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Glenbard Township High School District 87
Policy 7:50-R1

Students

Administrative Procedure – School Admissions and Transfers To and From Non-District Schools

Annual Review

The Superintendent or designee reviews this procedure to ensure it is consistent with applicable State and federal laws.

Legal Citations

The legal requirements contained in this procedure are followed by a citation to the controlling rule and/or statute. Citations in parenthesis indicate the location of a named law. For additional clarification regarding a requirement, the cited law should be reviewed.

Guidance Documents

The following non-regulatory guidance list provides more information:

1.      Ill. State Board of Education’s annual registration and enrollment guidance document titled Residency & Enrollment, Immigrant Pupils, Homeless Pupils and School Fees & Waivers, www.isbe.net/pdf/guidance_reg.pdf;

2.      Dear Colleague Letter: School Enrollment Procedures, (OCR 05/08/14),

3.      Information on the Rights of All Children to Enroll in School: Questions and Answers for States, School Districts and Parents (revised 05/08/14),

4.      Fact Sheet: Information on the Rights of All Children to Enroll in School, www2.ed.gov/about/offices/list/ocr/docs/dcl-factsheet-201405.pdf.

Transferring In

Compliance with Admission Eligibility Prerequisites in State Law and School Board Policy

All students seeking admission to the District shall meet all residency, age, health examination, immunization, and other eligibility prerequisites as mandated by the State Law and School Board Policy on admissions. See Board policy 7:50, School Admissions and Student Transfers To and From Non-District Schools.

Compliance with the Missing Children Records Act and Missing Children Registration Law

The Building Principal or designee of the school into which the student is transferring shall notify in writing the person enrolling the student that within 30 days he or she must provide a certified copy of the student's birth certificate. 325 ILCS 55/5(b); 20 Ill.Admin.Code §1290.60(a).  

If the person enrolling a student fails to comply with the above requirement, the Building Principal or designee shall immediately notify the local law enforcement agency and shall also notify the person enrolling the student in writing that, unless he or she complies within 10 days, the matter will be referred to the local law enforcement authority for investigation. If compliance is not obtained within that 10-day period, the Building Principal or designee shall refer the case and immediately report to the local law enforcement authority and the Department of State Police any affidavit explaining the inability to produce a copy of the birth certificate that appears inaccurate or suspicious in form or content. 325 ILCS 50/5 and 55/5(b).

The Building Principal or designee shall, within 14 days after enrolling a transfer student, request directly from the student's previous school a certified copy of the student's record. 23 Ill.Admin.Code §375.75(b); §325 ILCS 50/5(c).

Compliance with the Good Standing Requirement

The parent(s)/guardian(s) of a student who is transferring from an Illinois public school, parent(s)/guardian(s) shall ensure that a completed Good Standing Form from that school arrives at the school into which the student is transferring. 105 ILCS 5/2-3.13a.  

The Good Standing Form, ISBE Form 33-78, available at: www.isbe.net/recognition/pdf/33-78_student_transfer.pdf, indicates whether the student's medical records are current and whether the student is currently being disciplined by a suspension or expulsion. The parent(s)/guardian(s) of students transferring from private schools, whether located in Illinois or not, or a public school outside of Illinois, shall certify in writing that the student is not currently serving a suspension or expulsion imposed by the school from which the student is transferring. 105 ILCS 5/2-3.13a.

If the student is transferring from any private school (whether located in Illinois or not) or any non-Illinois public school, the parent(s)/guardian(s) shall certify in writing that the student is not currently serving a suspension or expulsion imposed by the school from which the student is transferring. 105 ILCS 5/2-3.13a.

The Building Principal or designee shall deny admittance to any student who was suspended or expelled for any reason from any public or private school in this or any other state until student completes the entire term of such suspension or expulsion. 105 ILCS 5/2-3.13a. The Superintendent or designee may, upon the request of the parent(s)/guardian(s), place the student in an alternative school program established under the School Code. 105 ILCS 5/2-3.13a; 5/10-22.6 amended by P.A. 97-495. Note: Amend this paragraph as necessary to be consistent with board policy (see f/n 14, policy 7:50, School Admissions and Student Transfers To and From Non-District Schools and policy 7:190, Student Behavior).

If the student is transferring from any Illinois public school, the Building Principal or designee shall refuse to admit the student unless the student can produce a Good Standing Form.  

If the student is transferring from any private school (whether located in Illinois or not) or any non-Illinois public school, the Building Principal or designee shall refuse to admit the student unless his or her parents(s)/guardian(s) certify in writing that the student is not currently serving a suspension or expulsion imposed by the school from which the student is transferring.

