West Clermont Local School District
Administrative Guidelines
 

5111 - ADMISSION TO THE DISTRICT

Qualifying for Admission

Students who qualify for admission to District schools, in accordance with Board of Education Policy 5111, shall be accepted when the following documents have been submitted:

 

A.

a birth certificate or other appropriate documentary evidence

   
 

B.

court orders allocating parental rights and responsibilities or other documents allocating custody or guardianship, if applicable

   
 

C.

proof of residency consisting of a deed, building permit, rental agreement, tax statement, voter registration card, or completion of Form 5111 F2a or Form 5111 F2b

   
 

D.

proof of immunization and/or statutory exception

   
 

E.

a power of attorney designating the studentís grandparent(s) as attorney-in-fact (Form 5111 F7) or a caretaker authorization affidavit (Form 5111 F8) executed by the studentís grandparent(s) that provides the grandparent(s) with whom a student resides, authority over the care, physical custody, and control of the child, including the ability to enroll the child in school, consent in all school related matters, and discuss with the District the studentís educational progress (also see Form 5111 F9)

Except in the case of a homeless child (see Policy 5111.01) or a child residing in a domestic violence shelter, no child shall be admitted to school in the District until proof of residency has been provided and proof of immunization is addressed in accordance with Policy 5320 and AG 5320. If a birth certificate is not available, the parent is to complete Form 5111 F3 and submit the documentary evidence called for therein. If the principal does not receive the child's birth certificate or one (1) of the acceptable alternatives to a birth certificate within fourteen (14) calendar days of the date of the child's enrollment, or the document appears of be inaccurate or suspicious, the principal shall notify the law enforcement agency where the student resided and the local law enforcement agency that the child may be a missing child. If there is a court order or decree allocating parental rights and responsibilities and designating who will be the resident parent and legal custodian, such order or decree must be submitted within fourteen (14) days of admission. If there is a court order or decree for custody or guardianship to other than a parent, a copy of the order or decree must be submitted within fourteen (14) days of admission. If all of these required documents are not received within that time, the student should be presumed to be a missing child (See AG 5215).

Students presented for enrollment without a birth certificate or appropriate substitute, court orders allocating parental rights and responsibilities, or a grandparent power of attorney or caretaker authorization may admitted under temporary enrollment for a period of fourteen (14) days, unless extended by the principal. Parents are to be so informed at the time of admission.

The sending school shall be contacted within twenty-four (24) hours of the student's entry into the school and requested to send all appropriate records.

If the sending school indicates no record of the student's attendance, or the records are not received within fourteen (14) calendar days of the date of request, or if the student does not present a certification of birth or other documentary evidence, the principal shall immediately notify the law enforcement agency where the student resided and the local law enforcement agency that s/he may be a missing child.

A student who is living in the District under the care of a shelter for victims of domestic violence will not be denied admission because of delay in the forwarding of school records.

Immunization requirements are to be in accordance with AG 5320.

A student who has recently been either discharged or released from the custody of the Department of Youth Services (DYS) and is seeking admittance or re-admittance into the District, will not be admitted until the following records required to be released by DYS have been received by the Superintendent:

 

A.

an updated copy of the studentís school transcript;

   
 

B.

a report of the studentís behavior while in DYS custody;

   
 

C.

the studentís current Individualized Education Program (IEP), if an IEP has been developed for the child; and

   
 

D.

a summary of the institutional record of the childís behavior.

The Superintendent shall keep such records confidential and may release them only as provided in State law regarding the privacy of a studentís records and the Family Educational Rights and Privacy Act (FERPA) since the records are not considered public records for the purposes of required disclosure under Ohio public records law. The Superintendent will consider the records in determining the appropriate educational assignment of the student, including, but not limited to whether the student will be assigned to an alternative school in the District.

Homeless Students

Homeless students shall have equal access to the same free and appropriate education provided to all other students of the School District and will be enrolled in accordance with the requirements of Federal law. Students meeting the Federal definition of "homeless" will be immediately enrolled in the School District and assigned to a school building in accordance with the procedure set forth below, even if the homeless student cannot produce all of the documentation otherwise required for enrollment (including proof of residency and/or immunization, a birth certificate, and copies of previous school records). Parent(s) or guardian(s) of homeless students must provide contact information in case of an emergency.

