Jordan School District Patrice A. Johnson, Ed. D., Superintendent of Schools West Jordan, UT 84084 Department Of Planning & Student Services MANUAL 2016-17 P&SS Manual 2016-17 – August 3, 2016 i Jordan School District PLANNING AND STUDENT SERVICES 2016-17 Table of Contents (Yellow highlight indicates item is new or has been changed/updated this year.) Contents TABLE OF CONTENTS ........................................................................................................................................... II PLANNING AND STUDENT SERVICES ............................................................................................................... 1 DIRECTORY ............................................................................................................................................................... 1 ATTENDANCE ACCOUNTING-ELEMENTARY .................................................................................................. 2 PUPIL PROGRESS REPORT FOR STUDENT ATTENDANCE ........................................................................ 3 DATE OF WITHDRAWAL FOR STUDENTS – TEN-DAY RULE ..................................................................... 3 DROPOUT BY ETHNICITY, GRADE AND GENDER INSTRUCTIONS .......................................................... 5 DROPOUT ................................................................................................................................................................................ 5 REPORTING DROPOUTS ........................................................................................................................................................... 5 ENTRY AND EXIT CODES ...................................................................................................................................... 6 ENROLLMENT CODES: ............................................................................................................................................................. 6 STUDENT TYPE ........................................................................................................................................................................ 6 STUDENT STATUS CODES (specific to your school): ................................................................................................................. 6 EXIT CODES: (Documentation is required for all exit codes entered. Contact P&SS with questions.) ...................................... 6 GRADUATION/DIPLOMA STATUS: ........................................................................................................................................... 7 STANDARDIZED ATTENDANCE CODES............................................................................................................ 8 STANDARDIZED ATTENDANCE CODES (SEE ALSO ENTRY AND EXIT CODES, PG. 6-7) .................. 9 MEMBERSHIP/ENROLLMENT ACCOUNTING GUIDELINES..................................................................... 10 P&SS Manual 2016-17 – August 3, 2016 ii 1. New Entries (add entries by computer) ........................................................................................................................ 10 2. Exits (change exits by computer) .................................................................................................................................. 10 3. Updating Membership/Enrollment Report (printed each quarter by school) ............................................................... 10 4. Dropout Reports for Secondary Schools (refer to page 5 for instructions) .................................................................... 10 Membership – First Ten (10) Days Accounting....................................................................................................................... 11 Ten-day Membership Rule .................................................................................................................................................... 12 STUDENT ACCOUNTING FOR STUDENTS WHO ARE HOSPITALIZED ................................................. 13 ACCREDITED HOSPITAL FACILITIES ........................................................................................................................................ 13 CATEGORY – I (withdraw) ........................................................................................................................................................ 13 CATEGORY – II (Home & Hospital) ........................................................................................................................................... 14 REQUIRED MEMBERSHIP AND ATTENDANCE BACKUP RECORDS FOR AUDIT .............................. 15 TRANSFER BETWEEN YEAR-ROUND TRACKS OR TRADITIONAL CALENDAR SCHOOLS ............. 16 YEAR-ROUND CONFERENCE DAYS ................................................................................................................. 16 ENTERING STUDENT’S NAME CORRECTLY INTO YOUR STUDENT DATA SYSTEM ........................ 16 BIRTH CERTIFICATE REQUIREMENT FLOWCHART ................................................................................. 17 REQUIREMENT OF BIRTH CERTIFICATE FOR ENROLLMENT OF STUDENTS .................................. 18 KINDERGARTEN ENROLLMENT .............................................................................................................................................. 18 FIRST through TWELFTH GRADE ENROLLMENT...................................................................................................................... 18 Requisito de Certificado de Nacimiento ................................................................................................................................ 20 Período de gracia de 30 días - Ejemplo de Carta (Los estudiantes de Kindergarten que no tienen un certificado de nacimiento deben ser referidos a la planificación y Servicios Estudiantiles antes de que se les permita ingresar a la escuela.) ................ 20 (Sample letter for referring to law enforcement) .................................................................................................................. 23 Parents not providing a birth certificate .................................................................................................................................. 23 ENTRANCE INTO KINDERGARTEN ................................................................................................................. 24 AGE-APPROPRIATE GRADE PLACEMENT .................................................................................................... 25 AGE CHART FOR THE 16-17 SCHOOL YEAR ................................................................................................ 26 DIRECTORY INFORMATION – FERPA ANNUAL NOTIFICATION ........................................................... 27 P&SS Manual 2016-17 – August 3, 2016 iii FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT ................................................................................ 28 ANNUAL NOTIFICATION ........................................................................................................................................................ 28 DIRECTORY INFORMATION NOTICE ............................................................................................................. 28 LEY DE LOS DERECHOS Y LA PRIVACIDAD EN LA EDUCACIÓN FAMILIAR ....................................... 29 ANUNCIO ANUAL .................................................................................................................................................................. 29 FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT ................................................................................ 30 Health or Safety Reason for Disclosure of Information .......................................................................................................... 30 FAXING OF STUDENT EDUCATION RECORDS ............................................................................................. 31 Emailing Student Education Records .................................................................................................................................... 31 FAXING STUDENT EDUCATION RECORDS ................................................................................................................................. 32 PARENTAL CONSENT FORM ...................................................................................................................................................... 32 GUIDELINES FOR FOREIGN STUDENT REGISTRATION (REFERENCE AS66) .................................... 33 Foreign Exchange Students (J-1 status) ................................................................................................................................. 33 Utah High School Athletic Association ................................................................................................................................... 34 Foreign Students with Visa Status other than J-1 or F-1 ........................................................................................................ 34 HOME SCHOOL LAW ............................................................................................................................................ 35 HOME SCHOOL REGISTRATION INFORMATION ........................................................................................ 36 Home School Registration Process .......................................................................................................................................