Policy No. 3000 Student Membership Eligibility

Student Registration Procedures

In order to comply with state statutes and to ensure proper student placement, the District requires the following documents and information be provided to the school prior to registering or as outlined in the appropriate section. Except for immunization certificate, students may be allowed up to thirty (30) days following registration to provide the following information.

• Immunization Record: An accurate and complete immunization record or immunization exemption.
• Birth Certificate: A certified copy of a birth certificate for purposes of establishing legal first, middle, and last name, identification of missing children, and age.
• Proof of Residency: Proof of residency in the boundaries of the school which the student desires to attend unless enrolled under an alternative enrollment option, or the student has been identified as homeless.

Statewide Student Identifier (SSID)

Pursuant to Utah Code Ann. §53E-4-308, the District shall use the SSID system maintained by the Utah State Board of Education (USBE) to assign every student enrolled in a program under the direction of the Board of Education of Cache County School District(Board) a unique student identifier and shall display the SSID on student transcripts exchanged with other districts or charter schools and Utah public institutions of higher education.

Students are required to provide their legal first, middle, and last names at the time of registration to ensure that the correct SSID follows students who transfer among districts.

The SSID shall be an arbitrary number and may not contain any personally identifying information about the student.

Enroll Student by Legal Name

Students must be registered, and permanent records maintained, under the legal first and last name contained on the birth certificate or alternative form of identification accepted for registration. 2. This does not preclude the use of a preferred first and/or last name in daily school activities consistent with court documents or parent preference, so long as legal names are maintained on student records and used in transmitting student information to the Utah State Board of Education (USBE). 

Immunization Requirements

Immunizations Required: A student may not attend a school or early childhood program, unless the school or early childhood program receives an immunization record from the student’s parent/guardian. The record must show the student has received each vaccination required by the Utah Department of Health under Utah Administrative Code R396-100-3, or:

1. has immunity against the disease as documented by a healthcare provider for any required vaccination that the student has not received;
2. is exempt from receiving the vaccination under Section 53G-9-303 of the Utah Statutory Code

Official Utah School Immunization Record: Each school and early childhood program shall maintain on file an official Utah School Immunization Record (USIR) form for each student or a Utah Department of Health Personal Exemption Form if the student claims a medical, religious, or personal exemption.

1. Each school or early childhood program shall accept any immunization record provided by a licensed physician, registered nurse, or public health official as a certificate of immunization if the type of immunization given and the dates given are specified and the information is transferred to an official USIR form.
2. Each school and early childhood program shall maintain up-to-date records of the immunization status for all students such that it can quickly exclude all non-immunized students if an outbreak occurs.
3. The Utah Department of Health or the local health department may examine, audit, and verify immunization records maintained by each school.

Vaccination Exemption Form

A student qualifies for a medical, religious, or personal exemption from a vaccination required under Utah Administrative Code R396-100-3 if the student’s parent/guardian provides to the student’s school or early childhood program a completed vaccination exemption form from the Utah Health Department in accordance with Utah Code §53G-9- 303.

A student’s parent/guardian must renew the vaccination exemption form through the Utah Health Department and provide a copy of the exemption form to the school when a student enrolls in kindergarten and again when the student enrolls in grade 7.

Conditional Enrollment and Suspension for Noncompliance

If a school or program has not received a student immunization record or there are deficiencies in the immunization record the school or program must place the student on conditional enrollment in accordance with Utah Code Ann. §53G-9- 308.

1. Within five (5) days after the day on which a school or early childhood program places a student on conditional enrollment the school or early childhood program shall provide written notice to the student’s parent/guardian, in person or by mail, that: 
   • the school or early childhood program has placed the student on conditional enrollment;
   • describes the identified deficiencies in the student’s immunization record;
   • gives notice that the student will not be allowed to attend school unless the student’s parent/guardian cures the deficiencies within twenty-one (21) calendar days of the notice; and describes the process for obtaining a required vaccination.
2. A school or early childhood program with conditionally enrolled students shall routinely review the status of all conditionally enrolled students until each student has completed the subsequent doses and provided written documentation to the school or program.
3. A school or early childhood program administrator shall grant an additional extension of the conditional enrollment period, if the extension is necessary to complete all required vaccination dosages, for a time period medically recommended to complete all required vaccination dosages; and may grant an additional extension of the conditional enrollment period in cases of extenuating circumstances, if a school nurse or health official agree that an additional extension will likely lead to compliance during the additional extension period.
4. If the parent/guardian fails to obtain the immunization required and provide the necessary documentation, the student shall be prohibited from attending school until the student complies with immunization requirement under Utah Code Ann. §53G-9-302(1) 

