ADMISSION AND REGISTRATION OF STUDENTS

Administrative ADMISSION AND REGISTRATION OF STUDENTS Responsibility: Legal References: Related References: Coordinating Superintendent, Business Services & Treasurer of the Board Education Act Part II Student Attendance Education Act Section 33(5) - Evidence as Right to Attend FS-19-H Student Registration Form IS-16-H2 Supplemental Student Registration Form to Online Registration IS-04-DD-1 Student on Tax Exempt Land FS-18-01 Proof of Date of Birth FS-18-02 Delegation of Signing Authority Administrative Procedure 1010 - Junior & Senior Kindergarten Registration Administrative Procedure 1030 - Boundary Requests Elementary Schools Administrative Procedure 1040 - Boundary Requests Secondary Schools. Administrative Procedure 1050 - Ontario Student Records (OSRs) Administrative Procedure 1470 - Anaphylactic Management Plan; Administrative Procedure 4280 - Admission of Out-of-District and Non-Resident Students Administrative Procedure 4300 - Admission of Foreign Born Students; Administrative Procedure 4350 - Enrolment Reporting Administrative Procedure 4810 - Board Required Pupil Data in Trillium IS-16-H2 Supplemental Student Registration Form to Online Registration Reviewed: Revisions: January 18, 2016 1. Preamble 1.1 The procedures that follow provide guidelines and expectations regarding compulsory school attendance, and outline details for both elementary and secondary resident students. The procedures for the admission of elementary and secondary students residing on tax-exempt land, registration and admission procedures, office procedures and school records regarding admission and registration, and guidelines regarding grade placements are also provided. Guidelines regarding the admission of non-resident students who become resident students, First Nation and Inuit students and wards of Family and Children s Services and Crown wards are also included. 2. Compulsory School Attendance 1.1. Every child who has attained the age of six years on or before the first school day in September in any year shall attend an elementary or secondary school on every school day from the first school day in September in that year until s/he attains the age of eighteen years. 1.2. Every child who attains the age of six years after the first school day in September in any year shall attend an elementary or secondary school on every school day from the first school day in September in the next succeeding year until the last school day in June in the year in which s/he attains the age of eighteen years. 3. Resident Pupil Elementary 3.1. Subject to Section 2.1 and 2.2 above, a pupil is a resident for elementary school purposes if: January 2016 Page 1 of 5

3.1.1. the person resides in Waterloo Region 3.1.2. the person is admitted under Section 35 of the Education Act, Resident pupil s right to attend more accessible elementary school, (See AP4280 Admission of Out-of-District and Non-Resident Students). Secondary 3.2. Subject to Section 2.1 and 2.2 above, a pupil is a resident for secondary school purposes if: 3.2.1. the person and the person s parent or guardian reside in the secondary school district; 3.2.2. the person is 16 or 17 years of age, has withdrawn from parental control and resides in the secondary school district; 3.2.3. the person is at least 18 years of age and resides in the secondary school district 3.2.4. the person is admitted under Section 39 of the Education Act, Resident pupil s right to attend secondary school in another district or zone, (see AP4280 - Admission of Outof-District and Non-Resident Students). 3.3. The board of the secondary school that the adult pupil attends may charge a fee calculated in accordance with the regulations where the student: 3.3.1. has completed elementary school and; 3.3.2. has attended one or more secondary schools for a total of seven or more years. 4. Procedures for Admission of Elementary and Secondary School Students Residing on Tax- Exempt Land 4.1. The following is the process for completing the IS-04-DD-1 Student on Tax Exempt Land form. This form must be completed for students who are residing on tax-exempt land, known as University of Waterloo Married Students Residences. The addresses include: 200 University Avenue 196 Westmount Road N. and 350 Columbia St. W, units101-401 (effective Jan. 1/04) NOTE: The University of Waterloo is aware the Board is charging tuition fees for students who reside on tax-exempt land and make reference to this in their publications/forms to the parents of these students prior to entering into leasing arrangements. 4.1.1. On registration at the school, the parent/guardian will submit to the school the payment of tuition fees to a maximum amount of $400 per family. Payment of these fees may be made by cash, cheque (for the full amount) or ten post-dated cheques, dated the first of each month and made payable to the Waterloo Region District School Board. Fees for Junior and Senior Kindergarten students are to be collected upon the registration of the child. 4.1.2. If payment is not received upon registration, the parent/guardian must complete and sign the Promissory Note (IS-04-DD-1 Student on Tax Exempt Land) 4.1.3. The school principal or designate is responsible for ensuring that this form is filled in correctly, signed and dated, before giving the parent/guardian a copy. 4.1.4. After completion of the form, schools are required to forward the form and payment to Financial Services. Ensure that the parent/guardian has a copy of the IS-08-DD form to enable them to produce this information to another school when registering other siblings in the same family. This will alert the other school that tuition fees have already been requested with the initial registration. 4.1.5. Financial Services will issue invoices to the parent/guardian when payments have not been received by September 30 th of the current school year. 4.1.6. Students returning to school the following school year will be tracked by Financial Services. A letter requesting payment will be mailed to the parent/guardian in June requesting payment of tuition fees for the new school year. This payment is to be submitted directly to Financial Services by no later than August 31 st. NOTE: Schools only collect fees for the initial registration. 4.1.7. Student transfers within the Board are to be tracked by Financial Services. 4.1.8. Financial Services will refund fees if a student is withdrawn, or changes their address. January 2016 Page 2 of 5

