Enrollment

Admissions

Green Dot Public Schools does not discriminate against any person on the basis of the characteristics listed in Education Code Section 220 (actual or perceived disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, religious affiliation, sexual orientation, or any other characteristic that is contained in the definition of hate crimes set forth in Section 422.55 of the Penal Code or association with an individual who has any of the aforementioned characteristics) and Education Code Section 221.5 in any of its policies, practices, or procedures. Green Dot Public Schools adheres to all provisions of federal law related to students with disabilities, including but not limited to, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990, and the Individuals with Disabilities Education Improvement Act of 2004 (“IDEA”). Green Dot Public Schools is committed to providing a work and educational atmosphere that is free of unlawful harassment and the “Discrimination/Harassment Policy” complies with the requirements of Titles IV, VI and VII of the Civil Rights Act of 1964 (race, color, or national origin), Title IX of the Educational Amendments of 1972 (sex), Section 504 of the Rehabilitation Act of 1973 (mental or physical disability), The Individuals With Disabilities Education Act of 1990, the Age Discrimination in Employment Act of 1967, and the Age Discrimination Act of 1975, and other applicable federal and state laws. Green Dot Public Schools also prohibits sexual harassment, including cyber sexual bullying, and harassment based upon pregnancy, childbirth or related medical conditions, race, religion, religious affiliation, creed, color, gender, gender identity, gender expression, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation, or any other basis protected by federal, state, local law, ordinance or regulation. Green Dot Public Schools does not condone or tolerate harassment of any type, including discrimination, intimidation, or bullying, including cyber sexual bullying, by any employee, independent contractor or other person with which Green Dot Public Schools does business, or any other individual, student, or volunteer. This applies to all employees, students, or volunteers and relationships, regardless of position or gender. Green Dot Public Schools will promptly and thoroughly investigate any complaint of harassment and take appropriate corrective action, if warranted. Inquiries, complaints, or grievances regarding harassment as described in this policy should be directed to the Green Dot Public Schools Uniform Complaint Procedures (“UCP”) Compliance Officer as identified in Policy C. 16.0.

Rev. 06/2019

Green Dot Public Schools operates both independent and conversion charters. Admissions policies may vary based on the type of school. Parental involvement may be encouraged but is not a requirement for acceptance to, or continued enrollment at, any Green Dot school. Each school shall follow the admission portion of the charter.

 

Any student applying for admission after expulsion from their current school district must provide appropriate documentation that their rehabilitation guidelines have been met before acceptance into a Green Dot school. The decision to readmit a pupil or to admit a previously expelled pupil from another school district or charter school shall be in the sole discretion of the charter school’s principal or Discipline Review Panel and the pupil and guardian or representative, to determine whether the pupil has successfully completed the rehabilitation plan and to determine whether the pupil poses a threat to others or will be disruptive to the school environment. The pupil’s readmission is also contingent upon the capacity of the School at the time the pupil seeks readmission.

 

 

Definitions:

An “Independent Charter School”, as defined by this policy, is one that operates independently of the school district in almost all respects and has the greatest degree of flexibility to design and implement the goals and procedures described in their charter petition.

 

A “Conversion Charter School” as defined by this policy, is one that existed as a regular district school and converted to charter status.

 

Admissions for Independent Charters

Independent charters are open to all students. Students must fill out a lottery form and meet all deadlines for the application process. If the number of completed lottery forms exceeds the school’s capacity, a random, public lottery will determine enrollment, with preferences as established by the charter and as described herein. Students who submit lottery forms after the close of the enrollment period, or after capacity is reached (if no lottery is required), will be added to the waitlist; ordered on a first-come, first-served basis.

 

Admissions for Conversion Charters

Conversion charters are open to all students. Students must fill out a lottery form prior to the lottery date and meet all deadlines for the application process.  If the number of applicants exceeds the capacity, students will be placed in a school based on a public random drawing with admissions preferences, as established by the charter and legal requirements including a preference for students who reside in the former attendance area of the school. Students who submit lottery forms after the close of the enrollment period, or after capacity is reached (if no lottery is required), will be added to the waitlist; ordered on a first-come, first-served basis.

Rev. 06/2018

Lottery

Enrollment Policy A. 3.0

Policy: Lottery Procedures

 

Green Dot Public Schools operates both independent and conversion charters.

Lottery procedures may vary based on the type of school.

Lottery Application Forms 

Lottery Forms: All students, including siblings, need to turn their lottery form in prior to the lottery deadline. Existing students will be exempt from the public random lottery.

Lottery Preferences

 

Lottery forms received after the lottery deadline will be placed on the waitlist in the order they were received.

 

Sibling Preference defined as:

  • Siblings of a currently enrolled student at any grade level are eligible to receive admissions preference to the same Green Dot School.
  • Applicants who are siblings and apply to the same Green Dot school together are given sibling admissions preference as soon as one sibling is accepted into the school during the lottery.
  • Siblings must share at least one biological parent or legal guardian.

