YAVAPAI COUNTY ADMISSION AND ENROLLMENT CHECKLIST
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1 YAVAPAI COUNTY ADMISSION AND ENROLLMENT CHECKLIST STATUTORY REQUIREMENTS Age requirements - ARS Mandatory admission ages 6-21 Preschool program for child with disabilities (ages 3-5, meets requirements of ARS ) Kindergarten (age 5 or best interest of the child) Residency ARS Child residing with family member awaiting legal guardianship Enrollment of nonresidents and homeless students - ARS , , , , , 42 USC 1143 (McKinney-Vento) Provide Notice of educational opportunities for Homeless Students Open enrollment - ARS Parent completes open enrollment application Acceptance/rejection letter to parent Presentation of Withdrawal Form from previous school (in state) - ARS Determine if student has been expelled or is in process of being expelled from another educational institution ARS If so, the school may refuse admission Reliable proof of student s birth date upon first time enrollment - ARS Written notification to parent that one of the following is required to be provided within 30 days of enrollment: Birth Certificate OR Other reliable proof of the pupil s identity and age includes: o Baptismal certificate o Social Security application o o Passport Original school registration records and an affidavit explaining inability to provide a copy of the birth certificate OR Letter from an authorized representative of an agency having custody of the pupil certifying that the student has been placed in the custody of the agency Order student s records from prior school ARS , 34 CFR (IDEA) Records must be ordered within 5 school days after transfer student is enrolled Records should be provided by prior school within 10 school days For special education students: School must promptly obtain records, including IEP and supporting documents April 2007 Page 1 of 5
2 Proof of Immunization or exemption, recording of immunizations- ARS , ARS , ARS Student suspended w/o proof of immunization or proof of exemption Homeless students have 5 calendar days to provide proof Student immunizations must be recorded on school immunization record PHLOTE Primary Home Language Other Than English - AAC R Provide Parent with Student Handbook Containing Discipline and Due Process Policies to Transfer Students at Time of Enrollment ARS Have Parent and Student (if age appropriate) signed acknowledgment of receipt Provide Parent with FERPA Annual Notification and Rights 20 USC 1232g; 34 CFR Provide Parent with Notice of Student Privacy Rights (PPRA) 20 USC 1232h Provide Parent with Notice of Disclosure to Military/Higher Education 20 USC 7908 Provide Parent with Student Notice to Parent of Right to Request Teacher Resume - ARS (A)(32) and Notice of Right to Request Teacher Qualifications 20 USC 631(h)(6)(A) (NCLB) Provide Parent with Consent for Administration of Prescription Medication (if applicable) Identification (screening for possible disabilities AAC R ) Must be completed within 45 calendar days after - Entry of each pre-k or K student - Enrollment of any student enrolling without records of screening, evaluation or progress in school - Parents notify school of concerns re: developmental/educational progress (ages 3-21) Review enrollment records of transfer students with history of special education AAC R If history of special education or poor progress, student s name to be submitted for consideration of referral for evaluation or other services. - If school has concern about student, parent must be notified within 10 school days and parent notified of follow-up procedures. Transfer IDEA students - 34 CFR FAPE must be immediately provided April 2007 Page 2 of 5
3 GOVERNING BOARD POLICIES AND ADMINISTRATIVE REGULATIONS Cover letter to parents - Explains enrollment requirements Registration Forms - Student information Family information Emergency information Education background Medical history Parent signature Reliable proof of identity and birth date Indication of prior enrollment in special programs (gifted, special education, Section 504, ELL, etc.) Student expelled or in process of being expelled from another school district Proof of residency Proof of Legal Guardianship If Parent Not Enrolling Student - _ McKinney- Vento (Homeless children) Compliance - Student residency questionnaire Immunization and Exemptions - High School Students: Transfer of Credits - Student Withdrawal Form - Assignment of Student to Classes and Grade Level - Released Time for Religious Instruction - _ Parent consent required Chronic Health Condition - Provide Student Conduct, Discipline and Due Process Rules to Transfer Students (Student Handbook) - Temporary Acceptance Letter Open Enrollment Application Process - _ April 2007 Page 3 of 5
4 Obtain Student s Educational Records From Prior School - Parent permission not required if annual FERPA notification notifies parent that school may obtain records from prior school district Requests for Educational Records: o State Withdrawal Form o Grades/Transcripts o AIMS/Terra Nova o Discipline Records o Immunizations o Hearing And Vision Screening o All Special Education Records o Section 504 Records o Cumulative Folder o Explanation Of Grading System o ELL Records DATE STAMP records upon receipt (best practice) Student Participation in Special School Programs - _ Obtain parent consent, as needed Student Academic Screening Form (Academic Progress, Communication, Hearing, Vision, Emotional, Psychomotor, Learning Styles) - Provide Parent with Food Service Program/Prices - _ Free and Reduced Lunch Application Student Late Entry Form (High Schools; Auditing Classes) - _ Parent Consent and Agreement Forms for Student Automobile Use and Parking - Participation in Athletic Activities - - Athletic and Activity Clearance (Physical and Athletic Code) - Code of Conduct - Drug testing (if applicable) Parent Consent and Agreement Forms for Extra- Curricular Activities Other Than Athletics - Parent Consent Forms for Field Trips, Emergency Evacuation and Practice, Photographing Students - Acceptable Use Agreement / Internet Access - Graduation / Promotion Criteria - _ Information Regarding School/Community Partnerships (Example: Partners for Healthy Regional Medical Center, Head Start, YMCA) - _ April 2007 Page 4 of 5
5 OTHER CONSIDERATIONS 1. What forms and notices should be published in Spanish or other languages (Title VI requirements)? 2. Does the school require a picture I.D. of the person enrolling the student? 3. Does the school require a picture ID of the student? 4. If the student s parents are divorced, will the school need a current Court Order Regarding Custody and the current Parenting Plan? 5. Does the school permit a step-parent to enroll a student? 6. What do you require from foster parents, and/or surrogate parent? 7. Do you allow the student to be released to anyone else besides the parents? 8. What procedure will be followed if the parent fails to provide reliable proof of identify and birth date after 30 calendar days? 9. What procedure will be followed if no Withdrawal Form from the student s prior school in Arizona is produced? 10. Does the school monitor the termination dates of Delegation of Parental Rights forms? (ARS ; Delegation of powers by parent or guardian) 11. What is the school s procedure if the school determines that the parent has provided false information on the registration forms? 12. Does the school immediately admit a student or does the school have a 24 hour waiting period? 13. What is the school s protocol for ensuring that the Registration Forms have been fully and properly completed? 14. What is the school s protocol for ensuring that school personnel with a need to know are notified of specific information and needs of the student (special education, Section 504, ELL, health/medical issues, homeless, etc.) 15. What is the school s protocol when a previously home-schooled student enrolls in the District? 16. What are your procedures for a student enrolling after the 100 th day count? 17. Does the school take steps to determine if the prospective student withdrew from another school with pending disciplinary action? 18. What enrollment documents should be completed only at the time of enrollment versus being updated on an annual basis? April 2007 Page 5 of 5
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