STANDARD OPERATING PROCEDURES Subtitle: Pre Kindergarten/Kindergarten Procedure: Listed below are steps for students entering Lake County schools for the first time. 1. Complete the following forms: a. Student Registration Form MIS 61D014 (3 pages) b. Student Registration Information MIS 61D015 c. Race and Ethnicity Data Collection Form MIS 61A001 d. Home Language Survey e. Student Residency Form / Family Questionnaire MIS 61D016 2. Verify student residency and zoned school (see Student Progression Plan). 3. Provide birth certificate or other acceptable documentation of birth (see Student Progression Plan). Copies of passports, visas, or immigration papers must not be placed in student educational files. 4. Verify that the parent or legal guardian is enrolling the student and will be the emergency and nonemergency contact person (obtain emergency phone numbers). If a person other than the parent or guardian will be the contact person for emergencies and non emergencies, the name(s), phone number(s), and the relationship to the child must be obtained with consent from the parent to contact the person(s) identified. 5. Obtain student information regarding any existing health condition(s). Notify the Health Educators at Student Services (352 742 6954) and/or the ESE office (352 253 6629) of any existing health condition(s) and special health requirements. Enter all health conditions in the student s basic data record on the Skyward Health Tab. 6. Provide proof of school health entry physical exam within one year prior to the student attending a Florida school. A health entry exam is acceptable from any state with the following provisions: a. The exam was completed no more than one year prior to enrollment in a Florida school. b. A licensed medical professional must provide the health exam. c. The exam form must have a physician s signature and letterhead or an official Public Health Department stamp. 1
7. Provide up to date immunizations that meet Florida immunization requirements with appropriate boosters as verified by the School Health Team. Immunization dates on a sheet of paper or a vaccine card are NOT valid according to Florida State Laws. Immunization dates are to be recorded on a Florida Certification of Immunization Form 680. The form can be obtained at your local health department or private physician s office. Pre Kindergarten (3 4 years old) 4 DTaP 1 MMR HIB (all children must have at least one after 1 st birthday) 3 Polio 1 Varicella Kindergarten 5 DTaP (The 5 th dose of DTaP is not necessary if the 4 th dose was administered at age 4 years or older) 2 MMR 4 Polio (if the fourth dose of vaccine is administered prior to the 4 th birthday, a fifth dose of polio vaccine is required for entry into kindergarten) 2 Varcilla 8. The Florida Department of Health in Lake County s School Health Team must verify student health records. The health records should be placed in the nurse s box for review. In pencil in the upper left hand corner, record the enrollment date and type of transfer (in state or out of state). When the records have been reviewed, the Health Team will mark the records Ready for Data Entry in red. The data clerk will record actual dates of immunizations, school health entry exam, and any health conditions on the Skyward Health Tab. These entries must include month/day/year. The Student Registration Form, (MIS 61D014) must be maintained at the school where it originated. Send only a copy of the original form to the transferring school if a student moves. If the enrolling student has been attending a Lake County School Pre Kindergarten Exceptional Student Education program, Lake County School Volunteer Pre Kindergarten, or Lake County School Early Intervention Program, the student will be processed as an in state transfer. Student name and number on Skyward can identify these children. This does not include children in private pre kindergarten programs. Submitted by: Kristine Landry, PhD, Director of Student Services 2
STANDARD OPERATING PROCEDURES Subtitle: Students Entering From Out of State Procedure: Listed below are steps for out of state students entering Lake County Schools. 1. Complete the following forms: a. Student Registration Form MIS 61D014 (3 pages) b. Student Registration Information MIS 61D015 c. Race and Ethnicity Data Collection Form MIS 61A001 d. Home Language Survey e. Student Residency Form / Family Questionnaire MIS 61D016 f. Health Screenings Notice for Out of State Transfer Students grades K 5 2. Verify student residency and zoned school (see Student Progression Plan). 3. Provide birth certificate or other acceptable documentation of birth (see Student Progression Plan) if the student is enrolling in school for the first time in Pre Kindergarten or Kindergarten. 