In accordance with Federal law, a student shall be considered homeless if s/he is an individual who lacks a fixed, regular, and adequate nighttime residence and includes:

 

A.

children who are sharing the housing of other persons due to the loss of housing, economic hardship or similar reasons; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters;

   
 

B.

children who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings;

   
 

C.

children who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings;

   
 

D.

migratory children as defined in Federal law.

In assigning a homeless student to a school, the Superintendent shall consider the "best interest of the child," and will either:

 

A.

continue to assign the student to the school attended when the student was permanently housed or to the school where the student was last assigned for the duration of the period of homelessness:

   
 

1.

in any case in which a family becomes homeless between academic years or during an academic; or

   
 

2.

for the remainder of the academic year if the student becomes permanently housed during an academic year;

   
 

B.

assign the homeless student to the school serving those non-homeless students residing in the area in which the homeless child is actually living.

To the extent feasible, in considering the "best interest of the child" for purposes of school assignment, the Superintendent will maintain a homeless student in the school where s/he was enrolled when permanently housed, or where last enrolled, except when such assignment would be contrary to the wishes of the student's parent(s) or guardian(s).

Upon determining a school of assignment for a homeless student, the Superintendent shall provide the parent(s) or guardian(s) with a written explanation regarding such decision including a statement of the parent(s)'/guardian(s)' right to appeal the decision to the Liaison for Homeless Students if the assignment is not to the school of assignment when the student was permanently housed or when last enrolled, or if the assignment is not to the school requested by the parent/guardian.

In the case of unaccompanied homeless students, the Superintendent directs the Liaison for Homeless Students to provide assistance in making enrollment or assignment decisions with specific consideration of the views of the unaccompanied student. The Liaison shall also make sure the unaccompanied student is provided notice of the right to appeal the Superintendent's assignment decision.

If a dispute arises over school assignment or enrollment, the homeless student will be immediately enrolled and assigned to the school in which enrollment is sought pending resolution of the dispute. In such cases, the Superintendent will refer the parent to the Liaison for Homeless Students who shall carry out dispute resolution as expeditiously as possible in accordance with Board policy and State guidelines.

The Board will provide transportation for homeless students at the request of the parent(s) or guardian(s). If the homeless student temporarily resides outside the boundaries of the School District but is eligible for assignment to a school of this District as set forth above and consistent with Federal law, the Liaison for Homeless Children, in cooperation with the Director of Transportation, will contact the Superintendent of the school district where the homeless student temporarily arises in order to establish a plan for joint transportation of the homeless student and to agree upon a method to apportion the responsibility and cost for providing such transportation.

Transferring Grades/Credit

Students in grades K-8 transferring from another district must submit an official transcript in order for the grades earned by the student to be recorded on the student's official transcript in this District. High school students transferring from another school district must submit an official transcript from the sending school in order for the student to receive credit for course work and to have the grades earned for completed coursework recorded on the student's official transcript in this District. Report cards will not be considered sufficient evidence for granting credit toward graduation.

Verifying Medical Conditions Qualifying a Student for Tuition-Free Admission in the District

Prior to admission and annually thereafter, parent(s) seeking admission for a school aged child under R.C. 3313.64(F)(3) because of a medical condition that may require emergency medical treatment shall:

 

A.

submit Form 5111 F5 as Verification of regular employment at a location within the District during school hours;

   
 

B.

submit Form 5111 F6, or a written statement on the physician's letterhead, describing the child's medical condition and certifying that the condition is such that there is a substantial likelihood that it may require emergency medical attention;

   
 

C.

submit Form 5341 F1 Emergency Medical Authorization;

   
 

D.

submit a current copy of the child's I.E.P. or 504 Accommodation Plan, if applicable.

If the student is admitted under this section, then the normal admission procedures shall apply.

Admission to the District Pursuant to a Power of Attorney or Caretaker Authorization Affidavit

If an individual indicates that s/he is attempting to enroll the child pursuant to a power of attorney or caretaker authorization affidavit, the School District official should:

 

A.

verify that the individual attempting to enroll the child is the grandparent of the child;

   
 

B.

verify that the child currently resides with the individual;

   
 

C.

request that a copy of the power of attorney or caretaker authorization be produced.

