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Federal and State Compliance Office Workshops for

All New Registration Personnel

By Terry Ceballos

12:00 pm to 3:30 pm

Tuesday, February 23, 2016Miami Killian Sr. High- Media Center

orWednesday, March 2 ,2016

Barbara Goleman Sr. High- Media Center

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Registration Requirements• Age Requirements – NEOLA 5200

• Students entering prekindergarten classes must be 4 years old on or before September 1. Students entering kindergarten must be 5 years old on or before September 1. To enter first grade, students must be 6 years old on or before September 1 and should have successfully completed kindergarten.

• Documents:• Initial Entry Registration Procedures Manual• Required Documents• Registrars Checklist • Registration Requirements (Parents) • Social Security Number(Not required)

http://attendanceservices.dadeschools.net/reg_require.asp

Kindergarten and 1st Grade Entry Kindergarten entry 5 years old by Sept. 1, 2016 Birthday after Sept. 1, 2016 requires:

• Born in FL- Send HEAT ticket with birth certificate, proof of Kg from private school, and FM-6626 (Promotion from Kindergarten to First Grade) to your data specialist at FASCO for grade movement

• FM-6626 is NOT required for :Born in another state- Follow that state's entrance requirement; send HEAT ticket with birth certificate and Kg promotion to your FASCO data specialist Born in a foreign country- Send foreign school records through HEAT to the foreign records staff for proper grade placement into Kg or 1st grade

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Destruction of Old Data CardsAll old Data Cards prior to 2015-2016

must be destroyed .• Regular and Charter schools may destroy or bring their old boxed up Data Cards for destruction with No

destruction forms required to the FASCO office.

Federal and State Compliance Office 489 East Drive

Miami Springs, FL 33166305-883-5323

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Age and Legal Name VerificationOne of the following is required:1. Duly attested original birth certificate or birth card; hospital

certificate not acceptable; or

2. Duly attested Certificate of Baptism with a parent affidavit; or

3. Insurance Policy on child’s life in force for two years; or

4. Bona fide Bible record with a parent affidavit; or

5. Passport or Certificate of Arrival (I-94 form); or

6. Transcript of school records of at least four years prior, stating date of birth; or

7. Affidavit of Age (FM-4681) signed by parent and Certificate of Age signed by public health officer.

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BIRTH VERIFICATION(STAMP)

Highland Park Charter SchoolPRINT NAME OF PERSON RECEIVINGDOCUMENT:_______________________SIGNATURE NAME OF PERSONRECEIVING DOCUMENT:_______________DATE RECEIVED: _____________________NAME OF PARENT/GUARDIANSUBMITTING DOCUMENT:_____________COMMENT(S):_______________________

(birth cert., parolee card, transcript, etc.)

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We are an educational institution.We educate ALL children.

We are not family court.We do not get involved in

deciding guardianship.

Lawson E. Thomas Courthouse Center175 NW 1st Ave, Suite 2441

Miami, FL 33128(305) 349-7800

Guardianship for Student’sParent Residing in the U.S.

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Notarized document, Power of Attorney, Guardianship must be kept with courthouse receipt in the student’s cum. ONLY for Palm Beach, Broward , Miami Dade , and Monroe counties.

Miami-Dade CountyLawson E. Thomas Courthouse Center

175 NW 1st Ave Suite 2441Miami, FL 33128(305) 349-7800

Foreign Student and Military Guardianship

• Send foreign student guardianship , unaccompanied minor federal paperwork, and military guardianshipby email to the Foreign Records/ Student Visa staff for

approval:MParadela@dadeschools.net

or

MCasero@dadeschools.net• Response will be emailed back to you.• Do NOT send these types of guardianship paperwork to

the Miami-Dade Courthouse.

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Only Parent’s or Legal Guardian’s names should be on the PF8. Codes are found on PA2 HELP Screen in DSIS.Add RESTRICTED next to the parent’s name onlywhen legal documents are presented and in the cum. folder.

RESTRICTED

TEXAS

TEXAS

G

G

M

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F

M

Parent/Guardian Codes

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Guardianship Scenarios• Parent is in: a) N.Y. b) Peru c) jail d) military e)DCF • “Dad” is not on birth certificate.• 50% - 50% custody for both parents.• Grandmother has always had the child, but has no

paperwork.• Step mom or step dad wants to register the child.• Federal documents for an unaccompanied minor.

If there is any doubt, speak to your administrator, and if needed, consult with Federal and State Compliance Office (FASCO) BEFORE you send a parent or guardian away.