5. Registration and Admission Procedures School staff who have a role in the student admission process are expected to have a thorough understanding of the following procedures: 5.1. Student Registration The parent/guardian must complete a registration - either online or in hard copy. If an online registration is completed, the school is required to have the parent complete and sign the Supplemental Registration Form (IS-16-H2). If a parent/guardian completes a hard copy of the Student Registration Form (FS-19-H) they must sign the bottom of page 2. All registration forms must include the date of admission, along with the Principal s signature authorizing admission. If the Principal delegates this authority using Form FS-18-02, the form must be on file, for audit purposes, designating authority to the staff member (secretary). 5.2. Proof of Birth At the time of registration, the parent/guardian must provide proof of birth with one of the following documents. 5.2.1. Canadian Birth Certificate 5.2.2. Canadian Passport 5.2.3. Canadian Citizenship Card 5.2.4. Confirmation of Permanent Residence Form (must be verified with a passport) 5.2.5. Permanent Resident Card (copy both sides) school 5.2.6. Indian Status Card 5.2.7. Letter of Admission issued by the International Admissions and Enrolment Analyst, Financial Services 5.2.8. Statement of Live Birth from the hospital the child was born (ie. Receipt for payment) 5.2.9. Signed and completed Form FS-18-01, Proof of Date of Birth Schools may wish to direct parents to the following web link, where they can apply for an Ontario birth certificate- https://www.orgforms.gov.on.ca/ibr/start.do It is the Board s policy that proof of birth documentation should not be photocopied. Rather school staff will verify the date of birth on the registration form matches the document provided. Please note that Ontario Ministry of Health cards do not qualify as proof of birth. 5.3. Resident/Immigration Status Schools are required to check and verify if the pupil enrolling is a Canadian citizen, permanent resident, or foreign-born student and admit accordingly (see AP4300 - Admission of Foreign Born Students). Schools are required to verify if the student resides on tax-exempt property. (see above) 5.4. School Boundaries Schools are responsible for verifying if the pupil's parent(s) or guardian(s) reside within the school boundaries. In case of eighteen-year-old students, check to see if his/her residence is within the boundaries. 5.4.1. Parent/ Guardian must provide proof of address at the time of registration may use utility, credit card, or other billing statement that includes the eligible name and address. 5.4.2. If the student does not reside within the boundary, refer to the process outlined in AP1030 - Boundary Requests Elementary Schools, or AP1040 - Boundary Requests Secondary Schools. Special Education Students For the admission of students to Special Education classes, including English as a Second Language (ESL) classes, and for the admission of students from group homes, see Sections 6 and 7. 5.5. Complete Registration Form 5.5.1. Elementary (FS-19-H Student Registration) January 2016 Page 3 of 5

