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Enrolment Register Instructions for Elementary and ...

Enrolment Register Instructions for Elementary and Secondary Schools 2018 19 School YearThis publication, Enrolment Register Instructions for Elementary and Secondary Schools, 2018 19 School Year, and the Enrolment Register Instructions for Continuing Education Programs, 2018 19 School Year are available on the Ministry of Education s website Ministry Contact Information If you have questions related to Enrolment and admissions, please send them to the mailbox. Provide all relevant information to ensure a prompt, accurate, and helpful response. The mailbox is monitored by Ministry staff, and all questions will be answered in a timely manner based on the Government of Ontario customer service standards.

Using the Pupil s Timetable to Determine Minutes of Instruction 11. Conventional Model \(2 semesters or non-semestered\) and Modified Semester \(e.g. alternating weeks\) 12. Quadmester Model \(4 semesters\) 12. Octomester \(8-Semester Model\) 12. How to Handle Pupils Without Classes in the First Quadmester or Octomester 12

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1 Enrolment Register Instructions for Elementary and Secondary Schools 2018 19 School YearThis publication, Enrolment Register Instructions for Elementary and Secondary Schools, 2018 19 School Year, and the Enrolment Register Instructions for Continuing Education Programs, 2018 19 School Year are available on the Ministry of Education s website Ministry Contact Information If you have questions related to Enrolment and admissions, please send them to the mailbox. Provide all relevant information to ensure a prompt, accurate, and helpful response. The mailbox is monitored by Ministry staff, and all questions will be answered in a timely manner based on the Government of Ontario customer service standards.

2 The Ontario Public Service endeavours to demonstrate leadership with respect to accessibility in Ontario. Our goal is to ensure that Ontario government services, products, and facilities are accessible to all our employees and to all members of the public we serve. This document, or the information that it contains, is available, on request, in alternative formats. Please forward all requests for alternative formats to ServiceOntario at 1-800-668-9938 (TTY: 1-800-268-7095). Une publication quivalente est disponible en fran ais sous le titre suivant : Instructions pour le relev des effectifs coles l mentaires et secondaires, Ann e scolaire 2018-19.

3 _____TABLE OF CONTENTS GENERAL REQUIREMENTS .. 6 Collection of Data 6 Responsibilities of the Principal 6 Retention of Pupil Enrolment Records and Related Documents 7 Records and Documents Required for Audit Purposes for 2016 17,2017 18, and 2018-19 .. 7 Audits of Enrolment , including English as a Second Language (ESL) and Programme d appui aux nouveaux arrivants (PANA) Eligibility 10 Notification of an Audit .. 10 Preparation for the Audit .. 10 Areas Subject to Audit .. 10 The School and Board Audit Reports .. 11 ESL/PANA Eligibility .. 11 Determining a Pupil s Eligibility for an Exemption from Tuition Fees 12 Determining Pupils Enrolment Status 12 Full-Time and Part-Time Pupils.

4 12 Using the Pupil s timetable to Determine Minutes of Instruction .. 13 Time Recognized as Classroom Instructional Time .. 13 Time Not Recognized as Classroom Instructional Time .. 13 Instances When Minutes of Classroom Instruction Are Not Used to Determine Full-Time or Part-Time Status .. 13 Independent Study .. 14 Home Schooling .. 14 Reporting in the Ontario School Information System (OnSIS) 15 Data on Full-Time and Part-Time Pupils on Enrolment -Count Dates .. 15 Data on Pupils in Independent Study .. 15 Pupils Affected by the 34-Credit Threshold .. 15 Full-Time and Part-Time Pupils .. 15 Pupils Taking Courses through Independent Study .. 16 OnSIS Help Desk.