Street Name AbbreviationAvenue AVEBoulevard BLVDCourt CTCircle CIRCauseway CSWYDrive DRLane LNPass PASSPath PATHParkway PKWYPlace PLPlaza PLXPassage PSGERoad RDStreet STTerrace TERTrail TRLWay WAY

SINGLE STREET NAMES

When it comes down to street names that have two names, you need to spell out the first street name and abbreviate the second name. Leave the DIR field blank. See the examples below:

9 Street Circle = RESIDENCE: HOUSE NO 9 DIR STR Street Cir137 Avenue Road = RESIDENCE: HOUSE NO 137 DIR STR Avenue Rd

COMBINATION STREET NAMES

When there is no number involved in the street name, you need to spell out the name and abbreviate the street type.

Example:Lak RESIDENCE: HOUSE NO 1000 DIR STR Kendale Lakes Cir

Palm Avenue = RESIDENCE: HOUSE NO 10 DIR STR Palm Ave But

South Greenway Drive = RESIDENCE : HOUSE NO 300 DIR STR Greenway Dr

FULL STREET NAMES

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• Immigration documents must NOT be photocopied.

• The Federal and State Compliance Office has created form FM-6670 to help capture information from:

• Passport• Parolee Card• Certificate of Arrival (in United States)• Complete FM-6670, sign and keep in

student cumulative folder.

Foreign Student Registration

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Home Language Survey(HLS)

• Requirement of FDOE/META Consent Decree• FM-5196 ESH (English, Spanish, Haitian-Creole)• Parent language (native language)• Student language (first language spoken)• Questions 1 – 3 pertain to student, not parent• Registrar needs to look at the Home Language Survey

before the parents leave the counter to make sure all errors are detected and corrected.

• If survey is needed in other languages or any questions, contact Bilingual Education and World Languages at 305-995-2428.

Date Entered a USA School

All KG-12th must answer Home Language Survey: Date Entered a USA School ( DEUSS) Indicate the FIRST time student step foot in an USA

school It does not matter if a public or private school

Look for Weekly Briefing from Bilingual with further instructions on updating missing DEUSS date.

MISSING DEUSS DATE WILL AFFECT YOUR FTE THIS YEAR!!!!!!!!$$$$$$$$$$$$$$$$$$$$$$$$$$$

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Home Language Survey FM 5196

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Military Coding

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Department of Health Forms• Student Health Examinations

• Completed DH Form 3040 performed within one year

prior to enrollment

• Permanent Medical Examination (HRS Form 680, Part C) or

• Religious Exemption from Immunization

• (HRS Form 681)

• Temporary Medical Exemption

M-DCPS COMPREHENSIVE HEALTH SERVICES 305-805-4600

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Incoming Students• Duplicate ID numbers will affect your FTE in 2016-2017

$$$$$$• Verify if students were previously enrolled in M-DCPS by

doing a last name scan on PF2. Verify:• Date of Birth• Parents Name • Place of Birth• Immunization dates

•Do NOT add hyphens between last names nor use maiden name (mom’s last name) as a middle name.

• School staff must come to the Federal State and Compliance Office to synchronize duplicate numbers.

• Create Cumulative folders for new students.• Request students Cumulative folders from previous schools.• 9th -12th Verify the Cohort on PF20.

9th-12th Verify Cohort for ALLIncoming Students continued

When you find an incorrect cohort, e-mail:Charlene Burks Cburks@dadeschools.netMartha Montaner Mmontaner@dadeschools.netLianne Batlle-Baez LBatlle-Baez@dadeschools.net

Write your reason for the request, student name, ID number, cohort changes from Cohort XX to Cohort YY

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FL Home Education is located at FASCO in MiamiSprings. Up to 2 courses may be taken in M-DCPSfor FTE = $$$ Withdrawal code W24 may be + or -code

FL Virtual: No Diploma Issued (Classic Option P.T.) Private Correspondence School/Program No diploma issued

FL Virtual Full Time is located in OrlandoDiploma Issued (W3A)+ -

Miami Dade Online Academy is locateddowntown at SBAB : M-DCPS (W02)+ or -

Homebound: M-DCPS ( W02)+ or -

Florida Home Education Program

Use Correct Withdrawal CodesFL Home Education

FL Virtual Classic (PT)

FL Virtual Full Time

Miami Dade Online Academy

American Academy Correspondence School

Homebound

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W24

W24

W3A

W02

W24

W02

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Transfer of Students

•Proper documentation is required for withdrawals and

transfers. Check the Data Card!

•When students are withdrawn from school, please indicate the

appropriate withdrawal code; document the whereabouts of

students on the PF15 screen in DISIS.

•Only the parent who enrolls the student may withdraw or

transfer the student.

•Use form FM-7281when transferring students from charter to

charter or to and from a traditional school.

NEW COURSE TRANSFER FORM

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Use TRACE form FM-7464 with CAS value (Term/CAS)

Briefing #14854Pre- populates TRACE fields

FLVS WP, WF, and Rescinded( as of Dec. 2013 ) are NOT entered into TRACE!File in student cum.

DO NOT ENTER IN TRACE!