4. Verify that the parent or legal guardian is enrolling student and will be the emergency and nonemergency contact person (obtain emergency and non emergency numbers.) If a person other than the parent/guardian is to be the emergency and non emergency contact person(s), the name(s), phone number(s), and relationship to the child must be obtained with consent from the parent to contact the person(s) identified. 5. Provide an up to date immunization record that meets immunization requirements for the State of Florida. Immunization dates must be on a Florida Certification of Immunization Form 680. The form can be obtained at your local health department or private physician s office. Pre Kindergarten (3 4 years) 4 DTaP 1 MMR HIB (all children must have at least one after 1 st birthday) 3 Polio 1 Varicella 7 th 9 th grade 5 DTaP (The 5 th dose of DTaP is not necessary if the 4 th dose was administered at age 4 years or older) 2 MMR 4 Polio 2 Varicella (or 2 shot Hep B Series, only for Children 11 15 yrs of age) Tdap Kindergarten 6 th grade 5 DTaP (The 5 th dose of DTaP is not necessary if the 4 th dose was administered at age 4 years or older) 2 MMR 4 Polio (Effective with the 2011 2012 school year, if the fourth dose of vaccine is administered prior to the 4 th birthday, a fifth dose of Polio vaccine is required for entry into kindergarten third grade.) (or 2 shot Hep BSeries, only for Children 11 15 yrs of age.) 2 Varicella 10 th 12 th grades 5 DTaP (The 5 th dose of DTaP is not necessary if the 4 th dose was administered at age 4 years or older) 2MMR 4 Polio 1 Varicella (Students must have a record of the above immunizations.) 3 (or 2 shot Hep B Series, only for Children 11 15 yrs of age) Tdap
6. Provide proof of school health entry physical exam completed within one year prior to enrollment in a Florida School. A school health entry exam is acceptable from any state with the following provisions: a. The exam was completed no more than one year prior to enrollment to a Florida school. b. The exam was provided by a licensed Health Professional. c. The health examination form must have a physician s signature and letterhead or an official Public Health Department stamp. Schools may accept appointment cards to receive a school entry health exam for initial entrance from out of state. 7. The Florida Department of Health in Lake County s School Health Team must verify student health records. Place health records in the nurse s box for review. Note in pencil on the upper left hand corner of the health record the date of enrollment, grade level, and type of transfer (instate or out of state). The Health Team will review the student records and note in red Ready for Data Entry. The data clerk will record actual dates of all immunizations, school health entry exam, and any health condition on the Skyward Health Tab. The entries must include month/day/year. 8. Obtain student information regarding any existing health condition(s). Notify the Health Educators at Student Services (352 742 6954) and/or the ESE office (352 253 6629) of any existing health condition(s) and special health requirements. Enter all health conditions in the student s basic data record on the Skyward Health Tab. 9. The Florida Department of Health in Lake County will provide vision screening, at a minimum, to students in kindergarten, 1 st, 3 rd and 6 th grades, in addition to students entering Florida schools for the first time in kindergarten through 5 th grades. The Florida Department of Health in Lake County will provide hearing screening, at a minimum, to students in kindergarten, 1 st, and 6 th grades, in addition to students entering Florida schools for the first time in kindergarten through 5 th grades; and optionally to students in grade 3. The Student Registration Form (MIS 61D014) must be maintained at the school where it originated. Send only a copy of the original form to the transferring school if a student moves. Submitted by: Kristine Landry, PhD, Director of Student Services 4
STANDARD OPERATING PROCEDURES Subtitle: Student Transferring Within the State of Florida Procedure: Listed below are steps for students transferring within the State of Florida. 1. Complete the following forms: a. Student Registration Form MIS 61D014 (3 pages) b. Student Registration Information MIS 61D015 c. Race and Ethnicity Data Collection Form MIS 61A001 d. Home Language Survey e. Student Residency Form / Family Questionnaire MIS 61D016 2. Verify student residency and zoned school (see Student Progression Plan). 3. Request educational and health records from the last school attended by submitting Records Release Form MIS 61A005. 4. Accept electronically transferred immunization records and health entry exam with the following provisions: a) Immunization records are up to date, have dates, and are clearly readable. b) Records meet Florida immunization requirements. c) If there are questions regarding immunization(s) information (dates, completion, etc., the student has part C or a religious exemption), obtain a hard copy of the records as soon as possible. d) Provide proof of school health entry physical exam. Immunization verification may be available through Florida Shots for students entering from another Florida District. The Student Registration Form, MIS 61D014 must be maintained at the school where it originated. Send only a copy of the original form to the transferring school if a student moves. Submitted by: Kristine Landry, PhD, Director of Student Services 5
