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Miami-Dade County Public Schools
Federal and State Compliance Office
Opening of School Workshop 2013-2014
Registrars & Attendance Clerks
Federal and State
Compliance Office
Ms. Charlene Burks, Administrative Director
Ms. Teresita Ceballos, Coordinator
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INFORMATION IMPACTING
2013-2014
REGISTRATION
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Verification of Birth Certificate FM 6982
Birth Certificates issued after January 2013 have identity theft precautions in place.
These birth certificates will not duplicate.
Copy all information from the birth certificate to FM 6982, sign and place in the cum.
Ensure that the form has all appropriate signatures.
ONLY WHEN DOCUMENT DOES NOT COPY!!!!!!!!
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Verification of Birth Certificate FM 6982
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Procedures for enrolling students from different FL counties
Schools must enter the Florida Student ID (Alias) from the county of initial enrollment in the New Student without ID screen. If you do not input the Florida Student ID (Alias), then you will not be able to proceed.
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Procedures for enrolling students from different Florida counties
Students must have only one Florida Alias Number as their ID in any Florida school.
FTE $$$ will be brought to zero for any public school students with multiple ID’s throughout the State of Florida. This includes Florida Virtual School.
Do NOT falsify information! DOE is monitoring!
FL Alias may be verified for 9th -12th through the FASTER system.
All other grades need to verify through the Federal & State Compliance Office via HEAT.
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Required Florida Alias Number (PF20)
Florida Alias Number Notice of Withdrawal/Transfer (PF 15)
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Florida Alias Number Notice of Withdrawal/Transfer (PF 15)
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123456
123456
Sample, Test 591xx12xx1
New Foreign Records HEAT FM 6957
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Finding Prior HEAT Tickets
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You can view your
own history in Heat
Self Service by
clicking on ISSUE
TICKETS tab after
logging on and
letting the history
load.
Opportunity Scholarship (OSP) Choice Transfer
OSP Rules: School grade of F or 3 consecutive D’s.
11 schools will be participating in the 2013-2014 OSP transfer process from Aug. 2- 9, 2013.
Schools of Choice will contact all schools and principals involved through a briefing.
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Online Home Language Survey
FM 5196 now available online to schools showing
“ Date Entered U.S. School”
Do not use old multi-part forms. Stores & Distribution will no longer carry the old forms.
FM 5196 must be completed by parent, keep the original in student cum., make a copy for the parent and forward a copy to the ESOL chair for ELL testing/placement.
Mandated lock out field for ALL new students in ISIS on PF 19 if date is not entered in “ Date Entered U.S. School” .
See Briefing ID # 14170
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Home Language Survey FM 5196
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John M. McKay SPED Centers
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TWO Registration Procedures Workshop
Face to face interactive workshop in October, 2013. Email your questions and concerns before the workshop to Terry Ceballos at: [email protected]
Initial Entry Registration workshop with guest speakers will be in January, 2014.
You must attend and sign up for both workshops!!!!!! Watch for the Weekly Briefings !!!!!
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Foreign Student and Military Guardianship
Send foreign student and military guardianship
paperwork to Terry Ceballos at the Foreign
Records/ Student Visa department:
Response will be emailed back to you.
Do NOT send guardianship paperwork for students from foreign countries to the Miami-Dade court house.
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Guardianship for Students Residing in the U.S.
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Guardianship, Family Court , DCF
Miami-Dade County
Lawson E. Thomas Courthouse Center
175 NW 1st Ave , Suite 2441 Miami, FL 33128 (305) 349-7800
Non-Graduate Withdrawal Codes
Effective 2012-2013 – The Florida Department of Education will count students as a non-graduate if withdrawn, and not re-enrolled with the following codes:
W01: Promoted/Retained in Same School
W02: Another Public School Within County
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Verification of Residence
Verification required includes two (2) of the
following items:
A. broker's or attorney's statement of parents' purchase of residence, or properly executed lease agreement;
B. current Homestead Exemption card;
C. electric deposit payment receipt or electric bill, bottom portion, showing name and service address.
Miami-Dade County Public Schools Statement of Bonafide Residence (FM 7444)
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Verification of Residence
All students must be enrolled.
