ADMISSIONS PROCEDURES FOR HOMELESS STUDENTS

[Pages:13]McKinney-Vento Regional Education Program Richmond Public Schools

Richmond Technical Center-South 2020 Westwood Ave. Richmond, VA 23230

780-6288 ? 819-4424 (fax)

ADMISSIONS PROCEDURES FOR HOMELESS STUDENTS

The Richmond Public School Board is committed to educating homeless children and youth, and will serve each homeless student according to the student's best interest.

I. Residency Requirements

Homelessness is a sensitive issue. In some cases, a student's homelessness will be apparent during registration, i.e., residing at a homeless shelter or "doubled-up" with a relative or friend. School personnel should be alert and sensitive to the issue; however, RPS needs to identify and track its homeless student population according to federal guidelines.

Children and youth who meet the criteria of being homeless, even if unaccompanied by a guardian, must be given full and equal access to an appropriate public education and ensured success in the educational program. The permanency and adequacy of the housing conditions will be considered when determining if a student is homeless. School personnel should make a determination of the student's homelessness based upon the following criteria:

Lacks a fixed, regular and adequate residence; or Sleeps in a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings (abandoned car and buildings, parks, the streets); or Has a primary nighttime residence that is a supervised publicly operated shelter designed to provide temporary living accommodations (including welfare hotels, emergency shelters, and transitional housing); or Is living in "doubled-up" accommodations, that is, sharing housing with other families or individuals due to a loss of housing, economic hardship, or similar reason; or Migratory children who qualify as homeless because they are living in circumstances described above.

II. School Registration of Homeless Students

Homeless children and youth shall be immediately enrolled in school, even if the child or youth lacks the records normally required for enrollment, such as previous academic records, medical records, proof of residency and other documentation. [Sec. 722(g)(3)(B)(iii)]. The enrolling school must immediately contact the last school attended to obtain relevant academic and other records.

A homeless child/youth's right to attend their school of origin extends for the duration of homelessness. If the homeless child or youth becomes permanently housed during the academic year, they are entitled to stay in the school of origin for the remainder of the academic year. If the child or student becomes homeless in

between academic years, i.e. during the summer, they are entitled to attend their school of origin for the following academic year.

Subsequent to being registered, the homeless student should be immediately referred to the school social worker who will assist the student, parents/guardian and school personnel in areas of need.

III. Health Records and Birth Certificate Requirements

a. If a homeless child or youth seeks to register without a record of immunization, the principal or the principal's designee should contact the student's former school to request the student's records, immunization and to discuss other enrollment/placement issues. If information is not available to satisfy immunization compliance, this requirement should be temporarily waived, pending efforts to obtain the medical records. In the interim, the school nurse should collaborate with community health agencies to obtain proper immunizations.

b. If a birth certificate is not available, the student should be registered immediately and subsequent appropriate steps should be taken to resolve this issue.

IV. Educational Records, Transfer and Withdrawal

Educational information needed for proper placement should initially be obtained from the student's former school. If educational records or educational information are not available, the student should be registered and an educational record developed in accordance with the Richmond City School Student Records Guidelines. In these cases, an academic diagnostic test should be administered to assist in determining an appropriate placement according to their level of academic skills.

If a homeless student seeks to register without having appropriate transfer forms, the receiving school should immediately register the student, contact the former school for transfer information and request that the educational record be forwarded. The sending school should provide requested information during the telephone contact and forward educational records promptly.

RECORDS-Any record ordinarily kept by the school, including immunization or medical records and evaluations for special services or programs, regarding which homeless child or youth shall be maintained--

1. so that the records are available, in a timely fashion, when a child or youth enters a new school or school district.

2. in a manner consistent with section 444 of the General Education Provision Act (20 U.S.C. 1232g).

V. Custody/Guardianship Requirements

An unaccompanied youth who is experiencing homelessness must be enrolled immediately, even if the youth does not have a fixed place of residence, proper documentation or solely because the youth is not under the supervision of a parent, guardian or person in a parental relationship. The LEA homeless liaison will assist in enrollment. The school principal/designee, in conjunction with the school social worker/homeless liaison, should make every effort to locate the parent or guardian to complete the registration process and refer the youth to the school social worker for assistance. In unusual situations, Child Protective Services or Department of Social Services may be contacted, with referrals consistent with school policy in reporting cases of parental neglect.