Exclusions of Students Who Are Under Exemption and Conditionally Enrolled Status

The local or state health department representative may exclude a student who has claimed an exemption to all vaccines or to one vaccine or who is conditionally enrolled from school attendance if there is good cause to believe that a student has a vaccine-preventable disease, has been exposed to a vaccine-preventable disease or will be exposed to a vaccine preventable disease as a result of school attendance. An excluded student may not attend school until the local health officer is satisfied that the student no longer risks contracting or transmitting a vaccine-preventable disease. Reporting Requirements Each school and early childhood program shall report the following to the Cache County Health Department’s Immunization Program:

1. by November 30 of each year, a statistical report of the immunization status of students enrolled in an early childhood program and kindergarten;
2. by November 30 of each year, a statistical report of the two-dose measles, mumps, and rubella immunization status of all kindergarten through twelfth-grade students;
3. by November 30 of each year, a statistical report of diphtheria, tetanus, pertussis, hepatitis B, varicella, and the two-dose measles, mumps, and rubella immunization status of all seventh-grade students.
4. by June 15 of each year, a statistical follow-up report of those students not appropriately immunized from the November 30 report in all public schools, preschool through twelfth grade. 

Birth Certificate Required for Enrollment of New Students

The principal shall provide written notification to the person enrolling a student for the first time in a particular school, that within thirty (30) days he/she must provide:

1. A certified copy of the student's birth certificate; or
2. Proof of Student Identity and Age Affidavit located on District website: https://www.ccsdut.org.

Upon the failure of a person enrolling a student, the principal shall notify that person in writing that unless he/she complies within ten (10) days the case shall be referred to the local law enforcement authority for investigation.

Report to Criminal Investigations and Technical Services Division

If compliance is not obtained within that ten (10) day period, the principal shall refer the case to the Utah Criminal Investigations and Technical Services Division within the Department of Public Safety.

The principal shall immediately report to the Division any affidavit received under this section which appears inaccurate or suspicious.

Identification of Missing Children - Identifying Records

Upon notification by the Utah Criminal Investigations and Technical Services Division of a missing child, the school in which that child is currently or was previously enrolled, shall flag the record of that child in such a manner that whenever a copy of or information regarding the record is requested, the school shall be alerted that the record is that of a missing child.

The school shall immediately report any request concerning flagged records or knowledge of the whereabouts of any missing child to the Division.

Upon notification by the Division that a missing child has been recovered, the school shall remove the flag from that child's record.

School Record Required When Enrolling Student

Within fourteen (14) days after enrolling a transfer student, a school shall request, directly from the student's previous school, a certified copy of his/her record. The school requested to forward a copy of a transferring students record to the new school, shall comply within thirty (30) school days of the request unless the record has been flagged pursuant to Utah Code Ann. §53G-6-602 as outlined in section 2.5.4. 

Entrance Age for Kindergarten Pupils and Post-High Students

A child may be enrolled in the District if he/she is at least five (5) years of age as of September 1 of the year in which admission is sought.

Exceptions shall not be allowed for students entering from other districts; private schools; or pre school.

Students entering from out of state, who have previously been enrolled in kindergarten may seek enrollment in the District.

All students who meet the five (5) year age requirement for entry to school shall initially be enrolled in kindergarten. Calculated age of a student enrolled in kindergarten or a higher grade without an S2 record may be 4 if Military Child is ‘Y’ [Utah Code53E-3-905(4)]

Post High Enrollment for Special Ed Students- If the student is age 22 as of July 1 of the school year, the student will not be permitted to enroll for the school year. If the student is age 21 as of July 1, the student can enroll and attend for the entire school year (see 53E-7-202).

Retained Senior Registration-Students Who Do Not Graduate with Their Class

Twelfth (12th) grade students who do not graduate with their class shall not usually be allowed to enroll again the following year in a regular high school to complete their high school diploma requirements. These students must consider other alternatives to complete their school education through GED and/or Adult Education Programs.

Exceptions: Occasionally, there may be a situation where, at the discretion of the District, a student beyond the general compulsory education age may remain in enrollment as a high school senior in the year(s) after the cohort has graduated due to:

1. sickness;
2. hospitalization;
3. pending court investigation or action or both; or
4. other extenuating circumstances beyond the control of the student.

In such situations, the local school administration shall consult with parents or guardians and with the Department of Student Services in order to make a decision which is in the best interest of the student.

