Austin ISD Pre-K Registration

2017-18

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WHAT TO DO BEFORE YOU REGISTER A STUDENT

Before You Register a Child...

When a family comes to register their child for Pre-K, there are several things that you must do before you begin the registration process. Here is a helpful checklist:


  1. Check the student’s address to make sure that they are on the correct campus. This is found on the AISD website at www.austinisd.org / Quick Links/School Finder. If the family is at the wrong school, please send them to the correct campus.
  2. If a family wants to transfer to a different campus, they must register at the campus they would like to attend and then apply for a transfer at the district offices. Transfer applications are taken at Student Services, the Carruth Administration Center, 1111 West Sixth Street.
  3. Please check the child’s age on the birth certificate. The PK eligible child should be four (4) as of September 1 to be eligible for PK4 and three (3) as of September 1 to be eligible for PK3 for the current school year.
  4. Make sure that the child has current immunizations. You can find a quick reference for immunization requirements in the AISD website at www.austinisd.org / Departments / Immunizations. Many campuses have their school nurse available to check records.
  5. Make sure that the family has the following income documentation for registration: a. Proof of income: This may be one of the following
    i. Current SNAP/Food Stamp Letter (Lone Star Card, Medicaid, or WIC are not accepted) If the family uses SNAP to qualify, they must provide a current SNAP letter with the child’s name proving eligibility.
    ii. Most Recent Pay Stub. If the stub has overtime, three recent consecutive stubs are needed.)
    iii. Income Tax Return: ONLY if the parent is self-employed
    iv. Signed and Dated Letter from Employer Stating Gross Income: This is used only if the parent has started a new job.
    v. Decree Stating Amount of Child Support (if applicable)
  6. Legal (original) Birth Certificate (attach copy to Pre-K application-Hospital or Baptismal Certificate may be used)
  7. Picture ID of Parent/guardian
  8. Student’s Social Security (if the child has one)
  9. Proof of address (electric bill or copy of lease ONLY, driver’s license not acceptable)
  10. Declaration of Residence, if needed.


The Declaration of Residence: When a PK parent lives with someone else, they must complete the Declaration of Residence. The Declaration is completed at the campus. The home owner must provide their ID and proof of residence when they complete and sign the Declaration of Residence. If the homeowner does not provide income support, the PK parent must write a letter to that effect as part of the registration process.


Now, you are ready to begin the Pre-K Registration Process!

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6 WAYS STUDENTS QUALIFY FOR PK

6 Ways to Qualify for PK3 and PK4

  1. The child is unable to speak an/or comprehend the English language; OR
  2. The child is homeless, as defined by 42 U.S.C. Section 11302; OR
  3. A child of an active duty member of the armed forces of the United States; OR
  4. A child of a member of the armed forces of the United States, who was injured or killed while serving on active duty; OR
  5. The child has been in the conservatorship of the Dept. of Family and Protective Services following an adversary hearing under Family Code 262.201; OR
  6. The child is educationally disadvantaged (qualify for free/reduced lunch).

Qualifying Documentation

1. QUALIFYING AS AN ENGLISH LANGUAGE LEARNER
  • Check the Home Language Survey for any other language than English. If the survey has a language other than English, the child should take the Pre-LAS test.
  • If the student scores less that 76 on the ENGLISH test, the student will qualify as an English Language Learner.
  • Students that have Spanish marked on the home language survey should also be tested in Spanish.
  • If the child qualifies by language, mark the “LANGUAGE” box on the top of the prekindergarten application and write your name on the appropriate space on the application.
  • Please remember that any child identified as LEP, (limited English proficiency), through the testing procedures must also have a completed pre-k application and needs to be processed immediately and entered into the district LEP file.

2. CHILDREN QUALIFYING AS HOMELESS
  • If the child’s parent says they are homeless, write “APPROVED HOMELESS” in box at the top of the prekindergarten application.
  • Allow school office personnel to connect the family with Project Help. This department will complete the registration process for the child.


3. CHILDREN QUALIFYING AS A MILITARY DEPENDENT

  • Ask the parent to look at their military ID card or a copy of the military orders.
  • Do not copy the military ID or orders.
  • The step-parent’s service will qualify the child.
  • if the parent is deceased, the family will present a copy of the death certificate indicating the service member died while serving on active duty.
  • Check the box “Military” at the top of the application. Write your name, date and school in the appropriate spaces on the application.


4. QUALIFYING AS A FOSTER CHILD

  • Ask the parent for the form from the Department of Family and Protective Services which documents the child’s eligibility for foster care.
  • If the child has ever been in foster care, they will have a letter from DFPS.
  • Children who are adopted may or may not qualify. They must have a letter from DFPS to qualify.
  • Mark the box “Foster Child” at the top of the prekindergarten application. Date and sign application in the appropriate spaces.