5 16 Pupils Enrolled in More than One School 17 MAINTAINING THE Register AND ATTENDANCE RECORDS .. 18 Admission of a Pupil 18 Age of Admission .. 18 Staggered Admission in Kindergarten .. 18 Academic Assessment Services before School Begins .. 18 Internal and External Admission .. 18 Late Admission .. 19_____Pupils Who Are Not Pupils of the Board .. 19 Pupils Who Already Have Over 34 Credits .. 19 Adult Pupils .. 19 Transfer and Retirement 20 Transfers That Occur around an Enrolment -Count Date .. 20 Transfers between Schools of One Board .. 20 Transfers between Schools of Different Boards .. 21 Transferring OSR When Students Enroll in New School .. 21 Daily Attendance Records 22 Absence 22 Regular Absence ( A ).

6 22 Absence from an Examination .. 22 Elementary School Pupils Safe Arrivals .. 23 Secondary School Pupils .. 23 General Absence Days ( G Days) .. 23 Absence of All Pupils .. 23 Absence of an Individual Pupil .. 23 Suspended Pupils .. 24 Excluded Pupils .. 24 Non-instructional Days ( N Days) .. 25 Excused Pupils .. 25 Pupils Excused under Subsection 23(3) of Regulation 298 .. 25 Program of Study for Excused Pupils .. 26 Medical Absence .. 26 Prolonged Absence .. 27 Compulsory Attendance .. 27 Absence of 1 15 Consecutive School Days without Supporting Documentation .. 27 Absence of 16 30 Consecutive School Days without Supporting Documentation .. 28 Absence of 31 45 and 46 60 Consecutive Days without Supporting Documentation.

7 28 Length of Time an Absent Pupil with an Active File May Remain on the Register .. 28 Attendance Counsellor Confirms the Pupil s File Is Inactive .. 28 Expectations for Two-Way Communication: .. 28 Absence from a Course for 15 Consecutive Scheduled 29 Board and Principal Responsibilities after a Pupil s Name Is Removed from the Register .. 29 Specific Programs 30 Cooperative Education Courses .. 30E-learning Courses .. 30 Use of the Day School Register for E-learning Courses .. 30_____Use of the Independent Study and E-learning Register for Day School Pupils .. 31 Home Instruction .. 31 Supervised Alternative Learning (SAL) .. 31 Pupils in Educational Exchange Programs.

8 33 Long-Term Exchange (5 Months or More) .. 33 Short-Term Exchange (Less Than 5 Months) .. 33 Programs for Expelled Pupils .. 34 Pupils in Care and/or Treatment, Custody, or Correctional Programs (CTCC), Hospital Board Schools, or Provincial or Demonstration Schools .. 34 Dual Credit 34 THE INDEPENDENT STUDY AND E-LEARNING Register FOR DAY SCHOOL PUPILS .. 35 General Requirements 35 Pupil Eligibility .. 35 Course Eligibility .. 35 Teacher Contact .. 36 Pupils with Over 34 Credits .. 36 Funding Considerations .. 36E-learning .. 36 COMPLETING THE SUMMARIES .. 37 Attendance Summaries 37 Enrolment Summaries 37 Calculating Net Enrolment for Monthly Enrolment Summaries.

9 38 Data and Information Required for Audit Purposes .. 38 APPENDICES .. 39 Appendix A: Samples of Enrolment Details Records and Enrolment Summaries 39 Appendix B: Model of a Daily Attendance Record, with Samples 53 Appendix C: Procedures for Excused Pupils 58 Appendix D: Procedures for Prolonged Absences 59 Appendix E: Student Information and Eligibility Attestation Form 60 2018-19 Enrolment Register Instructions for Elementary and Secondary Schools6 GENERAL REQUIREMENTS On all legal questions relating to the requirements covered in these Instructions , school boards should rely on the advice of their own legal counsel. Collection of Data Authorization for the collection of the information required on the Register is found in subsection (8) of the Education Act.

10 This information is required for administrative purposes. Anyone needing additional information regarding the collection of this information should contact the Freedom of Information and Privacy Office of the Ministry of Education (the Ministry). Responsibilities of the Principal Subsection 265(1)(c) of the Education Act states that it is the duty of a principal of a school, in addition to his or her duties as a teacher, to Register the pupils and to ensure that the attendance of pupils for every school day is recorded either on the Register supplied by the Minister in accordance with the Instructions contained therein or in such other manner as is approved by the Minister.


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