Re-Enrollment Into School of Residence After Alternative Placement or Withdrawal of Student

Students who have voluntarily transferred to or been placed by the District in an alternative program may re-enroll in their school of residence as follows: 

1. The returning student may re-enter the school of residence with the approval of the administrator of both schools. Principals denying re-enrollment must inform student of right to appeal and inform the District of the denial.
2. Decisions of the principal and the school team may be appealed to district officials.
3. All decisions made by the district are final and binding.

Out-of-School Youth

An out-of-school youth is a student 16 years of age or older whose high school class has not graduated and who is no longer enrolled in a K-12 program of instruction. The student shall be allowed to return to a District school; to be determined by the District Administration prior to the time his/her class graduates with the understanding and expectation that all necessary requirements of the traditional K-12 diploma shall be completed, provided that the student: is released from the adult education program; and has not completed the requirements necessary for an Adult Education secondary Diplomas; or has not successfully passed all four GED Test modules and has not received a Utah High School Completion Diploma.

Youth in Custody or Similarly Designated Students

Youth in Custody/Youth in Care (YIC) students and the case manager of the custodial agency, if one is involved, shall make an appointment and meet personally with the Case Management Team and the District’s YIC Administrator prior to the registration process.

In providing educational services to YIC students, the District will comply with state law and Utah Administrative Code R277-709.

Homeless Students and Emancipated Minors

For specific provisions regarding students who qualify as homeless under the McKinney-Vento Act, (see BOARD POLICIES-Section 9000 STUDENTS-Title REGISTRATION: Homeless Student Eligibility-SUBECT: Homeless Student Eligibility

Residency Determinations

The District is responsible for providing educational services for all children of school age who are residents of the District. The school district of residence of a minor child whose custodial parent or legal guardian resides within Utah is:

1. the school district in which the custodial parent or legal guardian resides; or
2. the school district in which the child resides:
   • while in the custody or under the supervision of a Utah state agency;
   • while under the supervision of a private or public agency which is in compliance with Utah Code Ann. §62A-4A-606 and is authorized to provide child placement services by the state;
   • while living with a responsible adult resident of the District, if determined that:
     • the child’s physical, mental, moral, or emotional health will best be served by considering the child to be a resident for school purposes;
     • exigent circumstances exist that do not permit the case to be appropriately addressed under Utah Code Ann. §53G-6-402;
     • considering the child to be a resident of the District would not violate any other law or rule of the State Board of Education;
     • the child is receiving services from a healthcare facility or human services program, in accordance with Utah Administrative Code R277-621;
   • or while living with a responsible adult resident of the District who has been granted a court ordered guardianship of the child; or
   • if the child is married or has been determined to be an emancipated minor by a court of law or by a state administrative agency authorized to make that determination.
3. Before a student is enrolled in a District school, the student’s parent or legal guardian must show proof of residency in the boundaries of the school which the student desires to attend. For the protection of privacy and confidentiality schools shall not retain required verification documents.
4. Absent a safe schools violation, continual violations of the District truancy policy, or transfer to an alternative educational program, all students will be allowed to enroll in their school of residence until the end of their senior year. This opportunity is unrelated to the number of academic or citizenship credits earned by the student. Students under the protection of the IDEA have additional opportunities. 

Legal Guardianship

If guardianship of a minor child is awarded to a resident of the District by action of a court the child becomes a resident of the District.

1. The guardianship status continues until terminated.
2. A document issued by other than a court of law which purports to award guardianship to a person who is not a legal resident of the jurisdiction in which the guardianship is awarded is not valid in the state of Utah until reviewed and approved by a Utah court

When a child's residence is established by transfer of legal guardianship, no tuition shall be charged.

Foreign Exchange and Privately Placed Foreign Students

The District shall only accept foreign exchange students who qualify to be included in District membership for purposes of funding, or who pay tuition

School Fees, Fee Waivers, and Provisions in Lieu of Fee Waivers

The District shall establish a limit on the number of foreign exchange students and privately placed foreign students that may register at any one school. The decision of the Director shall be final. 

1. The District may include membership and attendance of foreign exchange students for the purpose of apportionment of state funds if:
   • the student is a foreign exchange student sponsored by an agency approved by the District; and
   • The student’s enrollment meets the requirements of Utah Code Ann. §53F-2-303.
2. The District shall enroll a foreign exchange student if: a. the student is sponsored by an agency approved by the State Board of Education; and b. the student attends the same school during the same time period that another student from the school is: i. ii. enrolled in a school in a foreign country; and is enrolled in the school for one year or less.