5. QUALIFYING FOR PK BY INCOME

  • A copy of proof for ALL income coming into the household must be attached to the application.
  • A “household” is everyone living in the house, unless they are paying rent and living as a separate household under the same roof.


There will be more important to come with details of qualifying students by income.
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FINANCIAL DOCUMENTATION FOR PK QUALIFICATION

Collecting Qualifying Documentation

Collecting financial qualifying documentation can be tedious but it is a very important part of the registration process. The following are important details for qualifying students by income.


Qualifying for Pre-K by income

a. You must always attach a copy of the current pay stub showing GROSS income for a regular work period.

b. A pay stub MUST BE provided unless the family falls into one of the following categories

There will be more information about qualifying by income later in this module.


SNAP Program:

a. Attach a copy of proof showing CURRENT eligibility for the SNAP Program. A Reduction of Benefits letter is acceptable.

b. Do not accept a copy of "Medical Benefits," "Medical Review," WIC, "Delay in Eligibility," "Letter of Non-receipt," or "Benefit Denial" letter.

c. Check the “Income” box at the top of the application. Write your name, date and school in the appropriate spaces of the application.


A New Job:

a. If the parent has just started a job and hasn't received their first paycheck, they may provide a letter from their employer stating the actual gross salary. (The parent MAY NOT use a letter from an employer if they have received a paycheck because a letter will not show regular overtime, shift differential, commission, etc.)

b. If the child is accepted into pre-K, ask the parent to bring a copy of the first pay stub.


Overtime:

a. If the parent receives overtime on a regular basis, it is counted as regular income. You can ask them to provide the three most recent, consecutive pay stubs, and then average them for the income amount.

b. Remember to look at the GROSS income.


5. Commission:

a. If the parent is paid on commission, only the amounts will vary. Ask them to provide the three most recent, consecutive pay stubs they have received, then average them for the income amount.

b. Remember to look at the GROSS income.


6. Self-Employed:

a. If the parent is self-employed, you can accept a ledger or handwritten account of the income for the previous month, or their income tax return from the previous year.


7. Unemployed:

a. If the parent is currently unemployed and not receiving assistance, ask them to write an explanation of where they get funds to buy food and pay bills.

b. For example, they might be living on savings, money from an ex-spouse, money from parents, money from another country to attend school, etc.


8. Paid in Cash:

a. If the parent is paid in cash, ask for a letter from the employer stating the amount paid for designated time.

REMEMBER: ALL GROSS INCOME coming into the household must be listed, and proof of all income must be attached to the application.

The following is information necessary to figure income that determines Pre-K eligibility.


9. Figuring GROSS Income

a. If the parent is paid weekly, multiply the gross income by 4.33.

b. If they are paid bi-weekly (every two weeks), multiply the gross income by 2.15.

c. If the parent is paid on the same two days every month (the 15th and 30th, for example), multiply by 2.

d. If they are paid monthly, make sure you use the gross amount for the total monthly income.

e. If the parent is self-employed and has provided a current tax return, the "total adjusted gross income" line on the tax return is the income amount used. Divide this amount by 12 to get the monthly gross income.

Proper Documentation is Crucial !


  1. EXAMPLE 1 - After you have figured the gross income for ALL income coming into the household you will record the amount/amounts, in red ink, on the yellow pre-K application next to the income written in by the applicant.
  2. EXAMPLE 2 – TOTAL all of the household income. Write the total in red ink at the bottom. (Put this amount on one of the lines not being used for household members.)
  3. APPLICATION EXAMPLE 3 - COUNT the number of household members. Check the amount of income allowed on the federal income guidelines chart. Use the column marked "monthly."
  4. APPLICATION EXAMPLE 4 - If the total income for the household is less than the amount shown, check the appropriate box (approved by income or language), fill in the date the application was approved, and write your complete name on the line that says "verified by."
  5. NON-QUALIFYING EXAMPLE 5 - If the total income for the household is more than the amount shown, write, "rejected" in red ink in the upper right-hand corner of the yellow pre-K application. Fill in the date the application was rejected and write your name on the line that says, "verified by." Notify the parent that the child does not qualify for prekindergarten. This child may qualify for tuition supported prekindergarten.
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QUALIFICATION FOR PK BY LANGUAGE

Important Reminders

If the parent enters a language other than English on the Home Language Survey, the child should take the English Pre-LAS test.


