1. PURPOSE AND PHILOSOPHY
1.1 To specify Sevier School District (District) pupil registration and transfer procedures.
1.2 To provide an effective and smooth transition for students at registration and withdrawal from school.
1.3 To provide instructional services to homebound or hospitalized students who qualify for the service.
1.4 To ensure that homeless children have the opportunity to attend school with as little disruption as reasonably possible.
2. POLICY
2.1 STUDENT REGISTRATION PROCEDURES
2.1.1 In order to comply with state statutes and to ensure proper student placement, the District requires the following documents and information be provided to the school prior to registering or as outlined in the appropriate section.
2.1.1.1 Immunization Record - (See Policy 3115) An accurate and complete immunization record or immunization exemption.
2.1.1.2 Birth Certificate - (See section 2.2 and 2.3). A certified copy of a birth certificate for purposes of establishing legal first, middle, and last name, identification of missing children, and age.
2.1.1.3 Report Card or Written Record of Withdrawal. A report card or written record of withdrawal from the last school they attended.
2.1.1.4 Transcript Authorization Request. A signed authorization allowing the school of enrollment to request official transcripts and other records from the previous school.
2.1.1.5 Proof of Residency - (See section 2.9.). Proof of residency in the boundaries of the school which the student desires to attend unless enrolled under an alternative enrollment option (see District policy 3080), or the student has been identified as homeless (see Policy 3240)
2.1.1.6 Health Examination - Physical and dental examinations made prior to kindergarten registration shall be recommended for all children entering Sevier School District Schools.
2.1.1.7 Vision Screening - A child who is less than nine years old and has not yet attended public schools in the state shall, before attending a public school in the state, provide:
2.1.1.7.1 a completed vision screening form, described in Utah Code 53G-9-404 Subsection (5)(a)(i), that is signed by a healthcare professional; or
2.1.1.7.2 a written statement signed by a parent that the child will not be screened before attending public school in the state. Utah Code 53G-9-404.
2.1.2 For specific provisions regarding students who qualify as homeless under the McKinney-Vento Act, see section (see Policy 3240).
2.2 STATEWIDE STUDENT IDENTIFIER (SSID)
2.2.1 Pursuant to Utah Code Ann. §53E-4-308, the District shall use the SSID system maintained by the Utah State Board of Education (USBE) to assign every student enrolled in a program under the direction of the Board of Education of Sevier School District (Board) a unique student identifier and shall display the SSID on student transcripts exchanged with other districts or charter schools and Utah public institutions of higher education.
2.2.2 Students are required to provide their legal first, middle, and last names at the time of registration to ensure that the correct SSID follows students who transfer among districts.
2.2.3 The SSID shall be an arbitrary number and may not contain any personally identifying information about the student.
2.3 ENROLL STUDENT BY LEGAL NAME
2.3.1 Students must be registered, and permanent records maintained, under the legal first and last name contained on the birth certificate or alternative form of identification accepted for registration.
2.3.2 This does not preclude the use of a preferred first and/or last name in daily school activities consistent with court documents or parent preference, so long as legal names are maintained on student records and used in transmitting student information to the Utah State Board of Education (USBE).
2.4 IMMUNIZATION REQUIREMENTS (see policy #3115)
2.5 BIRTH CERTIFICATE REQUIRED FOR ENROLLMENT OF NEW STUDENTS
2.5.1 Notify Parent in Writing
2.5.1.1 Every effort shall be made to obtain a certified copy of the student’s birth certificate before the student enrolls and begins attending school. The principal shall provide written notification to the person enrolling a student for the first time in a particular school, that within thirty (30) days he/she must provide:
2.5.1.1.1 A certified copy of the student's birth certificate; or
2.5.1.1.2 Other reliable proof of the student's identity and age, together with an affidavit explaining the inability to produce a copy of the birth certificate.
2.5.2 Notification Required if Birth Certificate is Not Provided
2.5.2.1 Upon the failure of a person enrolling a student to comply with 2.5.1, the principal shall notify that person in writing that unless he/she complies within ten (10) days the case shall be referred to the local law enforcement authority for investigation
2.5.2.2 Report to Criminal Investigations and Technical Services Division
2.5.2.2.1 If compliance is not obtained within that ten (10) day period, the principal shall refer the case to the Criminal Investigations and Technical Services Division within the Department of Public Safety.
