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The Trenton Public School District, under the umbrella of the Division of Student Services, has created a Centralized Student Registration Department. This department will manage and process all enrollment functions of each individual school at the district level.
The Central Registration Department will provide the schools with all the appropriate student and family documentation that is required by the New Jersey Administrative Code. The data from the documents will be entered into the Student Administration/Student Information System (SASI) ensuring the confidentiality of that student information and that school administration will be provided with efficient and accurate data on each student.
· To ensure that only residents of the Trenton Public Schools attend school on a tuition free basis · To collect data regarding pertinent student and family information required by the New Jersey Administrative Code · To track the enrollment information for each student · To ensure that the specific needs of students and family are addressed · To ensure that students are enrolled to the greatest degree possible in the school designated in their neighborhood zoned area. · To improve the quality and accuracy of state reporting through efficient and up-to-date enrollment information
· Prevent an overflow of non-resident students into the district · Increase efficiency of the registration process · Improve communication between school administration and central office staff · Improve timely input of enrollment data into the student information system · Increase parental satisfaction · Ensure a more efficient process with the growing volume of student enrollment applications · Provide staff with “real-time” enrollment data · Provide a district-wide set of data enrollment standards that will improve student data consistency and data integrity
KINDERGARTEN AND PRE-KINDERGARTEN REGISTRATION
Central Registration is responsible for registering kindergarten students transitioning from pre-school and those kindergarten students newly enrolled in the district. Central registration is also responsible for registering students in Grades 1 through 12. The Early Childhood Department is responsible for registering pre-kindergarten students. Contact a representative from the Central Registration Department or the Early Childhood Department to find out dates, times, and location for their registration procedures.
CENTRAL REGISTRATION LOCATION AND HOURS OF OPERATION
Central Registration is located at 108 North Clinton Avenue, Trenton, NJ) · Registrations and transfers are done by appointment only. · The Central Registration web address is www.trenton.k12.us/registration This site contains registration information and documents which are in a .PDF downloadable format.
The following information (see Appendix H) will enable the central registration staff to determine your child’s eligibility to attend school in the Trenton Public School District in accordance with New Jersey law. Please be aware that N.J.S.A. 18A:38-1 and N.J.A.C. 6A: 28-2 specifies that a free public education will be provided to any student between the ages of 5 and 20 who is:
· Domiciled in the district, i.e., living with a parent or guardian whose permanent home is located in the district. A home is permanent when the parent or guardian intends to return to it when absent and has no present intent of moving from it, notwithstanding the existence of homes or residences elsewhere.
· Living with a person, other than the parent or guardian, who is domiciled in the district and is supporting the student without compensation, as if the student were his or her own child, because the parent cannot support the child due to family and/or economic hardship. · Living with a parent or guardian who is temporarily residing in the district. · The child of a parent or guardian who moves to another district as a result of being homeless. · Placed in the home of a district resident by court order pursuant to N.J.S.A. 18A: 38-7.7 et seq. · Residing on federal property within the State pursuant to N.J.S.A. 18A: 38-7.7 et seq.
Note: The following does not affect a student’s eligibility to enroll in school:
· Physical condition of housing or compliance with local housing ordinances or terms of lease · Immigrants/visa status, except for students holding or seeking a visa (F-1) issued specifically for the purpose of limited study on a tuition basis in a United States public secondary school
REQUIRED REGISTRATION DOCUMENTATION (Must Be Presented at Time of Enrollment) (see Appendix B,C,D,E) · New or Re-enrollments o Official Birth Certificate-verifies parental/legal guardianship, child’s age and date of birth · Legal Custody Papers (If applicable) o If the child does not reside with the biological parent, legal custody papers from the courts and/or Division of Youth and Family Services (DYFS) · Parent/Legal Guardian must have a form of identification · Two proofs of residence (Must be current to-date) o Verifies that the parent/legal guardian and child reside in the city of Trenton o Determines the school to which the child will be assigned (every attempt will be made to place the child(ren) in their neighborhood school; however, due to possible overcrowding, students may be assigned to another school as near as possible to the parents’ residence) The following documents are accepted as proof of residency:
o Property tax bills, deed, contracts of sale, leases, mortgages and other evidence of property ownership, tenancy, or residency o Utility bills such as: gas/electric, telephone (home), cable bill, water, etc. o Any of form of documentation relevant to demonstrating tenancy of residence
Note: DRIVER LICENSE IS NOT ACCEPTABLE AS PROOF OF ADDRESS
Note: Parents will not be asked for any information or documentation protected from disclosure by law, or pertaining to criteria which is not legitimate for determining the child’s eligibility to attend school. However, parents may voluntarily disclose any documentation or information that is believed will help verity that the child meets the requirements of law for eligibility to attend the Trenton Public School District.
