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School Admissions Administrative Regulation

JBC - R(1) School Admissions 


Clayton County Public Schools follows all enrollment and withdrawal requirements of State Board Rule 160-5-1.28 and all applicable state and federal authority.

REQUIREMENTS FOR ENROLLMENT


Authority to Enroll

  1. Under the provisions stated in O.C.G.A. §20-2-690.1, a parent, guardian, grandparent, or another person has the to enroll a student who meets the age eligibility requirements; if the student's parent or legal guardian (or a student in the case of an emancipated minor) is a resident of the school district and provides proof of residence in accordance with regulations developed by the Superintendent; however, the student may be enrolled on a provisional basis for 30 days while awaiting such proof, per State Department of Education rules. 
           
  2. A person enrolling the student acting under the authority of a power of attorney executed by a parent or guardian serving in the military will be required to show proof of a duly executed power of attorney.  Such enrolling person is not required to obtain legal guardianship.
           
  3. A grandparent with a notarized power of attorney properly executed by a parent in accordance with O.C.G.A. §§ 19-9-120 through 129 may enroll a child if a hardship prevents the parent from caring for the child.

  4. Effective September 1, 2018, per O.C.G.A. § 19-9-122. parents may delegate caregiving authority of their child(ren) through a notarized and properly executed power of attorney to an individual who is:
     
    1. an adult residing in the state of Georgia who is the grandparent, great-grandparent, stepparent, former stepparent, step-grandparent, aunt, uncle, great aunt, great uncle, cousin, or sibling of such child;
    2. a nonrelative who is approved as an agent by a child placing agency; and
    3. a nonprofit entity or faith based organization.
       
  5. Powers of attorney under, O.C.G.A. § 19-9-122, are valid for one year, except for in the case of grandparents.

  6. The school system shall enroll a student, otherwise eligible to attend its schools, and allow such grandparents to act on behalf of their grandchildren without requiring court proceedings to obtain legal guardianship.
     
  7. Pursuant to the Caregiver Educational Consent Act, O.C.G.A. §20-1-14, et seq., a kinship caregiver meeting district residency requirement may enroll a student with a properly executed Kinship Caregiver’s Affidavit, meeting the requirements of O.C.G.A. §20-1-18.

  8. A kinship caregiver (as defined by O.C.G.A. § 20-1-15) may enroll with proper documentation if the student resides with the enrolling person full-time upon the parents or legal guardians:
     
    1. Losing or abdicating the ability to care for such child; or inability to ensure the child will attend school for reasons, including, but not limited to:
       
      1. A parent or legal custodian is unable to provide care due to the death of a parent or legal custodian;
      2. A serious illness or terminal illness of a parent or legal custodian;
      3. The physical or mental condition of the parents or legal custodians such that proper care and supervision of the child cannot be provided;
      4. Incarceration of a parent or legal custodian;
      5. The inability to locate the parents or legal custodians;
      6. The loss or inhabitability of the child's home as the result of a natural disaster
      7. A period of active military duty of the parents or legal custodians exceeding 24 months. The person enrolling the student must be in control or charge of the student (standing in loco parentis – 7 days a week and 24 hours a day) if the person is not the parent or legal guardian of the student. Students are not allowed to enroll in schools because of athletics or the desire to attend a particular school in the district.

Age Eligibility

Other than students specifically exempted by rule or by law, the following individuals are eligible for enrollment:

  1. Students who have attained the age of five by September 1;
  2. Students who have not reached  the age of 20 by September 1;
  3. Students who have not received a High School Diploma or the equivalent;
  4. Students reenrolling after dropping out and who are married, parents, or pregnant;
  5. Special Education students shall be eligible for enrollment in appropriate education programs through age 21 or until they receive High School or Special Education Diploma or the equivalent; provided, however, they were enrolled during the preceding school year and had an approved Individualized Education Program (IEP) which indicated that a successive year of enrollment was needed.

Age Eligibility for Kindergarten & 1st Grade:

Students who were legal residents of one or more other states or countries for a period of consecutive two years immediately prior to moving to Georgia and who were legally enrolled in a public kindergarten or first grade, accredited by a state or regional association or the equivalent thereof, provided that the Kindergartener is five years old by December 31; or the first grader is six by that date.


Evidence of Proof of Age

  1. Other than students specifically exempted by State Board rule, or federal or Georgia authority, before admitting any student to a school in the school system, the superintendent or designee shall accept evidence in the order set forth below that shows the individual's date of birth:
    1. A certified copy of a birth certificate, certified hospital issued birth record or birth certificate;
    2. A military ID;
    3. A valid driver’s license;
    4. A passport;
    5. An adoption record;
    6. A religious record signed by an authorized religious official;
    7. An official school transcript; or
    8. If none of these evidences can be produced, an affidavit of age sworn to by the parent or guardian accompanied by a certificate of age signed by a licensed practicing physician, which certificate states that the physician has examined the child and believes that the age as stated in the affidavit is substantially correct.
       
  2. Upon presentation of one of these evidences above, a photocopy of the document shall be placed in the student’s record, and the document that is presented shall be returned to the parent, guardian, grandparent or other person.
  3. A student will be identified in the local Student Information System (SIS) and in the Georgia Statewide Student Information System (GSSIS) by the student's legal name as it appears on the documentation submitted for age verification as cited above or in a court order changing the student's name.
  4. Once a student has successfully enrolled in any publicly-funded Georgia school by providing one of the evidences cited above and is recorded in the Georgia Testing Identifier application (see SBOE Rule 160-5-1-.07), further proof of age is deemed unnecessary.