Charter Virtual (CV) Entry Completed

xxxx xx

Algebra I EOC/ PERT• Cohort 11 and going forward requires Algebra I EOC or

PERT score of 97+ to graduate: ALL STUDENTS!!!

• Algebra I EOC taken: Another Florida County-TRACE in the course. Send

information to Ms. Yida Batista from Assessment to be entered in SPI and G.P.A. screen will update weekly.

Out of State- TRACE in the course. Send HEAT ticket under Algebra 1 with all documentation. When confirmed, Algebra I EOC CAS value in TRACE will be changed to a “ D” (exempt).

Out of Country- TRACE done by Foreign Records. Student must take Algebra 1 EOC OR the PERT ( 97 +)

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Student Attendance

Daily Attendance is mandatory !•Attendance corrections must be done in a timely manner. •The attendance upload will be processed at the following times:

• Elementary Schools: 10:00 a.m.• K-8 Centers: 11:00 a.m.• Middle Schools: 11:00 a.m.• Senior High Schools: 12:00 p.m.

•PF1( Student Record screen) must reflect courses being taken by the student during the school day.

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Student Attendance• If corrections are needed, submit

Attendance Correction FM-5556 to:

studentattendance@dadeschools.net

• Scan and attach to HEAT Ticket. Form must be signed by school Principal.

• Attendance corrections affecting March FTE will not be accepted after March 10, 2016 !!!!

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•If more than 5 pages of corrections are needed, school site staff will make an appointment by email in advance with: Fawne Ryan FRyan@dadeschools.net or Ana Leon ALeon @dadeschools.net to make the necessary changes at:

•Federal and State Compliance Office ( FASCO)•489 East Drive

•Miami Springs, FL 33166•305-883-5323

•Student Attendance Reporting Procedures Grades PK-12 Handbook: http//ehandbooks.dadeschools.net/policies/89.pdf

Student Attendance

Truancy Program 6-17 yrs. oldDriver’s License Suspension

• NEW elementary, middle and high schools may submit Truancy packets.

• Notify parent after 5 unexcused absences.• Schools must submit Truancy Packets for students

with 15 unexcused absences within 90 calendar days (three consecutive months) in a timely manner. Look for briefing.

• ITS submits data of truant students to the Division of Highway Safety and Motor Vehicles for immediate suspension of driver’s license.

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Accurate FTE Reporting is a process…

REGISTRATION SCHEDULING ATTENDANCEFTE

REPORTING

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PRINCIPAL

REGISTRAR DATA INPUT

ATTENDANCE

CURRICULUM MASTER

SCHEDULE

ESOL CHAIR

ESE / GIFTED CHAIR

VOCATIONAL CHAIR

Social Security numbers should NOT be requested unless a parent says it is educationally needed for scholarships, colleges, and university(9th-12th only)

8O% of S.S. # mistakes are from data entry Duplication of S.S. # found in other counties Verify wrong S.S. # through FASCO Lost of FTE funding $$$$$$$$$ Do not copy S.S. card and remove all copies from

the student cum.

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Social Security Numbers

Procedures for enrolling students from different FL counties

Schools must enter theFlorida Student ID(Alias) from thecounty of initialenrollment in the NewStudent without IDscreen. If you do notinput the FloridaStudent ID (Alias),then you will not beable to proceed.

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Florida Alias NumberNotice of Withdrawal/Transfer

(PF 15)

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123456123456

Sample, Test591xx12xx1

You must verify prior Fl. Alias ID by: Looking at prior testing (FCAT) score sheets Looking at a transcripts Contact your FASCO Data Specialist FTE will be affected $$$$$$

What do we need to submit: First and last name Date of birth Male or Female

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Florida Alias ID

Wrong Numbers in Connect Ed

Citizens call to complain about receiving your Connect Ed calls.Send HEAT ticket to Ana Leon with the

“bad” phone number.Findings will be sent back to you, so

you can remove the phone number from the PF3 .

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APOSTILLE Process

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Once the document is notarized by FASCO, parents will be directed to the state of Florida for

the Apostille.

Direct parents to THE FEDERAL and STATE COMPLIANCE OFFICE.

Call for an appointment 305-883-5323

Parent requests a transcript, diploma, or student record with the school’s seal.

HEAT Tickets

Attach documents to your HEAT tickets!!!

Use only PDF to attach documents!

Link on how to attach HEAT is found on the FASCO web page

NO MORE FAXING to FASCOFTE, DATA ENTRY, FOREIGN RECORDS

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Look at issued tickets.Click Incident History the top left side.Box will appear: Open Call GroupEnter HEAT ticket number. Instructions on attaching HEAT can be

found on the FASCO web page.

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Searching in H.E.A.T.

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REMINDERS

• Always ask when in doubt. We are here to support you.

• The Weekly Briefings are the best way to stay informed.

• Answers to most questions are found on the FASCO web site.