7:050-AP3 Student Enrollment

Definitions

• Enrollment: Initial matriculation or transfer of a student into the District.
• Registration: Annual verification of student and parental contact information and intent to continue attending; required yearly.

Procedure for Enrollment

1.  Phase 1: Centralized (Central Office).
   1. Collect enrollment forms and affidavit.
   2. Verify student residency.
   3. Request student records from previous school.
2. Phase 2: Site-Based (School or Program).
   1. Process student records (transcripts, IEP/504 plans, medical forms).
   2. Planning special services, if needed.
   3. Determine start date.

Workflow Checklist

Phase 1: Central Office

1. Verify active/prior enrollment in the District.
2. Verify the following documents:
   1. Enrollment Forms (Part I and Part II) for completion and signature
   2. Affidavit of Enrollment and Residency for completion and signature
   3. Birth Certificate
   4. Residency documents (Category I and Category II )
      1. To process enrollment, one document from Category I and two documents from Category II are required
         1. Homeless:  a family could qualify as homeless based on the reason they are living with a Batavia resident.  Inform district liaison who will speak with the family to determine status
      2. If Category II item(s) still need to be provided, check the Residency Alert box and indicate in the notes, what is still required.
      3. 7:060 Exhibit 1 does not require a notary
      4. 7:060 Exhibit 2 and Exhibit 3 require a notary and approval from District administrator
   5. Notarizes exhibits, if necessary
   6. Seek exhibit approval from administrator, if necessary
3. Contacts parent/guardian if any required documents are missing
4. Create (or update) student record in PowerSchool; attach scanned documents.
5. Send paper documents to the school for record keeping (and health information for nurse)
6. Send request for student records and ISBE Student Transfer Form to the previous school
7. Send parent/guardian welcome letter and PowerSchool account credentials
8. Notify Student Services and Building Principal if the student has an IEP
9. Notify district nurse and building nurse if a health issues exists
10. Notify Bi-Lingual (add to Bi-Lingual Screening Google Doc) if another language is indicated on Enrollment Form Part I
11. Notify SPED (add to IEP/504 Meetings and Summer Move Ins Google Doc) if student has an IEP or 504
12. If high school student, set grade level based upon birth date
13. If eligible for transportation, add student to Transportation Google Doc
14. If missing residency document, flag residency issue (Residency)
15. Share free/reduced lunch and fee waiver application process

Phase 2: School or Program

1. Add students class lists and update numbers
2. Update all class numbers
3. Create a student cumulative folder
4. Follow up on student records request
5. Communicate with new family regarding tours/create welcome folders
6. Summer – modify schedule in PowerSchool to reflect class placement
7. Approve all online registration in PowerSchool once parent has set up an account
8. Run new class lists
9. Add to teach sub folders
10. Email specials teachers with updated class list

Date Adopted:  March 24, 2020

Date Amended:  October 19, 2020; January 8, 2025