 

Matriculation preferences (i.e., applicants who matriculate from a specific Green Dot middle school to a Green Dot high school) are only eligible to Ánimo Ralph Bunche CHS applicants matriculating from Ánimo Jefferson CMS, Ánimo Watts College Preparatory Academy applicants matriculating from Ánimo Mae Jemison CMS, Ánimo Pat Brown CHS applicants matriculating from Ánimo Florence-Firestone CMS, Ánimo Venice CHS applicants matriculating from Ánimo Westside, Ánimo South LA CHS applicants matriculating from Ánimo Western CMS, and Ánimo Leadership CHS applicants matriculating from Ánimo Westside.  .

 

For schools in LAUSD, Inglewood Unified School District and Compton Unified School District, preferences for children of Green Dot employees are limited to 10% of the school’s enrollment.

 

Founding family preference is limited to 10% of the school’s enrollment.

 

At Ánimo College Preparatory Academy, students within the attendance area are those who live within the relevant Zone of Choice boundaries.

 

Recommended Lottery Procedures

At the lottery, a presentation will be made in English and Spanish to all interested parties about the lottery process and rules. The school will conduct the lottery using an automated online system to ensure that the process is fair and equitable for all participants.

 

In the automated online lottery, applicants will be admitted to the school in the order they are drawn, up to the school’s capacity.

  • The school reserves the right to select more than the capacity for admission to ensure the school’s overall enrollment is stable as long as the increase would not require a material revision to the charter (more than 20% or 100 students, whichever is less, above the enrollment capacity).
  • Should the Principal elect to enroll more students than the school’s capacity, an announcement will be made at the lottery and additional students will be enrolled based on the lottery and the methods described.
  • Results will be mailed to applicants (notify them of acceptance or waitlist status)
  • Follow-up phone calls will also be made.

 

After the acceptance list is set, a waitlist will be created and maintained. Should vacancies occur, admission will be offered to applicants on the waitlist in the order their names appear. Lottery preferences may no longer be extended to applicants applying post-lottery. Applicants applying after the lottery will be added to the bottom of the waitlist.

 

Enrollment Process and Packet

Parents/guardians of applicants that submitted a lottery form will receive a notification letter sent to the address indicated on the form. The letter will indicate whether the child was accepted or waitlisted, and, if waitlisted, the number on the waitlist for the applicant. For students identified on the acceptance list, the letter will include steps the parents/guardians of the applicants must take to enroll the applicant in the school. Staff members will document all attempts to call the families and any responses.

 

If Green Dot has not received confirmation within 10 calendar days, after three attempts, the student will be dropped and a student on the waitlist will be offered placement.

 

Each school must ensure that each admitted student submits:

  • Completed Enrollment Form
  • Photo ID of Parent/Guardian
  • Proof of Birth
  • Immunization Records
  • Records from Previous School
  • School-Parent-Student Compact
  • Media Release Form
  • Proof of updated TDAP vaccine (if entering in 7th grade or later)
  • Proof of 2 Varicella vaccines (or written documentation from a physician certified in California explaining why the vaccine is not recommended for the student)
  • Lunch Application
  • IEP or Section 504 plan, if applicable

Rev. 06/2021

Enrollment Policy                                                                                                                                                     A. 4.0

Policy: Waitlist Management

All students that do not receive a placement during the random, public lottery will be placed on a waitlist to enroll should space become available. Waitlist ranking will be assigned in the order selected. Should vacancies occur, admission will be offered to applicants on the waitlist in the order their names appear. Lottery preferences will no longer be extended to applicants applying post-lottery. Applicants applying after the lottery will be added to the bottom of the waitlist. A student is allowed to be on multiple waitlists, and must be offered a placement should space become available, even if the student is enrolled in another Green Dot school.

If vacancies should arise during the school year, the school will notify parents/guardians of applicants on the waitlist. Typically, three separate phone calls on three different days are made, with accompanying documentation made available to the parents/guardians. If parents/guardians of applicants do not respond within ten calendar days, the next applicant’s parents/guardians will be contacted and the previously contacted applicant may be removed from the waitlist.

The waitlist expires annually on the last day of the open enrollment period for the following school year. Waitlists DO NOT rollover year to year.

Rev. 06/2018

Transfers & Withdrawals

Enrollment Policy A. 5.0

Policy:  Student Transfers

No Green Dot school will restrict the ability of parents/guardians to exit a particular school, apply for admission at any other school, enroll at another school, or maintain a waitlist slot at another school.  A practical example of this policy includes students enrolled in a Green Dot school may transfer to any other Green Dot school as long as proper application and waitlist procedures were followed.