See AP4810 Board Required Pupil Data in Trillium for Board required pupil data in Trillium; Original to be retained at school, with communication to teacher that the student has been registered. 5.6. Student Health Information 5.6.1. Health information is documented on the registration form. 5.6.2. If a child is anaphylaxis (allergic shock), the parent should complete forms IS-05-B, IS- 05-HH, IS-06-H-2 (See AP1470 Anaphylactic Management Plan). 5.7. Arrange School Orientation for Pupil and provide Parents/ Guardian with September Home Package, which can be accessed at: http://eguide.wrdsb.ca/on-going-tasks/september-homepackage/#. 6. Office Procedures and School Records 6.1. Admissions 6.1.1. Enter the student s demographic information into Trillium and activate the student on the Register of Daily Attendance in accordance with Ministry Guidelines. 6.1.2. Inform appropriate staff members. 6.1.3. For students that have previously attended school, within or outside Ontario, a request for the Student Record must be made at the time of registration. Refer to AP1050 - Ontario Student Records (OSR) for specific information on how to make a request for the Student Record. 6.1.4. For new registrants, an OSR file must be created. (Refer to AP1050 - Ontario Student Records for information on the creation of an OSR.) 6.1.5. Add the student s name to master admissions list (information for statistical reports). 6.1.6. Enter the pupil s board-required registration data into Trillium by the end of the first week in October (for registrants entering at the start of the school year) or within 2 weeks (for registrants entering in October-June). (Refer to AP4810 Board Required Pupil Data in Trillium for a list of the required data that must be entered into Trillium.) 6.2. Transfers/Retirements 6.2.1. Inform appropriate staff member(s). 6.2.2. The transfer or retirement date entered into Trillium must be the day immediately following the last day of attendance. 7. Placement Note: if the student is transferring to another school within the board, and the transfer occurs over an OnSIS count date, Oct 31 or March 31, the transfer date will be deemed to be the day immediately following the count date. Refer to the appropriate Ministry Guidelines for more information. 6.2.3. Add name to master/transfer retirement list (information for statistical reports). 6.2.4. Complete Ontario School Record (see AP1050 - Ontario Student Records): Section B; Collate Progress Report(s), if necessary, and place into folder. Note: If a pupil has been at school for six weeks or more, a Progress Report is to be filed at transfer or retirement. Complete Student Record of Accumulated Instruction in French as a Second Language, if applicable, and place into folder. 6.2.5. Send OSR to receiving school, upon request, if a transfer, or file in dead file if a retirement. 6.2.6. Enter the pupil s withdrawal data into Trillium (refer to AP4350 - Enrolment Reporting for further details). 7.1. Normally, children will be placed either in the grade or at the subject level to which they were last promoted, or where they were placed at the previous school. (Also refer to AP1010 - Junior and Senior Kindergarten Registration.) 7.2. Where the principal is not satisfied that a pupil is competent to undertake the work of the grade or subject to which application has been made, the pupil may be placed at a level which is January 2016 Page 4 of 5

deemed by the principal to be more appropriate. In such cases, the principal must discuss the matter with the parents in advance and inform them when a change is made. 7.3. In group homes or institutions where there is an Educational Program, that classroom will be considered the home school for the pupil and the pupil will be placed through the completion of the standard registration form. If there is not an Educational Program in the group home, the pupil will be presented by the parent/guardian to the appropriate community school for enrolment. 7.4. Arrangements for the admission and placement of special class students are made through the principal in concert with Special Education personnel (AP1010 Junior and Senior Kindergarten Registration). 7.5. ESL students should usually be placed with their age level students. 8. Non-Resident Pupil becomes Resident Pupil 8.1. Foreign Students 8.1.1. A student from a foreign country who has attained, or whose parents have attained permanent residence status are admitted as a pupil of the board- (AP4300 Admission of Foreign Born Students). 9. Non-Resident First Nation and Inuit Students 9.1. First Nation and Inuit students whose permanent residence is on-reserve are subject to tuition fees under the Education Act. Students with a permanent residence on-reserve should be directed to the International Admissions and Enrolment Analyst for registration. 10. Wards of Family and Children s Services and Crown Wards 10.1. All students who are wards of Family and Children's Services and Crown wards are entered as pupils of the board in the Enrolment Register. 10.2. When a ward is registered, the principal should make a copy of the wardship letter and keep it in the OSR documentation file. January 2016 Page 5 of 5