Other Documents Required During the Enrollment Process

The parent or guardian must provide:

  1. A copy of the enrolling student’s social security number or sign a form stating the individual does not wish to provide the social security number, pursuant to O.C.G.A. § 20-2-150. No student shall be denied enrollment for failing to provide his/her Social Security number or for declining to apply for a Social Security number.
  2. A certificate in accordance with the provisions of O.C.G.A. § 20-2-771, concerning the immunization of students, which includes an exception for religious grounds.
  3. A certificate in accordance with the provisions of O.C.G.A. § 20-2-770, concerning nutritional screening and eye, ear, and dental examinations of students.
  4. Pursuant to O.C.G.A § 20-2-670 a transferring student applying for admission to a grade higher than the sixth grade shall as a prerequisite to admission present a certified copy of his or her academic transcript and disciplinary record from the school of previously attended.
  5. A student transferring from a Local Education Agency to another within the state of Georgia shall meet the criteria for continuation of gifted services established by the Local Board of Education of the receiving school system.  Proof of residence shall be required, unless the student is homeless, and the McKinney-Vento Homeless Assistance Act applies.

Pursuant to the McKinney-Vento Act, a homeless child shall be enrolled immediately even in the absence of any appropriate documentation.  Upon determination a child is homeless, the child can remain in the school he/she enrolled prior to homelessness. Alternatively, the child may enroll in the school zone where he/she currently resides. Accordingly, proof of residence is not required when the McKinney-Vento Act applies. However, the employee or other designated individual responsible for the care of homeless students shall assist the homeless student in acquiring records necessary for enrollment.

Proof of residence for students who do not meet the McKinney Vento Act criteria, can be shown by providing two or more of the following items:

  1. Homeownership title in the name of the parent/guardian/enrolling person for the location of the legal residence;
  2. Current within the past year home purchase agreement;
  3. Current within the past year residential property tax statement or bill in the name of the parent/guardian/enrolling person for the location of the legal residence;
  4. Current within the past year homeowner’s insurance policy, warranty, or quickclaim deed in the name of the parent/guardian/enrolling person for the location of the legal residence;
  5. Current within the past year lease or rental agreement, including the name, address, and/or telephone number of the lessor;
  6. Current within the last 45 days utility (gas, telephone, power, water, and sewer) monthly statement which evidences the location of the legal residence;
  7. Current within the last 45 days paycheck stub in the name of the parent/guardian/enrolling person for the location of the legal residence;
  8. Current within the past year Medicaid card in the name of the parent/guardian/enrolling person for the location of the legal residence

In the event none of the above documentation or the documentation submitted is sufficient in the opinion of the school system to verify a legal residence within the attendance zone, the principal or designee may require the parent/guardian claiming residency to complete a sworn and notarized statement of legal residence by the enrolling person and the residence owner/leasing agent that is valid for 60 days until the residency documents can be obtained.

Attendance Zones:

Students must attend school in the attendance zone where their parent/legal guardian reside.  Students may not attend other schools in the system except when granted approval through the student transfer process.

Verification of Residency:

Students and their parent/guardian are expected to be full-time Clayton County residents while enrolled in Clayton County Public Schools. A school system representative may visit the address provided by the parent/guardian to verify residency or confirm residency with a leasing agent. Students who are fraudulently enrolled will be withdrawn from school. Parents are subject to prosecution for providing false information on a legal document (O.C.G.A §16-10-71) if the school system representative verifies that the parent/guardian was untruthful on residency documents.
 

Georgia High School Athletic Association Eligibility

Please view the Student and Eligibility information on the following website: http://www.ghsa.net/student-and-eligibility-information.

Provisional Enrollment:

Other than students specifically exempted by rule or by law, a student shall be enrolled on a provisional basis and allowed to attend a school for 30 calendar days while awaiting evidence of age, residence, or other local requirements. The provisional enrollment period may be extended for extenuating circumstances at the discretion of the Superintendent or designee.

  1. If evidence is not provided within this period, the Superintendent or designee shall mark the student withdrawn at the end of the thirtieth day.
    1. The registering parent or guardian will be considered noncompliant and subject to all penalties as prescribed in O.C.G.A. § 20-2-690.1.
    2. The Superintendent shall report violations to all appropriate authorities for adjudication.
  2. The Superintendent or designee shall notify the registering parent or guardian at least 10 calendar days prior to the withdrawal of the student.
  3. O.C.G.A. § 20-2-150 concerning compulsory attendance of students prior to their seventh birthday does not apply to provisional enrollment.
  4. Students pre-registering for school are not eligible for provisional enrollment until the beginning of the attendance period of the school term for which the student is enrolling.
  5. The provisions of O.C.G.A. § 20-2-670 regarding the transfer of disciplinary actions or felony convictions for students in grade 7 and above shall take precedence over any provisional enrollment.
  6. The school system is not responsible for making determinations regarding immigration and visa status.  The school system will accept non-immigrant, foreign students on visas and immigrants/non-visa holders who meet age and residency requirements without inquiring about the legal status, in accordance with federal or state law and State Board rule.