2011-2012 Registration Procedures Principals’ Workshop

1. 2011-2012 Registration ProceduresPrincipals’ Workshop Presented by: Connie Vela Director of Student Services Carlos Rios, Executive Director of Compliance & Accountability

2. 2011-2012 Student Registration Schedule High Schools, Middle School, Elementary Schools August 12, 15, 16, 18, 19 8:30 am – 12:00 pm 1:00 pm – 4:30 pm Announce Dates in your Marquee

3. REGISTRATION PROCEDURES – HIGH SCHOOL BEST PRACTICES • (Sectionize GYM/CAFETERIA with labeled tables the day before) Staff members need to be at their post before registration begins. • Students must fill out the registration packet before registering.  • Packets should be available to students at the beginning of August.  • Students begin registration process with an Administrator. (1 or 2) • Administrator verifies residency using utility bill or other approved documentation • Administrator checks that all forms are completely filled out. • Students go to nurse's station for clearance. • Students go to the registrar/clerks to check registration forms. • Registrar makes any address and phone number changes in the system. • Students go to the bookroom clerk for clearance. • Students are ready to pick up their schedule with the attendance clerks.  • If schedule is incorrect or not available, students are directed to the counselor's table. • NEW STUDENTS NEED TO BE ACCOMPANIED BY PARENT IF UNDER THE AGE OF 18.

4. Middle SCHOOL BEST PRACTICES ******* PARENT MUST ACCOMPANY STUDENT AT REGISTRATION (Sectionize GYM/CAFETERIA with labeled tables) Staff members need to be at their post before registration begins. • Students must fill out the registration packet before registering.  Packets should be available to students beginning in August.  • Issue out numbers when students show a complete packet. • Students begin registration process with an Administrator. (1 or 2) Administrator verifies residency using utility bill or other approved documentation Administrator checks that all forms are completely filled out. • Students go to nurse's station for clearance. If not cleared, process stops. • Students go to the clerks to check for complete registration forms and copies. • Registrar makes any address and/or phone number changes in the system. • Students are ready to pick up schedule with counselors. 

5. ELEMENTARYSCHOOL BEST PRACTICES ****PARENT MUST ACCOMPANY STUDENT AT REGISTRATION (Sectionize GYM/CAFETERIA with labeled tables) Staff members need to be at their post before registration begins. • Issue out a number and a packet to parents upon arrival • Parents fill out packet • Parents begin registration process with an Administrator. (1 or 2) (Administrator) verifies residency using utility bill or other approved documentation • Copies of birth certificates, SS card, utility bill, check stubs, Host letter, etc. are made • Parents go to nurse's station for clearance. Check immunization records, health services form, emergency procedure cards, etc. If not cleared, process stops. • Parents go to the next station to check for completed registration forms, home language survey, income survey, etc. NOTE: Monitor how many numbers are issued. For example, you may give out #1-20 (8:30-11:30) and #21-40 (1:30-3:30). Number 41 and over will be schedule for the following day.

6. Students eligible to attend • Either parent resides in district • Guardian or person having lawful control under court order resides in district • Is homeless • Grandparent Affidavit: Student does not reside in the district but grandparent does and provides a “substanial”amount of time (2 hours or more) after school care. • Host Family Form: Child and parents reside on a full-time basis within the district in the home of another family • Power of attorney Form: Minor living apart with person in parental relation 7. Inter-district transfer status: Student not residing in the district and requesting permission to attend our district through a Transfer Request Form.

