Westbury UFSD Mary A. Lagnado, Superintendent of Schools Eudes S. - - PowerPoint PPT Presentation

Westbury UFSD

Mary A. Lagnado, Superintendent of Schools Eudes S. Budhai, Assistant Superintendent for Curriculum/ Instruction and Personnel

Registration & Enrollment in the Westbury Union Free School District

Our Goal

• The goal of the Westbury Union Free School

District’s Central Registration is to provide accurate, parent friendly information in a collaborative and helpful manner, resulting in the appropriate registration and placement for all students, following the consistent implementation

• f New York State Education Department

Regulations.

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REPORTING STRUCTURE FOR REGISTRATION AND ENROLLMENT

Superintendent

• f Schools

Assistant Superintendent for Curriculum/ Instruction and Personnel

Enrollment Ombudsman Office Central Registration Dryden Street Coordinator

• f Enrollment

Park Avenue Coordinator

• f Enrollment

Drexel Avenue Coordinator of Enrollment

Powells Lane Coordinator of Enrollment WMS Coordinator

• f Enrollment

WHS Coordinator

• f Enrollment

Office of PPS

Office of Instruction/ Assessment and Funded Programs

Screeners/ NYSITELL Contacts

Assistant Superintendent for Business and Finance

Legal Counsel 3

REPORTING STRUCTURE FOR REGISTRATION AND ENROLLMENT

• Registration occurs in two locations:
• Office of Central Registration
• Pupil Personnel Services (PPS).
• Commencing on July 1, 2016 all registration will occur at the Office of

Central Registration at the Dryden Street School

• The District’s Building Level Coordinators are: Dale Telmer (Dryden

Street), Gloria Dingwall (Park Avenue); Wanda Toledo (Drexel Avenue); Claudia Germain (Powells Lane); David Zimbler (Westbury Middle School); Manuel Arias (Westbury High School).

• There is a bilingual nurse assigned to the Office of Central Registration.
• The District has one data entry clerk and a Community Aide for intake

at the Office of Central Registration.

• There is a Security officer assigned to the Office of Central Registration.
• The District has a McKinney Vento Liaison.

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Role of the Ombudsman

The Ombudsman shall be responsible for administering the District’s enrollment and academic placement processes; ensuring compliance with state and federal laws regarding school enrollment and academic placement; ensuring that the implementation of the District’s enrollment and academic procedures is fair, equitable, and communicating with students, parents, and staff about issues relating to the District’s enrollment and academic placement policies and the implementation.

Our Purpose

The Office of Central Registration is responsible for the registration of each child entering the Westbury Union Free School District. It is the responsibility

• f the parent/person in parental

relation to show adequate documentation proving that both the parent/person in parental relation and child are legal residents of the school district.

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Registration Disclosure

All students over five and under twenty-one years

• f age, and regardless of English language

proficiency, are entitled to attend a daytime academic program at a school district that allows such students to obtain credit toward a Regents

• diploma. Students who indicate an interest in

enrolling in a non-Regents bearing program shall be provided with information regarding his/her

• ptions and will be required to complete an Parent and Student

Consent Form. Such disclosure shall be made by the district prior to the student’s choice of academic

• placement. The registration coordinator and individuals

under his/her supervision will be responsible for such disclosure.

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Registration Disclosure, Cont’d

Procedure: (1) If a student or parent expresses an interest in an alternative program, and if the District is then offering an alternative program, the staff member processing the enrollment application will provide the following statement in the parent’s and student’s primary language: All students over five and under twenty-one years of age, and regardless of English language proficiency, are entitled to attend a daytime academic program at a school district that allows such students to obtain credit toward a Regents diploma. (2) Under no circumstances shall a District employee require or steer a student into an alternative educational program. (3) If a new student indicates an interest in enrolling in an alternative educational program, a District employee may provide information to the student regarding his/her options and the District employee will notify the parent and student that they must complete Parent and Student Consent Forms. (4) Provide the parent and student with details of any alternative program then being offered by the District. Written details will be provided to you for this purpose. Contact the Assistant Superintendent for Curriculum and Instruction at (516) 874-1818 if there are any questions about the alternative program.

