SAMPLE
ATTENTION PARENTS OR GUARDIANS OF STUDENTS
ENROLLING IN THE DETROIT PUBLIC SCHOOLS
FOR THE FIRST TIME
1. BIRTH RECORDS
PUBLIC ACT 84 (1987) requires that the parent or guardian of a student enrolling in a school district for the first time – regardless of the student’s age or grade – must present proof of birth and identity of the student within 30 DAYS of the enrollment date. The usual proof is a certified copy of the student’s birth certificate. The student may attend classes while awaiting this proof.
If you do not have a certified copy of the student’s birth certificate in your possession (one bearing a serial number and the seal of the issuing authority), the ATTENDANCE DEPARTMENT will contact you shortly about obtaining one and explain your obligations under the law.
2. IMMUNIZATION
BOARD OF EDUCATION POLICY and the PUBLIC HEALTH LAWS require that parents or guardians of students entering pre-school, kindergarten, or entering the DETROIT PUBLIC SCHOOLS for the first time in a grade above kindergarten, must present proof of the following immunizations or a signed waiver exempting the student from immunization:
POLIO
DPT (DIPHTHERIA, PERTUSSIS [WHOOPING COUGH], TETANUS) OR
TD (TETANUS AND DIPHTHERIA)
MEASLES
MUMPS
RUBELLA
HEPATITIS B
VARICELLA (CHICKEN POX)
HIB (PRESCHOOL)
Students MAY NOT BE ENROLLED and MAY NOT ATTEND CLASSES until such proof of immunization is presented. Students entering the school district for the first time in grades 1-12 are not exempt from this requirement.
3. MINIMUM AGE REQUIREMENT
The minimum age for kindergarten students is five (5) years of age by DECEMBER 1st of the school year of enrollment. Students born after DECEMBER 1, 2003 ARE NOT ELIGIBLE for enrollment in regular education kindergarten this school year. ONLY special education and pre-school programs may accept students WHO WILL NOT BE FIVE YEARS OF AGE by DECEMBER 1, 2008.
PA-4 WAYNE COUNTY SCHOOLS
KINDERGARTEN STATEMENT
9/24/2008
Date
2008-2009 School Year
To: Membership Auditor
From: ______________________________________________________________________________________
Principal's Signature School
RE: Proof of Age/Kindergarten Students
Following are statistics pertaining to our first membership count:
1. ________ Kindergarten students are enrolled and attending school.
A. _______ have furnished proof of age.
B. _______ HAVE NOT furnished proof of age.
List students without proof of age as of 9/24/2008 here. As proofs are acquired, enter the birthdate next to the name and cross both name and birthdate off the list. Retain the list in case of a field audit.
1. 13.
2. 14.
3. 15.
4. 16.
5. 17.
6. 18.
7. 19.
8. 20.
9. 21.
10. 22.
11. 23.
12. 24.
Regular education kindergarten students MUST HAVE a date of birth on or before DECEMBER 1, 2003 to be eligible for State Aid. Students younger than that MUST BE placed in Pre-school or dropped from the membership.
ENROLLED HOUSE BILL 4368
PUBLIC ACT 84
PUBLIC ACTS OF 1987
Section. Act No. 451 of the Public Acts of 1976, as amended, being sections 3890.1 to 380.1852 of the Michigan Compiled Laws, is amended by adding sections 1134 and 1135 to read as follows:
Sec. 1134. (1) As used in this section and section 1135:
(a) "Local school district" means a local school district or local act school district that requires records to be compiled for each student in the district.
(b) "Intermediate school district" means an intermediate school district that serves a student who does not have a record at the local school district, but does have a record at the intermediate school district.
(2) Upon notification by a law enforcement agency pursuant to section 8 of Act No. 319 of the Public Acts of 1968, being section 28.258 of the Michigan Compiled Laws, that a student less than 17 years of age is missing, a local school district or intermediate school district shall tag the record of the missing student in a manner that will alert the local or intermediate school district to the fact that the record is that of a missing person.
(3) Upon notification by a law enforcement agency pursuant to section 8 of Act No. 319 of the Public Acts of 1968 that the information entered into the law enforcement information network regarding a missing student has been canceled, the local or intermediate school district shall remove the tag from the student's school record not later than 7 days after receiving the notice from the law enforcement agency.
(4) The local or intermediate school district shall remove the tag on a missing student's school record as soon as possible after the student becomes 18 years of age.
The Attendance Department will notify you of any missing children whose records should be tagged. Notify the school’s Attendance Officer if you receive a request for any such record.