2.5.2.2.2 The principal shall immediately report to the Division any affidavit received under this section which appears inaccurate or suspicious.
2.5.2.3 Identification of Missing Children - Identifying Records
2.5.2.3.1 Upon notification by the Criminal Investigations and Technical Services Division of a missing child, the school in which that child is currently or was previously enrolled, shall flag the record of that child in such a manner that whenever a copy of or information regarding the record is requested, the school shall be alerted that the record is that of a missing child.
2.5.2.3.2 The school shall immediately report any request concerning flagged records or knowledge of the whereabouts of any missing child to the Division.
2.5.2.3.3 Upon notification by the Division that a missing child has been recovered, the school shall remove the flag from that child's record.
2.6 SCHOOL RECORD REQUIRED WHEN ENROLLING STUDENT
2.6.1 Every effort shall be made to obtain a certified copy of the student’s school record school directly from the student's previous school before the student enrolls and begins attending school.
2.7 ENTRANCE AGE FOR KINDERGARTEN PUPILS
2.7.1 A child may be enrolled in the District if he/she is at least five (5) years of age before September 2 of the year in which admission is sought. Utah Code Ann. §53G-4-402(6)
2.7.1.1 Exceptions shall not be allowed for students entering from out of state; other districts; private schools; or pre-school.
2.7.1.2 All students who meet the five (5) year age requirement for entry to school shall initially be enrolled in kindergarten.
2.7.1.3 Students who may be delayed in an area of development shall be encouraged to enter kindergarten when they satisfy the age requirement in order that the school may provide intervention programs to meet their special needs recognizing that their age disqualifies them for further training in District early childhood programs
2.8 HOMELESS STUDENTS AND EMANCIPATED MINORS (see Policy 3240)
2.9 RESIDENCY DETERMINATIONS
2.9.1 The District is responsible for providing educational services for all children of school age who are residents of the District. The school district of residence of a minor child whose custodial parent or legal guardian resides within Utah is:
2.9.1.2 the school district in which the custodial parent or legal guardian resides; or
2.9.1.3 the school district in which the child resides:
2.9.1.3.1 while in the custody or under the supervision (as defined in this policy) of a Utah state agency, local mental health authority, or substance abuse authority;
2.9.1.3.2 while under the supervision of a private or public agency which is in compliance with Utah Code Ann. §62A-4A-606 and is authorized to provide child placement services by the state;
2.9.1.3.3 while living with a responsible adult resident of the District, if the Student Services Director has determined that:
2.9.1.3.3.1 the child’s parent resides in the state and has executed a legal power of attorney that meets the requirements of Utah Code Ann. §53G-6-302 (3)(d).
2.9.1.3.3.2 while living with a responsible adult resident of the District who has been granted a court-appointed guardianship of the child; or
2.9.1.3.3.3 if the child is married or has been determined to be an emancipated minor by a court of law or by a state administrative agency authorized to make that determination.
2.9.1.4 Before a student is enrolled in a District school, the student’s parent or legal guardian must show proof of residency in the boundaries of the school which the student desires to attend. For the protection of privacy and confidentiality schools shall not retain required verification documents.
2.9.1.5 Before a student will be allowed to enroll in their school of residence, they must be absent of safe school violations in their prior District. If a student is on a current suspension or expulsion from their prior district, all re-entry requirements from that district or similar requirements under the same circumstances from Sevier School District must be met before enrollment into Sevier School District.
2.9.1.6 Sevier School District reserves the right to investigate any reported evidence of dangerous conduct by a student before allowing the student to enroll.
Utah Code Ann. §75-5-103
Utah Code Ann. §75-5-201
2.10 LEGAL GUARDIANSHIP
2.10.1 Only children who are residents of the District will be allowed to enroll. If guardianship of a minor child is awarded to a resident of the District by action of a court (court appointed legal guardianship) the child becomes a resident of the District.
2.10.1.1 The court appointed legal guardianship status continues until terminated.
2.10.1.2 A document issued by other than a court of law which purports to award guardianship to a person who is not a legal resident of the jurisdiction in which the guardianship is awarded is not valid in the state of Utah until reviewed and approved by a Utah court.