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Registration Disclosure, Cont’d

(5) If necessary, a qualified interpreter will be used for all disclosures related to an alternative

• program. The staff member will arrange for a qualified interpreter to be present for the disclosure.

Contact Juanita Sherwood at (516) 874-1658 to obtain an interpreter. (6) If, after the foregoing disclosures, the parent and student wish to enroll in an alternative program, the parent and student must sign a Parent and Student Consent Form (see the following pages). Forms will be provided in English, Spanish and Haitian Creole. If the primary language

• f the parent or student is another language, a qualified interpreter must be obtained and must

countersign the Consent Form. (7) Enrollment in an alternative educational program is voluntary and is at the student’s and parent’s option, and only after the above disclosures have been made and Consent Forms signed.

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Parent Consent Form

I am a resident of the Westbury Union Free School District. My child, _______________, is ___ years of age. According to New York State Law, he/she is entitled to attend the schools of the Westbury Union Free School District until he/she graduates or reaches the age of 21, whichever occurs first. Because my child has surpassed the compulsory age for school attendance in New York, he/she is not required to attend school. At this time, I am waiving my child’s entitlement to attend school in the Westbury Union Free School District. I understand that my child may enroll in the District at a later date, prior to reaching the age of 21. The District’s representative has explained to me all of the options and rights associated with enrollment in the Westbury Union Free School District. My child will _____ will not ______ be enrolling in the Westbury Union Free School District’s Adult Learning Center for the purposes of earning his/her general equivalency diploma. ___________________________ __________________ Signature Date

If a student / guardian speaks a language other than English / Spanish/ Haitian-Creole, a qualified interpreter in the individuals home language must sign the consent form to verify the content.

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I am a resident of the Westbury Union Free School District. I am _______________ years of age. According to New York State Law, I am entitled to attend the schools of the Westbury Union Free School District until I graduate or reach the age of 21, whichever occurs first. Because I have surpassed the compulsory age for school attendance in New York, I am not required to attend school. At this time, I am waiving my entitlement to attend school in the Westbury Union Free School District. I understand that I may enroll in the District at a later date, prior to reaching the age of 21. The District’s representative has explained to me all of the options and rights associated with enrollment in the Westbury Union Free School District. I_____ will not ______ be enrolling in the Westbury Union Free School District’s Adult Learning Center for the purposes of earning my general equivalency diploma. ___________________________ __________________ Signature Date

If a student / guardian speaks a language other than English / Spanish/ Haitian-Creole, a qualified interpreter in the individuals home language must sign the consent form to verify the content.

Student Consent Form

Registration Review Immunization and Health Compliance Enrolled in School/ Academic Screening

Program Placement

Process Begins Completed Process

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DOCUMENTS FOR REGISTRATION

PROOF OF AGE

• When available, a certified birth certificate or record of baptism (including a certified transcript of a foreign birth certificate or record of baptism) giving the

date of birth will be used to determine a child's age. If either of these documents is available, the District will not require any other document to determine a child's age. If these documents are not available, a passport (including a foreign passport) may be used to determine a child's age. If a passport is not available, the District will consider other documentary or recorded evidence in existence for at least two years to determine a child's age. Other evidence may include, but not be limited to, the following: (1) Official driver's license; (2) State or other government-issued identification; (3) School photo identification with date of birth; (4) Consulate identification card; (5) Hospital or health records; (6) Military dependent identification card; (7) Documents issued by federal, State or local agencies (e.g., local social service agency, federal Office of Refugee Resettlement); (8) Court orders or other court-issued documents; (9) Native American tribal document; or (10) Records from non-profit international aid agencies and voluntary agencies.

• If the above documents originate from a foreign country, the District may request verification from the appropriate foreign government or agency. The

verification will not delay enrollment. It is the District’s burden to verify proof of age.

• The District shall not demand that the parent or person in parental relation translate any documents or verify proof of age, beyond providing the above-

documents.

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DOCUMENTS FOR REGISTRATION

Proof of age – continued If the parent/person in parental relation does not have valid proof of age upon initial application for enrollment, then the Registration Process will not be delayed. However, the parent/ person in parental relation is advised that they have three days to provide documentation establishing the child’s age.