Intra-Green Dot School Transfer

The transfer of a student from one Green Dot school to another for the purpose of improving achievement, attendance or adjustment may be addressed as an Intra-Green Dot School transfer. Such transfers are initiated by parent/guardian request. Intra-Green Dot School transfers may be issued based on one or more of the following reasons:

  • Sibling
  • Parent employment-related transfers
  • Specialized programs
  • Social adjustment and/or protection

Intra-Green Dot School transfers will be granted only if the applicant is eligible and will be handled on a case-by-case basis, directly between the sending and receiving schools.

Rev. 06/2018

Special Enrollment Circumstances

Enrollment Policy A. 6.0

Policy:  Homeless Students

The McKinney-Vento Homeless Assistance Act for Homeless Children and Youth entitles all homeless school-aged children to the same free and appropriate public education that is provided to non-homeless students.  To that end, Green Dot has adopted the following policy regarding the enrollment and education of homeless students.

A homeless student is defined as a person between the ages of two and eighteen who lacks a fixed, regular, and adequate nighttime residence.  It includes children and youths who:

  • Live in an emergency or transitional shelter; abandoned building, parked car, or other facility not designed as a regular sleeping accommodation for human beings
  • Live “double-up” with another family/are sharing the housing of other persons, due to loss of housing, economic hardship, or a similar reason;
  • Live in a hotel or motel due to lack of alternate adequate accommodations;
  • Live in a trailer park or campsite due to lack of alternate adequate accommodations;
  • Have been abandoned at a hospital;
  • Reside in a home for school-aged, unwed mothers or mothers-to-be if there are no other available living accommodations;
  • Are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and
  • Are a migratory or abandoned, runaway, or throwaway youth that qualifies as homeless because he/she is living in circumstances described above.

Homeless status is determined in cooperation with the parent or guardian. In the case of unaccompanied youth, status is determined by the School Liaison.

School Liaison

The Principal designates the following staff person as the School Liaison for homeless students:

Melissa Peña
Community School Manager
1149 S. Hill St., Ste. 600
323-565-1600

The School Liaison shall ensure that:

  1. Homeless students are identified by school personnel and through coordination activities with other entities and agencies.
  2. Homeless students enroll in, and have a full and equal opportunity to succeed at Green Dot.
  3. Homeless students and families receive educational services for which they are eligible, including Head Start and Even Start programs, and referrals to health care services, dental services, mental health services, and other appropriate services.
  4. Parents/guardians are informed of the educational and related opportunities available to their children and are provided with meaningful opportunities to participate in the education of their children.
  5. Public notice of the educational rights of homeless children is disseminated at places where children receive services, such as schools, shelters, and soup kitchens.
  6. Enrollment/admissions disputes are mediated in accordance with law, the Green Dot charter(s), and Board policy.
  7. Parents/guardians and any unaccompanied youth are fully informed of all transportation services, as applicable.
  8. The School Liaison collaborates with State coordinators and community and school personnel responsible for the provision of education and related services to homeless children and youths.

Enrollment

Green Dot shall immediately admit/enroll the student (subject to the school’s capacity and pursuant to any procedures stated in the charter), even if the student lacks records normally required for enrollment.  Records will immediately be requested from the previous school.

If the student needs to obtain immunizations or does not possess immunization or other medical records, the Principal or designee shall refer the parent/guardian to the School Liaison.  The School Liaison shall assist the parent/guardian in obtaining the necessary immunizations or records for the student.

Enrollment Disputes

If a dispute arises over admissions/enrollment, the student shall be immediately admitted, pending resolution of the dispute.

The parent/guardian shall be provided with a written explanation of the admission/enrollment decision, including an explanation of the parent/guardian’s right to appeal the decision. He/she shall also be referred to the School Liaison.

The School Liaison shall carry out the dispute resolution and complaint process as expeditiously as possible after receiving notice of the dispute.

Written Notice

Green Dot shall provide written notice, at the time any child or youth seeks enrollment in Green Dot, and at least twice annually while the child or youth is enrolled in Green Dot, to the parent or guardian of the child or youth (or, in the case of an unaccompanied youth, the youth) that:

  1. Shall be signed by the parent or guardian (or, in the case of an unaccompanied youth, the youth);
  2. Sets forth the general rights provided in this policy;
  3. Specifically states:
  1. The choice of schools homeless children and youths are eligible to attend, as provided in 42 U.S.C Section 11432(g)(3)(A);
  2. That no homeless child or youth is required to attend a separate school for homeless children or youths;
  3. That homeless children and youths shall be provided comparable services described in this policy, including transportation services, educational services, and meals through school meals programs; and
  4. That homeless children and youths should not be stigmatized by school personnel; and
  1. Provides contact information for the School Liaison and the State Coordinator for Education of Homeless Children and Youths.

Such notice shall be provided to the parent or guardian (or, in the case of an unaccompanied youth, the youth) in a manner and form understandable to such parent or guardian (or youth), including, if necessary and to the extent feasible, in the native language of such parent or guardian (or youth).