VI. Enrollment Disputes

If a dispute arises over school selection or enrollment in a school:

? The homeless student shall be immediately admitted to the school in which the enrollment is sought, pending resolution of the dispute; (Attachment A)

? The parent or guardian of the student shall be provided with a written explanation of the school's decision regarding school selection or enrollment, including the rights of the parent, guardian, or student to appeal the decision; (Attachment B)

? The student, parent, or guardian shall be referred to the district's homeless liaison who shall carry out the appeal process as expeditiously as possible after receiving notice of the dispute; and

? In the case of unaccompanied youth, the homeless liaison shall ensure that the youth is immediately enrolled in school pending resolution of the dispute. (Attachment C)

VII. Tracking system for Homeless Students

Federal and State guidelines mandate that each school division track and report the number of homeless students. During the on-line registration of homeless students, a secured (confidential) tag "HOM" will be applied for use in preparing required Federal and State reports regarding the education of homeless students and for divisional monitoring of services provided. Also, the attached tracking form should be completed during registration and forwarded to the office of the Richmond Regional Homeless Education Program, Richmond Technical Center-South, (Fax: 819-4424). (Attachment D)

ENROLLMENT DISPUTE APPEAL PROCESS

If a dispute arises over school selection or enrollment in a school which cannot be resolved the following process shall be followed:

Oral Complaint:

In the event that an unaccompanied student or the parent or guardian of a student (hereinafter referred to as the Complainant) disagrees with a school's decision regarding the student's eligibility to attend the school, the Complainant shall orally present his position to the division's homeless liaison.

Written Complaint:

If the disagreement is not resolved within five (5) school days, the Complainant may present a written complaint to the homeless liaison. The written complaint must include the following information: the date the complaint is given to the homeless liaison; a summary of the events surrounding the dispute; the name(s) of the school division personnel involved in the enrollment decision; and the result of the presentation of the oral complaint to the homeless liaison.

Within five (5) school days after receiving the written complaint, the homeless liaison will reach a decision in consultation with the Director of Exceptional Education as needed regarding the contested enrollment and shall provide a written statement of that decision, including the reasons therefore, to the Complainant. The homeless liaison will inform the Superintendent of the formal complaint and its resolution.

Appeal to the Superintendent:

If the Complainant is not satisfied with the written decision of the Director/homeless liaison, the Complainant may appeal that decision to the Superintendent by filing a written appeal. The Director of Exceptional Education/homeless liaison shall ensure that the Superintendent receives copies of the written complaint and the response thereto. The Superintendent or designee shall schedule a conference with the Complainant to discuss the complaint. Within five (5) school days of receiving the written appeal, the Superintendent, or designee, shall provide a written decision to the Complainant including a statement of the reason therefore.

Virginia Department of Education McKinney-Vento Homeless Education Assistance Act

Enrollment Dispute Resolution Form

Attachment A

Person Completing Form: __________________________________ Date: ______________

Enrollment Request Initiated By: __________________________________________________

Location: _____________________________________________________________________

Phone Number(s): ______________________________________________________________ School Division(s): _____________________________________________________________

School(s): ____________________________________________________________________

Name/Age/Grade of student(s): ___________________________________________________

Child/Youth living with:

Both parents

Mother

Father

Legal guardian

Unaccompanied Youth

Other _____________________________________________

Residing in:

Shelter Doubled-up Motel Car Campground Other _____________________________________________

Initial Details: ________________________________________________________________ ______________________________________________________________________________

Follow up: Date

Contact

Details of Resolution

See Supts. Memo No. 64, December 5, 2003, for dispute resolution procedures. cc: Homeless Liaison

Attachment B

Written Notification of Enrollment Decision

To be completed by the receiving school when an enrollment request is denied.

Date: ____________________________

Person Completing Form: _______________________________________________

Title: ___________________________________ School: ____________________________

In compliance with Sections 722(g)(3)(E) and 722(g)(3)(B)(ii) of the McKinney-Vento Homeless Education Assistance Act of 2001, the following written notification is provided to:

Parent or Guardian: _____________________________________________________

Student(s): ____________________________________________________________

After reviewing your request to enroll the student(s) listed above, the enrollment request is denied. This determination was based upon:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

You have the right to appeal this decision by completing the second page of this notice or by contacting the school division's local homeless education liaison:

Liaison's Name: _________________________________ Title: ______________________

Phone Number: __________________________________

In addition: The student listed above has the right to enroll immediately in the school of choice pending resolution of the dispute. You may provide written or verbal documentation to support your position. You may use the form attached to this notification. You may seek the assistance of advocates or attorneys. You may contact Project HOPE to discuss this decision with the Virginia State Coordinator for Homeless Education at 877-455-3412 or 757-221-1707.

cc: Homeless Liaison Parent

Written Notification of Enrollment Decision To be completed by the parent, guardian, caretaker, or unaccompanied youth when a dispute arises. This information may be shared verbally with the local liaison, as an alternative to completing this form. Date Submitted: ________________________________ Students(s): _______________________________________________________ Person Completing Form: ____________________________________________ Relation to student(s): _______________________________________________ I may be contacted at (phone or email): _________________________________ I wish to appeal the enrollment decision made by: School ____________________________________________________________ I have been provided with:

A written explanation of the school's decision, and Contact information for the local homeless education liaison. Dispute Resolution can be added to the form after it is finalized. Optional: You may include a written explanation to support your appeal in this space or provide your explanation verbally. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

The school provided me with a copy of this form when submitted. ________________ (Initials)

cc: Homeless Liaison Parent

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