7. Host Family Letter • A notarized Host Family Application form • Host family needs to be present at registration to present an ID. • Notice of penalties need to be read to both parties NOTICE OF PENALTIES Section 25.001 of the Texas Education Code provides that a person who knowingly falsifies information on a District form required for student enrollment may be held liable to the District if it turns out the student is not eligible for enrollment but is enrolled on the basis of the false information. A person may be held liable, for the period during which the ineligible student is enrolled, for the greater of (1) the maximum tuition fee the District may charge to transfer students under Section 25.038 of the Texas Education Code; or (2) the amount the District has budgeted for each student as maintenance and operating expenses. See LISD Board Policy FD (Legal). The Laredo Independent School District utilizes Option 2. Individuals who falsify information must reimburse the district $39.00 each day the student is enrolled. In addition to the civil fees which may be assessed against a person who provides false information, please be advised that Section 37.10 of the Texas Penal Code makes it a crime for a person to knowingly make a false entry on District forms, or if the person makes, presents or uses any record with knowledge of its falsity and with intent that it be taken as a genuine governmental record, or if a person makes, presents or uses a governmental record with knowledge of its falsity. It is the policy of this District to pursue intentional violators of the student admissions law to the fullest permitted by law. • Host family status is valid only for the current school year and must be renewed annually. Follow-Up All Host documents need to be verified by a home visit.

8. Power of Attorney • A notarized Power of Attorney Form executed by the student’s parent or guardian coveys another person to act as the agent in any lawful way with respect to the child’s education in favor of the person in the district with whom the student is residing. • Notice of penalties need to be read • Power of Attorney family status is valid only for the current school year and must be renewed annually. Follow-Up All Power of Attorney documents need to be verified with a home visit.

9. Nonresident Student with Grandparents After School Care • A notarized Grandparent Affidavit form • Acceptable documentation confirming the residency of the nonresident student’s grandparent. • The grandparent and the parent, legal guardian, or person having legal custody of the student needs to come to the school and complete the registration process. • Form is valid only for the current school year and must be renewed annually. Follow-Up All grandparent affidavits need to be verified by a home visit.

10. Exceptions *** Proof of a student’s residency will be waived in the following circumstances: • Homeless student • Department of Family and Protective Services (FPS) has taken possession of the student and the student is not in foster care; or • The FPS has taken possession of the student, who is temporarily placed with a foster family, and is residing outside district boundaries. Transfer Appeals Process An Admissions Officer is appointed by the superintendent. • Parent/guardian can appeal the decision at the campus level regarding transfer requests to the Admissions Officer. • The Admissions Officer will consider hardship, safety and other serious issues when making a decision.

11. Required Documentation • Present proof of residency within the district boundaries prior to enrollment: a current utility bill an unexpired lease/contract rent receipt with name of resident, name of landlord & phone number for confirmation Other documentation verifying residency • Additionally, the parent/guardian shall provide: Texas driver’s license Military identification card Texas Department of Public Safety identification card First time students need birth certificate and social security card. Current Immunization Records

12. Student Records The minimum student data that must be submitted within 30 days include the following: Student enrollment information – District ID, statewide student ID (social security number or state-assigned alternative number), local student ID, course credits, promotions, discipline-expelled students, attendance, enrollment and withdrawal dates. • Student demographic information - First, middle, and last name, sex, ethnicity, date of birth, special education handicapping condition, special education instructional setting, home language, migrant information. • Student achievement information - Exit-level TAKS, most recent TAKS scores. (Last report card) • Immunization/health information- Prior to a student’s enrollment, the school shall establish verification that the student is in compliance with the state immunization requirements. Additionally the student must comply with tuberculosis screen requirements.

13. Immunization Requirements for 2011-2012 Important state requirement changes include: • Incoming 2nd Graders:  Require 2 doses of MMR, 2 doses of Varicella, and 2 doses of Hep A • Incoming 9th Graders:  Require 2 doses of Varicella and 1 dose of Meningococcal • Additionally, we need to focus on incoming 7th Graders:  as they move into 7th grade they need Tdap booster (5 years since last TD), 2 doses of varicella, and 1 dose of meningococcal. ** Provide an option to parents to sign an “Expression of Interest” survey for flu shots for incoming school year.

14. School Messenger • The district has invested $113,000 to purchase a parental notification system that allows the district to make contact messages regarding attendance/truancy alerts, family rights, PTA meetings, etc. • Campus clerks need to always keep the system updated with the right contract numbers to ensure that factual information is released to families in a timely manner.

15. Registration Procedures Binder • Admission Policies • Required Forms • Registration Packet 15