Compliance with laws concerning education of homeless children

The Building Principal or designee shall immediately enroll a homeless child even if the child is unable to produce records normally required for enrollment, in accordance with policy 6:140 - Education of Homeless Children and Administrative Procedure 6:140-R1 - Education of Homeless Children. 42 U.S.C. §11432(g)(3)(C)(i) (McKinney Homeless Assistance Act) and 105 ILCS 45/1-20. The Building Principal or designee must immediately contact the school last attended by the child to obtain relevant academic and other records. 42 U.S.C. §11432(g)(3)(C)(ii) and 105 ILCS 45/1-10.

Compliance with The School Code and the Illinois School Student Records Act

If a request has not been made, the Building Principal or designee shall request academic transcripts and medical records from the student's former school.

The Building Principal or designee shall enroll a student whose former school transferred an unofficial record of grades in lieu of the students's official transcript of scholastic records pursuant to 105 ILCS 5/2-3.13a(a) and 23 Ill.Admin.Code §375.75(i) (105 ILCS 10/8.1).

If an unofficial transcript is received from the student's former school because the student has unpaid fines or fees, the Building Principal or designee shall notify the parent(s)/guardian(s) that the record will remain unofficial until such time that they have paid all outstanding fines and fees and an official transcript is received from the former school. The Building Principal or designee will verify with he former school that the work has been completed and allow the student to graduate if the record remains unofficial at the time of graduation provided the student has met all other graduation requirements.

Out-of-state transfer students, including children of military personnel, may use unofficial transcripts for admission to a school until official transcripts are obtained from the student's last school district. 105 ILCS 5/10-8.1 & 70/32, added by P.A. 98-673. Simultaneous with the enrollment of a child of active duty military personnel, the Building Principal or designee shall request the child’s educational records from his or her former school. 105 ILCS 70/32, added by P.A. 98-673.

Compliance with Laws Concerning Education of Homeless Children

The Building Principal or designee shall immediately enroll a homeless child even if the child is unable to produce records normally required for enrollment, in accordance with policy 6:140 - Education of Homeless Children and Administrative Procedure 6:140-R1 - Education of Homeless Children. 42 U.S.C. §11432(g)(3)(C)(i) (McKinney Homeless Assistance Act) and 105 ILCS 45/1-20.

The Building Principal or designee must immediately contact the school last attended by the child to obtain relevant academic and other records. 42 U.S.C. §11432(g)(3)(C)(ii) and 105 ILCS 45/1-10.

Other admissions steps

The Building Principal or designee shall make class and/or grade level assignments, with input from a counselor when needed, and may accept or reject the transferring school’s recommendations.

When parent(s)/guardian(s) of a student eligible for special education present an individualized education program to the District, the student must be placed in a program in accordance with the IEP. 105 ILCS 5/10-20.12A.

The Building Principal or designee shall administer the Student Home Language Survey to each student entering the District's schools for the first time. 23 Ill. Admin.Code §228.15.

If the Building Principal or designee did not send a request for records to the student's former school or school district, he or she shall send a notification to the school or school district from which the student transferred documenting that the student has enrolled in the school. 105 ILCS 5/2-3.13a(c); 23 Ill. Admin.Code §375.75(e).

The individual enrolling a student shall be given the opportunity to voluntarily state whether the student has a parent or guardian who is a member of a branch of the U.S. Armed Forces and who is either deployed to active duty or expects to be deployed to active duty during the school year. P.A. 99-30 repealed 105 ILCS 5/22-65; this language is not contained in 105 ILCS 70/. All course, program, extracurricular, graduation and other placements from the student’s former school shall be initially honored if the District has those options, and spaces available. 105 ILCS 70/35, added by P.A. 98-673.

Transferring Out

Initial Step

Parent(s)/guardian(s) of a student shall notify the Building Principal of their intent to transfer, pay outstanding fines and fees, sign a form authorizing the release of student records, and return all school-owned property.

Compliance with the Illinois School Student Records Act

After receiving a request to transfer school student records, the Building Principal or designee of the transferring school must provide written notice of the nature and substance of the information to be transferred and the opportunity to inspect, copy, and challenge the record (see 7:50-E1, Letter to Parents When Records Are Released Pursuant to Student Transfer). 23 Ill.Admin.Code §§375.70(a) and 375.75(b).
 
The Building Principal or designee of the transferring school must, within 10 days of the notice of the student’s transfer, forward a copy of the student’s school record to the student’s new school. 105 ILCS 10/8.1. Each school must forward written information relative to the grade levels, subjects and record of academic grades achieved, current mathematics and language arts placement levels, health records and a most current set of standardized test reports. However, if the student has unpaid fines or fees and is transferring to a public school located in Illinois or any other state, an unofficial record of the student’s grades will be sent in lieu of the student’s official transcript of scholastic records. 105 ILCS 5/2-3.13a(a), 23 Ill.Admin.Code §375.75i.

