Portland Public Schools Enrollment Handbook

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1 Portland Public Schools Enrollment Handbook ( ) Portland Public Schools recognizes the diversity and worth of all individuals and groups and their roles in society. All individuals and groups shall be treated with fairness in all activities, programs and operations, without regard to age, color, creed, disability, marital status, national origin, race, religion, sex, or sexual orientation. Board of Education Policy P District Title VI Title IX: Greg Wolleck American Disabilities Act Contact: Jeff Fish, Legal Counsel Human Resources BESC Enrollment & Transfer Center, Office of Schools and Information Technology SIS August 2013

2 TABLE OF CONTENTS PURPOSE OF ENROLLMENT HANDBOOK... 1 Enrollment Data... 1 DEFINITIONS... 2 DISTRICT REQUIRED ENROLLMENT PROCEDURES... 4 Adult Education... 4 Alternative Education (Education Options)... 4 Athletics (Home Schooled or Private School Students)... 4 Charter School Non-Resident Student receiving Special Education Services... 4 Columbia Regional Programs... 4 Community Transition Program (CTP) (aka CTC in Synergy)... 4 DESCC Students attending the Delayed Expulsion School Counseling Center... 5 ESL Students / Family Support Centers... 5 Foreign Exchange Students... 5 Foster Children Senate Bill Guardianship Arrangements... 5 Home Schooled Students/Private Parochial Students... 6 Homeless Students... 6 Jefferson Dance Students... 7 Maternity Leave... 7 Medical/Safety Leave... 7 Online Charted Schools... 8 Pioneer - Short-Term Education Placements... 8 Pre-Kindergarten (Pre-K) students receiving Special Ed Services... 8 Private School Students - See Home Schooled Students on page 6... Regular Student Enrollment No Special Circumstances... 9 Section 504 Students Special Education Services Full Time Student Students of Legal Age Students Studying Abroad Teen Parent Services See Maternity Leave on page Transfers from Out-of-District (Inter-district transfers) Transfers within the District (intra-district transfer) School Choice Transfer Process Tuition Based Enrollment Non-Residents Tutoring Students Receiving & Not Receiving Special Education Services Contact Information APPENDIX A. Portland Public Schools: Policies and Administrative Directives P Compulsory Enrollment and Attendance AD Student Enrollment Immunizations P Age At Entrance P Early School Entrance AD Early Entry into Kindergarten and First Grade P Admission of Nonresident Students AD Tuition Information P Student Assignment to Neighborhood Schools AD Minors Not Living with Parents or Guardians AD Residency & Neighborhood School Assign P Student Enrollment and Transfers AD Student Transfers AD Attendance Areas and Transfers Boundary Changes AD Families Who Move AD Students Expelled Readmission AD Interdistrict Agreements and Transfer of State School Funds B. State Laws Regarding School Enrollment i

3 Oregon State Law, Chapter 339, Sections Regarding School Enrollment: School attendance required; age limits Duty to send children to school Exemptions from compulsory school attendance Teaching by private teacher, parent or guardian; notice Admission of students: waiver; denial Admission of nonresident pupils; costs Education for children in local or regional correctional facilities required Residency of student for school purposes Residency of child with disability Residency of student at youth care center C. Enrollment and Transfer Center Forms, Guidelines & Letters Welcome to PPS Enrollment Info Letter Declaration Of Residency Memo Declaration of Residency Form English & Spanish Resident Relocation Guidelines Resident Relocation Form Non-Resident Student Guidelines Non-Resident Student Form English School Choice Administration Admin Tools D. DHS Senate Bill DHS Senate Bill 414 Information DHS Student Education Records Protocol Flow Chart Sample DHS Custody Letter Parental Notice Template for Sped Students Only SB 414 Memo of Understanding Court Order Sample Synergy Procedure for student in custody of DHS E. Portland Public Schools Forms & Information DESCC Referral Form PPS Fee-for-Service Kindergarten PPS Fee-For-Service Kindergarten Contract English & Spanish Tuition Discount Application Fee-for Service Kindergarten Authorization for Direct Payment Checking or Saving Authorization for Use of Visa/MasterCard Payment of Tuition Records Request Form Nutrition Services Free & Reduced Information, Instructions & Form English & Spanish PPS Registration Form F. Synergy Information Synergy Quick Reference Guides E1 Enrolling Students D10 Concurrent Enrollment ii

4 PURPOSE OF ENROLLMENT HANDBOOK The goal of this Enrollment Handbook and the implementation of its directives are: To provide consistent and appropriate enrollment policies and practices that will ultimately result in improving the enrollment process for parents, students and staff. It is the expectation of the Superintendent that all Portland Public Schools will follow the practices stated in this handbook. We realize, however, that a handbook such as this is an evolving document. The materials will be reviewed annually and, where appropriate, updates will be instituted. Enrollment Data The information entered into Synergy flows to the State of Oregon Department of Education, Health Department, School Board, PPS Administration and sometimes the news media. The information is used to support student achievement, attendance and to account for State funding. Synergy Information Used For: Enter and Leave Dates State of Oregon school funding Enrollment counts for staffing (FTE) Early Leaver Reporting Nutrition Services Systems Tracking attendance accurately (PPS #1 Vital Sign) Valid Addresses in or out of neighborhood or district School profiles used by the School Board Transportation Department District and school mailings School Choice ADA: Average Daily Attendance DEFINITIONS ADM: Average Daily Membership Age Appropriate Enrollment: Students may be enrolled in a public school until they reach the age of 19. The student may be enrolled in the year they turn 19 if they have not already turned 19, and they remain in school until they withdraw or the school year ends. (Special Education students may continue through the age of 21). Students who do not meet the age requirement but have completed an accredited program may enroll at another grade level. Contact the TAG department at (503) for these situations. Cohort Graduation Rate: A cohort graduation rate is the percentage of first-time ninth graders in a particular school year who graduate within a given time frame, such as four years or five years. For example, a four-year cohort graduation rate for the first-time ninth graders in school year would represent 1

5 the percentage who graduated by the end of the school year. ( Oregon Department of Education Cohort Technical Manual Version 1.0) Concurrent Enrollment: A process that allows another school or program to view student information when they are not the home school. Enroll: To enter enrollment information into the student information system. Once enrolled, another school cannot enroll the same student. Enrollment Packet: Each school should have an enrollment packet. The Enrollment Packet generally includes the basic First Day of School packet information and is handed out to any new student who enrolls at your school. Enrollment Packet suggestions: school calendar, current newsletter, Nutrition Services Free & Reduced form and information, and transportation information. ETC: Enrollment and Transfer Center. ETC is designed to support families and school staff by providing a coordinated system for school choice and enrollment processes in one central location. ETC staff provides information about District enrollment procedures, services, and educational options with the goal of equal access and the ability to assist families in making informed choices about their student s education. ETC facilitates a wide variety of enrollment processes and services. The PPS Enrollment Options Chart lists these services, with details provided in this section of the Administrator s Handbook. Parents should be referred to the main phone number for assistance. All staff is cross-trained in all department processes to provide assistance when needed. Fee-For-Service Kindergarten: Families enrolling in full-day kindergarten at non-title I schools must complete a fee-for-service contract at registration. The contract explains monthly tuition, payment plans and scholarships. To download contracts, payment forms and scholarship information, go to: PPS Inside > Forms > Fee-For-Service (See Appendix E). Functional Life Skills Students: Students enrolled at MESD who are cross-enrolled to school site where their class is held. PPS staff is not required to do anything with these students. Head Start: Head Start programs are in centers (like Sacajawea and Applegate), and school sites (such as James John and Lent). Head Start offers both full and half-day options. Enrollment is handled at Head Start, and families have to meet federal income guidelines. Families wishing to continue in the school for kindergarten have to apply through school choice if the Head Start school is not their neighborhood school. MESD: Multnomah Educational Service District Non-Resident: Student who does not reside within the boundaries of Portland Public Schools ODE: Oregon Department of Education Petition Transfer: PPS understands that sometimes families face urgent situations that may require the immediate movement of a student from one school to another. When families face extraordinary circumstances that pose imminent health, safety or serious educational concerns, a Petition Transfer process is available. ETC makes the final determination based on the Petition Transfer guidelines, the information submitted by the parent/guardian, and consultation with school staff, administrators, and other service providers. Please refer these situations to ETC (503)

6 Register: To register a student means to input an enter date when the student actually began attending school. The correct enter date is very important for ADM reporting to the Oregon Department of Education. Resident Relocation: Students who move during the year can remain at the school they are attending. The Resident Relocation form is used by schools for families within the district who wish to have their student remain in the school they are attending. School staff forwards the Resident Relocation Form to ETC. A letter will be sent to families and schools upon completion of the process. NOTE: the transfer policy allows students to remain at the currently enrolled school until the highest grade level. (Non-resident students currently attending PPS on an inter-district transfer must show proof of PPS residency if they move into PPS.). Resident Student: Public schools in Oregon are required to provide schooling for students whose residence is within the boundaries of the district. Public schools are not required to provide school for students whose residence is in another school district, state, country, or for students who reside in the district for the primary purpose of attending school. According to Portland Public Schools regulations the term residence signifies the place where a child resides with some degree of permanency with the parent/guardian or supervising adult. If a family cannot provide proof of residency and is in transition due to economic hardship, please contact Project Return at Please contact ETC if you have any questions at Transitioning Students: Students that are requesting to attend a Portland Public School and have been absent from a public school setting for at least 20 consecutive school days and are transitioning from residential mental health, alcohol/drug treatment programs, DART or other day treatment programs and/or involved in the juvenile justice system, need to be referred to Direction Services for placement in the most appropriate school setting. Contact Direction Services at Washington Residents: Students residing in the state of Washington may only enroll in Portland Public Schools if they pay tuition and space is available. Follow the Transfers from Out-of-District (inter-district transfer) procedure. 3