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DOCUMENTS FOR REGISTRATION

PROOF OF DISTRICT RESIDENCY

Homeowners

• A mortgage or closing statement, or a deed or tax bill to prove ownership, and any two of the following:

– Pay stub – Income tax form – Utility or other bills – Nassau County tax bill – Telephone bill – PSEG electric bill – Water bill – Oil company bill – Insurance bill – Official driver’s license, learner’s permit or non-driver identification – Bank statement – Voter registration card – DSS Declaration – Documents issued by federal, state or local agencies (e.g., local social service agency, federal Office of Refugee Resettlement) – State or other government issued identification – Other original documents evidencing residency

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DOCUMENTS FOR REGISTRATION

PROOF OF DISTRICT RESIDENCY

Renters

• A lease or rental agreement or statement by a third party or a landlord’s affidavit and renter’s affidavit,, and any two of the

following:

– Pay stub – Income tax form – Utility or other bills – Membership documents (e.g. library cards) based on residency – Nassau County tax bill – Telephone bill – PSEG electric bill – Water bill – Oil company bill – Insurance bill – Official driver’s license, learner’s permit or non-driver identification – Bank statement – Voter registration documents – DSS Declaration – Documents issued by federal, state or local agencies (e.g. local social service agency, federal Office of Refugee Resettlement) – State or other government issued identification – Other original documents evidencing residency

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DOCUMENTS FOR REGISTRATION

PROOF OF DISTRICT RESIDENCY

• In addition, a person other than a natural parent, but in parental

relation, may present one of the following:

• Court issued legal guardianship papers
• Court order granting custody
• Court appointment as foster parent
• Parent/Person in Parental Relation Affidavit provided by the person in

parental relationship assuming legal responsibility for the student.

• Although the district may request a court order, it cannot require such an
• rder

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DOCUMENTS FOR REGISTRATION

PROOF OF DISTRICT RESIDENCY

• In addition, students claiming emancipation are required to submit their own

affidavit and an affidavit from their parent where deemed appropriate, unless they have been deemed as unaccompanied youth according to the stipulations under the McKinney-Vento Act.

• A copy of all proofs of residency provided for resident students are made

part of the student’s permanent record and a copy maintained in the student’s file.

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DOCUMENTS FOR REGISTRATION

PROOF OF DISTRICT RESIDENCY If the parent/person in parental relation does not have valid proof of district residency upon initial application for enrollment, then the registration process will not be delayed. However, the parent is advised that they have three days to provide documentation establishing the student’s residency.

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DOCUMENTS FOR REGISTRATION IMMUNIZATION New York State Law Section 2164 requires certain immunizations (vaccines) to attend school.

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DOCUMENTS FOR REGISTRATION

REQUIRED IMMUNIZATIONS There are certain immunizations required for each student depending on the grade level/age of the student as per the New York State Immunization Requirements for School Entrance and Attendance.

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DOCUMENTS FOR REGISTRATION

IMMUNIZATIONS Proof of immunization must be any 1 of the 3 items:

• An immunization certificate signed by the child’s health care provider.
• Immunization Registry report (NYSIIS or CIR from NYC) from the

child’s health care provider or the Nassau County Health Department.

• A blood titer (lab report) that proves the child is immune to childhood

diseases.

• For Varicella (Chickenpox), a note from a health care provider (MD, NP, PA)

stating the student had the disease is also acceptable.

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DOCUMENTS FOR REGISTRATION

IMMUNIZATIONS If the parent/person in parental relation does not have valid proof

• f immunization upon initial application for enrollment, then the

registration process will not be delayed. The parent/person in parental relation is advised, however, that they have 14 days (for in-state transfer students) or 30 days (for students transferring from out-of-state or another country) to provide documentation establishing their child’s immunizations.

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DOCUMENTS FOR REGISTRATION

IMMUNIZATIONS After an review of the student’s immunization records has been conducted, the Nurse at Central Registration and/or the Nurse at the corresponding school shall further review the child’s health records to include the health appraisal (exam) and health history questionnaire. The nurse shall further inquire about any chronic health conditions or existing communicable/infectious diseases (such as asthma, seizures, allergies, chickenpox), to determine if special attention or accommodations maybe required for this child.