   
 

This document should be provided in addition to those documents that are required to be produced by any and all other individuals who are seeking to enroll a child in the School District.1

   
 

D.

review the power of attorney to verify that the document:

   
 

1.

is identical in form and content to the form set forth in R.C. 3109.53 (see sample Power of Attorney Form 5111 F7).

   
 

2.

is properly completed and executed by the childís:

   
 

a.

parent(s), guardian, or custodian granting the power of attorney (i.e., both parents or the parent who is the residential parent and legal custodian of the child) and

   
 

b.

grandparent who is designated as attorney in fact.

______________________

1Request that the individual provide additional proof of residency in the School District, if necessary. This additional proof of residency may consist of reasonable evidence such as a deed, building permit, rental agreement, tax statement, voter registration card, etc.

   
 

3.

is duly notarized by an Ohio Notary Public.

   
 

4.

has been filed with the juvenile court of the county in which the grandparent resides and/or any other court having jurisdiction over the child.

   
 

a.

if possible, have the individual provide a time-stamped copy of the power of attorney in order to demonstrate that it has been duly filed within five (5) days of the creation of the document.

   
 

b.

in addition, have the individual produce a copy of the receipt showing that notice of the creation of the document has been sent to the parent of the child who is not the residential parent and legal custodian. This receipt should be produced unless the power of attorney was created by both parents, or the non-residential parentís parental rights have been terminated, s/he cannot be located by reasonable efforts, or s/he is prohibited from receiving a notice of relocation.

   
 

E.

review the caretaker authorization affidavit to verify that the document:

   
 

1.

is identical in form and content to the form set forth in R.C. 3109.66 (see sample Caretaker Authorization Form 5111 F8).

   
 

2.

is properly completed and executed by the childís grandparent.

   
 

3.

is duly notarized by an Ohio Notary Public.

   
 

4.

has been filed with the juvenile court for the county in which the grandparent resides and/or any other court having jurisdiction over the child.

   
 

If possible, have the individual provide a time-stamped copy of the caretaker authorization affidavit in order to demonstrate that it has been duly filed within five (5) days of the creation of the document.

   
 

5.

request that the individual provide additional proof of residency in the School District, if necessary.

   
 

F.

verify whether the child is currently serving a suspension or expulsion from a previous school district.2

   
 

G.

verify that the power of attorney or caretaker authorization affidavit was not executed for the purpose of enrolling the child in the School District so that the child may participate in the academic programs or interscholastic athletic programs of the School District (language should be included in document).

__________________________

2Similar to other children seeking enrollment in the School District, the School District, after offering an opportunity for hearing, may temporarily deny admittance to a child if s/he has been suspended or expelled under Ohio law and the period of suspension or expulsion has not expired.

Provision of District and Building Report Card

The school official responsible for admitting students shall give the Parent of each student who qualifies for admission to school in the District, or to the student if the student is at least eighteen (18) years old, a copy of the District's most recent report card showing the grade of the District and the grade of the building the student will attend.

"Parent" means either of the biological or adoptive parents of the student, except:

 

A.

"Parent" means the residential parent as designated by a court when the parents are divorced, their marriage has been dissolved or annulled, or the parents are living separate and apart pursuant to a legal separation, except that:

   
 

When the parents are no longer married and have a shared parenting plan, "Parent" still means either parent.

   
 

B.

When a court has granted legal custody of the student to an individual other than the biological or adoptive parent, or to an agency, "Parent" means the individual or agency with legal custody.

   
 

C.

When a court has appointed a guardian for the student, "Parent" means the court-appointed guardian. A "guardian ad litem," however, is not the "Parent."

   
 

D.

"Parent" means the student's grandparent when the District enrolls the student pursuant to a grandparent power of attorney or a grandparent caretaker authorization affidavit.

If the District is unable to identify the parent of a homeless student at the time of admission, or the parent does not accompany the student, the District shall provide a copy of the report card to the student and to the person who accompanies the student.

Revised 10/30/13

© NEOLA 2013