JDB-P1 - School Registration

The following school registration procedures must be followed.  In all cases, the Student Registration Form (Exhibit JDB-E1) will be completed in its entirety.

Registration by Natural Parents

When natural parents are registering their child in their designated catchment area based on their residency, the school will proceed with the registration, taking the information provided and signed by the parents as accurate.  

Registration of First-time Students

When registering Kindergarten students or students new to our Division, the following information must be gathered:

1. Proof of parent’s residency status (permanent resident card, work permit, or student visa) where applicable;

2. Proof of the student’s legal guardianship (birth certificate, passport, or landed immigrancy papers);

3. Proof of the student’s age (copy of birth certificate, baptismal certificate, certificate of live birth, statutory declaration or passport);

4. Proof of address;

5. PHIN number;

6. Articulation of any special health concerns (URIS); and,

7. Record of academic achievement where applicable.

Transportation

Parents/Guardians will contact the Transportation Supervisor at the Division Office to arrange for bus transportation.  Transportation for students out of the catchment area for designated programs, such as French Immersion, will not normally be supported if in excess of one hour bus time.

Custodial Issues

a.  Single parent or step parent situations

Where there exists a custodial agreement, a copy is to be requested for the student file.  In the absence of same, joint custody is assumed, unless the parents have never been married  or lived together at any time. Where there exists a restraining order or other legal document restricting access to the student or information pertaining to the student, a copy of such a document is to be requested for the student file.

b.  Joint Custody and Primary Care

The school will establish a clear understanding of the following points with the custodial parent having primary care:

• • • In cases of joint custody, one of the parents may be designated by the courts as having primary care.  Ordinarily the child(ren) would be registered by that parent in the catchment area in which they reside.

    • Where no primary care has been identified in a custodial agreement, or where there is no custodial agreement in place, then primary care for the purpose of all things school-related will be assumed to fall to the parent who is registering the child(ren).

    • Whenever possible in cases of joint custody, it is preferable to have both parents sign the registration forms.

    • Unless stipulated otherwise, parents with joint custody both have the right to all school information, and access to the school and their child(ren).  Any legal decisions or permissions regarding the child should, however, be made by the parent with primary care, or with his/her knowledge and agreement.

    • Step parents and the other custodial parent may pick up a child at school, attend school concerts, etc.  Where a parental permission is required, such as taking a child out of school early, granting permission for a field trip, approving a behaviour plan, their involvement requires advance written permission from the parent with primary care.

Registering a Student Living with an Acting Parent/Responsible Adult (not a legal guardian)

a.  Temporary arrangement

Due to compelling family issues, it occasionally becomes necessary for the natural parents to make temporary arrangements for a child to reside with an acting parent.  Where the student is already enrolled in the school, the arrangement is for less than a month’s duration, and in consultation with the School Principal, the student may continue to attend the current school.  Transportation will, however, not necessarily be provided, depending on the place of residence of the acting parent.  This informal arrangement is possible only when the natural parent(s) continue(s) to reside in the Prairie Spirit School Division and are able to maintain their parental responsibilities with the school.

b.  Longer term arrangement

For long term arrangements, or where the natural parent(s) do not reside in the Prairie Spirit School Division, or is/are unable to maintain their parental responsibilities with the school, a Statutory Declaration from the natural parent(s) is required. It grants permission to the acting parent to act as parents to their child(ren) in all regards while they are registered in a Prairie Spirit School Division school.  NOTE:  The Prairie Spirit School Division does not recognize acting parent status for purposes of circumventing the School of Choice procedures and regulations, or for the convenience of parents regarding child care arrangements.

c.  Procedure

Schools will not register a student living with an acting parent until authorized to do so by the Superintendent’s Department.  A Statutory Declaration form will only be given to parent(s) upon such approval, to avoid their possibly spending money to consult with a lawyer before they know whether or not the student is eligible.  Upon approval by the Superintendent’s department:

i.  The natural parents must provide a properly notarized Statutory Declaration to the Superintendent (See JDB-E2).

A Statutory Declaration is not the same thing as legal guardianship, which is granted by the courts.  It does serve as permission from the natural parents for the School Division to:

• • • • • Register the child in the school where the acting parent(s) live(s).

        • Provide all pertinent school information to the acting parent(s) alone

        • Deal only with the acting parent(s) on all legal matters regarding the school (attendance, behaviour, academic achievement, permission to take part in curricular and extra-curricular events, medical emergencies, etc.)

ii.  When the document has been received and processed, the Superintendent will call the School Principal to give authorization to register the child(ren).

iii.  A copy of the Statutory Declaration will be sent to the school to include in the pupil file.

iv.  When an Acting Parent Agreement is ended and the student returns to the natural parent(s), the acting parent(s) will file a Revoking of Acting Parent Agreement (See JDB-E3) with the School Principal.  A copy of this form will then be added to the pupil file, and the original forwarded to the Division Office.

Registering English as an Additional Language (EAL) Students

In addition to form JDB-E1, the registration of EAL students requires the completion of form JDB-E4.

NOTE:  Funding for this program does not include students under the International Education Program.

References:

• Guidelines for the English as an Additional Language (EAL) Support Grant (2006-2007)

• EAL Manitoba Curriculum Framework of Outcomes