Sec. 1135. (1) Upon enrollment of a student for the first time in a local or intermediate school district, the district shall notify in writing the person enrolling the student that within 30 days he or she shall provide to the local or intermediate school district either of the following:
(a) A certified copy of the student's birth certificate
(b) Other reliable proof, as determined by the school district, of the student's identity and age, and an affidavit explaining the inability to produce a copy of the birth certificate.
(2) If a person enrolling a student fails to comply with subsection (1), the local or intermediate school district shall notify the person enrolling the student in writing that, unless he or she complies within 30 days after the notification, the case shall be referred to the local law enforcement agency for investigation. If the person enrolling the student fails to comply within that 30-day period, the local or intermediate school district shall notify the local law enforcement agency.
(3) The local or intermediate school district shall immediately report to the local law enforcement agency any affidavit received pursuant to this section that appears inaccurate or suspicious in form or content.
(4) Within 14 days after enrolling a transfer student, the school shall request in writing directly from the student's previous school a copy of his or her school record. Any school that compiles records for each student in the school and that is requested to forward a copy of a transferring student's record to the new school shall comply within 30 days after receipt of the request unless the record has been tagged pursuant to section 1134. If a student record has been tagged pursuant to section 1134, a copy of the student record shall not be forwarded, and the requested school shall notify the law enforcement agency that notified the school district of the missing student pursuant to section 8 of Act No. 319 of the Public Acts of 1968, being section 28.258 of the Michigan Compiled Laws, of the request.
(5) A local or intermediate school district shall not disclose any personally identifiable information contained in a student record to a law enforcement agency, except in compliance with the family educational rights and privacy act, 20 U.S.C. 1232g.
The Attendance Department will assist you in obtaining a birth certificate or other proof of birth and an affidavit from the parent or guardian. See 2-11/12 for proof of birth for foster children.
Most of the following information in this chapter was obtained from the Attendance Department. Consult Attendance Agents for further information on these topics.
SUGGESTED PROCEDURES FOR OBTAINING BIRTH RECORDS
BIRTH VERIFICATIONS
The Department of Health and Wellness Promotion, Vital Records Division has changed the process for receiving Administrative Copies of Birth Certificates. In the past, this office has provided free copies of birth records to certain non-profit agencies and schools for OFFICE USE ONLY. However, this office will no longer provide a photocopy of birth records.
Effective August 1, 2005, the Detroit Vital Records Office will ONLY provide “Verification” for City of Detroit births. The attached Verification Form must be completed and signed by the designated representative from the non-profit agency or school. A photocopy of your work ID will be required for processing all requests.
The verifications are available for minors up to 17 years old and for adults with a documented physical or mental disability only.
If you need additional information, please contact the Vital Records Office at 876-4927.
VERIFICATION OF A DETROIT BIRTH FOR SCHOOL ENROLLMENT ONLY
Mail Requests to: Detroit Vital Records
1151 Taylor
Detroit Michigan 48202
(313) 876-4135
Please type or pint clearly and legibly
Date __/___/_____ DO NOT COMPLETE THIS FORM IF THE CHILD WAS NOT BORN IN DETROIT
SCHOOL NAME
MAILING ADDRESS
CITY STATE ZIP
REQUESTOR’S NAME – TITLE
Name at Birth __________________________________________________________________________________
first middle last
Date of Birth _______________________________ Hospital ___________________________________________
(Minors up to 17)
Mother’s Maiden Name ________________________________________________________________________
Father’s Name _________________________________________________________________________________
DO NOT WRITE BELOW THIS BOX
FOR THE VITAL RECORDS STAFF ONLY
TURN-AROUND TIME
Mail-in Requests:
Processing time will be 2-4 weeks. To ensure proper receipt of requested information, please include a self-addressed stamped envelope.
WORK ID
A photocopy of a work ID will be required from a Teacher, Principal, Assistant Principal or Secretary only.
This box is for internal use only
Certificate # - Year ______________________
FILE DATE _________________
The following procedure is recommended for obtaining birth records for new students:
1. One person in each school should be assigned the responsibility of registering and obtaining all birth dates of new students. Teacher aides and community agents could be used for follow-ups and home calls.
2. Some satisfactory proof of age should be presented when a child is being enrolled. In the event the parent is unable to produce an acceptable proof of age, the following steps should be taken:
a. A birth certificate request form (see sample) should be completed at the time of registration.
b. If the parent states s/he left the birth record at home, enroll the student and notify the parent that s/he must produce the birth record within a few days or the school will send for a new one.
3. If the parent states there is no birth record, the following procedure is suggested:
a. If the child was born in Detroit, complete the sample form above and send it to the Department of Vital Statistics.
b. All other birth record requests are to be sent to the states as shown on the enclosed list.