7 DISTRICT REQUIRED ENROLLMENT PROCEDURES Adult Education Students who are not on track to receive a standard high school diploma can be enrolled in a GED program, an adult high school diploma program or another post-secondary education. Enroll in Synergy following the regular enrollment process. Alternative Education (Education Options) Students who are at risk of dropping out of school or whose educational needs are not being met in a traditional school setting may qualify for placement in a District or community based alternative program. Alternative programs are designed to increase achievement in smaller learning communities. Alternative programs must develop an alternative education plan for qualifying students and have that plan approved by the Education Options Office. District staff, parents or students are encouraged to contact a placement specialist in ETC for placement criteria and program information. For detailed information and available Alternative Education Programs visit the Education Options website Athletics (Home Schooled or Private School Students) Students who reside in your attendance area and are home schooled or attend a private school, are allowed to participate in athletics. 1. Collect a completed and signed registration form from the parent/guardian or supervising adult. 2. Enroll the student into Synergy SIS with the NS: Extra-Curricular Activities enter code. 3. School schedules the student into courses. The school will be able to input attendance and grades accordingly. The student will not report to the state. Charter School Non-Resident Student receiving Special Education Services Students with an IEP attending a PPS Charter School and do not reside within PPS boundaries: 1. Collect a completed and signed registration form from the parent/guardian or supervising adult. 2. Enroll the student into Synergy SIS with the NS: Special Education Services Only enter code. 3. On Enrollment screen, select Resident under the Status, and the name of the district where the student lives under the Legal District of Residence. 4. Type in the Effective Date -- the student s first day of enrollment after approval. Columbia Regional Programs PPS students receiving services for Autism, Deaf and Hard of Hearing, Orthopedic, or Vision through Columbia Regional Programs. 1. Enroll student using the standard enrollment process. 2. Columbia Regional will concurrently enroll students approved for services to the Regional program and also to their district of residence Outside Placement school. NOTE for Sunnyside, Mt. Tabor and Cleveland: If a student in the Deaf and Hard of Hearing program is from another school district, enroll as Non-Resident Status, and enter the district where the student lives under the Legal District of Residence, and select Paid by Resident District as the Tuition Payer Code. Community Transition Program (CTP) The Community Transition Program (CTP) serves students with IEPs who graduate from high school with modified or extended diplomas or who have completed four years with an alternative certificate. The 4

8 purpose of the program is to support young adults in their transition to life after high school. Enroll the student with the standard enrollment process. DESCC Students attending the Delayed Expulsion School Counseling Center The Delayed Expulsion School Counseling Center is a disciplinary Action Level 4 delayed expulsion alternative available to middle and high school students. 1. School administrators fill out DESCC referral form (see Appendix E). 2. DESCC staff creates a concurrent enrollment for the student and selects the NS: Concurrent Use Only enter code. 3. When the student has successfully completed the DESCC program and has returned to the home school, DESCC staff ends the concurrent enrollment. ESL Students / Family Support Centers When the Family Support Center is available, staff assists schools by assessing and enrolling students who speak a language other than English into Synergy. Contact ESL for additional information. Foreign Exchange Students Students from foreign countries may be approved to enroll in high schools if they are sponsored by a District approved program and local host family, meet admission requirements set forth in the District guidelines, and are approved by the neighborhood school of the host family. The maximum length of the enrollment is one year. To ensure consistent application of the guidelines and coordination of services, exchange program representatives are asked to communicate directly with the PPS Enrollment and Transfer Center (ETC) regarding placement. A Clearance for Registration will be issued when a student has met all District and immunization requirements. 1. Verify the student has Clearance for Registration form from ETC. 2. Enroll student into Synergy to the approved school following the standard enrollment process. 3. On the Student > Other Info > Graduation Information screen, select the Honorary type in the Diploma Type field. 4. ETC will assign the student to the Foreign Exchange program assignment in Synergy. Foster Children Senate Bill 414 Senate Bill 414 is a law passed by the 2007 legislature regarding children in foster, residential or group care under the custody of DHS. Much of the measure addresses placement of siblings in care as well as the need to track the progress of students in care. The bill also includes a provision requiring DHS workers to report to the court on school attendance and school progress. See Appendix D more information regarding Senate Bill 414 and for Synergy procedures. Guardianship Arrangements Students who are living with someone other than their parents or legal guardian must have clearance through ETC to enroll unless the student is 18. Students meeting hardship requirements become a PPS resident and enroll in the neighborhood school. These students can transfer to other district schools through the regular transfer process. Please refer these situations to ETC. A Clearance for Registration will be issued for qualifying students. 1. Verify that Clearance for Registration form has been issued by ETC. 2. Enroll the student into Synergy following the standard enrollment process. 3. List the supervising adult as the guardian. 5

9 Home Schooled 1 and Private/Parochial School Students 2 Follow these enrollment steps for either scenario: 1 Home schooled students who come to a PPS school for any reason. Home schooled students must be registered with MESD. Parents and schools can contact MESD at for additional information. 2 Students who attend a private or parochial school and attends a PPS school for any reason. Needs an SSID for Testing 1. Enroll the student with the NS: For Testing Purposes Only. 2. If the student needs an SSID immediately, contact SIS Support at (503) option 2. Not Receiving Special Education Services Home schooled or private/parochial school student taking 1-2 regular education classes that total less than 100 min per day. 1. Obtain Registration form and enroll the student into Synergy with the NS: Private/Home Schooled, Attending Part-Time enter code. 2. Assign the student to a course(s). 3. Track and the student s instructional hours to on a quarterly basis. Receiving Special Education Services Home schooled or private/parochial school student approved to receive PPS Special Education services. 1. Obtain Registration form and enroll student into Synergy with the NS: SpEd Services Only enter code. 2. Track the the student s instructional hours to on a quarterly basis. Homeless Students Student meets homeless criteria as defined by Project Return ( ). Who qualifies? Students who are doubled up, sharing housing due to loss of housing or economic hardship Students living in motels, trailer parks or camp grounds due to the lack of alternative accommodations Students living in emergency or transitional shelters Students who are living in cars, parks, public spaces or substandard housing Students who are unaccompanied, living without their parents Migratory students who qualify as homeless because the students are living in circumstances listed above Student rights: Go to school, no matter where they live or how long they have lived there Continue in the school that they last attended before becoming homeless Receive transportation to the school they last attended Enroll in school without giving a permanent address Enroll and attend classes while the school arranges for the transfer of Immunization records or any other documents required for enrollment Enrolling Students into Synergy: 1. Enroll the student into Synergy following the standard enrollment process. 2. Send copy of Registration form to Project Return. 3. Project Return will assign the student to the Title X Part C program assignment in Synergy. 6

10 Jefferson Dance Students In-district, PPS schools only Students who currently attend a PPS school other than Jefferson and are taking a dance course. 1. Jefferson school staff concurrently enrolls the student into Synergy using the NS: Extra-Curricular Activities enter code. Select Exclude form State Reporting in the ADA/ADM field via the Student > Enrollment History tab. 2. Jefferson school staff assigns the student the dance course(s) in Synergy. Outside-of-district schools Students who currently attend a school outside of PPS boundaries and are taking a dance course. 1. Search Synergy for an existing student ID#. If existing, enroll the student using the existing student ID# and select the NS: Extra-Curricular Activities enter code. Skip to Step 3. If no existing student ID#, go to Step #2. 2. Obtain a Registration Form and enroll the student into Synergy with the NS: Extra-Curricular Activities enter code. 3. On the Student > Enrollment tab > Enrollment Activity section, input the following information: a. The Legal District of Residence: The name of the district where the student lives b. Effective Date: The student s first day of enrollment c. Tuition Payer Code: Paid by Parent. d. ADA/ADM: Exclude from State Reporting 4. Jefferson school staff assigns the dance course(s) to the student. Maternity Leave Students who are on maternity leave, but still need to appear on the teacher s class roster. The teacher works with the Teen parent tutor to provide homework assignments. Tutoring/instructional hours are tracked for correct reporting of ADM to ODE. Instructional hours are inputted by Teen Parent Services (TPS) staff. Scenario 1: Student has been accepted into the TPS program, but has not delivered the baby yet. 1. TPS concurrently enrolls the student into Synergy using the NS: Concurrent Enrollment enter code. 2. When the student delivers the baby and no longer attends the home school, TPS ends the concurrent enrollment. Scenario 2: Student has delivered the baby and no longer attends the home school: 1. The home school inactivates the student from Synergy. The leave date is the day the student last attended school, not the day after. 2. The home school notifies TPS ( ) when the student has been inactivated. 3. TPS enrolls the student into Synergy using the Standard Enrollment enter code. 4. The home school concurrent enrolls the student with the NS: Concurrent Enrollment enter code. 5. TPS inputs instructional hours into Synergy. 6. The home school re-inputs the student s courses. 7. When the student returns to the home school: a. The home school ends the concurrent enrollment b. TPS inactivates the student. The leave date is the day the student last attended TPS. c. The home school re-enrolls the student using the Standard Enrollment enter code. d. The home school re-inputs the student s courses. Medical/Safety Leave Students who cannot attend school for medical or safety reasons and are not receiving tutoring from a licensed teacher (if they are receiving tutoring from a licensed teacher see Tutoring section). 1. The home school inactivates the student from Synergy using the Long-term medical leave enter code. The leave date is the day the student last attended. 7