For children of active duty military personnel, if official educational records cannot be released to a student for the purpose of transferring, the Building Principal or designee shall prepare and furnish a complete set of unofficial educational records to the extent feasible. 105 ICLS 70/32(a), added by P.A. 98-673.

The Building Principal or designee shall, within 10 days after the student has paid all of his or her outstanding fines and fees and at the school’s own expense, forward an official transcript of the scholastic records as defined in 23 Ill.Admin.Code §375.(i) (105 ILCS 5/2-3.13a(a).  

The Building Principal or designee shall notify the parent(s)/guardian(s) and the student of the destruction schedule for the student’s permanent and temporary school records and of his or her right to request a copy of those records. 105 ILCS 10/4(h); 23 Ill.Admin.Code §375.40(c).

If within 150 days after a student leaves a school, the school has not received a request for the student’s record, or been presented with other documentation that the student has enrolled in another school, the student is counted in the school’s and District’s calculation of its annual dropout rate. 105 ILCS 5/2-3.13a; 23 Ill.Admin.Code §375.70(d).

Compliance with Requirements for Destruction of Biometric Information

No biometric information shall be transferred to another school district in which a student has enrolled. 105 ILCS 5/10-20.40; 23 Ill.Admin.Code §375.70(a). Destruction of a student's biometric information is not subject to authorization by the appropriate Local Record Commission. 50 ILCS 205/7.23 Ill. Admin.Code §375.40(c).

Compliance with the Missing Children Records Act and Missing Children Registration Law

The Building Principal or designee of the transferring school must send the student's records within 10 days of receipt of the request, unless the record has been flagged pursuant to the Missing Children's Act; if flagged, the copy shall not be forwarded and the requested school must notify the local law enforcement authority and Department of State Police of the request. 325 ILCS 55/5 and 50/5.

Note: If the Department of State Police notifies the school of a current or former student's disappearance, the school must flag the student's record so that whenever information regarding the record is requested, the school can immediately report the request to the Department of State Police.

Compliance with the Good Standing Requirement

The building principal or designee of the transferring school shall send to the school in which the student will or has enrolled a completed Good Standing Form (ISBE Form 33-78 available at: www.isbe.net/recognition/pdf/33-78_student_transfer.pdf), and, if the transferring student is suspended or expelled, indicate: 105 ILCS 5/2-3.13a.

1.  The date and duration of the suspension or expulsion, and

2.  Whether the suspension or expulsion is for knowingly possessing in a school building or on school grounds a weapon as defined in the Gun Free Schools Act (20 U.S.C. §§8921 et seq.), for knowingly possessing, selling or delivering in a school building or on school grounds a controlled substance or cannabis, or for battering a staff member of the school.

Compliance with the Illinois Domestic Violence Act

If a child transferring to another school is a "protected person" under an order of protection, the petitioner may request the Building Principal or designee to provide written notice of the order of protection, along with a certified copy of the order, to the institution to which the child is transferring. 750 ILCS 60/222.

The Building Principal or designee shall respond to the above request by providing, within 24 hours of the transfer, written notice of the order of protection, along with a certified copy of the order, to the institution to which the child is transferring. 750 ILCS 60/222.

Compliance with Requirements for Tracking Transfer

The Superintendent and Building Principal, or their designees, shall count a student as a dropout in the calculation of a school's and District's annual student dropout rate unless the school or district to which a student transferred sends notification that the student has enrolled in the transferee school or school district. 105 ILCS 5/2.313a(c); 23 Ill.Admin.Code §375.75(e).


LEGAL REF.:     Family Educational Rights and Privacy Act, 20 U.S.C. § 1232.
                        Missing Children Records Act, 325 ILCS 50/.
                        Missing Children Registration Law, 325 ILCS 55/.
                        105 ILCS 5/2-3.13a, 10/8.1, 45/1-20, and 70/.
                        750 ILCS 60/222.
                        20 Ill.Admin.Code §1290.60(a).
                        23 Ill.Admin.Code §370.70 and §375.75.


ADOPTED:    March 1999
REVISED:      September 26, 2005
REVIEWED:   May 15, 2006
REVIEWED:   November 23, 2009
REVISED:      December 14, 2009
REVIEWED:   January 11, 2010
REVISED:      January 25, 2010
REVIEWED:   January 10, 2011
REVISED:      January 24, 2011
REVIEWED:   November 12, 2012
REVISED:      January 14, 2013
REVIEWED:   June 8, 2015
REVISED:      August 10, 2015
REVIEWED:   January 23, 2017
REVISED:      March 6, 2017