Parent/Guardian) (Date) PREVIOUS SCHOOLS ATTENDED (continued) School Name: Grade: Date Last Attended: Address: Phone #: School Name: Grade: Date Last Attended: Address: Phone #: School Name: Grade: Date Last Attended: Address: Phone #: For Office Use Only: Homeowner: Lease: Verified: Affidavit: Verified: Registration Complete Date: Verification Letter Sent: Date: Registration Incomplete: Reason: Date: