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OPENING OF SCHOOLS FOR ATTENDANCE CLERKS AND REGISTRARS
Federal and State Compliance OfficeAugust 15, 2016 and August 16, 2016
Guardianship
Family Court Self Help ProgramGuardianship Document
Incoming Students
• Duplicate ID numbers will affect your FTE in 2016-2017 $$$$$$
• Verify if students were previously enrolled in M-DCPS by doing last name scan on PF 2.
Verify: Date of Birth Parents Name Place of Birth Immunization Dates• Do NOT add hyphens between last names nor
use maiden name (mom’s last name) as a middle name.
Foreign and Military Guardianship
• All foreign guardianship paperwork should be emailed to Foreign Records staff for processing :– [email protected] ,
[email protected] [email protected]
– Response will be emailed back to you.
• DO NOT send to Family Court.• Homeland Security/ICE guardianship paperwork is
processed with M-DCPS and NOT the court house.• If there is any doubt on the documentation, please
verify with Federal and State Compliance staff BEFORE you send a guardian away.
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Military Liaison
Ms. Joyce KennedySchool Liaison Officer
U.S. Army Child, Youth & School Services
(305) [email protected]
Military Coding
Student Cumulative Record Registrar’s Checklist
Parent/Guardian Screen
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Only Parents or Legal Guardians names should be on PF8.
M F
GRESTRICTED
Student Data SheetFM-2733
Home Language SurveyFM- 5196
Home Language Survey
• Parent language (native language)• Student language (first language spoken)• Questions 1-3 pertain to the student, not parent• Registrar needs to look at the Home Language
Survey before the parents leave the counter to make sure the form is correct.
• If survey is needed in other languages or any questions, contact Bilingual Education and World Languages at 305-995-2428.
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Guardianship Scenarios• Parent is in:
a) N.Y. b) Peru c) jail d) military e)DCF “Dad” is not on the birth certificate.
• 50% - 50% custody for both parents.• Grandmother has always had the child, but she
does not have documentation.• Stepmom or stepdad wants to register the child.
For exceptions, consult with the Federal and State Compliance Office BEFORE you send a parent or guardian away.
NEW Evidence of Custody/ Guardianship
If the student is residing with someone other than the parent or legal guardian, the following provisions shall apply:
• If the parent lives within Miami-Dade, Broward, Palm Beach or Monroe, the parent must provide documentation of custody by an appropriate state agency such as the Florida Department of Children and Families or the court.
• If the parent lives outside of Miami-Dade, Broward, Palm Beach or Monroe, the school may accept a notarized statement from the parent identifying the person assuming responsibility for the supervision of the child.
• Grade placement (KG-12th)
• Interpretation of records (KG-12th)
• Entry of records in TRACE (6th-12th)
• F-1 Student Visa , J-1 Foreign Exchange Visa, and M-1 Vocational Visa processed
• Assist with immigration questions
Foreign Records Department
KG and 1st Grade Entry• F.S. 1003.21- A child must be 5 years old on or before
September 1st.• Birthday after September 1st :
– Born in FL- KG from private school: send Heat Ticket with copy of birth certificate and KG promotion to your data specialist at FASCO along with FM-6626 (Promotion from Kindergarten to First Grade) signed by the Region Superintendent.
– Born in another State: send Heat Ticket, birth certificate and KG promotion to your data specialist at FASCO.
– Born in a Foreign Country: send Heat Ticket with foreign school records for proper grade placement to Foreign Records.
TRUANCY
• 1003.01“Habitual truant means a student who has 15 unexcused absences within 90 calendar days with or without the knowledge or consent of the student’s parent is subject to compulsory school attendance.”
• Data of truant students submitted to the Division of Highway Safety and Motor Vehicles for immediate suspension of driving privileges.
Truancy Program Ages 6 to 17
• Schools should submit their Truancy Packets for students with 15 unexcused absences within a 90 calendar day (three consecutive months)
• Watch for briefing for the upcoming Truancy workshops at the end of September.
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Online Courses
If course is taken through: FL Virtual # # # # # # # # # # FV Charter Virtual # # # # # # # # # # CV
Home Education• Student may register for up to 2 courses in any
traditional school (FTE).• Student may return to a traditional school from
Home Education at any time up to the first day of the 2nd semester of their senior year.
• If the parent wants to establish a home education program; return to public school; and or dual-enrollment program, the parent will need to visit the home education web page under Directories, Home Education. Inquiries should only be sent via e-mail to: [email protected] along with the required documents.
Graduation Cohort
• Reports that need to be reviewed by schools on CNTL-D to track seniors or codes affecting graduation rates :
– T0593J10 – Graduation Cohort– T0593J15 – Withdrawal Codes
for Cohort
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9th – 12th Cohort
• 9th – 12th Verify the Cohort on PF20• When you find an incorrect cohort, e-mail:
Charlene Burks [email protected] Busquet [email protected]
• Write your reason for the request, student’s name, ID number, cohort changes from Cohort XX to Cohort YY
Graduation Reminders• We graduate on the 15th of each month• Graduation override: need FM-6948 and Heat
Ticket.• Keep in mind that if teacher’s planning day,
holidays, and weekends fall on the 15th; do not put the 15th as their graduation date.
• Make sure to check the following before sending the request:
Algebra I EOC or PERT score of 97 + GPA Screen Student History by Subject Area All testing requirements have been met
AttendanceOfficial Daily School Attendance must be entered daily in DSIS (Refer to the document, 2016-2017 Student Attendance Reporting Procedures).• The No-show period for the 2016-2017 school
year begins Monday, August 22, 2016, and will end Friday, August 26, 2016.
• School Attendance- Students are to be counted in attendance only if they are present for at least two hours of the day or engaged in a school-approved educational activity.
• Certification of School Attendance-Principals are required to certify school attendance after each grading period and at the end of the school year in June.
Attendance
If you are using Gradebook, the following reports must be used:
Daily Student Attendance Report by Period-compares Daily (School Attendance) to ClassAttendance.
Attendance Tracking Report- Principals and FTE preparers are responsible to maintain a copy of this report for each of the 11 days of the FTE Attendance Eligibility window, as part of the records for review during FTE audits.
Attendance Cont.
• Attendance corrections must be done in a timely manner.
• The attendance upload will be processed at the following times:
Elementary Schools: 10:00 a.m.K-8 Centers: 11:00 a.m.Middle Schools: 11:00 a.m.Senior High Schools: 12:00 p.m.
• If more than 5 pages of corrections are needed, school site staff make an appointment by e-mail in advance with Ana Leon or Fawne Ryan at FASCO.
Attendance Corrections Deadlines
• If corrections are needed, submit Attendance Correction FM-5556.
• Scan FM-5556 signed by Principal and attach HEAT Ticket.
Deadline to submit attendance corrections after the last day of the FTE survey week:
For Survey 2---- by November 11, 2016For Survey 3---- by March 10, 2017
Requesting corrections after FTE deadline requires form FM-5556-Attendance Correction Form to be signed by Region Superintendent.
Transfer of Students
• Proper documentation is required for withdrawals and transfers. Check the Student Data Sheet Form.
• ONLY the parent who enrolls the student may withdraw or transfer the student.
• When students are withdrawn from school, please indicate the appropriate withdrawal code; document the whereabouts of students on the PF15 screen in DSIS.
• Use form FM-7281 when transferring students from traditional School to a Charter School.
Out of Area Transfers
• Complete FM- 3281-Parent Choice Student Transfer Form at Home School. Please have parent complete the updated form.
• Once form is signed by Home School Principal, FM-3281 needs to be faxed to the home school’s assigned Region Office. Only South Region Schools require the parent to go to the South Region Office to submit original.
• If student is a SPED student, form should be faxed to the home school’s assigned SPED Office for processing.
HEAT Tickets
• Attach documents to your HEAT Tickets!!!!!• Use only PDF to attach documents!• Link on how to attach HEAT is found on the
FASCO web page.• No more Faxing to FASCO, FTE, Data Entry,
Foreign Records
PLEASE, PLEASE do not provide parents the HEAT Ticket # and referred them to FASCO.
In October, send all NEW administrators and
registrars to
The Student Registration Procedures Workshops
Watch for the weekly briefing for more details and dates.
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Reminders
• Always ask when in doubt. We are here to support you.
• The Weekly Briefings are the best way to stay informed.
• Answers to most questions are found on the FASCO web site.
Registration and Scheduling Training
Request additional training via e-mail toMs. Annabel Prida,
Supervisor of Technical TrainingInformation Technology [email protected]
Upcoming TrainingsAugust 31st , 2016September 8, 2016
THANK YOU FOR ALL THAT YOU DO FOR OUR STUDENTS AND SCHOOLS !!! 34
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WHO TO CONTACT FOR ASSISTANCE
Data Input TeamMs. Yolanda ( Yolie) Busquet,Coordinator
[email protected]. Ana R. Echevarria
Ms. Celestine Johnson
Ms. Clara O’Reilly
Ms. Rosa Roman
Ms. Fawne Ryan
Home Education ProgramMs. Lianne Batlle-Baez, Student Funding
Specialist [email protected]
Mr. Alvaro Chozo
Student AttendanceMs. Ana Leon
FTE Support [email protected]
Ms. Betsy McCray, Student Funding [email protected]
Ms. Dulce [email protected]
Ms. Elizabeth Ferreiro
Ms. Tessie Mackey [email protected]
Ms. Lili Quesada [email protected]
Foreign Records TeamMs. Yolanda (Yolie) Busquet , Coordinator
Ms. Margarita [email protected]
Ms. Maria Elena [email protected]
Mr. Michael Perez [email protected]
Charlene Burks – Administrative Director