If the student scores less than 76 on the ENGLISH test, the student will qualify as an English language learner.


Students that have Spanish marked on the home language survey should also be tested in Spanish.


Please remember that any child identified as LEP, (limited English proficiency), through the testing procedures must also have a completed pre-k application and needs to be processed immediately and entered into the district LEP file.

The Pre LAS test and LPAC meeting MUST be completed as soon as possible. DO NOT wait until the 20th day of school!

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PK3, PK4, and PPCD

The registration process for PK3 and PK4 are the same. Children qualify in the same way, take the same Pre-LAS and use the same Pre-LAS qualifying scores.

PK3 students must be three-years-old by September 1st.


If a child qualified for PK3 by language they will use the same Pre-LAS scores for PK4 registration.

If a child qualified for PK3 by income, they must re-qualify by income.


PPCD children do not automatically qualify for PK and must qualify the same way all other children qualify. If a PPCD child spends time in the PK classroom as part of the IEP, the PPCD must be present with the child. This is a change in Special Education law.

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TRANSFERS

Welome to AISD - Transfer Information

Parents will enroll their student at the campus where they would like their child to attend. If this is not their home school, they will need to complete a transfer form. These forms should be available on every campus. The following is important transfer information:


  • Parents must complete the transfer form and supply the following documentation: child's birth certificate, parent ID, proof of residence, child's social security if available.
  • The transfer form, with documentation, is taken to Student Services at the District offices on W. 6th Street.
  • The campus continues to complete the PK registration and holds it as pending until the transfer has been approved.


This year, we are accepting out-of-district transfers. The transfer process will be the same for both district and out-of-district transfers.


PK3 transfers carry through to PK4.

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ALWAYS DOUBLE CHECK!

Checklists Help Ensure There Are No Errors or Oversights

* Did you check the child’s age?


* Is the name on the Pre-K application exactly as it is written on the birth certificate?


* Did a teacher AND an office staff member sign the Pre-K application? Remember, both people should look through the PK application and check each other’s work.


* Did you attach the income eligibility documentation to the PK application? Don’t forget that you MUST have a SNAP letter, not just the SNAP number.


* Did you remember to calculate the parent’s income by using the GROSS amount?


* Did you ask the parent if they are paid monthly, weekly, bi-weekly, or every two weeks?


* Did you remember to calculate the income by using the following:

- Weekly GROSS income is multiplied by 4.33

- Bi-weekly GROSS income (every two weeks) is multiplied by 2.15

- If the parent is paid the same two days every month (for example the 15th and 30th) multiply the GROSS amount by 2.

- If the parent is paid monthly, make sure you use the GROSS amount for the total.


* Did you remember to record the GROSS income for all in the household and then record the amount in red, on the PK application next to the income written in by the applicant?


* Did you know that children CAN NOT begin school until their application has been completed, the student has been qualified and ALL of their documentation has been received?

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UPDATES FOR 2017-18

Registration forms for the 2017-18 school year:

PK3 - Blue Registration Forms

PK4 - Purple Registration Forms

All families complete the Income Verification Form

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PK3 to PK4 Registration FAQ

FAQ

Q What is the procedure when a PK3 child registers for PK4?

A When a PK3 child registers for PK4, the campus registrar will order the student’s CUM folder from the child’s current campus. The family will still need to register at the new campus.


Q When a PK3 student registers for PK4, does the family need to provide all new documents?

A No, the birth certificate, child’s social security, parent ID should already be in the CUM folder. The family will need to bring the following documents:

  • proof of income,

  • current immunization records,

  • current proof of residence.

The family will also need to complete a current year SR290 and Health Record.

When the registrar receives the CUM folder, they will confirm that the correct documents were provided, i.e. the parent ID, the birth certificate, the parent ID.


Q Does a PK4 child who qualified by language need to be retested?

A No. A PK3 student who qualified by language will use the same Pre LAS scores to qualify for PK4. The child is not retested.


Q Will a PK3 transfer carry through to PK4?

A Yes! PK3 transfers carry through to PK4 but only if the child stays on the same campus. If the family wants to change to another campus they would need to complete another transfer application.


Q Does a PK3 out-of-district transfer carry through to PK4?

A Yes! Those that have been granted an Out of District Non-Employee transfer are able to remain at the campus for PK3 through PK4. They will need to submit a new transfer application for Kindergarten.


Q Does a PK3 student need to be potty trained to enroll in AISD PK3?

A No. Children do not have to be potty trained to start school.


Q When a campus had registered 32 children to fill their am and pm classes, do they stop registering children?

A Campuses will maintain a maintain a wait-list when both the am and pm classes are full.
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