11 2. When the student returns, follow the standard enrollment process. Online Charter Schools Students who are enrolled at an online school cannot be enrolled concurrently at PPS. Pioneer Short-Term Educational Placements NOTE: The enrollment steps are the same for all 3 scenarios below Evaluation/Stabilization Students with significant behavior/mental health needs who need a more secure and therapeutic setting for completion of an evaluation for special education eligibility (students not yet eligible) or for evaluation of special education needs (students already on IEPs). This option is for students who demonstrate a significant safety concern. These short-term placements are limited to 6 school weeks. Parental consent is required. Interim Alternative Education Placement ( Interim ) Students who have engaged in one of the big three behaviors: drugs, weapons and/or serious bodily injury. The IEP team decides that a special school placement is appropriate (rather than a CBO alternative education placement). A manifestation determination IEP meeting is required, but the student may be removed to an Interim placement whether or not the behavior is a manifestation of the student s disability. These short-term placements are limited to 45 school days and parental consent is not required. Post-Expulsion Placement Students who engaged in misconduct that resulted in an expulsion. Students on IEPs may only be expelled for behavior that is not a manifestation of their disability. The IEP team decides whether or not a special school placement is appropriate (rather than a CBO alternative education placement). These short-term placements are limited to the duration of the expulsion and parental consent is not required. 1. The home school inactivates the student from Synergy. The leave date is the day the student last attended. 2. Pioneer enrolls the student into Synergy following the standard enrollment process. 3. For tracking purposes, the home can create a concurrent enrollment using the NS: Concurrent Enrollment enter code. 4. Once the program has ended, the home school ends the concurrent enrollment (if applicable), and Pioneer inactivates the student enrollment. 5. The home school re-enrolls the student using the Standard Enrollment enter code. 6. The home school re-inputs the student s courses. Pre-Kindergarten (Pre-K) students receiving Special Ed Services Pre-K students under 5 who are receiving special education services through MESD s MECP program. Contact information: Enroll the student into Synergy following the standard enrollment process. 2. If MECP needs to track the student or just needs basic student information, they will have to enroll the student into their own Synergy database. Private/Parochial School Students see Home Schooled and Private/Parochial School Students 8

12 Regular Student Enrollment No Special Circumstances When a family comes to your building, enroll a student using the following steps: 1. Confirm the adult enrolling the student is either: a. A legal parent/guardian b. Court appointed (DHS) guardian c. Supervisory adult approved through ETC (refer to Guardianship Arrangements in this handbook for more information) 2. Ask the family for their property address. Enter the address online at to verify that they live in your attendance area. a. If the address is in your attendance area and the student does not have an approved transfer to another school, continue to Step 4. b. If the address is outside your attendance area, refer the family to the appropriate school for the appropriate grade level. c. If the address is outside your attendance area and the student has an approved transfer, continue to Step 4. (Approved transfers appear in Admin Tools. If the student is a non-resident they will have a Clearance For Registration form with them.) 3. Ask the family if the student is in any special programs (i.e. Special Education, 504 Plan, ESL, etc). a. If the student is not in any special program, continue to Step 5. b. If the student is in a special program, refer to the specific section of this Enrollment Handbook and follow the appropriate procedures. 4. Ask the family for two Proofs of Residency. Acceptable forms of Proof of Residency are: current utility bill, credit card or bank statement, casework verification and/or payment voucher, change of address with employer or paycheck stub, state and federal tax return, lease agreement, real estate closing statement, or insurance information. If the family cannot provide proof of residency at the time of enrollment have them fill out the Declaration of Residency form. Note: Refer to the Residency Poster at your school, provided by ETC. 5. If the student is enrolling in Pre-K or Kindergarten, ask the family for Proof of Age. a. Richmond Immersion Pre-K age 4 (on or before 9/1) b. All other Pre-K programs age 4 (on or before 9/1) c. Kindergarten age 5 (on or before 9/1) d. Acceptable forms of Proof of Age are: birth certificate, hospital certificate or baptismal record 6. Give the family the PPS Student Registration Form and Enrollment Packet and collect it after it is filled out. Every student must have a signed, completed Student Registration Form to attend school. All families must fill out the 1st page with the home language survey questions. If a language other than English is spoken, refer the family to Family Support Center, if applicable. 7. Give the family a Records Request Form and collect it after it is filled out. (If the student is PK or KG and never attended another school, you do not have to complete this step.) 8. Ask the family for a copy of the student s most recent immunizations. Let the family know what immunizations are needed by the deadline in February. Parents can visit to learn about specific grade level immunization requirements. 9. Ask the family to fill out any other forms your school requests. 10. Inform the family if they qualify for transportation and the times and locations of the bus route near their house. Visit the Transportation website at to determine transportation eligibility and find bus route/time information. 9

13 11. Let the family know when the student may begin school. Students must be in school no longer than 24 hours after the time of enrollment. Schools may not delay a student s start date due to the lack of student educational records or special education records. 12. Registration forms must be entered into Synergy within two (2) days of receipt. During September, school staff may forward the student registration/verification forms to IT SIS for data entry. The Data Entry Checklist must be filled out and the minimum required fields must be entered in Synergy before the form may be sent in. All student s data must be as up-to-date as possible to ensure accurate enrollment counts, attendance calls, emergency procedures, etc. Section 504 Plan Students Section 504 of the Rehabilitation Act of 1973 prohibits discrimination against students with disabilities. The District has created a manual to inform school employees about our legal obligations under Section Enroll the student into Synergy following the standard enrollment process. 2. Assign the student to homeroom/course section as instructed by the Special Education staff or Administrator. 3. PPS Central Office staff will assign the student to the 504 Plan program in Synergy once the appropriate paperwork has been collected. Special Education Services Full-Time Student 1. Enroll the student into Synergy following the standard enrollment process. 2. Have the Special Education staff at your school to follow up. NOTE: Schools may not delay enrolling a student due to the student s need for Special Education services. Students of Legal Age Students who are legally emancipated and have attained eighteen years of age are able to enroll themselves in school and permission and/or consent rights required of a parent/guardian shall only be required of the student. 1. Enroll the student into Synergy following the standard enrollment process. 2. In the Synergy Parent screen choose Self as the parent type and fill in the student s information. 3. The student can choose to include or remove any other parent/guardians and/or contacts that might already be listed in the student information system. Students Studying Abroad Students who are currently studying abroad and are expected to return and attend a PPS school during the current school year may be admitted into Synergy for tracking purposes. 1. Enroll the student into Synergy with the NS:Extended Leave enter code. 2. School may assign the student to courses in Synergy. Teen Parent Services See Maternity Leave on page 7 10

14 Transfers from Out-of-District (Inter-district transfers) For the school year, non-resident students may attend District schools if they obtain an Interdistrict Transfer from their resident school district and are approved by the administrator of the requested PPS school. Portland district students must be given first consideration for available slots when the process is initiated. Inter-district agreements must be renewed annually. Renewal will be coordinated by ETC. The Portland School District does receive state funding for inter-district transfer students. If a PPS student moves to a non-resident district during the school year and wishes to continue attending the enrolled school, an inter-district agreement must be secured. To report a Non-Resident Student, log in to School Choice Admin Tools online, go to the Non-Resident Manager, and enter the appropriate information. Continued enrollment in a PPS school is based on academic progress, attendance, behavior, and space available. A Clearance for Registration will be issued if PPS and the non-resident district approve the interdistrict transfer. 1. Verify the student has Clearance for Registration form from ETC. Approval is required each year. 2. Enroll the student into Synergy following the standard enrollment process. 3. On the Enrollment screen the Status field must be Resident and the Legal District of Residence field must be the district where the student lives. 4. The Effective Date is the student s first day of enrollment after approval. Transfers within the District (intra-district transfer) School Choice Transfer Process The School Choice transfer process offers a wide variety of educational options that meet the learning needs and educational interests of all students. The goal is to provide all families with the opportunity to apply for transfer through a system that promotes equal access and diversity by minimizing barriers to participation. Information for families, training sessions for school staff and community outreach are now being scheduled for the transfer cycle. This information along with the School Choice process will be available online at The PPS School Choice lottery is a centrally operated, computerized software program created to place students applying for transfer into available schools and programs. Lottery results are sent by mail to families, six to eight weeks after the School Choice lottery application deadline. The step-by-step lottery process, including rules and requirements, is available on the School Choice website. Focus Option programs, Language Immersion programs and Fee-for-Service Kindergarten programs have placement requirements (e.g. language proficiency, statement of understanding, tuition). Before the lottery is run, School Administrators use the Lottery Application Manager in School Choice Admin Tools to indicate whether students meet requirements and are eligible for lottery placement. Students who do not meet requirements are not considered for placement to that program. 1. Verify the student has an approved transfer by checking School Choice Admin Tools and verify Status is Approved for the current school year. 2. Enroll the student in Synergy following the standard enrollment process. 11

15 Tuition Based Enrollment Non-Residents Non-resident families (including those living in Washington) may elect to pay tuition for their student to attend a district school upon approval of the requested school administrator. Tuition agreements are made for non-resident students in situations where a student does not obtain an inter-district transfer for full or part-time enrollment in PPS. First priority is given to district students. For non-resident students in Full-Day Fee-for-Service Kindergarten programs, half of the tuition must be paid by families (as with resident students) while the remaining half requires an agreement with the resident district for release of state school funds. ETC manages the inter-district transfers and. Schools manage the program fees for Fee-For-Service Kindergarten. See Appendix E for Fee-For-Service information. Non-resident families may elect to remain in full-day Kindergarten programs in Title I schools free of charge by securing an inter-district transfer. Tutoring Students Receiving & Not Receiving Special Education Services Students who are unable to attend school for medical or safety reasons and are receiving tutoring from a licensed teacher. A student s enrollment can be counted for state ADM only if they are receiving at least one hour of tutoring per day from a licensed teacher. NOTE: Providing homework does NOT constitute as tutoring, see Medical/Safety Leave. 1. The home school enrolls the student with the NS: Homebound, Receiving Tutoring enter code. 2. Track the the instructional hours to on a quarterly basis. Contact Information If you have SIS enrollment questions, please call the IT Service Desk at (503) and select option 2. If you have questions or concerns about information in this handbook that is not technology related, please contact the Enrollment and Transfer Center at (503)

16 APPENDIX A Portland Public Schools: Policies and Administrative Directives

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24 ADMINISTRATIVE DIRECTIVE AD Early Entry into Kindergarten and First Grade A. Introduction: In accordance with board Policy P, early entry is granted for an intellectually and /or academically advanced child who would not otherwise be allowed to enter kindergarten or first grade for another year due to their date of birth. B. Early Entry Into Kindergarten: 1. Students whose fifth birthday occurs after September 1 st and on or before October 1 st may apply for Early Entry into Kindergarten. All applications for Early Entry must be received by the Talented and Gifted [TAG] Office by September 15 th. 2. Process: The TAG Office will make the final determination to accept a student for Early Entry based on the following criteria: (a) (b) (c) (d) (e) (f) (g) C. Early Entry Into First Grade: test scores; an intelligence quotient at or above the 95 th percentile the child s preschool history and experiences the child is in good health and free of emotional problems eye-hand coordination should suggest at least average perceptual-motor skills evident reading readiness, if not reading ability verbal and quantitative reasoning merit weight since these abilities appear central to school success observational and interview findings of the principal. 1. Students whose sixth birthday occurs after September 1 st and on or before October 1 st may apply for Early Entry into First Grade. All applications for Early Entry must be received by the TAG Office by September 15 th. 2. Process: The TAG Office will make the final determination to accept a student for Early Entry based on the following criteria: Portland Public Schools Page 1 of 2 3/5/2009

25 EARLY ENTRY FOR KINDERGARTEN AND FIRST GRADE AD (a) (b) (c) (d) (e) (f) (g) test scores; performance in reading and math at or above the 95 th percentile on the Iowa Test of Basic Skills the child s preschool history and experiences; the child is in good health and free of emotional problems; eye-hand coordination should suggest at least average perceptual-motor skills; verbal and quantitative reasoning merit weight since these abilities appear central to school success; observational and assessment findings of kindergarten teacher, preschool teacher, and parents; observational and interview findings of principal. Policy Implemented: P History and Reference: Adpt. 3/09 Portland Public Schools 3/5/2009 Page 2 of 2

26 P Admission of Nonresident Students

27 AD Tuition Information

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31 ADMINISTRATIVE DIRECTIVE AD Residency & Neighborhood School Assignment I. Introduction A. Students shall attend the neighborhood school in the attendance area where they reside with their parent, guardian or other supervising adult, unless they: 1. Have an approved transfer, 2. Are assigned to another school (see Section VI), 3. Are an emancipated minor, or 4. Are otherwise exempt from compulsory enrollment laws (see P). B. Students who qualify as homeless under the Federal McKinney-Vento Act are not required to provide proof of supervision or residency in order to enroll in school. II. Definitions A. Guardian means a person entrusted by law with the care of a child. B. Supervising adult means an adult in a parental relationship who has physical custody of a child or resides in the same household as a child, interacts with the child daily, provides the child with food, clothing, shelter and incidental necessities and provides the child with necessary care, education and discipline, pursuant to ORS (8)(a). It does not mean a person with a power of attorney or other written delegation of parental responsibilities if the person does not have other evidence of a parental relationship. C. Transfer means a formal request by a District family for a student to attend a school or program other than his/her neighborhood school or to return to his/her neighborhood school from a transfer school (see P and AD). D. Emancipated minor means a person who has been so declared by the courts pursuant to ORS Chapter 419B or similar out-of-state statute. E. Supervision agreement means an agreement in which an adult who is not the parent or legal guardian of a student assumes responsibility for that student for the purposes of educational and residency decisions. F. Neighborhood school means a school serving a designated attendance area within a school district and as defined in P. Portland Public Schools Page 1 of 4

32 Residency & Neighborhood School Assignment AD G. Attendance area means a geographic area served by an individual school. H. Student s residence means the place where a student eats, sleeps and otherwise lives with some degree of permanency with the student s parent, guardian or other supervising adult. Owned, leased or rented secondary domiciles or other property, or places of business apart from primary residences, and addresses designed only for receipt of U.S. mail, do not constitute a place of residence. III. Residency A. Students are considered residents of the attendance area where they live with: 1. A parent, 2. A guardian, 3. A substitute care provider, including a foster care and court-appointed provider, as provided in ORS Chapter 339, or 4. A supervising adult who has obtained a Supervision Agreement from the Enrollment and Transfer Center (ETC) due to a hardship circumstance. B. Students whose parents are separated or divorced are considered residents of the attendance area in which their custodial parent resides. C. Students who are considered to have reached the age of majority through becoming 18 years of age or older, marriage or being legally emancipated minors are considered residents of the attendance areas in which they reside. IV. Proof of Residency A. Proof of residency is necessary to determine the correct school district, as required by ORS Chapter 339, and neighborhood school assignment for each student. B. Two current documents reflecting the student s residence shall be provided to the school or ETC staff prior to student enrollment. Proof of residency documents include: 1. Utility bills, such as phone, electricity, natural gas or water, 2. Real estate documents, such as a rent receipt or lease agreement with the name of the tenant and landlord and contact information, mortgage statement or real estate closing statement, 3. Insurance statement, such as automobile, home, rental or health, Portland Public Schools Page 2 of 4

33 Residency & Neighborhood School Assignment AD 4. Financial documents, including bank statement, credit card statement or pay stub, and 5. Government documents, including state or federal tax return, social security statement, unemployment insurance, WIC or Oregon Health Plan statement. C. If a parent, guardian or supervising adult cannot provide proof of residency due to a recent move or change in family situation, a temporary Declaration of Residency may be issued allowing a student to attend school for 10 school days while the family obtains the necessary documents. School enrollment may be terminated after the tenth day of attendance if residency has not been established. D. Current proof of residency documents may be requested at any time by school or ETC staff if there is reasonable cause to believe that the student s residency information is incorrect. E. Falsification or misrepresentation of an address, residence or living arrangement to obtain a school assignment may result in revocation of the student s current school assignment and return to the correct school. V. Students Who Move A. When students move from one school attendance area to another within the District: 1. Students who want to attend their new neighborhood school shall be admitted with appropriate documentation: a) Verification of their new residence address, b) Students who have transferred into their current school must obtain transfer releases from the ETC. 2. Students may remain in their currently enrolled school to the highest grade. a) Transportation is the responsibility of the family. b) Upon completion of the highest grade, students will be assigned to the next school level based on their new address, unless they have received an approved transfer to another school. 3. Students who remain in their currently enrolled school retain the right to attend their new neighborhood school at a later time, so long as they meet the documentation requirements listed above. Portland Public Schools Page 3 of 4

34 Residency & Neighborhood School Assignment AD a) A change to the new neighborhood school does not require approval if made during natural school breaks, such as between semesters or school years. b) Students who wish to begin attending their new neighborhood school at other times of the school year must use the petition transfer process ( AD). B. When students move to another school district, their parent or supervising adult shall inform their current principal. The principal shall submit a Nonresident Report Form to the ETC for any student who moves out of the District. 1. Students may remain in their currently enrolled school if: a) The new school district is in Oregon and has granted the student an inter-district transfer (see P), or b) The parent, guardian, supervising adult or another entity has agreed to pay tuition (see AD). VI. School Assignment Other Than Neighborhood School A. Students may be assigned to a school other than their neighborhood school with: 1. An approved transfer 2. A plan and placement for special program services which include, but are not limited to: a) Special education, b) English as a second language, c) Alternative education (Education Options), or d) Post-disciplinary action. Policy Implemented: P Legal References: ORS ; ORS Chapter 419B History: Replaces AD (Minors Not Living With Parents Or Guardians), AD (Families Who Move); Adpt. 8/09 Portland Public Schools Page 4 of 4

35 P Student Enrollment and Transfers

36 ADMINISTRATIVE DIRECTIVE AD Residency & Neighborhood School Assignment I. Introduction A. Students shall attend the neighborhood school in the attendance area where they reside with their parent, guardian or other supervising adult, unless they: 1. Have an approved transfer, 2. Are assigned to another school (see Section VI), 3. Are an emancipated minor, or 4. Are otherwise exempt from compulsory enrollment laws (see P). B. Students who qualify as homeless under the Federal McKinney-Vento Act are not required to provide proof of supervision or residency in order to enroll in school. II. Definitions A. Guardian means a person entrusted by law with the care of a child. B. Supervising adult means an adult in a parental relationship who has physical custody of a child or resides in the same household as a child, interacts with the child daily, provides the child with food, clothing, shelter and incidental necessities and provides the child with necessary care, education and discipline, pursuant to ORS (8)(a). It does not mean a person with a power of attorney or other written delegation of parental responsibilities if the person does not have other evidence of a parental relationship. C. Transfer means a formal request by a District family for a student to attend a school or program other than his/her neighborhood school or to return to his/her neighborhood school from a transfer school (see P and AD). D. Emancipated minor means a person who has been so declared by the courts pursuant to ORS Chapter 419B or similar out-of-state statute. E. Supervision agreement means an agreement in which an adult who is not the parent or legal guardian of a student assumes responsibility for that student for the purposes of educational and residency decisions. F. Neighborhood school means a school serving a designated attendance area within a school district and as defined in P. Portland Public Schools Page 1 of 4

37 Residency & Neighborhood School Assignment AD G. Attendance area means a geographic area served by an individual school. H. Student s residence means the place where a student eats, sleeps and otherwise lives with some degree of permanency with the student s parent, guardian or other supervising adult. Owned, leased or rented secondary domiciles or other property, or places of business apart from primary residences, and addresses designed only for receipt of U.S. mail, do not constitute a place of residence. III. Residency A. Students are considered residents of the attendance area where they live with: 1. A parent, 2. A guardian, 3. A substitute care provider, including a foster care and court-appointed provider, as provided in ORS Chapter 339, or 4. A supervising adult who has obtained a Supervision Agreement from the Enrollment and Transfer Center (ETC) due to a hardship circumstance. B. Students whose parents are separated or divorced are considered residents of the attendance area in which their custodial parent resides. C. Students who are considered to have reached the age of majority through becoming 18 years of age or older, marriage or being legally emancipated minors are considered residents of the attendance areas in which they reside. IV. Proof of Residency A. Proof of residency is necessary to determine the correct school district, as required by ORS Chapter 339, and neighborhood school assignment for each student. B. Two current documents reflecting the student s residence shall be provided to the school or ETC staff prior to student enrollment. Proof of residency documents include: 1. Utility bills, such as phone, electricity, natural gas or water, 2. Real estate documents, such as a rent receipt or lease agreement with the name of the tenant and landlord and contact information, mortgage statement or real estate closing statement, 3. Insurance statement, such as automobile, home, rental or health, Portland Public Schools Page 2 of 4

38 Residency & Neighborhood School Assignment AD 4. Financial documents, including bank statement, credit card statement or pay stub, and 5. Government documents, including state or federal tax return, social security statement, unemployment insurance, WIC or Oregon Health Plan statement. C. If a parent, guardian or supervising adult cannot provide proof of residency due to a recent move or change in family situation, a temporary Declaration of Residency may be issued allowing a student to attend school for 10 school days while the family obtains the necessary documents. School enrollment may be terminated after the tenth day of attendance if residency has not been established. D. Current proof of residency documents may be requested at any time by school or ETC staff if there is reasonable cause to believe that the student s residency information is incorrect. E. Falsification or misrepresentation of an address, residence or living arrangement to obtain a school assignment may result in revocation of the student s current school assignment and return to the correct school. V. Students Who Move A. When students move from one school attendance area to another within the District: 1. Students who want to attend their new neighborhood school shall be admitted with appropriate documentation: a) Verification of their new residence address, b) Students who have transferred into their current school must obtain transfer releases from the ETC. 2. Students may remain in their currently enrolled school to the highest grade. a) Transportation is the responsibility of the family. b) Upon completion of the highest grade, students will be assigned to the next school level based on their new address, unless they have received an approved transfer to another school. 3. Students who remain in their currently enrolled school retain the right to attend their new neighborhood school at a later time, so long as they meet the documentation requirements listed above. Portland Public Schools Page 3 of 4

39 Residency & Neighborhood School Assignment AD a) A change to the new neighborhood school does not require approval if made during natural school breaks, such as between semesters or school years. b) Students who wish to begin attending their new neighborhood school at other times of the school year must use the petition transfer process ( AD). B. When students move to another school district, their parent or supervising adult shall inform their current principal. The principal shall submit a Nonresident Report Form to the ETC for any student who moves out of the District. 1. Students may remain in their currently enrolled school if: a) The new school district is in Oregon and has granted the student an inter-district transfer (see P), or b) The parent, guardian, supervising adult or another entity has agreed to pay tuition (see AD). VI. School Assignment Other Than Neighborhood School A. Students may be assigned to a school other than their neighborhood school with: 1. An approved transfer 2. A plan and placement for special program services which include, but are not limited to: a) Special education, b) English as a second language, c) Alternative education (Education Options), or d) Post-disciplinary action. Policy Implemented: P Legal References: ORS ; ORS Chapter 419B History: Replaces AD (Minors Not Living With Parents Or Guardians), AD (Families Who Move); Adpt. 8/09 Portland Public Schools Page 4 of 4

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58 AD Families Who Move

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62 APPENDIX B State Laws Regarding School Enrollment

63 Oregon State Law: Chapter 339, Sections Regarding School Enrollment School attendance required; age limits. Except as provided in ORS , all children between the ages of 7 and 18 years who have not completed the 12th grade are required to attend regularly a public full time school of the school district in which the child resides Duty to send children to school. Except as provided in ORS , every person having control of any child between the ages of 7 and 18 years who has not completed the 12th grade is required to send such child to and maintain such child in regular attendance at a public full time school during the entire school term Exemptions from compulsory school attendance; rules. (1) In the following cases, children may not be required to attend public full time schools: (a) Children being taught in a private or parochial school in the courses of study usually taught in grades 1 through 12 in the public schools and in attendance for a period equivalent to that required of children attending public schools in the school year. (b) Children proving to the satisfaction of the district school board that they have acquired equivalent knowledge to that acquired in the courses of study taught in grades 1 through 12 in the public schools. (c) Children who have received a high school diploma. (d) Children being taught for a period equivalent to that required of children attending public schools by a private teacher the courses of study usually taught in grades 1 through 12 in the public school. (e) Children being educated in the children s home by a parent or legal guardian. (f) Children excluded from attendance as provided by law. (2) The State Board of Education by rule shall establish procedures whereby, on a semiannual basis, an exemption from compulsory attendance may be granted to the parent or legal guardian of any child 16 or 17 years of age who is lawfully employed full time, lawfully employed part time and enrolled in school, a community college or an alternative education program as defined in ORS An exemption also may be granted to any child who is an emancipated minor or who has initiated the procedure for emancipation under ORS 419B.550 to 419B Teaching by private teacher, parent or guardian; notice; examination; rules; effect of low or declining score. (1) As used in this section, education service district means the education service district that contains the school district of which the child is a resident. (2) When a child is taught or is withdrawn from a public school to be taught by a parent, legal guardian or private teacher, as provided in ORS , the parent, legal guardian or private teacher must notify the education service district in writing. In addition, when a child who is taught by a parent, legal guardian or private teacher moves to a new education service district, the parent, legal guardian or private teacher shall notify the new education service district in writing. The education service district shall acknowledge receipt of any notification in writing Admission of students; waiver; denial. (1) Except as provided in ORS , authorizing tuition for courses not part of the regular school program, the district school board shall admit free of charge to the schools of the district all persons between the ages of 5 and 19 who reside within the school district. A person whose 19th birthday occurs during the school year shall continue to be eligible for a free and appropriate public education for the remainder of the school year. A district school board may admit nonresident persons, determine who is not a resident of the district and fix rates of tuition for nonresidents. (2)(a) A district must admit an otherwise eligible person who has not yet attained 21 years of age prior to the beginning of the current school year if the person is: (A) Receiving special education and has not yet received a high school diploma as described in ORS (1); or (B) Receiving special education and has received a modified high school diploma or alternative certificate as described in ORS

64 (b) A district may admit an otherwise eligible person who is not receiving special education and who has not yet attained 21 years of age prior to the beginning of the current school year if the person is shown to be in need of additional education in order to receive a high school diploma. (3) The obligation to make a free appropriate public education available to individuals with disabilities 18 through 21 years of age who are incarcerated in an adult correctional facility applies only to those individuals who, in their last educational placement prior to their incarceration in the adult correctional facility: (a) Were identified as being a child with a disability as defined in ORS ; or (b) Had an individualized education program as described in ORS (4) For purposes of subsection (3) of this section, adult correctional facility means: (a) A local correctional facility as defined in ORS ; (b) A regional correctional facility as defined in ORS ; or (c) A Department of Corrections institution as defined in ORS (5) An otherwise eligible person under subsection (2) of this section whose 21st birthday occurs during the school year shall continue to be eligible for a free appropriate public education for the remainder of the school year. (6) The person may apply to the board of directors of the school district of residence for admission after the 19th birthday as provided in subsection (1) of this section. A person aggrieved by a decision of the local board may appeal to the State Board of Education. The decision of the state board is final and not subject to appeal. (7) Notwithstanding ORS (1), a school district shall not exclude from admission a child located in the district solely because the child does not have a fixed place of residence or solely because the child is not under the supervision of a parent, guardian or person in a parental relationship. (8) Notwithstanding subsection (1) of this section, a school district: (a) May for the remaining period of an expulsion deny admission to the regular school to a resident student who is expelled from another school district; and (b) Shall for at least one calendar year from the date of the expulsion and if the expulsion is for more than one calendar year, may for the remaining period of time deny admission to the regular school program to a student who is under expulsion from another school district for an offense that constitutes a violation of a school district policy adopted pursuant to ORS (6). (9) A child entering the first grade during the fall term shall be considered to be six years of age if the sixth birthday of the child occurs on or before September 1. A child entering kindergarten during the fall term shall be considered to be five years of age if the fifth birthday of the child occurs on or before September 1. However, nothing in this section prevents a district school board from admitting free of charge a child whose needs for cognitive, social and physical development would best be met in the school program, as defined by policies of the district school board, to enter school even though the child has not attained the minimum age requirement but is a resident of the district Admission of nonresident pupils; costs. (1) The district school board may contract with the district school board of any other district for the admission of pupils in schools of the other district. The contract shall be in writing upon forms furnished by the Department of Education. Expense incurred shall be paid out of the school funds of the district sending such pupils. If the district sending the pupils fails to pay the expense so incurred according to the terms of the contract, the administrative office for the county containing such school district, after satisfactory proof of such failure, shall deduct the amount of the unpaid expense from the amount due the school district at the next regular apportionment. The county treasurer shall pay the amount of the reduced apportionment out of the county school fund. (2) In case the school district sending the pupils is a joint district, jurisdiction shall be exercised by the administrative office for the county in which the most populous part of such district is situated, according to the latest school census. The office s action in the matter is final.

65 Education for children in local or regional correctional facilities required; funding; notice to district; access. (1) A school district shall provide or cause to be provided appropriate education for children placed in a local or regional correctional facility located in the school district. The education may be provided by the school district or an education service district. (2) The school district may claim State School Fund reimbursement under ORS to , , , , and for each child who is in a local or regional correctional facility. (3) A local or regional correctional facility shall notify the school district within which the facility is located of the name and date of birth of each school age child placed in the facility, including a child with a disability under the age of 22 years who may be eligible for special education. The notice shall be in writing and shall be given within five business days of the child s placement in the facility. (4) The local or regional correctional facility shall allow the school district and education service district to have safe and reasonable access to children placed in that facility for whom the school district is required to provide education. (5) As used in this section: (a) Local correctional facility means a local correctional facility as defined in ORS (b) Regional correctional facility means a regional correctional facility as defined in ORS Residency of student for school purposes; how determined; transportation of student. (1) Except as provided in subsection (3), (4), (5) or (7) of this section, children between the ages of 4 and 18 shall be considered resident for school purposes in the school district in which their parents, guardians or persons in parental relationship to them reside. (2) Non emancipated individuals between the ages of 4 and 18 living outside the geographic area of the school district for such reasons as attending college, military service, hospital confinement or employment away from home shall be considered resident in the district in which their parents, guardians or persons in parental relationship to them reside. (3) Individuals considered legally emancipated from their parents shall be considered resident in the district in which they actually reside, irrespective of the residence of their parents, guardians or persons in parental relationship. (4) Children placed by public or private agencies who are living in substitute care programs licensed, certified or approved shall be considered resident in the school district in which they reside by placement of the public or private agency. (5)(a) Notwithstanding subsection (4) of this section, when a juvenile court determines that it is in a child s best interest to continue to attend the school that the child attended prior to placement by a public agency, the child: (A) Shall be considered resident for school purposes in the school district in which the child resided prior to the placement; and (B) May continue to attend the school the child attended prior to the placement through the highest grade level of the school. (b) The public agency that has placed the child shall be responsible for providing the child with transportation to and from school when the need for transportation is due to the placement by the public agency. (c) Paragraph (b) of this subsection applies only to a public agency for which funds have been designated for the specific purpose of providing a child with transportation to and from school under this subsection. (6) Persons living temporarily in a school district for the primary purpose of attending a district school may not be considered legally resident of the district in which they are living temporarily, but shall be considered resident in the district in which they, their parents, guardians or persons in parental relationship to them maintain residency. (7) Except as provided in ORS (7) and , persons whose legal residence is not within the district but who attend school in the district with the written consent of the affected district school boards

66 shall be considered to be residents of the district in which the person attends school for purposes of the receipt by that district of State School Fund moneys for the person. (8) For the purposes of this section: (a) Person in parental relationship means an adult who has physical custody of a child or resides in the same household as the child, interacts with the child daily, provides the child with food, clothing, shelter and incidental necessaries and provides the child with necessary care, education and discipline. Person in parental relationship does not mean a person with a power of attorney or other written delegation of parental responsibilities if the person does not have other evidence of a parental relationship. (b) Substitute care program means family foster care, family group home care, parole foster care, family shelter care, adolescent shelter care and professional group care Residency of child with disability. (1) Notwithstanding ORS (4), a child with a disability shall be considered a resident for school purposes in the school district in which the child s parent or guardian resides if: (a) The child is voluntarily placed outside the child s home by the child s parent or guardian; (b) The child s parent or guardian retains legal guardianship of the child; (c) There is a plan for the child to return home; (d) The placement is within 20 miles by the nearest traveled road from the original school building, unless there are physiographic conditions that make transportation to the original school building not feasible; and (e) The child s parent or guardian and the school staff can demonstrate that it is in the best interest of the child to continue to attend the school the child was attending prior to the placement. The best interest of the child may be demonstrated by factors, including but not limited to the following: (A) The child s siblings attend the school; (B) A change in the child s routine would be detrimental to the child; or (C) The child has developed and maintained a network of personal contacts, support services and friends and a sense of community within the school. (2) If a child qualifies under subsection (1) of this section, the child may continue to attend the school the child was attending prior to the placement in the child s resident school district. (3) Nothing in this section shall affect the ability of school districts to enter into agreements with other school districts for the transportation of students Residency of student at youth care center. (1) A student described in ORS shall be considered a resident of the school district in which the student resides by reason of the placement under ORS for purposes of distribution of the State School Fund. (2) A student described in subsection (1) of this section must be admitted to the public schools of the school district where the student is placed pursuant to ORS (3) Except as provided in ORS , and , the school district shall provide or cause to be provided appropriate education to any student described in subsection (1) of this section, including the identification and evaluation of the student for purposes of determining eligibility as a child with a disability to receive special education and related services enumerated in ORS and services related to a disadvantaged child as defined in ORS Suspension or expulsion of a student from the regular school program does not relieve the district of the obligation to provide instruction in the residential program in which the child resides or in another appropriate facility.

67 APPENDIX C Enrollment and Transfer Center Forms, Guidelines & Letters

68 Welcome to PPS Enrollment Information Letter

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70 Declaration of Residency Memo

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73 Resident Relocation Guidelines

74 Resident Relocation Form

75 Non-Resident Student Guidelines

76 Non-Resident Student Form

77 School Choice Administration Admin Tools

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80 APPENDIX D DHS Senate Bill 414 Information

81 DHS Senate Bill 414 Information What the Senate Bill 414 Does: 1. Requires the Department of Human Services (DHS) to make diligent efforts to place siblings together when siblings are removed from the home and placed in foster care, residential care or group care unless such a placement is not in the best interest of the children. 2. Requires DHS to report to the court on these efforts. 3. Recognizes as a matter of state policy the importance of a child's relationship with parents, siblings and other relatives. 4. Requires a court to make written findings when a child is removed from the home concerning whether DHS made diligent efforts to place the child with a relative. Allows a court to order visitation by the ward's parents and siblings with the child or children removed from the home and placed in foster care. 5. Requires DHS to report to the court information on school attendance and school progress, face to face contacts of the assigned caseworker with a child in the guardianship or custody of DHS; and parent and sibling visits while a child has been in the guardianship or custody of DHS. 6. Also allows DHS to make federal foster care maintenance payments to for profit organizations. The law went into effect on January 1, 2008, and in Multnomah County, schools will begin receiving letters from DHS on May 1 st. A consortium of representatives from county school districts, DHS and MESD put together a process that we believe has the least day to day impact on a school staff and their workload, yet still complies with the law. When a school receives one of these letters from DHS, it is important to respond promptly and the best tools to use are the document titled "SB 414 Flow Chart" as well as the document titled "esis Procedure for Student in Custody of DHS". For General education students, the process is primarily an esis process in which the parent is changed to reflect "Social Services" and DHS Services are identified as well. One additional step is for the School 504 Coordinator to copy and send the 504 plan to the DHS worker assigned to the student. All other information needed by DHS will be culled from esis and sent to DHS in an electronic report (this will be done by the MESD, which coordinates esis services county wide). For SPED students, the process is somewhat different because there are additional forms to be shared with DHS (IEP s, Initial Evaluation Reports, etc.). In this case, the secretary will first send a notice to the foster parents (or other guardian of the student), whomever is currently listed as the parent. The purpose of this letter is to inform these individuals that records will be shared with DHS and if, for any reason, the individuals named want to oppose this release of records, they will know whom to contact to address their concern (the court). After six days, the secretary faxes the special education records request and court order to the Special Ed. Records room at If you receive a letter and have questions, please call Student Services at

82 DHS Student Education Records Protocol Flow Chart

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85 Parental Notice Template for Sped Students Only

86 SB 414 Memo of Understanding

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89 Synergy Reference Guide G7 Senate Bill 414 Once the school has received a letter from the Department of Human Services indicating a student is in the legal custody of the State of Oregon, the school needs to add a DHS case worker as a parent in Synergy. Assign an existing DHS Case Worker as a Parent Step 1 Go to: Synergy SIS>Student>Student>Parent/Guardian tab a. Enter search criteria it can be a combination of fields (i.e. Last Name, First Name, or Student ID). b. Click Find, or Enter on your keyboard. Step 2 Click Add to insert a blank row under Parents and Guardians. Step 3 Order: Enter the order number in which DHS should be contacted Lives With: Leave blank Relation: Select xexclusive Use Only DHS Srvcs. Parent Name: To add a new parent, click on the grey arrow to query for an existing parent or to add new (Go to Step 4). NOTE: If an existing parent/guardian is listed, click on the parent/guardian name to bring up the Parent screen in a separate window with more information about the person Type, Phone: The Type of primary phone to be used to contact the parent is shown with the number listed in the Phone column NOTE: These fields will populate when an existing parent is selected, or added new Contact Allowed: Check the box PVUE: Leave unchecked Mailings Allowed: Check the box Deceased: Leave unchecked Released To: Check the box Step 4 To query for a DHS case worker, click on the grey arrow under Parent Name. July 2013 Page 1 of 3 Published by: PPS IT Training

90 SYNERGY REFERENCE GUIDE SENATE BILL 414 PORTLAND PUBLIC SCHOOLS Step 5 a. The Find: Parent screen will open in a new window. Enter search criteria (e.g., Last Name, First Name or both). NOTE: To prevent creating duplicate parent records, try inputting part of the name (last or first) a broader list of names to select from will appear. Example: If the last name is hyphenated, instead of typing Garcia Martinez, type Garcia instead. Last names of Martinez Garcia and Garcia Martinez will appear. b. Click Find, or press Enter on your keyboard to display a list of names to choose from. Step 6 To select the case worker, click on the Line number and click Select, or double click on the Line number If the DHS case worker does not exist in Synergy, go to Page 3, Assign a New DHS Case Worker to a Student. July 2013 Page 2 of 3 Published by: PPS IT Training

91 SYNERGY REFERENCE GUIDE SENATE BILL 414 PORTLAND PUBLIC SCHOOLS Assign a New DHS Case Worker to a Student Step 1 Follow Steps 1 4 above. NOTE: These steps assume the DHS case worker is not in Synergy. Step 2 Click Add New Parent. Step 3 Type in the two required highlighted fields, Last Name, First Name. Click Save. Step 4 Step 5 The name will be inserted under Parent Name. Click on the name which is now a link it will open the Parent screen. NOTE: Maximize the window to view all of the fields at the bottom of the screen. If a field is not applicable, leave it blank. The parent/guardian s name is greyed out. If it needs to be modified, click on Menu > Edit Parent Data. If no changes, fill out the rest of the fields as per the Student Registration Form. A list of fields on the Parent screen include: Parent Info: Gender, Parent , Deceased indicator, Additional Info Home Address: Home Address, City State, Zip Code Phone Numbers: List and specify phone number(s) for the parent. Whichever number is specified as Primary will be used for mass communications, including attendance and emergency notifications. Additional Info: Willing to Volunteer, Live/Work Federal Property When done inputting information, click Save. FOR ASSISTANCE CONTACT THE IT SERVICE DESK, or July 2013 Page 3 of 3 Published by: PPS IT Training

92 APPENDIX E Portland Public Schools Forms & Information

93 DESCC Referral Form

94

95 Fee-for-Service Kindergarten in Portland Public Schools All PPS K-5 and K-8 schools offer full-day kindergarten. The state of Oregon covers only the cost of half-day kindergarten. As a result, at this school the second half of the day is tuition-based and paid by parents. This is called fee-for-service kindergarten. Following is information about the fee-for-service kindergarten program. Tuition for full-day, fee-for-service kindergarten is $365 per month, September-May, or $3,285 for the school year. Tuition covers the cost of teachers, supplies, scholarships and administrative fees, and is nonrefundable. Payment plan options The program offers a varietyy of payment plan options, including: Automatic withdrawal from your account or charge debit or credit card Payment by personal check or payment in full at the beginning of the school year Individualized payment plan, such as smaller payments over a longer period Late payments The district takes late payments seriously. Parents who are late with payments receive a reminder letter with a new deadline. If payment is not sent by the deadline, the parent must pick up his/her child at the half-day dismissal time. To prevent this, we ask families to call Accounts Receivable to set up a payment plan. Financial aid Financial aid is available based on pre-tax (gross) family income. Families qualifying for the federal free and reduced-priced Families whose income is 250% of the poverty rate (about $ 4,800/month for a family of 4) or less are eligible to receive a 50% discount. meals program are eligiblee to receive a tuition waiver and do not pay tuition. Applications are available at the front office or at the kindergartenn website, link below. Contracts Every family with a child in full-day kindergarten completes a fee-for-service contract. Families enrolled in the neighborhood school complete the contract at registration. Transferr families complete the contract after approval in the lottery. On the contract, families indicate their choice of payment plan or financial aid. For financial aid requests, PPS will contact you in August with instructions to determine your eligibility. Half-day Because of high demand for full-day kindergarten, most schools do not offer separatee half-day classrooms. Instead, you may pick up your child from the full-day classroom at the half-day dismissal time. This optionn is typicallyy not available in immersion or focus option classrooms. Contact the school for details and visit the kindergarten website for more detailed information about half-day kindergarten. For more information about the fee-for-service or or call Reminder: Register for kindergarten as soon as possible, and no later than May 1 to program, go to click Departments then Kindergarten ensure that you get invited to spring and summer events at the school! Fee for Service Kindergarten 2013/14

96 CONTRACT for FULL-DAY, FEE-FOR-SERVICE KINDERGARTEN for the SCHOOL YEAR Welcome to the Full-Day, Fee-for-Service Kindergarten Program at Portland Public Schools ( District ). The District s Full-Day, Fee-for-Service Kindergarten ( Program ) provides Parents/Guardians the opportunity to enroll their student in a full-day kindergarten classroom while paying tuition only for the second half of the school day. Please read and sign this Contract, making sure to complete the information below and in Section 3 (Payment). For definitions and terms used in this Contract, please visit We look forward to a great year for your student! School Name: Student Name: Parent/Guardian 1 Name: Address: City, ZIP: Telephone(s): address: Parent/Guardian 2 Name: Address: City, ZIP: Telephone(s): address: District and Parent/Guardian agree as follows: 1. Tuition and Financial Aid. A. Tuition Amount. For the School Year (September through May), tuition is $365/month (or $3,285/year). B. Financial Aid. Families qualifying for the Free and Reduced-priced Meals program ( FARM ) will receive full tuition waivers and need not pay tuition. Families who do not qualify for FARM and whose income is 250% or less of the federal poverty rate are eligible for a tuition discount. To learn more about the tuition waiver process and timeline, contact your school or visit C. Tuition Payment Schedule. Payments are due by the 10th day of each month at the rate listed in Section 3. Parent/Guardian must select a payment method from the options in Section 3. D. Tuition Collection/Delinquency. Payments are considered past due on the 15th day of each month. District reserves the right to take appropriate action to collect tuition amounts in arrears. If the Parent/Guardian fails to make timely tuition payments, the consequences are as follows: E. For Neighborhood School Students: On the first school day following the 15th day of the second month of failing to pay tuition, your student will not be allowed to participate in the Program, though s/he may continue to attend the half-day kindergarten session at the school location. If the student is on transfer, the principal will decide if he/she may continue at the school in half-day kindergarten. Some schools require full-day participation. F. Non-refundable Tuition Payments. Tuition payments are non-refundable. District may cancel or terminate any and all services if deemed necessary by District. District may remove any student from the Program if tuition payment is in arrears. If you withdraw your student from the Program for any reason, the District is not obligated to refund any portion of the tuition payment for the month in which your student withdraws. However, District shall refund any tuition payments made for months beyond that month in which your student withdrew. 2. Fee-supported Program. This Program is fee-supported. If there are not enough tuition-paying families to cover its costs, District may discontinue the Program. If the Program is discontinued the above-listed school will offer only a Full-day Kindergarten, Page 1 of