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DOCUMENTS FOR REGISTRATION

• If the parent/person in parental relation does not have valid proof of

immunization upon initial application for enrollment, the registration process will not be delayed.

• The student will be enrolled and proceed with academic

screening and placement

• The parent/person in parental relation will be provided the
• pportunity to present their child’s immunization records.
• The parent/person in parental relation is advised, however, that they

have 14 days (for in-state transfer students) or 30 days (for students transferring from out-of-state or another country) to provide documentation establishing their child’s immunizations

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DOCUMENTS FOR REGISTRATION

When a parent/person in parental relation/child, as appropriate, requests enrollment: The child shall be enrolled and begin attendance on the next school day or as soon as practicable; However, the district may choose not to enroll such child if a determination of non- residency is made on the date of the request for enrollment. As soon as practicable but no later than three business days after initial enrollment:

• the parents/persons in parental relation to the child/child, as appropriate, must submit

documentation and/or information in support of the child's residency in the district; and

• the board of education or its designee shall review the documentation/information

necessary to make a residency determination.

• However, if the documentation/information is submitted on the third business day after

initial enrollment, the board or its designee may make the residency determination no later than the fourth business day after initial enrollment.[1]

Enrollment Denial

In the event, the school denies enrollment of a student, the district will do so in accordance with 100.2 (y) of the Commissioners Regulations, including the provisions of written notice to the students or parents/ person in parental relation as set forth in that section.

Final Steps to Registration

COMPLETION OF THE REGISTRATION PACKET Once the registration process is completed:

• one copy of all documents are made and provided to

the parent/in parental relation for their records.

• All documents are then emailed to the school
• the cumulative folder with all original documents are

forwarded to the schools through interoffice mail.

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THE NEW SCHOOL

The parent/person in parental relation is then provided with the name and address of the student’s new school.

• Directions to the school are also provided.
• The parent is required to bring the student to the new school no

later than the next school day.

• The Office of Central Registration informs the new school via

email that a new student has been registered at their school.

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COORDINATOR OF ENROLLMENT (COE)

• It is the responsibility of the Coordinator of Enrollment (COE) to ensure that the

enrollment process at the individual building level is completed.

• The COE is charged with making sure that once a newly registered student has been

placed in his/her school, that the student attends classes the same school day, completing the enrollment process.

• It is imperative that the COE makes the student and parent/person in parental relation’s

transition into the District as seamless as possible.

• In order to ensure that the student and parent/person in parental relation feel welcome,

the COE should make every effort to meet the parent and child upon their arrival. If greeting parents individually is not practical, then the COE should avail himself/herself to the parent/person in parental relation shortly thereafter. It is at this time that the COE, along with his/her staff should address any concerns or questions the parent/person in parental relation or student may have.

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COORDINATOR OF ENROLLMENT (COE)

• Elementary Level:
• The student will be brought by the COE or his/her designee into the

student’s new classroom to begin their learning process

• Secondary Level:
• The student will be brought to the Guidance Office to be provided with a a

class schedule.

• It is the COE’s responsibility to ensure that the student receives a schedule

and is in class that same day.

• It is also the responsibility of the COE to report to the Enrollment

Ombudsman if a parent and child did not arrive from registration following the notification from registration.

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SCHOOL NURSE

Either prior to meeting with the COE or immediately thereafter, the parent/person in parental relation must deliver the student’s health records to the School Nurse. The School Nurse will take the health information from the parent/person in parental relation and file them to ensure that the student’s basic health information is on file with the school, including but not limited to, unique health issues (seizures, allergies) and emergency contact information. It is important that the nurse inquire as to whether the student requires any special medications or accommodations (inhalers, etc.).