STANDARD OPERATING PROCEDURES Subtitle: Students Re Entering a Lake County School A student who has attended a Lake County School and wishes to re enter within 120 days or less may enroll with records from the previous Lake County enrollment. Listed below are steps for students reentering Lake County Schools. 1. Complete the following forms: a. Student Registration Form MIS 61D014 (3 pages) b. Student Registration Information MIS 61D015 c. Race and Ethnicity Data Collection Form MIS 61A001 d. Home Language Survey e. Student Residency Form / Family Questionnaire MIS 61D016 2. Verify that school health entry physical exam and up to date immunizations meet State of Florida requirements. A new physical exam is not required. 3. Verify birth date. 4. Verify student residency and zoned school (see Student Progression Plan). 5. Verify that the parent or legal guardian is enrolling the student and will be the emergency and nonemergency contact person (obtain emergency and non emergency phone numbers). If a person other than the parent/guardian is to be the contact person(s), the name(s), phone number(s), and relationship to the student must be obtained with consent from the parent to contact person(s) identified. 6. Obtain student information regarding any existing health condition(s). Notify the Health Educators at Student Services (352 742 6954) and/or the ESE office (352 253 6629) of any existing health condition(s) and special health requirements. Enter all health conditions in the student s basic data record on the Skyward Health Tab. 7. The Florida Department of Health in Lake County s School Health Team must verify student health records. The health records should be placed in the nurse s box for review. In pencil in the upper lefthand corner, record the date of enrollment, grade level, and type of transfer (in state, out of state, reentry). 8. If the student has been inactive beyond the 120 day period, the student will be considered a first time enrollment. The procedure for new enrollment will be followed. The Student Registration Form, MIS 61D014 must be maintained at the school where it originated. Send only a copy of the original form to the transferring school if a student moves. Submitted by: Kristine Landry, PhD, Director of Student Services 6
Subtitle: STANDARD OPERATING PROCEDURES Enrollment of students classified as homeless Reviewed 04/25/17 Section 725 of the 2001 McKinney Vento Homeless Education Assistance Improvement Act defines a homeless individual as one who lacks a fixed, regular and adequate nighttime residence. Guidelines from the U.S. Department of Education describe the following situations in which a child or youth is considered homeless. Code for Skyward under Special Programs Tab A B D E N Definition Living in emergency or transitional shelters or abandoned in hospital. Sharing the housing of other persons due to loss of housing, economic hardship or a similar reason; doubled up. Living in cars, parks, public spaces, abandoned building, substandard housing, bus or train stations, or similar setting. Living in motel or hotel, FEMA trailer, tents, RV/Trailer park, campground, or other temporary housing. No, student is not homeless or has not been homeless this school year. Code for Skyward under Special Programs Tab D E F H M N O S T U W Causes Man Made Disaster (Major) Natural Disaster Earthquake Natural Disaster Flooding Natural Disaster Hurricane Mortgage Foreclosure Natural Disaster Other Other Lack of housing, long term poverty, unemployment, underemployment affordable health care, mental illness, domestic violence, forced eviction, etc. Natural Disaster Tropical Storm Natural Disaster Tornado Unknown Natural Disaster Wildfire of Fire Code for Skyward under Special Programs Tab N Y Z Unaccompanied Youth No, student is not homeless or unaccompanied Student is a homeless unaccompanied youth Is not applicable References: Florida Statutes Sec. 1003.01, F.S. Sec. 1003.22, F.S. According to law, children that meet the homeless definition must be given a 30 day temporary exemption for evidence of date of birth, school entry health examination, immunization against communicable diseases, and nonresident tuition fees. 7
