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HomeMy WebLinkAboutPR 601 FIN - Admission Of Students To Schools -1- PR.601.FIN PROCEDURE PR.601.FIN TITLE: ADMISSION OF STUDENTS TO SCHOOLS Date issued: 18 February 2000 Last revised: 02 October 2018 Authorization: Senior Staff: 01 December 1999 1.0 OBJECTIVE To provide the procedures for admission of students to Ottawa-Carleton District School Board elementary and secondary schools. 2.0 DEFINITIONS In this procedure, 2.1 Resident student – elementary refers to a student who is entitled to attend school without the payment of tuition fees provided that the parent or guardian’s primary residence is within the City of Ottawa and is not a separate school supporter or a French Catholic school supporter. The current funding model expands the definition of resident elementary student by allowing students who are resident in the City of Ottawa, with parents/guardians who are separate school supporters or French Catholic school supporters, to attend school without the payment of tuition fees if the student can be accommodated in an existing program, grade and class without the requirement for additional staff. It also allows students who reside with their parents outside of the City of Ottawa, but in Ontario, to attend school without the payment of tuition fees if the student can be accommodated in an existing program, grade and class without the requirement for additional staff; however, transportation will be the responsibility of the parent/guardian . 2.2 Resident student – secondary refers to a student who is entitled to attend school without the payment of tuition fees provided that the person and the person's parent or guardian’s primary residence is within the City of Ottawa. In addition, a student is entitled to attend school if he/she owns property or is a tenant separately assessed or is at least 18 years of age. The current funding model expands the definition of resident secondary student by allowing students who reside with their parents outside of the OCDSB’s jurisdiction, but in Ontario, to attend school without the payment of tuition fees if the student can be accommodated in an existing program, grade and class without the requirement for additional staff; however, transportation will be the responsibility of the parent/guardian. It also allows students who are resident in the City of Ottawa with parents resident -2- PR.601.FIN elsewhere in Ontario to attend without the payment of tuition fees if the student can be accommodated in an existing program, grade and class without the requirement for additional staff. The current funding model provides for grants to follow Ontario students. 2.3 Guardian is a person other than the parent of the child who has lawful custody of the child. 2.4 Lawful custody refers to the process that transfers custody of the child through a court order and is legally enforceable. A power of attorney or affidavit may be sufficient for the requirement of the Education Act, however, all such cases must be referred to the Admissions-Enrolment office prior to registration taking place. 2.5 Immunization - The City of Ottawa Public Health Branch requires that all students have up to date immunization. Registration can take place; however, parents are responsible to keep those records current with Ottawa Public Health. 3.0 RESPONSIBILITY 3.1 Superintendent of Facilities. 4.0 PROCEDURES 4.1 Detailed guidelines for principals are provided in the Admissions and Enrolment Guidelines Manual. Please refer to the Manual in conjunction with the procedures outlined below. 4.2 Admission to a school administered by the Board is not a right unless the potential student qualifies under certain laws and regulations. The most significant law is the Education Act, 2018, which is affected by other legislation, for example, the Immigration Act (Canada), the Child and Family Services Act, 1990, and the Children's Law Reform Act, 1990. Application for Admission - Elementary 4.3 Form OCDSB 224, Application for Admission to Elementary School, must be completed and signed by the parent/guardian for every student new to the OCDSB. These completed forms are to be filed in the student’s OSR. 4.4 Existing OCDSB students changing schools as part of their natural progression through the OCDSB do not need to complete the OCDSB 224 form, but rather, OCDSB 956 Student Attendance Letter of Intent (Appendix A). This Letter of Intent will assist schools with their planning for staffing and class sizes. 