Comparable Services

Each homeless child or youth shall promptly be provided services comparable to services offered to other students in Green Dot such as:

  • Transportation services
  • Educational services for which the child or youth meets eligibility criteria, such as educational programs for students with disabilities and educational programs for students with limited English proficiency
  • Programs in vocational and technical education
  • Programs for gifted and talented students
  • Title I services
  • School nutrition programs

Transportation

Green Dot shall ensure that transportation is provided for homeless students to and from Green Dot, at the request of the parent or guardian (or liaison).

Rev. 06/2017

Enrollment Policy A. 6.1

Policy:  Foster Youth

Green Dot recognizes that foster youth may face significant barriers to achieving academic success due to their family circumstances, disruption to their educational program, and their emotional, social, and other health needs. To enable such students to achieve state and charter school academic standards, Green Dot shall provide them with full access to the school’s educational program and implement strategies identified as necessary for the improvement of the academic achievement of foster youth in Green Dot’s local control and accountability plan (LCAP).

Definitions

Foster youth means a child who has been removed from his/her home pursuant to California Welfare and Institutions Code Section 309, is the subject of a petition filed under Welfare and Institutions Code Sections 300 or 602, or has been removed from his/her home and is the subject of a petition filed under Welfare and Institutions Code Sections 300 or 602.

School of origin means the school that the foster child attended when permanently housed or the school in which the foster child was last enrolled. If the school the foster child attended when permanently housed is different from the school in which the foster child was last enrolled, or if there is some other school that the foster child attended with which the foster child is connected and that the foster child attended within the immediately preceding 15 months, the educational liaison, in consultation with, and with the agreement of, the foster child and the person holding the right to make educational decisions for the foster child, shall determine, in the best interests of the foster child, the school that shall be deemed the school of origin.

Charter School Liaison

In order to help facilitate the enrollment, placement, and transfer of foster youth to Green Dot, the Governing Board shall designate a Green Dot foster youth liaison. The Governing Board designates the following position as the Charter School’s Liaison for Foster Youth:

Melissa Peña
Community School Manager
1149 S. Hill St., Ste. 600
323-565-1600

The Liaison for Foster Youth shall:

  1. Ensure and facilitate the proper educational placement, enrollment in Green Dot, and checkout from the School of students in foster care.
  2. Ensure proper transfer of credits, records, and grades when students in foster care transfer to or from Green Dot.
  • When a student in foster care is enrolling in Green Dot, the Liaison shall contact the school last attended by the student to obtain, within two business days, all academic and other records. When a foster youth is transferring to a new school, Liaison shall provide the student’s records to the new school within two business days of receiving the new school’s request.
  1. When required by law, notify the foster youth’s attorney and the appropriate representative of the county child welfare agency of pending expulsion proceedings if the decision to recommend expulsion is a discretionary act under Green Dot’s charter; pending proceedings to extend a suspension until an expulsion decision is rendered if the decision to recommend expulsion is a discretionary act under Green Dot’s charter; and, a manifestation determination prior to a change in the foster youth’s placement, when he/she is a student with a disability under state and federal special education laws.
  2.   As needed, make appropriate referrals to ensure that students in foster care receive necessary special education services and services under Section 504 of the federal Rehabilitation Act of 1973.
  3. As needed, ensure that students in foster care receive appropriate school-based services, such as counseling and health services, supplemental instruction, and after-school services.
  4. Develop protocols and procedures for creating awareness for Green Dot staff, including but not limited to principals, deans, and attendance clerks, of the requirements for the proper enrollment, placement, and transfer of foster youth.
  5. Collaborate with the county placing agency, social services, probation officers, juvenile court officers, and other appropriate agencies to help coordinate services for Green Dot’s foster youth.
  6. Monitor the educational progress of foster youth and provide reports to the Principal or designee and the Governing Board based on indicators identified in Green Dot’s local control and accountability plan.
  7. This policy does not grant the Liaison authority that supersedes the authority granted under state and federal law to a parent or legal guardian retaining educational rights, a responsible person appointed by the court to represent the child pursuant to Welfare and Institutions Code sections 361 or 726, a surrogate parent, or a foster parent exercising authority under the Education Code.  The role of the Liaison is advisory with respect to placement options and determination of the school of origin.