97 half-day, no-fee kindergarten program. District may increase or decrease tuition payments. District must notify Parent/Guardian in writing of any such adjustments at least 30 days before their effective date. 3. Payment. Parent/Guardian, please check either one box below the Tuition Options column, OR the Tuition Waiver box. Tuition Options Monthly Costs Number of Monthly Payments Total Method of Tuition Payment (forms attached) Full Tuition $365 9 (Sept. May) $3,285 Personal Check (no form needed) Tuition Discount (Application required; see also *** Tuition Discount Note below) $ (Sept. May) $1, Credit Card (form) Auto Withdrawal (form) Paid in Full Tuition Waiver: Families approved for FARM (as measured by federal income guidelines published annually on July 1) are eligible for a tuition waiver. OR Families with children already attending school, foster children, or students who were approved for FARM in the school year may receive early approval for a tuition fee waiver; however, eligibility must be re-approved for the school year after July 1, Families new to the District (oldest child is enrolling in kindergarten) may check the above box to receive instructions for completing a FARM application after July 1, Family income may be 185% of the federal poverty rate or less ($3,554/month for a family of four). *** Tuition Discount Note: A family qualifies for a tuition discount if family income is 250% of the poverty rate (about $4,800/month for family of four) or below. To apply for a tuition discount, complete and attach to this Contract a Tuition Discount Form available at your school or at 4. Termination. Either party may terminate this Contract with 30 days written notice to the other party. Student withdrawal will also terminate this Contract. In the unlikely event that District cannot offer fee-for-service, full-day kindergarten in the School Year, this Contract will automatically terminate. PARENT/GUARDIAN SIGNATURES DISTRICT SIGNATURE and CONTACT INFORMATION Parent/Guardian 1 Signature Gregory C. MacCrone, Deputy Clerk Date Parent/Guardian 2 Signature Date Date CONTACT INFORMATION: Nancy Hauth, Program Manager Portland Public Schools P.O. Box 3107 Portland, Oregon T: Full-day Kindergarten, Page 2 of

98 CONTRATO para KINDERGARTEN de DIA COMPLETO con PAGO-POR-SERVICIO Para el AÑO ESCOLAR Bienvenidos al Programa de Kindergarten/Jardín de infantes de Día completo, con Pago-por-servicio, de las Escuelas Públicas de Portland ( El Distrito ). El Kindergarten de Día Completo con Pago-por-servicio del Distrito ( El Programa ) proporciona a los Padres/Tutores legales la oportunidad de inscribir a su estudiante en un salón de kindergarten/jardín de infantes de día completo pagando matrícula solamente por la segunda mitad del día escolar. Por favor lea y firme este Contrato, asegurándose de completar la información siguiente y en la Sección 3 (Pagos). Para las definiciones y terminología usadas en este Contrato, por favor visite el sitio Web Esperamos un gran año para su estudiante! Nombre de la escuela: Nombre del estudiante: Nombre del Padre/Tutor legal 1: Nombre del Padre/Tutor legal 2: Dirección: Dirección: Ciudad/Código postal: Ciudad, Código postal: Teléfono(s): Teléfono(s): Correo electrónico: Correo electrónico: El Distrito y el Padre/Tutor legal acuerdan lo siguiente: 1. Matrícula y Ayuda financiera. A. Cantidad de la matrícula. Para el Año Escolar (de septiembre a mayo), la matrícula es de $365 al mes (o $3,285 al año). B. Ayuda Financiera. Las familias que califican para el Programa de Comida gratis o de precio reducido ( FARM por sus siglas en inglés) recibirán exención total de la matrícula y no necesitan pagar la matrícula. Las familias que no califican para el programa FARM y cuyos ingresos constituyen el 250% o menos de la tasa de pobreza federal son elegibles para un descuento de la matrícula. Para obtener más información sobre el proceso de exención de matrícula y las fechas, póngase en contacto con su escuela o visite C. Calendario para los pagos de matrícula. Los pagos se deben hacer antes del 10 de cada mes en la cantidad estipulada en la Sección 3. El Padre/Tutor legal debe seleccionar un método de pago de las opciones en la Sección 3. D. Recolección de matrícula/pagos delincuentes. Los pagos se consideran atrasados el día 15 de cada mes. El Distrito se reserva el derecho de tomar medidas apropiadas para cobrar la cantidad que se debe de matrícula (todos los pagos atrasados). Si el Padre/Tutor legal falla en hacer los pagos de matrícula a tiempo, las consecuencias son las siguientes: E. Para los estudiantes que asisten a la escuela del vecindario: El primer día de escuela después del 15to día del segundo mes de no pagar matrícula, a su estudiante no se le permitirá participar en el Programa, aunque él o ella pueda continuar asistiendo a la sesión de medio día de kindergarten en las instalaciones de la escuela. Si el estudiante asiste a la escuela por medio de una transferencia, el director decidirá si él/ella puede continuar en la escuela en el kindergarten de medio día. En algunas escuelas es requisito la participación del día completo. F. Pagos de matrícula no reembolsables. Los pagos de matrícula no son reembolsables. El Distrito puede cancelar o dar por terminados cualquiera y todos los servicios si el Distrito lo considera necesario. El Distrito puede sacar Full-day Kindergarten, Page 1 of

99 a cualquier estudiante del Programa si el pago de matrícula está atrasado. Si usted retira a su estudiante por cualquier razón, el Distrito no está obligado a devolverle ninguna porción del pago de matrícula del mes en el que se retire su estudiante. Sin embargo, el Distrito debe reembolsar cualquier pago de matrícula que se haya hecho para los meses más allá del mes en el cual se retiró el estudiante. 2. Programa sostenido con matrícula. Este programa es sostenido económicamente con los pagos. Si no hay suficientes familias que pagan matrícula para cubrir los costos, el Distrito puede descontinuar el Programa. Si el Programa es descontinuado, la escuela arriba mencionada ofrecerá solamente un programa de Kindergarten de medio día, sin pagos. El Distrito puede aumentar o disminuir los pagos de matrícula. El Distrito debe notificar a los Padres/Tutor legal por escrito de tales ajustes por lo menos 30 días antes de la fecha que entrarán en efecto. 3. Pagos. Padre/Tutor legal, por favor marque una de las casillas abajo en la columna titulada Opciones para la matrícula, O la casilla de Exención de matrícula. Opciones para la matrícula Costo mensual Número de pagos mensuales Total Método de pago de la matrícula (formularios adjuntos) Matrícula completa $365 9 (septiembre-mayo) $3,285 Cheque personal (no necesita formulario) Descuento de matrícula (Solicitud es requerida; ver también *** Nota sobre el Descuento de la Matrícula abajo) Exención de matrícula: $ (septiembre-mayo) $1, O Tarjeta de crédito (formulario) Descuento automático (formulario) Pagado en su totalidad Las familias aprobadas para el Programa de Comida gratis y de precio reducido FARM -por sus siglas en inglés (según es medido por las normas federales de los ingresos publicadas anualmente el 1 ero de julio), son elegibles para una exención de matrícula. Las familias con niños que ya asisten a la escuela, niños que viven con familias de acogida, o los estudiantes que fueron aprobados para el Programa FARM en el año escolar pueden recibir aprobación anticipada para la exención de matrícula; sin embargo, la elegibilidad debe ser aprobada de nuevo para el año escolar después de julio 1 de Las familias que son nuevas en el Distrito (el hijo/hija mayor se está inscribiendo en kindergarten) pueden marcar esta casilla para recibir instrucciones para completar la solicitud para el Programa FARM después de julio 1 de Los ingresos de la familia pueden ser de un 185% de la tasa de pobreza federal o menos ($3,554 al mes para una familia de cuatro personas). *** Nota sobre el descuento de matrícula: Una familia califica para un descuento de la matrícula si los ingresos de la familia son el 250% de la tasa de pobreza (aproximadamente $4,800 al mes para una familia de cuatro personas) o menos. Para solicitar un descuento de matrícula, complete y adjunte a este contrato un Formulario para el descuento de matrícula disponible en su escuela o el en sitio Web 4. Terminación. Cualquiera de los interesados (quienes firman este acuerdo) puede rescindir este Contrato con 30 días de notificación por escrito al otro partido. El retiro de un estudiante también terminará este Contrato. En el caso improbable que el Distrito no pueda ofrecer Kindergarten de día completo, con pago-por-servicio en al año escolar In este Contrato se cancelará automáticamente. FIRMA DE PADRE/TUTOR LEGAL FIRMA DEL DISTRITO e INFORMACIÓN DE CONTACTO Firma del Padre/Tutor legal 1 Full-day Kindergarten, Page 2 of Gregory C. MacCrone, Secretario

100 Fecha Firma del Padre/Tutor legal 2 Fecha Fecha INFORMACIÓN DE CONTACTO: Nancy Hauth, Administradora del programa Escuelas Públicas de Portland P.O. Box 3107 Portland, Oregon T: Full-day Kindergarten, Page 3 of

101 Tuition Discount Application Fee-for Service Kindergarten This application is for families who do not meet the income criteria for the Free and Reduced-priced Meals program, but still need financial aid. The district provides a 50% tuition discount if a family s pre-tax income is less than 250% of the poverty rate (about $4,800/ month or less for family of 4). To determine if your family qualifies, please complete the form below and send to PPS, P.O. Box 3107, Portland OR Attn: FFS Contracts or attach to your fee-for-service kindergarten contract and deliver to the front office of your school. We may ask you to supply documentation. School Name: Student Name: Parent/Guardian Name: Address: Daytime Phone: address (please write neatly): Best way(s) to contact you with results: U.S. Mail Phone call Number of people living in this household including you: Total monthly income before taxes are taken out (i.e. gross income): Is the student a foster child? (yes or no) Does your household receive SNAP or TANF support? (yes or no) By signing below, I certify that all information on this application is true and that all income is reported. We may ask you to supply documentation. Signature of Parent/Guardian Date Signed If you have questions about this form, please or call Nancy Hauth at For PPS use only: Request approved: Request denied: Note: To see if you qualify for a tuition waiver, ask the front office for the Tuition Waiver Process flyer or go online to pps.net, departments, kindergarten, full-day kindergarten. Partial Scholarship form 1/2013 Page 1

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