2017 2018 School Year HOMELESS/UNACCOMPANIED YOUTH Registration and Access to Services Immediately upon identification of a student as Homeless and/or Unaccompanied Youth, the school registration staff will ensure that the student ENROLLS, without delay. o Without delay means the student is enrolled without academic, physical, or immunization records the same day the parent requests registration. ATTENDS CLASSES, without delay. Without delay means the student is in school in appropriately scheduled academic and elective classes with school supplies and materials the day of registration/enrollment. RECEIVES FREE SCHOOL SUPPLIES o Arranged by the Homeless Liaison and/or school Social Worker. RECEIVES FREE MEALS o Students identified as Homeless and/or Unaccompanied Youth receive free meals from the date of enrollment through the end of the school year. o Students identified as Homeless and/or Unaccompanied Youth are not required to complete the Free Meals Application. o The student name and a check in the Homeless box are all that are required on the Free Meals Application for Homeless and/or Unaccompanied Youth. o The school Homeless Liaison will: check Homeless box on the Free Meals Application, if not already marked, sign & date the application and write HOMELESS LIAISON under the signature, make a copy of the application, FAX the application to Beth Baldwin, Food Service, (253 6801), Jack Rabbit the original application to Beth Baldwin, Food Service, hand deliver the application copy to school Food Service Manager who will note the student s name, issue a LUNCH PASS give the LUNCH PASS to the student. RECEIVES SUPPLEMENTAL SERVICES o Supplemental services, comparable to those offered to non homeless students, must be made available. RECEIVES TRANSPORTATION o Transportation to the school of origin may be provided by Transportation Dept. when requested or in the best interest of the student. 8
Subtitle: Military Children (s. 1000.36, F.S.) Procedure: The Interstate Compact on Educational Opportunity for Military Children removes barriers to educational success imposed on children of military families due to frequent moves and deployment of their parents. 1. The enrolling school will: a. Facilitate timely enrollment. b. Facilitate student placement. c. Facilitate qualification and eligibility for enrollment in educational programs, extracurricular athletics, and social activities. d. Facilitate on time graduation. e. Allow the student additional excused absences to visit with a parent or immediate family member who is home on leave and has been deployed out of the state or country. f. Promote flexibility and cooperation between the educational system, parents, and students. g. Provide for the uniform collection and sharing of information between states. h. When questions arise, the Superintendent, or designee, will make final determinations. 2. For students considered a dependent of a member of the United States Armed Forces entering a public school at the grade 12 level from out of state or from a foreign country, exit or end of course exams required for graduation from the sending state; national norm referenced achievement tests from the sending state; or alternative testing from the sending state; or concordant scores on the ACT or SAT shall be accepted in lieu of FCAT testing requirements for Lake County Schools high school graduation. 3. If a military student transfers at the beginning of or during his or her senior year and is not eligible to graduate from Lake County Schools high school after all alternatives have been considered, the receiving and sending schools must ensure that the student receives a high school diploma from the sending school, if the student meets the graduation requirements of the sending school agency. 4. ELIGIBILITY. (s. 1000.36, F.S. Article VI) A. When considering the eligibility of a child for enrolling in a school: 1. A special power of attorney relative to the guardianship of a child of a military family and executed under applicable law is sufficient for the purposes of enrolling the child in school and for all other actions requiring parental participation and consent. 2. A local education agency is prohibited from charging local tuition to a transitioning military child placed in the care of a noncustodial parent or other person standing in loco parentis who lives in a school s jurisdiction different from that of the custodial parent. 3. A transitioning military child, placed in the care of a noncustodial parent or other person standing in loco parentis who lives in a school s jurisdiction different from that of the custodial parent, may continue to attend the school in which he or she was enrolled while residing with the custodial parent. B. State and local education agencies must facilitate the opportunity for transitioning military children s inclusion in extracurricular activities, regardless of application deadlines, to the extent they are otherwise qualified. 9