Enrollment

A student placed in a licensed children’s institution or foster family home shall attend programs operated by Green Dot unless one of the following circumstances applies:

  1. The student has an individualized education program requiring placement in a nonpublic, nonsectarian school or agency, or in another local educational agency.
  2. The parent/guardian or other person holding the right to make educational decisions for the student determines that it is in the best interest of the student to be placed in another educational program and submits a written statement to Green Dot indicating that determination and that he/she is aware of the following:
    1. The student has a right to attend a regular public school in the least restrictive environment.
    2. The alternate educational program is a special education program, if applicable.
    3. The decision to unilaterally remove the student from Green Dot and to place him/her in an alternate education program may not be financed by Green Dot.
    4. Any attempt to seek reimbursement for the alternate education program may be at the expense of the parent/guardian or other person holding the right to make educational decisions for the student.
    5. At the initial placement or any subsequent change in placement, the student exercises his/her right to continue in his/her school of origin, as defined above.
    6. The student may continue in the school of origin for the duration of the court’s jurisdiction.
    7. If the court’s jurisdiction over a grade K-8 student is terminated prior to the end of a school year, the student may continue in his/her school of origin for the remainder of the academic school year.
    8. If the court’s jurisdiction is terminated while the student is in high school, the student may continue in his/her school of origin until he/she graduates.
    9. If the student is transitioning between school grade levels, he/she shall be allowed to continue in the district of origin in the same attendance area to provide him/her the benefit of matriculating with his/her peers in accordance with the established feeder patterns of school districts. A student who is transitioning to a middle school or high school shall be allowed to enroll in the school designated for matriculation in another school district.

The Liaison for Foster Youth may, in consultation with and with the agreement of the foster youth and the person holding the right to make educational decisions for the youth, recommend that the youth’s right to attend the school of origin be waived and he/she be enrolled in any school that students living in the attendance area of the school district in which the foster youth resides are eligible to attend or in Green Dot consistent with current enrollment procedures.  All decisions shall be made in accordance with the foster youth’s best interests.

Prior to making any recommendation to move a foster youth from his/her school of origin, the Liaison for Foster Youth shall provide the youth and the person holding the right to make educational decisions for the youth with a written explanation of the basis for the recommendation and how the recommendation serves the youth’s best interests.

If the Liaison for Foster Youth, in consultation with the foster youth and the person holding the right to make educational decisions for the foster youth, agrees that the best interests of the youth would be served by his/her transfer to a school other than the school of origin, the principal or designee of the new school shall immediately enroll the foster youth, consistent with any enrollment procedures if the next school is a charter school. The foster youth shall be immediately enrolled even if he/she:

  1. Has outstanding fees, fines, textbooks, or other items or monies due to the school last attended
  2. Does not have clothing normally required by the school, such as school uniforms
  3. Is unable to produce records normally required for enrollment, such as previous academic records, proof of residency, and medical records, including, but not limited to, immunization records or other documentation.

If any dispute arises regarding the request of a foster youth to remain in the school of origin, the youth has the right to remain in the school of origin pending resolution of the dispute.  The dispute shall be resolved in accordance with the existing Charter School dispute resolution process.

Complaints of Noncompliance

Complaints of noncompliance with this policy shall be governed by Green Dot’s Uniform Complaint Procedures policy.

Rev. 06/2019

Enrollment Policy A. 6.2

For the purposes of this Enrollment Policy Section A. 6.2, the following definitions apply:

  • “A migratory child” is a student who meets the definition of “currently migratory child” under California Education Code Section 54441 (see Instruction Policy B. 1.0 for a detailed definition).
  • “School of origin” means the school in which the student is enrolled at the time that a change in residence occurs.

 

Notwithstanding compulsory education requirements, the school serving a student who is a migratory child shall do either of the following:

 

  1. allow the student to continue their education in the school of origin, regardless of any change of residence of the migratory child during that school year, for the duration of the student’s status as a student who is a migratory child; or
  2. for a student whose status changes as a student who is a migratory child during a school year, comply with either of the following, as applicable:
    1. if the student is enrolled in kindergarten or any of grades 1 to 8, inclusive, allow the student to continue their education in the school of origin through the duration of that academic school year; or
    2. if the child is enrolled in high school, allow the student to continue their education in the school of origin through graduation.

 

Enrollment or transitioning between grade levels will not be prohibited based upon:

 

  • any outstanding fees, fines, textbooks, or other items or monies due to the school last attended;
  • not having clothing normally required by the school, such as school uniforms;
  • the student being unable to produce records normally required for enrollment, such as previous academic records, proof of residency, medical records, including, but not limited to, records or other proof of immunization history, or other documentation.

The Principal or designee shall inform a migrant student and the student’s parent/guardian of the impact of remaining in the school of origin on the student’s eligibility to receive migrant education services pursuant to California Education Code Section 54440 et seq.

The school may, but is not required to, provide transportation to enable a migrant student to attend the school of origin, unless otherwise required by federal law.

Rev. 06/2020

Enrollment Policy A. 7.0

Policy:  Over-Age Students

A pupil who is over the age of 19 years may generate attendance for apportionment reasons only if both of the following conditions are met:

  1. the pupil was enrolled in a public school in pursuit of a high school diploma (or, if a student in special education, an IEP) while 19 years of age and, without a break in public school enrollment since that time, is enrolled and is making satisfactory progress towards award of a high school diploma (or, if a student in special education, satisfactory progress in keeping with an IEP) consistent with the definition of satisfactory progress set forth in Title 5 of the California Code of Regulations section 11965; and
  1. the pupil is not over the 22 years of age on the date of enrollment.