Note: We may not directly or indirectly require or request:
o Income tax returns o Documentation or information relating to citizenship or immigration/visa status, unless the student holds or is applying for a F-1 visa o Documentation or information relating to compliance with local housing ordinances or conditions of tenancy o Social Security cards/numbers
Medical Information Requirements: (see Appendix F/G) Immunization- a child’s immunization record or letter of exemption must be presented at the time of enrollment (i.e. students who transfer from one school district to another in the State of New Jersey) Note: The State of New Jersey allows any student transferring to the district from another state a thirty-day (30) grace period to provide documentation. o Medical Examination Record o A copy of the child’s medical examination must be presented at the time of enrollment. o Examination must be done no more than 365 days prior to enrollment o If the child is receiving classroom accommodation(s) under Section 504, a copy of the accommodation plan must be submitted at the time of enrollment. o If the child is receiving special education or speech services, a copy of the most recent Individualized Educational Plan (IEP) must be presented at the time of enrollment. o Discipline Records o Child’s discipline records must be presented at the time of enrollment.
Note: School districts have different procedures with regard to the release of records. Therefore, we have included a “Request to Release Records” form in the registration packet. It must be filled out completely and signed by the parent/guardian in order for the records that are being requested can be sent to or from the receiving district.
QUICK REFERENCE REGISTRATION DOCUMENTS
The following documentation is required when:
o Transferring with-in the district (see Appendix C) o Official Birth Certificate o Legal Custody Papers (if applicable) o Parent/Guardian must have a form of identification o Prior to transferring within the district, the parent must obtain from the school they are leaving a note clearing their child(ren) of any possible outstanding books, school materials, debts, etc. owed to the school. This release note must be presented at the time of transfer in order for the transfer process to be complete. Schools will also be asked to input the above information, if applicable, into the student information system (SASI). o Two proofs of legal residence (must be current to-date)
Transferring Out-of-District/Charter School (see Appendix D) o Official Birth Certificate o Legal Custody Papers (if applicable) o Parent/Guardian must have a form of identification o Acceptance letter from the Charter School must be presented o Prior to transferring out of the district, the parent must obtain from the school they are leaving a note clearing their child(ren) of any possible outstanding books, school materials, debts, etc. owed to the school. This release note must be presented at the time of transfer in order for the process to be complete. Schools will also be asked to input the above information, if applicable, into the student information system (SASI).
(see Appendix A,B,C,D,E) Transfers Into or With-in the District (General Education Students and Special Needs Students)
Transfers Out-of-District/Charter School
o All required documentation is checked for accuracy and completeness and then approved by Central Registration Administrator
o Three copies of completed forms are processed and then distributed to the school, nurse, and student file.
o Parent must have the approved form from Central Registration in order for the student to be enrolled in the school.
o Note: Placement of Students with Disabilities (classified students with an Individualized Educational Plan (IEP) who are transferring within the district or newly registered must meet with the child study team (CST) assigned to them for placement. Central registration staff will provide parents with the contact numbers for the child study team. Child study members are required to meet with the parents immediately upon the enrollment of the student into the district. Special needs students transferring within the district and whose IEP stipulates the need for transportation are to contact their assigned CST member in order for him/her to complete a “change of address” form. This form will be needed to change the pick-up and drop off point due to the change of address. o ELL (English Language Learners will be assigned, when possible, to their neighborhood school. The Office of Bilingual Education will be notified of the student’s enrollment into the district and their assigned school. The bilingual department will conduct a language assessment to determine the student’s need for bilingual and/or ESL (English as a Second Language) instruction. Once the assessments are concluded and it is determined that there is a need for such services, the student may be assigned to one of the four bilingual centers in the district for bilingual and/or ESL instruction or remain at the neighborhood school.
o All required documentation is checked for accuracy o Parent is given a registration and health history packet to be filled out completely, signed and dated o Upon completion of both packets, student is assigned, when possible, to their corresponding neighborhood school based on the district’s street directory Note: It is the goal of the Trenton Public School District to make sure students are assigned to their neighborhood school. If the school is filled to the allotted class capacity based on Abbott regulations, then the student is assigned to another area school. o An exit form (student registration form-see Appendix B) is completed by a central registration staff member who is charged with completing the form. o Three copies of the exit form and any other required documentation are made. o A copy of the exit form is attached to the registration packet and forwarded to the school. o A copy is attached to the student health history packet (see Appendix F/G) for the nurse (Nurse reviews all medical information with the parent at the time of enrollment) o A copy of all registration documentation (see Appendix C/D/E) is placed in the Central Registration files.
Note: In order for the parent to enroll his/her child into a district school, the parent must present a copy of the exit form (Student Registration form Appendix B) to the secretary of the assigned school.
New or re-enrollments from Out-of-District Special Needs School or the Juvenile Justice Commission
New or re-enrollments recently discharged from out-of-district schools or the Juvenile Justice Commission may not enter the school district without a meeting with the Child Study Team, Principal and other stakeholders who have an interest in providing appropriate services. The students and their parents must meet initially with a representative from the Office of Family and Student Support prior to the student’s entrance into the school.
The Asst. Superintendent for Student Services along with the principals will need to sign-off on the transfer prior to the student’s entrance.
Students with disabilities who have been placed in an out-of-district school by a Trenton CST and are returning from that placement to a school in the district must meet with a Central Registration staff member to enter new student data into the Student Information System (SASI).
Parents requesting special transfers (i.e. legal issues, child safety, No Child Left Behind (NCLB) parent-choice, etc.) must obtain permission to transfer from the Assistant Superintendent of Student Services prior to reporting to the Central Registration office.
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