2.11 FOREIGN EXCHANGE AND PRIVATELY PLACED FOREIGN STUDENTS (see Policy 3061)
2.12 STUDENT ACCOUNTING INCLUDING ENROLLMENT & ATTENDANCE INFORMATION
2.12.1 Official Records
2.12.1.1 To determine student membership, the administration at each school shall be responsible for reporting daily student attendance using the District's computerized attendance system. These records shall clearly and accurately show for each student the:
2.12.1.1.1 entry date;
2.12.1.1.2 exit date;
2.12.1.1.3 exit or high school completion status;
2.12.1.1.4 whether or not an absence was excused;
2.12.1.1.5 disability status (resource or self-contained, if applicable); and
2.12.1.1.3 YIC status (ISI-1, ISI-2, or self-contained, if applicable).
2.12.1.2 Computerized or manually produced records for Career and Technical Education (CTE) programs shall be kept by teacher, class and Classification of Instructional Program (CIP) number. These records shall clearly and accurately show for each student in a CTE class the:
2.12.1.2.1 entry date;
2.12.1.2.2 exit date; and
2.12.1.2.3 excused or unexcused status of absence.
2.12.1.3 A minimum of one attendance check shall be made by the school each school day.
2.12.1.4 Due to school activities requiring schedule and program modification during the first days:
2.12.1.4.1 For the first five (5) school days a school may report aggregate days at membership equal to the number recorded for the second five-day period of the school year.
2.12.1.4.2 Schools shall continue instructional activities throughout required calendared instruction days.
2.12.2 School District Student Accounting Audits
2.12.2.1 An independent auditor shall be employed by the District to annually audit student accounting records and report the findings to the Board and to the Finance and Statistics Section of the USBE.
2.12.2.2 Reporting dates, forms, and procedures are found in the State of Utah Legal Compliance Audit Guide, provided by the USBE.
Utah Code Ann. §53E-3-602
Utah Code Ann. §53E-6-603
R277-419
2.12.3 School Membership
2.12.3.1 A student is a member of a class or school from the date of entrance at the school and is placed on the current roll until official removal from the class or school due to the student having left the school. Removal from the roll does not mean that the school should delete the student’s record, only that the student should no longer be counted in membership.
2.12.3.2 In order to generate membership for funding through the Minimum School Program (MSP) for any clock hour of instruction on any school day, a student shall:
2.12.3.2.1 not have previously earned a basic high school diploma (this does not apply to students eligible under IDEA)
2.12.3.2.2 not be enrolled in a YIC program with a YIC time code other than ISI-1 or ISI-2;
2.12.3.2.3 not have unexcused absences on all of the prior ten (10) consecutive school days;
2.12.3.2.4 be a resident of Utah as defined in Utah Code Ann. Title 53G, Chapter 6, Part 3;
2.12.3.2.5 be of qualifying school age
2.12.3.2.6 be expected to attend a regular learning facility operated or recognized by the District on each regularly scheduled school day, unless otherwise excused from such a facility in accordance with State rule or District policy.
2.12.4 Homebound or Hospitalized Student
2.12.4.1 A student requiring homebound or hospitalized education services shall receive up to two (2) hours of direct instructional contact per week with a licensed educator provided by the District at a District sponsored facility or at the student’s place of residence or convalescence to qualify for full membership in the regular program.
2.12.4.1.1 The circumstances requiring the services shall be clearly stated and may include:
2.12.4.1.1.1 specific injuries;
2.12.4.1.1.2 surgery;
2.12.4.1.1.3 illness;
2.12.4.1.1.4 complications during pregnancy;
2.12.4.1.1.5 suspension;
2.12.4.1.1.6 pending court investigation or action; or
2.12.4.1.1.7 District determination that a student should receive home instruction and supervision for a designated period of time.
2.12.4.2 The expected period of absence must be estimated. The anticipated length of absence should be for at least ten (10) consecutive school days or more, but not longer than two (2) months or one term
2.12.4.3 A student with disabilities meeting these requirements may be accounted for under the special education homebound instruction program and receive the appropriate special education funding.
2.12.4.4 For a student to receive the services, a parent or legal guardian shall submit a request for services prior to the initiation of services.