Green Dot encourages all students who are at least eighteen years of age and over to be knowledgeable about any legal consequences that may occur based upon their decisions and actions.  For more information on changes to a student’s legal status and obligations upon reaching the age of 18, please download a copy of “When You Become 18, A Survival Guide for Teenagers”, which is available at www.calbar.ca.gov/portals/0/documents/publications/turn-18.pdf.

In addition, Green Dot would like to specifically make all students, and especially students, over the age 18 aware of California Penal Code Section 261.5(a), which provides: “Unlawful sexual intercourse is an act of sexual intercourse accomplished with a person who is not the spouse of the perpetrator, if the person is a minor. For the purposes of this section, a minor is a person under the age of 18 years and an adult is a person who is at least 18 years of age.”

Rev. 06/2018

Enrollment Policy   A. 8.0

Policy:  Returning Student and Withdrawal

Returning Student

Enrolled students may at any time request to transfer to another school.  Green Dot Public Schools will encourage them to stay, especially if it is mid-semester. In a situation that a student does leave and later chooses to return, the student must complete an application and return it to the main office. When the application is submitted, the student will be informed if there is space available or if they will be placed on the waiting list, pursuant to the enrollment policy.

Students who have been incarcerated, are returning from juvenile detainment and/or are on probationary status with the juvenile court system must attend a conference with their parent/guardian and an administrator before returning to the school.   Students who have been previously expelled must complete the re-enrollment process outlined in the Green Dot Discipline Policy prior to being eligible to return to school.

Withdrawal

If a parent wishes to withdraw or transfer a student from Green Dot Public Schools, it is his/her responsibility to notify the Principal. In some cases, the Principal may want to meet with the student’s parents as well.  In addition, the student must follow the returning student policy if he/she wishes to return to Green Dot Public Schools.  Students will receive unofficial transcripts until all books are returned and fees are paid.

Rev. 05/2015

Student Records

Enrollment Policy A. 9.0

In General

 

Student records are any items of information (in handwriting, print, tape, film, video or audio tape, microfiche, computer, or other medium) gathered within or outside Green Dot that are directly related to an identifiable student and maintained by Green Dot, required to be maintained by an employee in the performance of their duties, or maintained by a party acting for Green Dot.

 

Student records do not include:

 

  • directory information (see Policy C. 18.0);
  • informal notes that remain in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a substitute employee;
  • records of the law enforcement commissioned at Green Dot campuses, subject to 34 CFR § 99.8;
  • records that only contain information about an individual after they are no longer a student at Green Dot and that are not directly related to the individual’s attendance as a student; and
  • grades on peer-graded papers before they are collected and recorded by a teacher.

 

Other Definitions

 

“Eligible Student“ is defined as a student who has reached eighteen (18) years of age.

 

“School Official” is defined as a person employed by Green Dot as an administrator, supervisor, instructor, or support staff member (including health or medical staff and law enforcement unit personnel) or a person serving on the Board of Directors of Green Dot.  A school official also may include a volunteer or an independent contractor outside of Green Dot who performs an institutional service or function for which Green Dot would otherwise use its own employees and who is under the direct control of Green Dot with respect to the use and maintenance of personally identifiable information from education records.

 

Types of Student Records

 

“Mandatory permanent records” include the following examples and are to be kept in perpetuity by Green Dot:

 

  • student name, birth date, place of birth, gender;
  • parent/guardian name and address;
  • class subjects taken during the school year; and
  • graduation date.

 

“Mandatory interim records” are those that schools are required to compile and maintain for a stipulated period of time and then they may be destroyed.  Examples include:

 

  • health information;
  • participation in special education programs including required tests, case studies, authorizations;
  • actions necessary to establish eligibility for admission or discharge; and
  • progress reports.

 

“Permitted records” are student records that Green Dot maintains for appropriate educational purposes.  Permitted records may be destroyed when their usefulness ceases.  Examples include:

 

  • program placement;
  • programming of student class schedules;
  • state assessment results;
  • objective counselor and/or teacher ratings;
  • materials created and stored within a student’s Google account
  • routine discipline data; and
  • verified reports of relevant behavior patterns.

 

Persons Granted Absolute Access to Student Records

 

Parents and eligible students have the right to review the student’s education records.  In order to do so, parents and eligible students shall submit a request to review education records in writing to the Principal.   Within five (5) business days, Green Dot shall comply with the request.  Absolute access to their child’s or own student records shall be granted to:

 

  • parents/guardians of students younger than 18 years of age, including the parent who is not the student’s custodial parent;
  • an adult student, or a student under 18 years of age who attends a postsecondary institution, in which case the student alone shall exercise rights related to their student records and grant consent for the release of records; and
  • parents/guardians of an adult student with disabilities who is at least 18 years of age and has been declared incompetent under California law.