4.5 The Office Index Card is generated by information obtained through the completion of the Application for Admission to Elementary School form OCDSB 224 and is to be retained in the school for 55 years. Lawful Custody 4.6 Anyone claiming lawful custody (guardianship) of a student must be referred to the Admissions-Enrolment office prior to registration taking place. -3- PR.601.FIN 4.7 Persons wishing to enroll children and claiming that lawful custody procedures are under way must be referred to the Admissions-Enrolment office prior to registration taking place. Adoptions 4.8 Documentation must be provided to confirm that adoption procedures have commenced. Difficulties occasionally arise over proof of birth date of an adopted child. The Children’s Aid Society (CAS) is unable to release the original birth certificate while an adoption is in the probationary stage. The CAS will, however , provide a letter indicating the date of birth. This can be accepted as valid proof of birth date since the information is taken from the official records. Kindergarten and Grade 1 Students 4.9 Where a Board operates a Kindergarten, a child who is otherwise qualified may become a resident student after September 1st in the year the child attains the age of five years. Where a Board operates a Junior Kindergarten, a child who is otherwise qualified may become a resident student after September 1st in the year the child attains the age of four years. 4.10 The principal will verify the age of students admitted to Kindergarten and Grade 1 and note the appropriate proof of age on the students' OSR folder. 4.11 It is the responsibility of the parent or guardian to submit evidence that the child has the right to attend school, including proof of age. A Kindergarten age child whose parent or guardian is unable to provide valid proof of age will not be admitted to a school and should be referred to the Admissions-Enrolment office. Wards of the Children's Aid Society 4.12 Students who are wards of a Children's Aid Society in Ontario, in the care of a Children’s Aid Society or a ward of a training school are entitled to attend school if resident in the City of Ottawa. 4.13 Subject to any other interprovincial agreements, students who are wards of a Children's Aid Society with a wardship situated outside of the Province of Ontario will be charged tuition fees and may only be admitted if there is available space in the class and program without the requirement for additional staff . Leases 4.14 Students claiming residency because of tenancy of a separately assessed apartment or home in the City of Ottawa must provide a copy of their lease to the Admissions - Enrolment office prior to registration to receive a permit to attend school. The student must be classified as a tenant of the property and not simply listed as an occupant. Students living in boarding houses or on a month -to-month basis may be accepted into school if they have parents resident elsewhere in Ontario. However, students with parents who reside outside of Ontario must be referred to the Admissions-Enrolment office prior to registration to determine if tuition fees are applicable. 4.15 Students whose parents/guardians have signed a lease or can provide proof of purchase and intend to establish permanent residency in the City of Ottawa within three months, will be granted permission to attend school. Transportation will be the responsibility of the parent/guardian. -4- PR.601.FIN Exempt Property 4.16 Students who reside with their parents or persons who have lawful custody on tax exempt property, for example, university residences, will be charged the appropriate tuition fees. Such students must be referred to the Admissions-Enrolment office, prior to registering in school, in order to obtain a permit to attend school. Resident/Non-Resident Tuition Fees 4.17 Non-resident students cannot attend school in the City of Ottawa without the payment of tuition fees. All non-resident students who seek admission to OCDSB schools must be referred to the Admissions-Enrolment office prior to registration. 4.18 Tuition fees are payable for the following resident and non -resident students: a) visa students (fee paying foreign students administered by the Ottawa -Carleton Education Network Inc. (OCENET); b) Native students under tuition agreement with a Native Education Authority c) out-of-province students; d) Government of Canada (Department of National Defense); and e) tax-exempt properties (resident). Immigration Requirements Permanent Residents 4.19 A permanent resident is a person who has been approved and processed through the Immigration Department for permanent residency in Canada and is in possession of a Record of Landing document or a permanent residency card. Children may be listed on their parents' immigration documents as dependents, or may have their own documentation. Permanent residents must be prepared to produce this document upon request for verification purposes. Students requiring an assessment through the Family Reception Centre must make an appointment at the Centre prior to registering in school. Diplomats 4.20 There are three types of diplomats: those carrying "diplomatic status", those under "consular status' and those given "official status". Students who are granted diplomatic, consular or official acceptance do not require study permits and, if they do not require an ESL assessment, may be admitted to school immediately. All persons with a form of diplomatic status must be referred to the Admissions-Enrolment office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. Work Permits 4.21 A work permit or employment authorization is issued to residents of other countries to allow them to work in Canada. Children accompanying a parent/guardian on a work permit do not require study permits. All persons on work permits must be referred to the Admissions-Enrolment office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. -5- PR.601.FIN Ministerial Permit 4.22 Ministerial permits are rare. They can be identified by the heading "Permission to Remain in Canada" on the immigration document. These students do not require study permits. All persons with ministerial permits must be referred to the Admissions- Enrolment office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. Visiting Forces Act (Canada) 4.23 Children who are in Canada and dependents of military personnel on exchange through NATO and DND do not require study permits. All persons on a military exchange must be referred to the Admissions-Enrolment Office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. Convention Refugees and Claimants 4.24 Minor children (under 18 years of age) of parents claiming refugee status and those who have been granted refugee status do not require study permits. All persons with refugee documentation must be referred to the Admissions-Enrolment office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. 4.25 Any student 18 years of age and over must acquire a study permit before they can start school. All such cases must be referred to the Admissions-Enrolment office for processing. Graduate Students 4.26 Children accompanying parents in Canada who are full-time students at a college or university receiving grants from the Ministry of Education do n ot require study permits. These students must be referred to the Admissions-Enrolment office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. University Agreement 4.27 Children accompanying parents in Canada who are teaching at an institution in Ontario that receives operating grants from the Ministry of Training, Colleges and Universities do not require study permits. These people must be referred to the Admissions- Enrolment office to verify documents required for immigration purposes and, if applicable, an introduction to the Family Reception Centre. Exchange Students 4.28 The Board policy allows for the admission of 'full year' exchange students from outside the country where that exchange has been arranged through an International Agency. All requests must be submitted by the Agency in writing to the Admissions-Enrolment office for consideration. Persons Unlawfully in Canada 4.29 A person who is otherwise entitled to be admitted to a sc hool and who is less than eighteen years of age will not be refused admission if the person or the person's parent or guardian is unlawfully in Canada. All such persons must be referred to the Admissions-Enrolment office to obtain a permit prior to registering in school. -6- PR.601.FIN Family Reception Centre 4.30 Students in Grades 1 and over who require an ESL assessment prior to attending school and who have been processed through the Admissions-Enrolment office will be required to make an appointment at the Family Reception Centre before registration at the school can take place. 4.31 Students in Year 1 and Year 2 kindergarten may require an assessment through the Family Reception Centre because of their lack of fluency in the English language. Students requiring an assessment must make an appointment at the Family Reception Centre prior to registering in school. Special Circumstances 4.32 Applications for admission received from persons who are not qualified as resident students but who wish to request admission for compassionate and/or special reasons must be referred to the Admissions-Enrolment office prior to registration. These students will not be registered in school until their application has been evaluated by the Admissions-Enrolment office and a permit issued. 5.0 APPENDICES Appendix A: OCDSB 956 Student Attendance Letter of Intent 6.0 REFERENCE DOCUMENTS The Education Act, 2018, ss. 33, 34 36, 42, 46 and 49 Immigration Act (Canada) The Child and Family Services Act, R.S.O. 1990, c. C.11, as amended The Children's Law Reform Act, R.S.O. 1990, c. C.12, as amended Immunization of School Pupils Act Board Policy P.088.FIN: Admission of Students to Schools Board Policy P.021.FIN: Admission of Foreign Students Board Policy P.015.GOV: The Ottawa-Carleton Education Network Inc. (OCENET) OCDSB 031 Confirmation of Pupil Eligibility for Language Grant OCDSB 224 Application for Admission to Elementary School Form OCDSB Admissions and Enrolment Guidelines Manual