4. Ask your Attendance Agent for assistance and advice. A sworn affidavit and other proof of birth and identity (i.e., baptismal certificate, passport, etc.) are acceptable if:
a. All efforts to obtain a birth certificate have been exhausted, and
b. The parent signs a statement that a birth record is unobtainable.
The following suggestions have proven to be useful:
1. Many parents promise to obtain birth records immediately, but do not. Some pressure should be applied on those parents who have birth records but fail to bring them in.
2. Whenever you enroll a student, be sure you see a birth certificate (record the number on the 80 series jacket) or complete the sample form to request a birth certificate.
3. Be certain you have the child's correct name at birth and the proper name of both parents at the time of birth.
Experience has shown that schools that exert a reasonable amount of pressure and make a good effort to follow up do succeed in securing the birth records. Historically, about 90% of the cases referred to the Attendance Department show that the parents had birth records at home when the Attendance Agent called. In other situations the parent had no idea where or how to send for the birth record and the cost involved. This is due to lack of communication or improper procedures used by some schools in enrolling new students.
BIRTH CERTIFICATES
Write to: Bureau of Vital Statistics, State Department of Health (Costs may vary from $1.00 to $5.00)
STATE ADDRESS ZIP
Alabama Montgomery AL 36130
Alaska Pouch H-02G, Juneau AK 99811
Arizona P.O. Box 33876, Phoenix AZ 85030
Arkansas 4815 West Markham, Little Rock AR 72201
California 410 N Street, Sacramento CA 95814
Canal Zone APO Miami 34011
Colorado 4210 East 11th Avenue, Denver CO 80220
Connecticut 150 Washington Street, Hartford CT 06106
Delaware Jesse S. Cooper Building, Dover DE 19901
District of Columbia 425 "I" Street N.W., Room 3009, Washington D.C. 20001
Florida P.O. Box 210, Jacksonville FL 32231
Georgia 47 Trinity Avenue S.W., Atlanta GA 30334
Guam P.O. Box 2816, Atana GU, M.I. 96910
Hawaii P.O. Box 3378, Honolulu HI 96801
Idaho State House, Boise ID 83720
Illinois 535 West Jefferson St., Springfield IL 62761
Indiana 1330 W. Michigan, P.O. Box 1964, Indianapolis IN 46206-1964
Iowa Lucas St. Office Building, Des Moines IA 50319
Kansas Forbes Field Building, Topeka KA 66620
Kentucky 275 East Main, Frankfort KY 40621
Louisiana P.O. Box 60630, New Orleans LA 70160
Maine State House, Augusta ME 04333
Maryland P.O. Box 13146, 201 W. Preston, Baltimore MD 21203
Massachusetts 150 Tremont St., Room B-3, Boston MA 02111
Michigan 3500 N. Logan St., Lansing MI 48909
Minnesota P.O. Box 9441, Minneapolis MN 55440
Mississippi P.O. Box 1700, Jackson MS 39215-1700
Missouri P.O. Box 570, Jefferson City MO 65102
Montana State Dept. of Health & Environmental Sciences, Helena MT 59620
Nebraska P.O. Box 95007, Lincoln NE 68509
Nevada Capitol Complex, Carson City NV 89701
New Hampshire Health & Welfare Bldg., Hazen Drive, Concord NH 03301
New Jersey State Department of Education, Trenton NJ 08625
New Mexico P.O. Box 968, Santa Fe NM 87504-0968
New York Tower Building, Albany NY 12237
New York City 125 Worth St., New York NY 10013
BIRTH CERTIFICATES (CONTINUED)
STATE ADDRESS ZIP
North Carolina P.O. Box 2091, Raleigh NC 27602
North Dakota Office of Statistical Services, Bismarck ND 58505
Ohio 65 South Front St., Columbus OH 43215
Oklahoma P.O. Box 53551, Oklahoma City OK 73152
Oregon P.O. Box 115, Portland OR 97207
Pennsylvania P.O. Box 1528, New Castle PA 16103
Puerto Rico Department of Health, San Juan PR 00908
Rhode Island 75 Davis St., Providence RI 02908
South Carolina 2600 Bull St., Columbia SC 29201
South Dakota Joe Foss Office Building, Pierre SD 57501
Tennessee Cordell Hull Building, Nashville TN 37219-2505
Texas 1100 West 49th St., Austin TX 78756
Trust Territory of the Commonwealth Governments, Saipan CM 96950
Pacific Islands
Utah P.O. Box 2500, Salt Lake City UT 84110