 

Persons or Agencies Granted Limited Access to Student Records

 

The following persons or agencies shall have access to student records that are relevant to their legitimate educational interest or other legally authorized purpose without prior written consent of the parent or eligible student:

 

  • parents/guardians of a student at least 18 years of age who is a dependent child as defined
    under 26 USC § 152;
  • students who are at least 16 years of age who have completed the 10th grade;
  • Green Dot officials and employee who have a legitimate educational interest as defined in this policy and 34 C.F.R. Part 99;
  • members of a Green Dot Student Attendance Review Team;
  • Upon receipt of a student records request from a receiving school/school district, Charter School shall transfer a copy of the student’s complete cumulative record within ten (10) school days in accordance with Education Code section 49068. Charter School shall comply with the requirements of California Code of Regulations, title 5, section 3024, regarding the transfer of student special education records.
  • the California Student Aid Commission, for the purpose of providing the grade point average (“GPA”) of all Green Dot students in grade 12, and subsequently providing verification of high school graduation or its equivalent of all Green Dot students who graduated in the prior academic year, for use in the Cal Grant postsecondary financial aid program, except when students opt out or are permitted by the rules of the California Student Aid Commission to provide test scores in lieu of the GPA;
  • federal, state, and local officials, as needed for an audit, evaluation, or compliance activity related to a state or federally funded education program and in accordance with a written agreement developed pursuant to 34 CFR § 99.35; and
  • any person, agency, or organization authorized in compliance with a court order or lawfully issued subpoena. Subject to the exceptions found in 34 C.F.R. 99.31(a)(9)(i), reasonable effort must be made to notify the parent or eligible student of the order or subpoena in advance of compliance, so that the parent or eligible student may seek a protective order;
  • any judge, district attorney, probation officer, counsel of record of a minor student pursuant to California Education Code Section 49076;
  • a foster family agency with jurisdiction over a currently enrolled or former student, a short-term residential treatment program staff responsible for the education or case management of a student, and a caregiver (regardless of whether the caregiver has been appointed as the pupil’s educational rights holder) who has direct responsibility for the care of the student, including a certified or licensed foster parent, an approved relative or nonrelated extended family member, or a resource family, may access the current or most recent records of grades, transcripts, attendance, discipline, and online communication on platforms established by Green Dot for student and parents, and any individualized education program (“IEP”) or Section 504 plan that may have been developed and maintained by Green Dot;
  • a student at least 14 years of age who is both a homeless student and an unaccompanied minor as defined in 42 USC § 11434a;
  • an individual who completes items 1-4 of the caregiver’s authorization affidavit pursuant to California Family Code Section 6552 and signs the affidavit for the purpose of enrolling a minor in school;
  • a caseworker or other representative of a state or local child welfare agency or tribal organization that has legal responsibility for the care and protection of a student, provided that the information is directly related to providing assistance to address the student’s educational needs;
  • appropriate law enforcement authorities, in circumstances where California Education Code
    Section 48902 requires that Green Dot provide special education and disciplinary records of a student with disabilities who is suspended or expelled for committing an act violating California Penal Code Section 245; and
  • designated peace officers or law enforcement agencies in cases where Green Dot is authorized by law to assist law enforcement in investigations of suspected criminal conduct or kidnapping and a written parental consent, lawfully issued subpoena, or court order is submitted to Green Dot, or information is provided to it indicating that an emergency exists in which the student’s information is necessary to protect the health or safety of the student or other individuals.

 

In addition, the parent/guardian or adult student may provide written consent for access to be granted to persons, agencies, or organizations not afforded access rights by law.  The written consent shall specify the records to be released and the party or parties to whom they may be released.  The recipient must be notified that further transmission of records is prohibited.  The consent notice shall be kept with the student’s records file in perpetuity.

 

Discretionary Access to Student Records

 

Green Dot may release information from a student’s records to the following without prior written consent from the parent or eligible student:

 

  • appropriate persons in an emergency if the health and safety of the student or other persons are at stake;
  • accrediting associations;
  • local health departments operating countywide or regional immunization information and reminder systems and the California Department of Public Health, unless the parent/guardian has requested that no disclosures of this type be made;
  • contractors and consultants having a legitimate educational interest, as defined above, based on services or functions which have been outsourced to them through formal written agreement or contract by Green Dot;
  • agencies or organizations in connection with the student’s application for, or receipt of, financial aid, provided that information permitting the personal identification of a student or their parents/guardians for these purposes is disclosed only as may be necessary to determine the eligibility of the student for financial aid, determine the amount of financial aid, determine the conditions which will be imposed regarding the financial aid, or enforce the terms or conditions of the financial aid; or
  • county elections officials for the purpose of identifying students eligible to register to vote or offering such students an opportunity to register, subject to the provisions of 34 CFR § 99.37 and under the condition that any information provided on this basis shall not be used for any other purpose or transferred to any other person or agency.