Procedures and Requirements for Enrollment of Foreign Exchange Students and Privately Placed Foreign Students.

All foreign students not accompanied by a parent or guardian must be cleared and approved through the Department of Student and Family Resources by June 30 unless a date extension is received from the Director of Admissions.

Students shall provide records that allow proper grade placement. These shall include:

1. demonstrated English language proficiency;
2. courses completed;
3. grades earned;
4. recommendation from teacher(s) or principal;
5. health record/immunizations; and
6. copy of completed agency application (foreign exchange students only).

Students shall provide proof of a tuberculin (TB) skin test given within six (6) months of enrollment.

Students are expected to maintain at least a 2.0 GPA.

1. If tutoring is required to help a student succeed, any costs must be the responsibility of the host family or agency.
2. Students are not eligible for ESL (English as a Secondary Language) or special education programs, or 504 accommodations.
3. Those not meeting this expectation will be referred back to the sponsoring agency or individual to return home.

Student's primary purpose of school enrollment is to improve the foreign student's knowledge of American culture and language through active participation in family, school and community life.

1. Students shall not be allowed to enroll if they have already graduated in their home country. 
2. J-1 foreign exchange students will not be granted a High School Diploma and may not participate in the graduation ceremony.
3. F-1 foreign exchange student may be granted a High School Diploma if the student has prior approval from the Director of Admissions and he/she meet District graduation requirements.
4. Students shall not be allowed to enroll in Driver Education.
5. Students shall pay all appropriate school fees and participation charges and do not qualify for fee waivers. 

The District may approve a foreign exchange student agency upon the agency providing a sworn affidavit of compliance that the agency has, and will continue to comply with all State laws and District policies regarding the placement of foreign exchange students. A list of the minimum requirements to be contained in the affidavit may be obtained from the District. 

Tuition and Registration of Out-of-State Nonresident Students

All fees and tuition must be paid prior to enrollment of out-of-state, nonresident students. Such students shall be placed through the Department of Student Services.

Schools shall not enroll nonresident, foreign exchange, or privately placed foreign students without clearance from the District Administration.

Attendance by nonresidents of the state shall not be permitted except with payment of full tuition. These students are not included for the purpose of apportionment of state funds.

District Students Enrolled Out of State Shall Not Receive Tuition Assistance

Under no condition, except by a vote in a regular open meeting of the Board of Education, shall the Board by written agreement pay the tuition of a student attending school in a district outside the state.

Legal References:

Utah Code Ann. §26-7-9– Online public health education module.

Utah Code Ann. § 53E-3-301(3)(d)– State Superintendent to report data to legislature on such things as fall enrollment, average membership, etc.

Utah Code Ann. § 53E-3-401(8)– State Board to adopt rules and may interrupt disbursements if district fail to comply.

Utah Code Ann. §53E-3-503–Education of persons under 21 in custody of or receiving services from certain state agencies.

Utah Code Ann. §53E-3-602– Auditing standards. Utah Code Ann. §53E-6-603– State Board to verify audits.

Utah Code Ann. §53E-4-308– Unique student identifier.

Utah Code Ann. Title 53G, Chapter 6, Part 3–School District Residency.

Utah Code Ann. §53G-4-402– Child at least five years of age before September 2, or the year in which admission is sought.

Utah Code Ann. Title 53G, Chapter 2, Part 2– Compulsory Education.

Utah Code Ann. Title 53G, Chapter 9, Part 3– Immunization of Students

Utah Code Ann. Title 53G, Chapter 6, Part 6– Preventing Enrollment or Transfer of Missing Children

Utah Code Ann. Title 53E, Chapter 3, Part 9– Interstate Compact on Educational Opportunity for Military Children.

Utah Code Ann. §75-5-103– Delegation of power by parent or guardian.

Utah Code Ann. §75-5-201– Status of Guardian or Minor.

Utah Administrative Code R277-419– Pupil Accounting.

Utah Administrative Code R277-612– Foreign Exchange Students.

Utah Administrative Code R277-616– Education for Homeless and Emancipated Students.

Utah Administrative Code R277-621– District of Residence.

Utah Administrative Code R277-702– Procedures for the Utah High School Completion Diploma.

Utah Administrative Code R277-709– Education Programs Serving Youth in Custody.

Utah Administrative Code R277-911– Secondary Career and Technology Education.

Utah Administrative Code R396-100– Immunization Rules for Students.

Approved by the Board of Education: October 25, 2018

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