2.12.4.5 The request shall:
2.12.4.5.1 be submitted to the school principal on the District request form prior to initiation of the services;
2.12.4.5.2 clearly state and specify the condition requiring the services
2.12.4.5.3 include an estimate of the expected period of absence; and
2.12.5 School Principal Responsibilities
2.12.5.1 The local school principal shall ensure that every student eligible for such educational services is provided these services. In determining the length of time and the number of visits, the age and physical condition of the student must be considered. Prior to approving services, the school principal shall:
2.12.5.1.1 receive the request for homebound/hospitalized services;
2.12.5.1.2 verify the completion of the form including the request of the health professional;
2.12.5.1.3 select staff to service as instructor based on student need and teacher availability;
2.12.5.1.4 develop procedures for collecting and grading assignments and recording information to assure credit;
2.12.5.1.5 develop evaluation format to account for number of students served and effectiveness of service;
2.12.5.1.6 develop procedures to assure that curriculum is followed and adapted in accordance with student needs and instructional limitations;
2.12.5.1.7 verify, using the District form, names of educators, dates, time, and length of visit to students on homebound/hospital instruction; and
2.12.5.1.8 submit payroll information monthly to the Student Services Director.
2.12.6 Teacher Responsibilities
2.12.6.1 Up to two (2) hours of direct instruction per week shall be provided to each student. The educator providing the services to homebound or hospitalized students shall:
2.12.6.1.1 be reimbursed as stated on the homebound request form;
2.12.6.1.2 provide a minimum of one hour for each visit not including travel time, collecting, grading, and recording of assignments;
2.12.6.1.3 instruct students outside regular contract hours; and
2.12.6.1.4 verify the presence of a parent or responsible person designated by the parent to be in the home during instruction.
2.12.7 Instructional Program
2.12.7.1 While the District will provide instruction for a student unable to attend school due to serious illness or injury it must be understood that home/hospital instruction cannot replace every aspect of a student’s education.
2.12.7.1.1 Reduction of class requirements cannot be expected.
2.12.7.1.2 Participation classes may pose special challenges. Credit may be lost or a poor grade earned since there is no way to duplicate the activities of a participation class when the student is at home or hospitalized.
2.12.7.1.3 Earning of academic credit is not guaranteed.
DEFINITIONS
“Aggregate Membership” means the sum of all days in membership of all students during a school year for eligible students enrolled in a public school.
“Custody” means the status of being legally subject to the control of another person or a public agency.
“Emancipated minor” means: 1) a child under the age of 18 who has become emancipated by order of a court or through marriage, or 2) a child recommended for school enrollment as an emancipated or homeless child by an authorized representative of the Utah State Department of Social Services.
“Hardship” means circumstances that develop outside the control of parents or school officials which suggest a documented and compelling reason why a student would be better served in a different school.
“Minimum School Program (MSP)” means public school programs for kindergarten, elementary, and secondary schools described in UCA § 53F-2-102(7).
“Missing child” means a person under the age of 18 who has been missing from his home environment or a temporary placement facility for any reason, and whose whereabouts cannot be determined by the person responsible for the child’s care.
“Out-of-school youth” means an individual 16 to 19 years of age whose high school class has not graduated and who is no longer enrolled in a K-12 program of instruction.
“Parent” means a parent or legal guardian having legal custody of a minor child.
“School of origin” means the school the child attended when permanently housed or the school in which the child was last enrolled.
“School district of residence” means the district in which an emancipated minor or an unemancipated minor’s parent is domiciled or currently residing.
“Supervision” (for purposes of district of residence determination) means a minor child is: (1) receiving services from a state agency, local mental health authority, or substance abuse authority with active involvement or oversight; and (ii) engaged in a human services program that is properly licensed or certified and has provided the school district receiving the minor child with an education plan that complies with the requirements of Utah Code Ann. §62A-2-108.1
approved workplace skill competencies, including job placement when appropriate; and identification of post-secondary goals and approved sequence of courses.
“Unexcused absence” means an absence charged to a student when the student was not physically present at school at any of the times attendance checks were made and the student’s absence could not be accounted for by evidence of a legitimate or valid excuse in accordance with District policy 3020 Sevier School District Attendance Requirements and school policy.
“Youth in Custody” means a person under the age of 21 who does not have a high school diploma or a GED certificate who is, pursuant to a determination that the person is neglected, delinquent, or guilty of a criminal act, 1) receiving services from of the Department of Human Services; 2) in the custody of an equivalent agency of a Native American tribe recognized by the United States Bureau of Indian Affairs and whose custodial parent or legal guardian resides within the state; or 3) being held in a juvenile detention facility.
Approved: 06/24/20