 

Access to Student Records by Armed Forces Recruiters

 

Pursuant to the Every Student Succeeds Act of 2015 (“ESSA”), Green Dot secondary schools receiving funds under the ESSA shall provide armed forces recruiters with access to the name, address, and telephone listing of each secondary school student served by the student’s school of attendance, unless the parent/guardian of such student has submitted a written request to the school that such student information not be released without prior written consent of the parent/guardian.

 

Inspection of Records

 

Student records are available for inspection and review by appropriate persons as identified in this Student Records Policy and as permitted by law at the school attended by the student during regular school hours.  Written requests for access should be directed to the school’s custodian of records (i.e., the Principal or designee), and will be granted within five days from the date of the request subject to an authentication of the requestor’s identity.  In the case of separated or divorced parents, both parents shall have equal access to school records, unless there is a current court order specifically preventing access to records. It is the responsibility of the parent to produce legal documentation of this nature.  (A court order preventing access to the student does not necessarily prevent access to records.)

 

Maintenance of Records

Student records are maintained by the student’s teacher and the custodian of records, depending on the type of record, at the student’s school of attendance or designated Green Dot location.  All student records should be locked when feasible and kept at the school site.

 

The student’s school of attendance should maintain a Student Record Access Log in the school’s main office for each student.  Each Student Record Access Log should include the:

 

  • name of person(s) to whom the information was disclosed (or, if no disclosure was made, from whom the request was received);
  • reason for disclosure;
  • time and circumstances of disclosure; and
  • particular records that were disclosed.

 

 

 

Charges for Duplication of, or Locating/Retrieving, Records

 

To provide copies of any student record, Green Dot may charge a reasonable fee not to exceed the actual cost of providing the copies.  No charge shall be made for providing up to two transcripts or up to two verifications of various records for any former student.  No charge shall be made to locate or retrieve any student record.

 

Changes to Legal Name or Gender in Mandatory Student Records

 

A student’s legal name or gender as entered on the mandatory student record shall only be changed pursuant to a court order.  However, at the written request of a student or, if appropriate, their parents/guardians, the student’s school of attendance shall use the student’s preferred name and pronouns consistent with their  gender identity on all other school-related documents.

 

Changes to Legal Name or Gender of a Former Student

 

If Green Dot receives government-issued documentation demonstrating that a former student’s legal name of gender has been changed, Green Dot will update the former student’s records, as requested by the former student, to include the updated legal name or gender.  Such government-issued documentation includes, but need not be limited to, any of the following:

 

  • state-issued driver’s license;
  • birth certificate;
  • passport;
  • social security card; or
  • court order indicating a name change or a gender change, or both

 

If a former student does not provide any government-issued documentation, the former student may use the process described below in the section titled “Challenges to Student Records”.

 

If requested by the former student, Green Dot will reissue any documents conferred upon the former student (e.g., transcript, high school diploma) with the former student’s updated legal name or gender. Upon reissuing any such documents, Green Dot will add a new document to the former student’s file that includes all of the following:

 

  • the date of the request;
  • the date the requested records were reissued to the former pupil;
  • a list of the records that were requested by, and reissued to, the former student;
  • the type of documentation provided by the former student in order to demonstrate the legal name or gender change;
  • the name of the staff person that completed the request; and
  • the current and former name or gender of the former student.

 

Challenges to Student Records

 

Only a parent/guardian having legal custody of a student or an adult student may challenge the content of a student record or offer a written response to a student record.  Should a challenge to the content of a student record because a parent/guardian or student believes the record to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights as outlined above, the school Principal should be contacted for a conference.  Green Dot will respond within thirty (30) days of the receipt of the challenge.  Green Dot’s response will be in writing and if the challenge is denied, Green Dot will set forth the reason for the denial.

 

 

 

If the Principal sustains any or all of the allegations, he or she must order the correction or the removal and destruction of the information.  The Principal or Principal’s designee must then inform the parent or eligible student of the amendment in writing.  However, the Principal shall not order a pupil’s grade to be changed, unless the teacher who determined the grade is, to the extent practicable, given an opportunity to state orally, in writing, or both, the reasons for which the grade was given and is, to the extent practicable, included in all discussions relating to the changing of the grade. For requesting a grade change, please see Policy B. 5.0, Grade Changes and Withdrawal Grades.

 

Complaints

Parents and eligible students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Green Dot to comply with the requirements of FERPA.  The name and address of the Office that administers FERPA is:

 

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue. S.W.

Washington, D.C. 20202-5920

 

Rev. 06/2020

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