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PROHIBITED INQUIRIES AT THE TIME OF ENROLLMENT

No district employee may ask a parent/person in parental

relation about immigration. This includes, but is not limited to:

• Social Security number or card
• Citizenship questions
• Information about national origin

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Initial Identification of Potential English Language Learners (ELLs)

ELL Identification Process

• Step 1: Initial Screening
• Home Language

Questionnaire (HLQ)

• Step 2: Initial

Identification Assessment

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• Step 2: Initial

Identification Assessment (continued)

• Step 3: Placement
• Step 4: Review of

Identification Determination

• Step 5: Exit Criteria

ELL Identification Process

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New Home Language Questionnaire (STEP 1)

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Screening Students with Disabilities

Section 1C

Language Proficiency Team (LPT) means a committee that makes a recommendation regarding the initial assessment of ELL status for a student with a disability identified pursuant to the Individuals with Disabilities Education Act (IDEA). This means this process only applies to students with IEPs. The LPT must minimally be comprised of:

• a school/district administrator
• a teacher or related service provider with a bilingual extension and/or a

teacher of English to Speakers of Other Languages,

• the director of special education or individual in a comparable title (or

his or her designee)

• the student’s parent/guardian.

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INITIAL IDENTIFICATION SCREENING TOOL –

NYSITELL:

Section 2a Qualified personnel will administer the statewide English language proficiency identification to, the New York State Identification Test for English Language Learners (NYSITELL). The NYSITELL is administered only once within 10 school days

• f the student’s initial enrollment in a NYS school.

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DETERMINATION OF ELL STUDENT WITH INTERRUPTED/INCONSISTENT FORMAL EDUCATION (SIFE)

Section 2b

Students with Inconsistent/Interrupted Formal Education (SIFE) are:

• ELLs who have attended schools in the U.S. for less than 12 months and who, upon initial enrollment in

schools,

• are two or more years below grade level in literacy in their home language and/or two or more years

below grade level in math due to inconsistent or interrupted schooling prior to arrival in the US.

To determine if a student is SIFE, qualified personnel must administer the:

• SIFE Oral questionnaire
• Then the Mulitlingual Diagnostic -which ascertains the home language literacy level
• all documents pertaining to SIFE determination must be maintained in the student’s

cumulative record.

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PARENT NOTIFICATION OF ELL IDENTIFICATION DETERMINATION:

Section 2C

Within five school days of a student being identified as an ELL, the parent/person in parental relation is to receive written notice in their indicated preferred language, including the following:

• ELL’s English language proficiency level
• parent/person in parental relation’s right to seek a review of ELL

Identification/Entitlement Determination

• Information regarding the Parent Orientation session

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PARENT ORIENTATION FOR NEW ENGLISH LANGUAGE LEARNERS Section 2D

Prior to placement in a Bilingual Education (BE) or English as a New Language (ENL) program, districts are required to provide the parent/person in parental relation of new entrants with a high quality

• rientation session. The session must include information regarding:
• Program goals and requirements for BE and ENL programs
• New York State Common Core Learning Standards (CCLS)
• State/Local Assessments
• District and School expectations for English Language Learners

All agendas and sign-in sheets must be maintained in a central location in the district/school’s

• files. NOTE: The student must be placed in a program even if the parent does not attend the
• rientation meeting.

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Program Placement

Section 3 Within 10 school days of enrollment, the student must be placed in the appropriate ELL program. Parents/person in parent relation must receive written notification of their child’s ELL program placement in a BE or ENL program.

• Bilingual Education (BE) is the default program for ELL instructional

placement.

• Parents have the option to receive ENL services.

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REVIEW OF ELL IDENTIFICATION DETERMINATION: Section 4 The Review of ELL Identification Determination does not allow ELLs to opt out of service. Upon receiving a written request from a parent/person in parental relation, teacher, or student age 18 years or

• lder within 45 school days:
• review of a student’s initial ELL designation, a district has 10 school

days to initiate a Review of ELL Identification Determination OR

• initiate the screening process if they have not been identified.

The reviews must be concluded within 10 school days (20 school days if the CSE is consulted).

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Total English Language Learner Population

2015-2016 Totals New Entrants 2015-16 310 Re-Entrants 106 Current Ells Identified Prior to 2015-16 1309 SIFE 19 Total ELL Population 1744 FELLs 2014-15 (Proficient 2014) 149 FELLs 2015-16 (Proficient 2015) 198

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Education is not preparation for life; education is life itself. ~~John Dewey

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