Do not turn away students.
If documentation is not available, place “P”
pending flag on the student demographic
screen (PF3) and allow 40 days for
submission of adequate proof.
All parents must sign FM 7544 – Miami-Dade County Public Schools Statement of Bonafide Residence document as part of the registration requirements.
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Student Pending Address Verification
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Control-D : Product No. T0501P03-01
Verification of Residence
Parents may not present a notarized letter for verification of address.
Address Verification Agreement (FM 4686)
If required documents are not available, school staff may conduct a home visit to verify address.
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Graduation Some students were programmatically withdrawn
with a graduation code W06 based on achieving a minimum of 24 credits.
Students did have the number of credits, but not the required credits for graduation.
Review student history report to verify that required credits were met at the end of school year and summer.
Scan and attach to HEAT Ticket the revised Graduation Code Override Form (FM 6948) and submit to the Federal and State Compliance Office for update.
Ensure form has all appropriate signatures.
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Revised Graduation Code Override Form 6948
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All Graduation Codes
Please review:
GPA
Required Credits earned must be the
same on the GPA screen and Student
History by Subject Area
Community Hours and Service Date
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WFT Graduation Code FM 7012
All requests to graduate students with the code WFT (graduated from school with a standard diploma and satisfied the graduation test requirement through an alternate assessment) must be sent via HEAT to the Federal and State Compliance Office.
Refer to Briefing #12112
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STUDENT ATTENDANCE
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Student Attendance
Daily Attendance is mandatory and corrections must be done in ISIS and Gradebook in a timely manner!
Changes affecting FTE funding must be requested by sending Attendance Corrections forms (FM-5556 Rev. 12-07) signed by the school principal to the Federal and State Compliance office via HEAT.
Send forms attached to a Heat Ticket (Self Service at http://selfservice.dadeschools.net) under “Ask ITS a question”.
If corrections are needed, scan and attach to the HEAT Ticket the Attendance Correction Form (FM 5556).
If more than 2 pages of corrections are needed, school site staff must make an appointment to come and make corrections in person. E-mailto either Maggie Andrade ([email protected] ) or Ana Leon ([email protected]) to make the appointment.
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Attendance Defined
School Attendance - Students are to be counted in attendance only if they are actually present for at least two (2) hours of the day or engaged in a school-approved educational activity which constitutes a part of the instructional program for the student.
Class Attendance - Students are to be counted in attendance if they are physically present in class for at least half of the class period, have been excused by the teacher on a class-related assignment, or have been requested by a member of the school support staff for an approved school activity.
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Student Attendance
The attendance upload should be processed at the following times:
Elementary Schools: 10:00 a.m.
K-8 Centers: 11:00 a.m.
Middle Schools: 11:00 a.m.
Senior High Schools: 12:00 p.m.
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Student Attendance
Student Attendance Reporting Procedures Grades PK-12 Handbook 2012-2013 is available at Federal and State Compliance Office webpage and e-handbooks:
http://attendanceservices.dadeschools.net/attendance.asp
http://ehandbooks.dadeschools.net/policies/89.pdf
Access to the new Pinnacle Web Application (Electronic Gradebook):
http://gradebooksupport.dadeschools.net/pdf/Attendance/AttMgr_Ref_Guide-08_11_10.pd
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Who To Contact For Assistance
Data Input Team
Ms. Teresita ( Terry) Ceballos, Coordinator [email protected]
Ms. Celestine Johnson , Student Info Specialist II
Ms. Tessie Mackey , FTE Support Specialist [email protected]
Ms. Clara O’Reilly , SR Student Info Specialist
Ms. