StevesPACminutesJan192015DRAFT.docx.docx · Web view2016/01/18 · Second – Justine Ross...

StevesPACminutesJan192015DRAFT.docx.docx

Manoah Steves Elementary School

Parent Advisory Council (PAC)

Minutes of Meeting

Monday, January 18th, 2016 – 6:45pm

School Library

http://steves.sd38.bc.ca/parents/parent-advisory-council

Executive:

Brad Forlow (Chair)

Samantha Cheung (Treasurer)

Jody Natsuhara (Secretary, RDPA)

Justine Ross (RAM)

Angie Wilson (RAM)

Item

Topic

1.0

Welcome & Introductions

1.1

5 people in attendance plus Liz and Braunwyn

2.0

Approval of Agenda and Previous Minutes

Approval of Agenda

· Motion to approve the agenda – Jody Natsuhara

· Second – Justine Ross

Approval of minutes dated December 7th, 2015

· Need to change the date on the minutes from December 9th to December 7th

· Item 3.4 – RAM, the Richmond School Board is giving each of the Montessori schools $4500.00 for supplies

· Motion to approve the minutes – Justine Ross

· Second – Brad Forlow

3.0

PAC Reports

3.1

Chair Report:

Activities in December

· Winter wonderland

· Purdy’s

· Band/Choir Concert

· Christmas Concert

Correspondence

· Christmas Cards

· Steve’s Admin staff

· a student

Movie Licence

· We need to apply for the licence

Policy and feedback documents from the Monica Pamer, Superintendent of Schools

The two documents are:

· Policy 708, 708-R(egulation): Video Surveillance [previously 908, 908-R(egulation)

· Policy 501.8 and 801.R(egulation):Student Registration, Enrollment and placement [to be renamed Student Admission, Registration, Placement and Transfer]

· Feedback is due February 29, 2016

Volunteer availability forms

· We have taken all of the forms and put them into a spreadsheet.

· Brad has a list of the people and there availability.

· Email the PAC email address if you would like a copy.

3.2

Treasurer

Balance statement as of December 31st $12,300

· Approval from December meeting of financial support to the school is not in the documents

Gaming account $10,487.28

· We will approve the spending later in the meeting

· Winter concert raffle baskets profit $535.82

3.3

School Planning Council (SPC):

Still waiting to see if it is going to continue.

No report at this point.

3.4

Richmond Association of Montessori (RAM) Report:

No report

Next meeting: Thursday, January 28th at Garden City

3.5

RDPA:

Learn the Brain Conference is on Saturday, January 23rd, 2016

· At 8:15 – 1:30 at McNeill Secondary School

· Registration is on line at http://learningandthebrain.sd38.bc.ca/

See link for the power point presentation from the Deborah MacNamara the keynote speaker http://learningandthebrain.sd38.bc.ca/sites/default/files/attachments/Fri%2C%2001/22/2016%20-%2010%3A56am/Roots%20of%20Resilience.pdf

No RDPA meeting

Next meeting on Tuesday, February 2nd, 2016

3.6

Hot Lunch

Pizza Days have been set for the rest of the school year

If you are able to help please meet in the gym at 11:50 am.

· Friday, January 15

· Friday, February 5

· Friday, February 26

· Thursday, March 10

· Friday, April 1

· Friday, April 15

· Friday, April 29

· Friday, May 13

· Friday, May 27

3.7

Treat Day / Fruit and Veggie:

There will be a fruit/veggie delivery next week.

4.0

Administration Report

Foundation Skills assessment

This assessment is done in Grade 4, 7 and 10.

· The school sent out info from the school district.

· BCTF also send out info with the request not to participate.

· 60% of students are writing the test, the 40% have been excused by the parent request.

· Fraser Institute uses this information to rate the schools.

· Single gender school and private schools traditionally move to the top of the list. As some of them teach to the test.

· This test is used in a lot of ways that I was not meant to be used for.

· The results are mailed home to the parents.

· With all of the students work.

· The schools get the information from Edu data from UBC.

· It helps the school to analyze what the school needs to focus on.

· They are marked locally by a group of admin staff/teachers.

· It does not affect the student’s grade.

· It is a performance measure for the school to see how they are doing in the different sections of the test.

Grade 5

· Dare Program has started

· Grad from the program is March 10th

· It is sponsored by the RCMP in Richmond

· 50 min lesson once a week.

This term is Acceptance.

· We are also asking the kids another question.

· What does it mean to be compassionate?

Basketball

· Grade 6,7 boys and girls

· List of games have been posted and will be put on the calendar.

Skiing

· Div. 1,2 and 3 the students are going skiing.

· January 21st and Feb 3rd, 2016

Today, January 18th, 2016 ½ Pro D day

Janice Novakowski talked to the teachers about the new math curriculum.

Friday, January 29th Pro D day

· Is the first Curriculum day at Burnet with 12 other schools

Sharing Assembly

· On Friday, January 22nd, 2016 at 9:00 am

Family Games night

· It is set for Literacy Day

· Wednesday, January 27th

· Activities will occur at the public libraries.

· The PAC will provide Water and Juice.

Photography company

· Braunwyn will arrange for a presentation at the February PAC meeting

· To show us the difference between his company and the other company

Book Fair

· Feb 1st – 4th at the Library

· Mrs. Craze is the organizer.

Performance in February

· The talking stick festival

· Lion Dancing

· French Theater performance

5.0

Bring Forward Items

5.1

Approval of Gaming Account Budget for 2015-2016

Financial Support to the school:

· Each year we get about $6000 for the government

· During the year we raise about $1000 in total from raffle baskets

Field Trips

303 students - $15

$4,545

Outdoor Education

$2,000

Scholarships

Each high school $300

$600

Sport Equipment for outdoor play

$2,000

Total

$9,145

Motion: Jody Natsuhara

· To spend $9,145 for financial support to the school as out lined above from the gaming account.

Second: Gretchen Gerish

Approved

5.1.1

Christmas Raffle Basket

Motion: Brad Forlow

· I would like to give $300 of the profits towards the Music department

Second: Justine Ross

Approved

5.2

Staff Appreciation Lunch

February 24th, 2016

· Lisa Bank as agreed to organize it.

· Pink Theme as it is also anti bullying day.

· It will be mentioned in the next newsletter, more correspondence will go out in the next few weeks.

5.3

Literacy Day / Family Games Night

· January 27th, 2016

· 6:30 to 8:00 at the school in the library

· PAC will provide bottles of water and juice.

5.4

Earthquake preparedness & emergency kits

Each class has an emergency bag.

· They are taken the out in a fire and earthquake.

· Each of the kits have basic supplies

· There are larger kits are in the gym storage

Fire and Earthquake drills

· During a drill the kids go outside in pods (family teams) so we can pull the adults to do other things that need to be done.

· Search and rescue goes back and get the larger equipment.

· The office admin person takes out the binder of contact info for each of the teachers.

· Comfort items for kids are not done as the councillors find that it does not find help the kids but it stressed some of them out as it reminds them of home.

· The Second earthquake drill would be in May and will bring all of the items out and setup so the student know what will happen.

Earthquake emergency kit fundraiser.

· The last one was two years ago.

· Justine will find out more information.

5.5

Spring Fling

May 13th, 2016

Try and get a planning committee together.

Food

· Concession

· D ’Sausage house

Raffle Baskets

Cake walk

Silent Auction

Bounce Houses

· Brad will find out if he can get a two.

· We will also contact Adam about Re-max items.

Book Sales

· Talk to Lisa about how it went in the past.

· Regarding the collection and donation of left over books.

Raffle Baskets

· Have the students think of the themes just before spring break.

6.0

New Business

Facebook Page

· Maybe have a few people as the admin to be able to add items.

· Brad will contact Carly to find out the log-in information.

7.0

Bring forward to next meeting

8.0

Meeting Adjourned at 8:18 pm

Next meeting: February 15th, 2016 at 6:45 pm

Steves PAC minutes January 18th, 2016.docx1 of 6

Policy update

January 20163.docx

Dear PAC:

Above you will find two policies forwarded by the district for your review and feedback.

Thanks

Liz

EMAIL SENT ON BEHALF OF MONICA PAMER, SUPERINTENDENT OF SCHOOLS

At the Regular (Public) Meeting held on January 4, 2016, the Board of Education (Richmond) received, for information, a draft of proposed revisions to Policy 708, 708-R(egulation): Video Surveillance [previously 908, 908-R(egulation).

There are no major changes to the initial philosophy for the development of this policy. The majority of the proposed changes reflect the district's adherence to the BC Freedom of Information and Protection of Privacy Act, reclassify some current regulations as administrative guidelines, and bring further clarity to regulations and guidelines.

I would appreciate receiving feedback from all stakeholder groups by Monday, February 29, 2016.

Feedback and comments can be provided to Gail Hackenbruch ([email protected]) or Helen Shen ([email protected]). Thank you.

PLEASE NOTE: Administrative Guidelines are provided for information only.

EMAIL SENT ON BEHALF OF MONICA PAMER, SUPERINTENDENT OF SCHOOLS

At its Regular (Public) Meeting held on January 4, 2016, the Board of Education (Richmond) received, for information, a draft of proposed revisions to current Policy 501.8 and 501.R(egulation): Student Registration, Enrollment and Placement [to be renamed Student Admission, Registration, Placement and Transfer] and directed staff to forward the draft documents to you for review and feedback.

I would appreciate receiving feedback from all stakeholder groups by Monday, February 29, 2016.


PLEASE NOTE: Administrative Guidelines are provided for information only.

Cover Memo-Policy

501.8 Student Registration, Enrollment.pdf

DATE: January 6, 2016 FROM: Monica Pamer, Superintendent of Schools TO: Trustees Presidents – RASA, RTA, CUPE Local 716, RDPA, RMAPS Executive Team School Administrators SUBJECT: Proposed Revisions to Current Policy 501.8 and 501.8-R(egulation): Student

Registration, Enrollment and Placement [to be renamed Student Admission, Registration, Placement and Transfer]

At its Regular (Public) Meeting held on January 4, 2016, the Board of Education (Richmond) received, for information, a draft of proposed revisions to current Policy 501.8 and 501.R(egulation): Student Registration, Enrollment and Placement [to be renamed Student Admission, Registration, Placement and Transfer] and directed staff to forward the draft documents to you for review and feedback. See below for definitions of policy, regulations and administrative guidelines. NOTE: Administrative guidelines are provided for information only. To provide additional information regarding these proposed changes, you will find attached to this memorandum the following: 1. Executive Summary and overview of the proposed changes and stakeholder consultation

that has taken place to date. SEE PAGES 4-7 2. Current Policy and Regulation 501.8 and 501.8-R: Student Registration, Enrollment and

Placement. Current Administrative Guidelines are also attached for information only. SEE PAGES 8-22

3. Proposed (Revised) Policy 501.8 and 501.8-R: Student Admission, Registration, Placement and Transfer. Proposed Administrative Guidelines are also attached for information only. SEE PAGES 23-39

4. List of Policies, Regulations and Administrative Guidelines that will be rescinded upon approval of the proposed changes. SEE PAGES 40-52

BACKGROUND The proposed policy revision represents the amalgamation of 1) Central Registration, 2) District Options and Alternate Programs and 3) the International Student Program into one policy and one set of regulations. There are individual administrative guidelines for each of the 3 areas. RATIONALE Rationale for the proposed revisions to this policy, regulation and administrative guidelines include: • Board approval of a new policy framework in 2014 required an amalgamation and

renumbering of policies and regulations contained in (old) Policy Sections 600 and 700- that have now been combined into the new Policy Section 500-Education.

PAGE 1

• Various policies, regulations and administrative guidelines contained in (new) Policy

Section 500: Education–Students, and 501.8: Student Registration, Enrollment and Placement are related to a variety of registration structures and practices, many of which are now redundant or irrelevant for various reasons.

• The last adoption of revisions to this policy took place in December of 2003. • Changes have occurred in recent times to policies and regulations by the Richmond School

District, the Ministry of Education, Citizenship and Immigration Canada and the Family Law Act that are not reflected in the School District’s current policy and regulations.

• The implementation of a change from a school based to a centralized registration structure and process has necessitated changes to this policy and its regulations and administrative guidelines.

• Registration at the school board previously took place during the summer months when schools were closed. Now, the new Central Registration (CR) system currently registers all new to Richmond, Ministry of Education 'funding eligible' students for Grades 1 -12. These students are in one of the following programs: English, District Options and Alternate Programs. The majority of Kindergarten students are now also registered at the CR office.

• In addition, CR is working in collaboration with the International Student Program (ISP) in moving students from one program to another and in completing computer entry of registrations for all ISP students.

• The addition of on-line registration, extended evening registration hours and a combined drop-in/appointment based service have created new administrative guidelines.

• As the services of CR have continued to expand, there is increased urgent need to have policy, regulations and administrative guidelines that reflect these changes such as removal of redundant items and some addition and integration of items for the following three program areas:

A) English Program B) District Options and Alternate Programs C) International Student Program

• The following policies and/or regulations will be rescinded upon approval of the proposed revised policy and regulation.

• Policy 501.2-R(egulation): Entrance Requirements – Evidence of Age • Policy 501.5: Resident Students • Policy 501.6: Non-Resident Students • Policy 501.7: Foreign Students/International Students • Policy 501.7.1-R(egulation): Foreign Students • Policy 501.7.2-R(egulation): Foreign Students • Policy 602.16, 602.16-R(egulation) and 602.16-G(uidelines): Alternate Programs

WHAT HAS NOT CHANGED? • Belief in value of students attending catchment (neighbourhood) schools. • Belief in value of offering choice for students to attend non-catchment schools if it better

suits their needs, provided there is available physical, program and staffing resources at the requested schools.

• Meeting legislative requirements. • Belief in the need for a transparent, consistent and equitable system. • Belief in the Learner as most important. PAGE 2

WHAT HAS CHANGED? • Moved to Administrative Guidelines - any information that may be variable from time to

time therefore processes that might change from time to time. • Rescinding of any out of date, redundant information. • Wording that needed adjusting to reflect new legislation and the amalgamation of 3

program areas. • Have only “Must Do’s ” in Policy and Regulations sections. I would appreciate receiving feedback from all stakeholder groups by Monday, February 29, 2016.


____________________ Monica Pamer, EdD Superintendent of Schools Definitions: Policies define guiding values, overall purposes and specific goals. They indicate, as directly and concisely as possible, what the Board wants and why. Regulations define required actions. They indicate how and by whom the Board requires things to be done. Administrative guidelines are developed and maintained by the Superintendent to complement policies and regulations developed by the Board by providing additional or more detailed procedures and expectations when that is deemed necessary by either the Superintendent or the Board.

Principals: Please forward a copy of this information to your Parent Advisory Council Chair & Student Council President for their review and feedback to my office. Thank you.

PAGE 3

Executive Summary of Proposed Policy 501.8 Changes Key Concepts from the Current Policy &

Regulations that are reflected in the Revised Policy & Regulations

Rationale

1 Neighbourhood Schools This remains as important belief from current policy and is in the Ministry of Education Policy. The majority of families prefer and or need to attend a neighbourhood school. Neighbourhood schools are seen to add to the sense of community in the district

2 Provision of Choice This remains as important belief from current policy and Ministry of Education Policy. Honors diverse needs of students.

3 Provision of Educational Program to both funding eligible and funding non-eligible students

This remains as important belief from current policy and Ministry of Education Policy. We have a vibrant International Student Program that is highly valued in our District

4 Ensuring fairness and equity Maintaining RSD Values

Significant Change from the Current Policy to the Proposed Policy

Rationale

1 Amalgamation of numerous Policies in Sections 500 and 600

Due to having Central Registration, there is no longer a need to have separate Policies and Regulations from Regular Program, District Program Options and Alternate Programs, and International Programs (differentiation of these 3 Programs will be in the Guidelines)

2 Separation of Administrative Guidelines from Policies and Regulations

Administrative Guidelines are procedures that often change to reflect effective practice and not subjected to the Policy Revision Process as described in Policy 204: Creation and Revision of Policy and Regulations

3 Inclusion of new actions

In response to recent changes in polices and regulations from the Ministry of Education (MOE), Family Law Act (FLA) and Citizenship and Immigration Canada (CIC)

PAGE 4

OVERVIEW OF CHANGES BY POLICY NUMBER

CURRENT POLICY NAME PROPOSE COMMENTS

501.1 Student Attendance Requirements move - 500

related to admission/registration/in proposed

501.2-R

Entrance Requirements - Evidence of Age rescind


501.5 Resident Students rescind


501.6 Non-Residents Students rescind

related to admission/ registratio/in proposed

501.7

Foreign Students/International Students rescind edit/reword /in proposed

501.7.1-R Foreign Students rescind edit/reword /in proposed

501.7.2-R Foreign Students rescind edit/reword /in proposed

501.8

Student Registration, Enrollment and Placement retain/edit P/R/G

items need to move to R & G and reword

501.8-R

Student Registration, Enrollment and Placement retain/edit

outdated &move items to G/revise/edit/reword

501.8-G

Student Registration, Enrollment and Placement retain/edit

edit/reword outdated for current practice

602 P,R,G French Programs move to 500 edit/reword some is redundant as now in revision

602.16P,R,G Alternate Programs Rescind edit/reword/ in proposed DEFINITION OF TERMS (from Policy 204) Poli c i es : Define the values, overall purposes and specific goals that the Board establishes to guide the activities of the District. Policies are binding and indicate, as directly and concisely as possible, what the Board wants and why. Regulat ions : Define required actions. They indicate how and by whom the Board requires policies to be enacted. Administrat ive Guidel ines : Complement policies and regulations established by the Board and are developed and maintained by the Superintendent to provide additional or more detailed procedures and expectations when that is deemed necessary by either the Superintendent or the Board.

PAGE 5

GROUP PURPOSE DATES MEMBERS CR SURVEY Gather feedback on new CR process Sept, 2013 District Principals

District Vice Principals School Senior Administrative Assistants Director of International Student Program New Registering Parents from Summer/September Central Registration Administrative Assistants

CR TASK FORCE Review CR implementation Jan 28, 2014 Student Records Administrative Assistant Review purpose and scope of CR Feb 25, 2014 Director of Instruction, Human Resources Review of organizational structures Director International Student Program Advise of needed changes (Retired) District Administrator Central Registration Advise on policy revisions District Administrator Student Placement Administrative Asst. Central Registration Principal, Palmer Secondary Administrative Asst. Palmer Secondary Administrative Asst. Brighouse/Summer C.R. Principal, Brighouse Elementary Principal, Cook Elementary Principal McKay Elementary Director of Facilities Planning

CR TRANSFER ADVISORY Review current transfer process Oct 1, 2013 Director of Instruction, Human Resources Advise of needed guideline changes Oct 29, 2013 Assistant Superintendent Archer Advise on reg./guideline revisions Jan 28, 2014 Assistant Superintendent D’Angelo Assistant Superintendent Lim District Administrator Student Placement (Retired) District Administrator Central Registration Administrative Asst. Central Registration Advise on guideline revisions Nov, 2014/15 Director of Facilities Planning

PAGE 6

GROUP PURPOSE DATES MEMBERS OTHER DISTRICT INFO Look at other district models 2013/14/15 Burnaby

Coquitlam Delta Kelowna North Vancouver Surrey Vancouver Victoria West Vancouver

IN DISTRICT NEW POLICIES Referenced P400, P301, P100

SECONDARY & Secure feedback re: CR ELEMENTARY PRINCIPAL

MEETINGS

CR/IS/District Options Organize materials/content ongoing

Assistant Superintendent Archer, District Administrative Assistant, Director of International Programs, District Administrator, Student Placement

CLERICAL WEBSITE Gather Ideas from various schools on going

CLERICAL/ADMIN Feedback Meeting May-‐15 School Administrative Assistants, School Principals/Vice Principals

ELEM ADM ASST Information Sharing Meeting Oct 19, 2015 36 Administrative Assistants/Central Registration Staff/EFI/Mont.

CR WEBSITE Gather feedback from users on-‐going SEC ADMIN ASSISTANTS Information Sharing Meeting Nov. 19,2015 20 Administrative Assistants /Central Registration staff

POLICY WRITING Director of Instruction, Human Resources -‐ new P400 Author

CONSULTANTS Assistant Superintendent Lim -‐ new P100 Author Policy Committee Superintendent of Schools

PAGE 7

Current Policy POLICY 501.8 Student Registration, Enrollment and Placement Students who reside within the province of BC are eligible to attend a Richmond school, providing they meet the requirements of district Regulation 501.8-R and current provincial legislation. Furthermore, the Board of Education (Richmond) has established a catchment area for each school that describes the geographical area around the school. Under the School Act the Board of Education (Richmond) has a duty to provide an educational program to all Richmond students. After considering the requirements of provincial legislation and the recommendations of the Superintendent of Schools or designate, students will be assigned to schools in the school district depending on the availability of space and resources. It is the Board’s intent to provide an equitable distribution of programs in schools across Richmond. While supporting school choice for students, the Board also believes that most students’ educational interests are usually best served by attendance at the student’s catchment school. Notwithstanding this belief, the Board also recognizes the need for specialized programs at a variety of sites in order to meet the diverse needs and choices of many students. Parents may request permission for their children to attend schools outside their catchment area. The district will approve such requests provided that sufficient space and resources are available to enroll the student. When such permission is obtained, parents will be expected to assume responsibility for transportation, or any additional costs incurred by the transfer. After a given date, a newly arrived student may be required to be placed in a nearby school if their catchment school does not have the space, facilities, necessary resources, or educational program to meet the student’s needs. It is the intent of the school district to place students into Richmond schools using a process that treats all students equitably and minimizes the amount of disruption both to the family and the school. The intent of the student admission policy is to enable students to attend their catchment schools while also enabling students in making choices to attend schools that will best meet their educational needs. Consequently, parents and students are encouraged to consider educational reasons before making an application to enroll in a non catchment school. Board Adoption: 02 December 2002 Board Adoption of Revisions: 15 December 2003 Legal References School Act Section 2, 74.1, 75, 75.1, 82 View Guideline View Regulation

PAGE 8

Current Regulation

POLICY 501.8-R

Student Registration, Enrollment and Placement

• NOTE: The District will be using a central application process for Alternate Programs in elementary grades from January 2013. This includes Early French Immersion, Late French Immersion and Montessori. Several provisional changes have been made to this policy to reflect that change. Changes are noted in red bold-face.

1. Introduction

The School Act requires Boards to provide an educational program free of charge to any person of school age who is ordinarily resident in British Columbia, and whose parent or legal guardian is ordinarily resident in British Columbia.

This regulation governs the registration, enrollment and placement of the following types of students in the Richmond School District:

• catchment student: a student who resides in a school’s catchment area and has first priority to attend that school if registered by the district deadline.

• transfer student: a non catchment or non school district student who requests to attend a school other than their catchment school.

• placed student: a student who is not able to enroll in their catchment school due to lack of space and facilities at the time of enrollment, with the result that the student is placed by the district in a nearby school.

This Regulation does not apply to fee paying students, whose registration and enrollment is governed by district Regulation 501.7.2-R.

School catchment areas have been defined to enable an equitable distribution of student enrollment in all schools. School catchment areas and feeder schools are defined and approved by the Board of Education (Richmond) in the district document “Secondary Boundary Descriptions” and “Elementary Boundary Descriptions”. Except as provided for by this Regulation, a student will normally attend the school located in the catchment area in which their parent’s or legal guardian’s place of residence is located.

A school district child who applies for enrollment in an educational program in the district shall be provided with an educational program unless the parents of the student consent to enroll in a school or program outside of the district.

Requests on behalf of a student wishing to attend a non catchment school will be considered subject to the availability of space and facilities in the requested school as determined by the requirements set forth in Section 3 of this Regulation.

This Regulation, in governing student admissions to district schools, will endeavor to:

• maximize the number of students able to attend their catchment school;

PAGE 9

Current Regulation

• support the continuity and stability for students and their families in their choice of educational programs for the student;

• maximize the parent’s and student’s ability to choose the school and educational program which best meets the educational needs of the student;

• utilize school and district resources in ways that will best accommodate the demand of space and facilities and minimize the need for adjustments during the school year.

The Board delegates to the Superintendent or designate, the power to assign and reassign students to specific schools when circumstances warrant, to establish alternative enrollment procedures for continuing students, and to establish application dates, other than those set forth in this regulation, for different schools, programs, grades and students.

2. Student Registration Requirements

a. Registration of Catchment Students by Parents / Guardians A newly arrived student must be personally registered in a Richmond school by either a parent or legal guardian. The first date by which a student may be registered at their catchment school for the next school year is January 12th, 2015.

Before a district student can request a transfer, the student must first be registered or enrolled their catchment school.

A legal guardian of a child is defined within the meaning established in the Family Relations Act and is the person who has legal control of the child as designated by a governmental ministry or a Canadian court order issued by a judge. The district will not accept a parent designating a third person as the child’s “guardian” using a notarized or lawyer’s document.

To enable an efficient student admission process, it is essential that parents and legal guardians provide accurate demographical and educational information about the student on school registration forms and/or district Transfer Application Forms. Incorrect information may result in the student being denied enrollment.

b. Documentation It is necessary for the parent or legal guardian to personally attend when registering a student in the Richmond district and present the following original documentation:

(1) Proof of British Columbia residency (mortgage document, rental agreements subject to verification by the school, tax notice or unconditional Contract of Purchase and Sale with an established possession date).

(2) The student’s official birth certificate.

(3) Applicable Immigration / Citizenship / Permanent Resident documentation.

(4) The student’s last report card, if available.

PAGE 10

Current Regulation (5) Legal guardian document [i.e. Canadian Court Order], if applicable.

(6) Immunization records, if available.

c. Locations for Registration A BC resident student who wishes to enroll in a Richmond school may register in the following locations during the specified time periods:

(1) at the student’s catchment school, or if a non school district child, at the requested school - from the last week in August to the first week in July.

(2) at the District Registration Center located in the School District Administration Building - during the last three weeks of July and the first three weeks of August.

d. Dates of Registration (1) Registration by June 12th, 2015 A newly arrived student who registers at their catchment school by June 12th, 2015 is guaranteed a place at that school for the subsequent school year.

(2) Registrations after June 12th, 2015 A newly arrived student who registers at their catchment school after June 12th, 2015 will have their name placed on the School Placement List, with a priority of enrollment at the school dependent on the time and date of registration.

• NOTE: Sections (3) and (4) below no longer apply. All students new to Richmond or students who have moved to a new catchment area within Richmond must first register for Kindergarten only from January 12, 2015 to January 30, 2015 at their catchment area school. If the student wishes to apply for an Alternate Program (Early French Immersion, Late French Immersion or Montessori) s/he may request an application form from the neighbourhood school and submit the completed application at the School Board Office no later than 4:00 pm on Friday, January 30, 2015. Acceptance into Alternate Programs and school placement will then be determined through a district-wide random draw process (with sibling priority).

(3) A newly arrived student must register by April 1st for French Immersion. If applications exceed space availability, then students will be selected through a draw.

(4) A newly arrived student who registers at their catchment school after April 1st, will have their name placed in the School Placement List, with a priority of enrolment at the school dependent on the time and date of registration.

e. Foreign Students

A student who does not have Canadian Citizenship or Permanent Resident status, resides in Richmond with a parent / legal guardian and wishes to enroll in a district school must be referred to the Office of the Superintendent of Schools prior to registration. The same requirement also applies if the parent or legal guardian does not have Canadian Citizenship or Permanent Resident status, even if their children do.

PAGE 11

Current Regulation f. International Students International students, that is Foreign Students who are eligible to attend a Richmond school by paying a fee as defined in district Regulation 501.7.2-R, will be registered and enrolled in Richmond schools following the procedures outlined in that Regulation.

g. Alternative Registration Procedures (1) Continuing school district students are not required to apply annually to attend their school of enrollment. Such students will be enrolled automatically in the program or school, subject to space availability and meeting program requirements, unless transferred or withdrawn.

(2) Transfer students who wish to return to their catchment school for the next school year are required to advise their current school of enrollment of their intent and register at their catchment school by June 13th, 2014 if they wish to be guaranteed a place in their catchment school for the coming school year.

(3) A non school district student who attended a school in the previous school year and wishes to attend in the subsequent school year is required to submit an SA 73 Transfer Application Form [Non School District Child] to their school of enrollment by February 27th, 2015.

h. Removal of an Enrolled Student’s Name from the School Register An enrolled student will be removed from the school’s register if the student has not returned to school by 12:00 noon on the Wednesday after school opening in September and their parent or legal guardian has not advised the school of the student’s late return in writing. The district form, Notice of Late Return, can be used for this purpose.

3. Determination of Available Space

a. Accommodation of Students By Schools Section 74.1 of the School Act establishes priorities for student enrollment, which apply if the Board determines that space and facilities are available in a school.

Space and facilities are available in a school for transfer students if there is excess capacity, taking into account both physical and instructional resources and after reasonable enrollment projections have been made to allow for the accommodation of students using the following categories and priorities:

Group 1 – Students Automatically Enrolled by School

Student Category

Date of Confirmed Enrollment

Student Description

1.1 Continuing Catchment

February 27, 2015 a catchment area child who attended the school in the previous school year

1.2 Feeder School Catchment

February 27, 2015 catchment area child proceeding to their assigned school from a designated feeder school

1.3 Continuing Non Catchment

February 27, 2015 a non catchment area child who attended the school in the previous school year

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Current Regulation

1.4 Continuing Non School District

February 27, 2015 a non school district child who attended the school in the previous school year (must submit SA 73 Transfer Form (Non Residents) per para 2.g (3)

1.5 District Program Student

February 27, 2015 a Richmond resident student who is approved to enroll in a district program due to availability of space

1.6 Newly Arrived Catchment

June 12, 2015 a catchment area child who registers at their catchment school by June 12, 2015

b. The Availability of Space in Schools:

The Board of Education (Richmond) delegates to the Superintendent of Schools or designate, the decisions to determine whether space and facilities are available in individual schools in the school district for purposes of the School Act.

Decisions are to be made in consultation with the principal of the affected school and will be based on program capacity, including consideration of the following factors:

(1) operating capacity of the school as defined by the Ministry of Education; (2) the physical space in which instructional programs operate in the school; (3) the school staff assigned to a school by the district; (4) the ability of the school to provide appropriate educational programs for the applicant and other students.

While physical student space may be available in a classroom or program at a given school under provincial class size legislation, non catchment student transfers will not be approved in a school that is designated as “full” by the school district. Schools will be reviewed annually by the school district and designated as “full” for the coming school year in January, based on expected enrollment and available space and facilities. “Full” schools will be reviewed periodically by the district to monitor availability of space.

4. Student Placement Process

This section applies only to a placed student - that is, a catchment student who is newly arrived in the district, is not able to attend their catchment school due to lack of available space and facilities in that school and is placed by the district Student Placement Officer or the Superintendent’s designate at a nearby school.

No provision will be made by the school district for transportation of a student placed by the district if the distance from the student’s home to the school of attendance is within the walk limits established by the Ministry of Education [4.2 kilometers for elementary students and 4.8 kilometers for secondary students].

a. Available Space and Student Placement If available space does not allow a newly arrived student to be enrolled in their catchment school, the school principal shall advise the Student Placement Officer who will place the student in a nearby school.

b. School Placement List Schools will establish a School Placement List for any newly arrived catchment

PAGE 13

Current Regulation student who registers between June 16th and the end of the first week in July. The names of these students will be included on the District Placement List established at the District Registration Center during July and August.

c. Priority of Students on School Placement List Any student on a School Placement List will be enrolled in a nearby school using a priority based on the date and time of their registration.

d. Return of Placed Students to Catchment School A placed student may return to their catchment school earlier than September of the next school year if space and facilities become available at the school during the school year.

5. Student Transfer Requirements

This section only applies to a transfer student who wishes to attend a non catchment school or district program and whose eligibility to enroll depends on applying by the district deadline and the availability of space and facilities at the requested school.

NOTE: The Student Placement Officer will determine the January date upon which Transfer Requests will begin to be accepted.

a. Transfer Students Who Apply By February 27th, 2015

If space and facilities are available in a school or district program, and the students identified in Section 3 have been accommodated, a student who applies by March 1st to attend the requested school or district program will be approved to attend within each student category in accordance with the following priorities on a “first come, first serve” basis:

Group 2 - Transfer Students Applying by February 27 Deadline

Student Category


Student Description

2.1 Sibling Non Catchment

February 27, 2015 the sibling of a continuing non catchment child who will be attending the school when the sibling does

2.2 Feeder School Non Catchment

February 27, 2015 non catchment area child proceeding to a non catchment school from its designated feeder school

2.3 Sibling Non School District

February 27, 2015 the sibling of a continuing non school district child who will be attending the school when the sibling does

2.4 Feeder School Non School District

February 27, 2015 non school district child proceeding to a non catchment school from its designated feeder school

2.5 New Non School District

February 27, 2015 a non catchment child who is a first time applicant to the requested school

2.6 New Non School District

February 27, 2015 a non school district child who is a first time applicant to the requested school

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Current Regulation b. Non School District Students If space and facilities are available at the requested school, a non school district child who applies by February 27th has priority over a non catchment child who applies after February 28th or a catchment child who registers after June 12th, 2015.

A non school district student wishing to enroll in a Richmond school or district program must first submit an SA 73 Transfer Application Form [Non School District Child] to the requested school and then register at the requested school or district program in accordance with the requirements of this Regulation. Non school district students are required to present proof of BC residency at the requested school as outlined in paragraph 2 b. (1) of this Regulation.

c. Multiple Applications Parents of a student requesting a transfer to more than one school or district program must prioritize their transfer applications on the applicable district Transfer Application Form and submit an original copy of the transfer form to each of the requested schools or district programs. The student will only be offered a place in the requested school with the highest priority, as designated by the parent, that has available space and facilities.

If a parent, in submitting multiple applications to schools or district programs, does not designate a unique priority for each requested school as required by this Regulation, then the student’s priority will be determined by the time and date that each application is received at the requested school(s) or district program.

d. School Wait List Schools will establish a School Wait List for first time, transfer applicants commencing at 8:00 a.m. on January 19, 2015, that will priority order the students in accordance with their category [non catchment and non school district] and the date / time of application.

e. District Students Before a district student can request a transfer, the student must first be registered or enrolled at their catchment school. Application to a school other than the student’s catchment school may then be made using the SA 23 Transfer Application Form [School District Child] and considered by the school principal within the requirements of this regulation.

f. Student Applications and Registrations After February 27th, 2015 (1) A transfer applicant who applies after February 27th, 2015, is not eligible under Section 74.1 (6) and (6.1) of the School Act to enroll in an educational program of their choosing. However, such students may be considered for enrollment in the school or program at the discretion of the principal if space and facilities are available and in accordance with the set of priorities and criteria set forth in paragraph 5. f. (4) below.

(2) A late transfer applicant who applies after February 27th, 2015 and has been placed on the School Wait List will not have their application reviewed until September enrollments are confirmed, unless known available space in the school will allow the student to have their enrollment approved in advance of school opening.

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Current Regulation

(3) In order for late, first time transfer applicants to be eligible for enrollment in a requested school, they must have one of the following reasons as the basis for their application: sibling; daycare [elementary]; two or more related courses not offered at the catchment school [secondary]; or unique circumstances which warrant special consideration in the judgment of the school principals.

(4) Students with priorities 1.1 to 2.6 inclusive have precedence over late transfer applicants who apply after February 27th, 2015. If space and facilities allow, the following priorities will be used to enroll a student in a district school after February 28th, 2014:

Group 3 - Students Who Register or Apply After February 27, 2015

Student Category


Student Description

1.6 Catchment By June 12, 2015 A catchment area child registering at the catchment school by June 12, 2015

2.5 Non Catchment By February 27, 2015

A non catchment area child who applies by February 27, 2015 and was not approved at that time due to lack of space in the school

2.6 Non School District

By February 27, 2015

A non school district child who applies by February 27, 2015 and was not approved at that time due to lack of space in the school

3.1 Sibling Non Catchment


Sibling of a continuing non catchment child

3.2 Non Catchment By February 27, 2015

A non catchment area child proceeding to a non catchment school from its designated feeder school

3.3 Sibling Non School District


Sibling of a continuing non school district child



A non school district child proceeding to a non catchment school from its designated feeder school

3.5A New Non Catchment


Secondary: a non catchment area child applying between February 27, 2015 and June 12, 2015 using one of the following criteria: Sibling, program not offered at the catchment school or extraordinary circumstances that warrant special consideration

3.5B New Non Catchment


Elementary: a non catchment area child who applies between February 27, 2015 and June 12, 2015 using one of the following criteria: Sibling, daycare or extraordinary circumstances that warrant special consideration



A non school district child who applies between February 27, 2015 and June 12. 2015 and meets the requirements of para 5.f (2)

3.7 Catchment After June 12, 2015

A catchment area child who registers at the catchment school after June 12, 2015

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Current Regulation

3.8 Non Catchment After June 12, 2015 A non catchment area child who applies after June 12, 2015


After June 12, 2015 Anon school district child who applies after June 12, 2015 and meets the requirements of para 5.f (3)

g. Right of the Board to Refuse a Student Enrollment The Board may refuse to enroll a non district child under Section 2(2) of the School Act if the child is a student suspended by a Board or to whom a Board has refused to offer an educational program under Section 85 (2) of the School Act.

h. School Program Requirements When a transfer student applies by the school deadline to enroll in a specific educational program of the school, the applicant must meet all program requirements and be subject to the selection process determined for that program.

Parents may only apply for their child to be enrolled in a unique school program after the initial transfer into the school has already been approved by the school principal. Students will only be considered for enrollment in one unique school’s program at a time.

i. Withdrawing from a District Program If a student who is enrolled in an alternative or district program (e.g. French Immersion, Montessori) withdraws during the school year, they are expected to return to their catchment school. However, the student may apply to transfer to another educational program offered at the current school of attendance if space and facilities are available and the transfer is deemed to be in the best interests of the child and the school.

j. Removal of a Transfer Student’s Name from the Catchment or Previous School Register Students who apply for a transfer by February 27th, 2015 and have been approved to attend the requested school will have their name and student record removed on April 2nd, 2015 from the register of their catchment school or their previous school of attendance.

If a transfer applicant applies after February 27th, 2015 and is approved, then the student’s name and record will be removed from their catchment or previous school’s register on the twenty-first day after being approved.

k. Withdrawal of an Approved Transfer Request In order for a student to have their approved transfer application withdrawn from the requested school, the requested school must be advised in writing of the withdrawal. The date that the withdrawal letter is received at the requested school will be the date used to establish the student’s entitlement to re-enroll at their catchment school or previous school of attendance.

6. District Timelines

The student admission process used by the Richmond School District involves a number of key events and dates, which are summarized in the attached Guidelines 501.8-G. These dates will be communicated by schools to parents by the end of the first week after school commences in January.

Board Concurrence of Revisions: 05 December 2005 Board Concurrence of Revisions: 06 December 2010

PAGE 17

Current Administrative Guidelines – For Information Only

THE FOLLOWING ADMINISTRATIVE GUIDELINES ARE INCLUDED FOR INFORMATION

PAGE 18


Policy 501.8-G Student Registration, Enrollment and Placement

1. Definition of Terms

Assigned School The school designated by the Board to which a student is assigned from a feeder school based on the student’s place of residence. Catchment Area In relation to a school, is the geographical area established under Section 75.1 of the School Act, that defines the boundaries of a school to which a student has first priority to attend, as defined by the district’s School Boundary Descriptions. Catchment Area Child A person who is (a) of school age, and (b) resident in the catchment area of the school. Continuing Student A student who was in attendance at the school or at a designated feeder school during the previous school year. District Program For purposes of Regulation 501.8-R, the catchment area for a district program is defined to be the City of Richmond, except for secondary French Immersion where designated feeder schools define those catchment areas. Enrollment A student is enrolled when the school gives permission for the student to attend and enters them into the school’s register. Feeder Schools “Feeder” schools and their associated “receiving” schools are identified in the district’s established Boundary Descriptions, where the class from the highest grade offered by the feeder school would be enrolled the next year in the designated receiving school unless an application for enrollment is accepted at another school. Newly Arrived Student A catchment student who applies to attend a Richmond school as the result of: • a change in the primary residence of the parent or legal guardian, whether moving into

the City of Richmond from another school district, province or country, or moving within the City of Richmond;

• being a first time kindergarten student; • entering the Richmond School District from home schooling or a private school. Non-Catchment Area Child A person who is of school age, resident in the school district, and not resident in the catchment area of the school. Non School District Child A person who is of school age, resident in British Columbia, and not resident in the school district.

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Previous School Year As defined in the School Act, means the school year previous to the school year for which the person is applying to enroll in the educational program. Resident in BC A student is considered resident in British Columbia if the student and the parent / legal guardian of the student are both ordinarily resident in BC, that is, they have established a permanent home where they customarily reside and maintain an ongoing physical presence. For purposes of this Regulation, a student’s place of residence is normally deemed to be that of the student’s parent or legal guardian on the date of application or registration. School District Child A catchment area child or a non-catchment area child who resides in the school district. School Placement List [Catchment Students] A school list identifying newly arriving students who reside in Richmond and have been placed at a nearby school since available space, facilities or resources are not available at the student’s catchment school. District Placement List The list that includes the names of all placed students identified on the School Placement Lists of the district. School Wait List [Transfer Students] A school list that identifies and prioritizes the first time transfer applicants who reside in British Columbia and have not been given permission to attend a requested school due to the lack of available space and facilities at the time of application. Student Admission Process [Catchment Students] The student admission process for catchment student involves the following: registration at the catchment school [as outlined in Section 3 of Regulation 501.8-R] followed by either enrollment [permission to attend and entry onto the school’s register] at the catchment school or placement at a nearby school if space and facilities are not available at the catchment school at the time of registration. Student Admission Process [Transfer Students] The student admission process for transfer student involves the following: submission of a transfer application [request to attend]; registration and enrollment at the requested school if permission to attend is given and the student’s name entered on the school register; OR inclusion on the School Wait List if space and facilities are not available at the requested school at the time of application. Student Placement Officer The Superintendent of Schools’ designate who is responsible for facilitating and coordinating the district’s student placement, registration and transfer process as described in Regulation 501.8-R and Guidelines 501.8-G. Transfer Student A non catchment or non school district child who applies to attend a school other than their catchment school.

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2. District Timelines 2015-2016 The Board has established the following timelines to accommodate the student registration, enrollment and placement of students in district schools. These dates will be communicated by schools to parents by the end of the first week after school commences in January. January 12, 2015 * This date may change The first date for all new Richmond residents who may register for the coming school year at the Central Registration Office. Registration for new Kindergarten* and District Program Options will take place at the catchment school from January 12, 2015 to January 30, 2015. From February 2, registration for Kindergarten will be at the Central Registration Office. January 19, 2015 The first date by which transfer applications will be received at the requested schools in person for 2015/16. These applications are dealt with on a date and time submitted priority. January 30, 2015 Deadline for application for District Program Options K/Gr. 1 EFI, Gr. 6 LFI, K-Gr. 4 Montessori by 4pm. February 2015 Elementary schools survey attending students to determine the number of returning students for the 2015/16 and secondary schools commence the program planning process for incoming grade 8s and returning students. February 10, 2015 Access to French Immersion programs is by catchment school priority.

Montessori programs will be through a district-wide draw process.

February 20, 2015 District Program Options - Letters emailed to parents regardin placement or waitlist in programs. February 27, 2015 Transfer Applications - Deadline for parents who have submitted applications to attend non- catchment schools District Program Options - Deadline for parents to confirm by email of placement acceptance or refusal by 4pm. Parents of current students to advise their schools of their intent to attend schools for 2015/16. March 13, 2015 Schools will mail letters to transfer applications who submitted by February 2, advising them of their status.

PAGE 21

April 2015 School staffing process confirmed with schools by the district based on returning students and approved transfers. April 2, 2015 Parent Appeals - Deadline regarding decisions for transfer applicants who submitted by February 27. An approved transfer student's name will be removed from the register of the catchment school or their previous school of attendance, if the student applied by February 27. May 25, 2015 Stakeholder groups and parents are advised of student placement practices for 2015/16. June 12, 2015 Deadline for registering students to be guaranteed a space in the catchment school for 2015/16. Catchment students who register after this date will be placed at a nearby school if there is no space at the catchment school. June 22, 2015 Schools will mail letters to transfer applications who submitted from March 2 to June 12 advising them of their status. First Wednesday after School Opening - 12:00 p.m. September 9, 2015 The date and time by which a student is removed from a school register if not in attendance on that day and no prior communication has been received by the school from the parent or legal guardian confirming a late return to school. September 30, 2015 Any remaining students for District Program Options a r e dissolved. No new students are accepted after this date.

Board Concurrence: 02 December 2002 Board Concurrence of Revisions: 15 December 2003 Board Concurrence of Revisions: 06 December 2010

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PROPOSED Policy EDUCATION: STUDENTS Policy 501.8

Student Admission, Registration, Placement and Transfer Policy Statement For: A. REGULAR PROGRAM B. DISTRICT PROGRAM OPTIONS, ALTERNATE PROGRAMS C. INTERNATIONAL PROGRAM The Board of Education (Richmond) will provide an educational program for every school-aged student who is ordinarily resident in the City of Richmond and who lives with a parent or legal guardian who is also ordinarily resident in Richmond. An educational program may also be provided for students who are International students and non-Richmond BC residents. The Board’s goal is to create an effective and welcoming experience for students and their families who seek services and information about admission and registration. Students will be placed in schools depending on the availability of space and resources. Admission, registration, placement and transfers processes will be conducted in a fair, transparent and consistent manner. In addition, the Board believes that continuity and stability are important to a child’s education.

The Board believes that while most student’s needs may be best served by attending designated neighborhood catchment schools, others may have needs that are best served by having the choice to attend another school in the district.

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PROPOSED Regulation EDUCATION: STUDENTS Policy 501.8-R Student Admission, Registration, Placement and Transfer Regulations: A. REGULAR PROGRAM B. DISTRICT PROGRAM OPTIONS, ALTERNATE PROGRAMS C. INTERNATIONAL PROGRAM All regulations are in compliance with the requirements of: • The School Act, Ministerial Orders, Regulations and Procedures • The Family Law Act • Canadian Immigration Laws 1. ADMISSION 1.1 Dates

Dates that affect stages of the student registration process will be published annually by the Central Registration Office.

1.2 Eligibility Status

To be eligible to enroll in a Richmond School District public school, a student must have supporting documents identified in policy guidelines, in order to verify the following:

1.2.1 Age

A student is eligible for admission in September of a school year if the student will be 5 years of age on or before December 31 of that school year. The student is eligible to receive an educational program until June 30 of the school year in which the student reaches the age of 19. A student will be placed in the designated grade level for his/her year of birth.

1.2.2 Citizenship or Immigration Status in Canada

A student must present documentation that proves citizenship or permanent residence status and that of his/her parents/legal guardians. The Office of the Superintendent may produce a Letter of Acceptance for the student if the family meets one of the following three requirements:

1. Qualifies under the status of refugees, 2. Has a valid work permit or 3. Has a valid study permit.

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PROPOSED Regulation A student under the care of the Ministry of Children and Family may also be issued a Letter of Acceptance. A family that does not meet the citizenship, immigration or ordinarily resident requirement may apply, on behalf of the student, to be accepted into the International Student Program.

1.2.3 Residency

The location where a student’s parent or legal guardian is ‘ordinarily resident’ and where the student is ‘ordinarily resident in the every day course of living’ determines admission status and funding eligibility. It also determines the catchment school that a student is expected to attend. (Reference: B.C. Ministry of Education May 2013 Policy for Funding Eligibility of Students)

1.2.4 Guardianship

Parents/Legal Guardians must accompany the student to the Central Registration Office to complete the admission and registration process. If only one adult can attend then it must be the parent or legal guardian, whose status is being used to register the student. Documentation will be required to verify that a student is being registered with the approval of parent(s) or legal guardian(s). A student who is approved for ‘Independent Living Status’ will need to present evidence of this arrangement to the Central Registration Office.

2. AVAILABILITY OF SPACE IN SCHOOLS 2.1 Availability of space in a school will be reviewed annually. 2.2 The School Act establishes priorities for the placement of a student if the Board

determines that space and/or an appropriate educational program is available in a school.

3. REGISTRATION 3.1 A student who lives in- catchment, has been placed in a school or has transferred into

a school will have guaranteed continuous registration in the school where he/she is currently attending.

3.2. Registration dates and procedures for students will be provided annually and linked to

the registration web site.

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PROPOSED Regulation 4. PLACEMENT 4.1 A student who cannot be offered enrolment in a catchment school because of a lack of

physical, staffing or appropriate program space will be placed at the nearest school that can provide an appropriate educational program.

4.2 Staff will consult with a family before placing a child who has needs for unique or more

complex support in educational programming. 4.3 Right of the Board to Refuse Admission of a Student

• The Board may refuse to enroll a Non-Richmond Resident student under Section 2(2) of the School Act if the child is a student suspended by a Board or to whom a Board has refused to offer an educational program under Section 85 (2) of the School Act.

5. TRANSFER The School Act allows for a student to apply for a transfer to attend a non - catchment school. Transfer dates and procedures will be advertised to all stakeholders annually. 5.1 Acceptance of transfers will be based on the status of schools as ‘open’, that is they have the

required physical, staffing or program space or ‘closed’, that is they do not have one or more of the types of space required” for all or specified types of transfers.

Other considerations include: reason(s) for the transfer request, available physical, staffing, course or program space, available support resources.

5.2 Principals at requested schools are primarily responsible for the approval or denial of

transfers. 5.3 Parents/Legal Guardians can appeal a ‘transfer not-approved’ decision of the Principal. Legal References BC Family Law Act http://www.bclaws.ca/civix/document/id/complete/statreg/11025_01 Ministry of Education: Eligibility of Students for Operating Grant funding http://www2.gov.bc.ca/gov/content/education- training/administration/legislation-policy/public-schools/eligibility-of-students- for-operating-grant-funding School Act Section 2, 74.1, 75, 75.1, 82 Citizenship and Immigration Canada (CIC) - Residency Obligation for Permanent Residents http://www.cic.gc.ca/english/helpcentre/answer.asp?q=727&t=4

PAGE 26

THE FOLLOWING ADMINISTRATIVE GUIDELINES ARE INCLUDED FOR

INFORMATION ONLY

PAGE 27

Administrative Guidelines – For Information Only

EDUCATION: STUDENTS Policy 501.8-G Student Admission, Registration, Placement and Transfer Administrative Guidelines For: A. REGULAR PROGRAM B. DISTRICT PROGRAM OPTIONS, ALTERNATE PROGRAMS C. INTERNATIONAL PROGRAM A. ADMINISTRATIVE GUIDELINES: REGULAR PROGRAM 1. REGISTRATION 1.1 Registration for Grades 1-12

All registrations for Gr. 1-12 are completed at the Central Registration Office OR Registrations can be completed on-line and applicants will then receive communication from the Central Registration office to arrange a designated appointment time to come in with required original documents to have them verified.

The first date by which a Gr.1 – 12 student may be registered for school for the next school year is the first day back in January.

1.2 Kindergarten registration for:

Children AND at least 1 Parent with: • CANADIAN BIRTH CERTIFICATE or • CANADIAN CITIZENSHIP CARD or • CANADIAN PASSPORT

will register at their catchment school for the month of November.

Kindergarten registration for: Children AND Parents who are born outside of Canada with:

• PERMANENT RESIDENT CARD WITH PASSPORT or • RECORD OF LANDING WITH PASSPORT or • LETTER OF ACCEPTANCE

will register at the Central Registration Office from November onward.

All Kindergarten students will register at the Central Registration Office from December onward.

PAGE 28


1.3 Hours for registration at Central Registration

The daily hours are 9am - 3pm. The office will extend the available registration time 9am - 8pm during the last two weeks of the summer and the first week of September.

1.4. Confirmation of school of enrollment The status of an application for all students who have registered for the next school year, by the end of May, will be communicated to families by the catchment or requested schools by the end of the current school year.

The status of an application for all students who have registered for the next school year, after the end of May and before school opening, will be communicated to families by the catchment or requested school by the end of the 1st week of school opening.

Students who register and are accepted to the district, at other times of the year, will be contacted by the catchment or placed school within 3-5 days of registering, if possible.

There may be exceptions if there is a need to gather more information about special requirements/programs/support for a student.

2. ADMISSION 2.1 Documents

REQUIRED: • An original copy of a birth certificate (translated in English by a recognized

translator if required).

2.2 Citizenship or Immigration Status in Canada

The registering parent/legal guardian must present the following documentation.

REQUIRED: • Valid Permanent Resident Card(s) for the parent(s) or legal guardian(s) of the

student being registered for school. • Passports for the student and parent(s)/Legal Guardian(s)

The Office of the Superintendent may produce a Letter of Acceptance for the student if the family qualifies under the status for one of the following: refugee status, valid work permit or valid study permit or possesses a Permanent Resident Card that is due to expire before the end of a school year. A student under the care of the Ministry of Children and Family may also be issued a Letter of Acceptance.

REQUIRED: • Original copies of valid permits from Canada Immigration or appropriate

supporting documentation presented by a representative of the Ministry of Children and Families.

PAGE 29


A family that does not meet the citizenship, immigration or ordinarily resident

requirement may apply, on behalf of the student, to be accepted into the International Student Program.

2.3 Guardianship Parents/Legal Guardians must present the following documents:

REQUIRED: • Original documentation that validates the legal status as parental or Canadian

Court declared guardianship of the student being registered. • In the case of divorce or separation, legal documents must be presented to

validate custody arrangements for the student. • Documentation will be required to verify that a student is being registered with the

approval of all custodial parents or legal guardians. • A student who is approved for ‘Independent Living Status’ will need to present

evidence from MCF of this arrangement 2.4 Residency

Parents/Legal Guardians must present the following documents:

REQUIRED: For the parent/legal guardian: • For “Richmond Residents” the address where the Legal Parent(s)/Legal

Guardian(s) and student is and will continue to be living. OR

• For “Non Richmond Residents” the address in the nearby community where the Legal Parent(s)/Legal Guardian(s) and student is and will continue to be living must:

• Show either a long-term lease agreement or proof of ownership of a residence (in the case of a purchase of house a purchase agreement with all conditions removed).

• Current Utility bill in the name of the applicant with a matching address. • Evidence of local banking activity – e.g. Date that account was established. • Extra documentation to determine ‘ordinarily resident’ status from the Ministry

Policy may also be required. 3. AVAILABILITY OF SPACE IN SCHOOLS 3.1 Students automatically enrolled by school for the next school year, provided space is

available, are as follows: • Continuing Catchment - a catchment student who has attended the school in the

previous school year • Feeder School Catchment/Placed – a catchment area or placed student who is

proceeding to the assigned high school from their current elementary school. • Continuing Non-Catchment – a non-catchment transfer or placed student who attended

the school in the previous school year

PAGE 30


• Continuing Non Richmond Resident – a non-Richmond Resident student who attended the school in the previous school year.

• A Richmond resident student who is approved to enroll in a district program due to availability of space

• Newly Arrived Catchment student – a catchment area student who registers by the designated June date.

4. PLACEMENT 4.1 A student who cannot be offered enrollment in a catchment school because of a lack of

physical, staffing or appropriate program space will be placed at the nearest school that can provide an appropriate educational program.

A student who lives in-catchment, has been placed in a school or has transferred into

a school will have guaranteed continuous registration in the school where he/she is currently attending.

REQUIRED:

• An elementary-aged continuing student must complete an Intent to Attend Form at the current school that declares intent to either remain at the current school for the following school year or to return to the catchment school.

• A secondary-aged continuing student must notify the school office of intent to remain at the current placed school or of intent to enroll at the catchment school. If the student is moving schools he/she needs to make an appointment to see a counsellor at the catchment school to get courses selected for the next school year.

5. TRANSFER

REQUIRED: • Before a Richmond Resident student can request a transfer, the student must first be

registered or enrolled at the catchment school. • A student wishing to transfer to a non-catchment school must fill out either a Richmond

Resident SA-23 or a Non-Richmond Resident SA-73 Transfer form. These forms are available at schools or at the Central Registration Office.

• The form must be signed by the current school and then signed and left at the requested school.

• The transfer forms can be picked up on the annually determined January date and must be submitted by the annually determined February date. These are called 1st round transfers.

• Transfer requests will be considered by the date and time received in the categories for priority established by the School Board Guidelines.

5.1 Schools declared by the board as closed for transfer for the 2016-17 school year are: Priority for Transfers for Students Applying by the January Deadline (1st Round) Schools will notify applicants of the result of the transfer requests received in the 1st round by a mail-out on the Friday before Spring Break based on these priorities:

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1. Sibling Non-Catchment – The sibling of a continuing non-catchment child who will be

attending the school when the sibling is in attendance. 2. Sibling Non-Richmond Resident – The sibling of a non-Richmond Resident student who

will be attending the school when the sibling is in attendance. 3. Daycare for Richmond Resident elementary age students 4. A new non-catchment student – A non-catchment child who is applying to the school. 5. A new non-Richmond resident student – A non-Richmond resident student who is

applying to the school.

Priority for Transfers for Students who apply between February – May deadlines (2nd Round) Transfer requests received after the February deadline and before the June deadline (these are called 2nd round transfers) will not be part of the 1st or Final Appeal Process. The results of the 2nd Round transfers will not be available until a school is certain it has space to accommodate the transfer and that the transfer has met the correct criteria. Results of 2nd round transfer requests will be communicated by the end of the second week in June.

1. Non-catchment sibling – a sibling of a continuing non-catchment student 2. Non-Richmond resident sibling – a sibling of a continuing Non-Richmond Resident

student. 3. Non-catchment Richmond resident student 4. Daycare for elementary-aged Richmond Resident student 5. Non–Richmond Resident

Priority for Transfer for students after the May deadline (3rd Round) These will not be responded to until the end of the first week of school opening or possibly the end of August if the Principal is able to accommodate the required space in the school.

1. Richmond resident sibling 2. Richmond resident non-catchment 3. Daycare for Richmond Resident Elementary 4. Non–Richmond resident sibling 5. Other

5.2 Transfer Appeals

Parents/Legal guardians who wish to appeal the transfer not approved decision of a principal must follow these steps.

REQUIRED: • Meeting the designated appeal deadline. • Completing and submitting the required forms and a letter that explains the reasons why

the application should be given further consideration for approval. 5.3 Application to Unique School Programs and Transfers

Parents/Legal Guardians may only apply for a child to be enrolled in a unique school program after the school principal has already approved the initial transfer into the school. Students will only be considered for enrollment in one unique school’s program at a time.

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5.4 Withdrawal of Approved Transfers

In order for students to have their approved transfer application withdrawn from the requested school, the requested school must be advised in writing of the withdrawal. The date that the withdrawal letter is received at the requested school will be the date used to establish the student’s entitlement to re-enroll at their catchment school or previous school of attendance.

5.5 School Waitlists

Schools will establish a School Wait List for transfer applicants commencing at 8a.m. on the annually specified January date, that will priority order the students in accordance with their category [sibling, non catchment, daycare, and non-Richmond Resident] and the date / time of application. Current year Elementary waitlists will be maintained until the end of May of the current school year. Secondary waitlists will be maintained until the end of the second week in September of the requested school year.

5.6 Withdrawal from District Options or Alternative District Programs

If a student who is enrolled in an alternative or district options program (e.g. French Immersion, Montessori) withdraws during the school year, they are expected to return to their catchment school. However, the student may apply to transfer to another educational program offered at the current school of attendance if space and facilities are available and the transfer is deemed to be in the best interests of the child and the school.

6. EXTENDED ABSENCES FOR PARENTS/LEGAL GUARDIANS 6.1 A Parent/Legal Guardian may not leave the student in the care of another adult for more than

3 weeks in the school year. Extenuating circumstances need to be discussed with the Principal for approval.

REQUIRED:

• A Parent Declaration Form must be completed and presented to the office of the school declaring the dates of absence and the name and contact information for the responsible adult (25 years or older) who will be caring for and living with the student. Out of town contact information for the Legal Parent/Legal Guardian must also be provided.

6.2 The Legal Parent/Legal Guardian whose status is used to register a student must be living

with the student consistently throughout the school year and working within a daily commutable distance throughout the school year.

7. EXTENDED ABSENCES FOR STUDENTS 7.1 A student should not be missing school unless there are medical circumstances or

personal family short-term emergencies that require a student to miss classes. Please be mindful that missed classes are missed learning opportunities and may negatively affect success in school.

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7.2 It is the family’s responsibility to communicate with the school about plans for a

student to miss school. The school has attendance expectations and requirements that must be met.

7.3 In the first week of school Principals will be counting students daily. If a family has

not communicated with the school, via a Notice of Late Return, by the Friday of the first week of school then the student’s name can be removed from the school register.

REQUIRED: • If a family plans to arrive after school opens in September then a ‘Notice of Late

Return to School’ form is available in the school office and must be completed and submitted to the Principal before the school year ends. A space will only be held in a school until the end of the second week after school opens. If the student has not returned by this date, then the student may be withdrawn from the school and required to register at Central Registration upon return to the district.

B. ADMINISTRATIVE GUIDELINES: DISTRICT PROGRAM OPTIONS: FRENCH

IMMERSION 1. PROGRAM LOCATIONS AND CAPACITY 1.1 Catchment areas will be establ

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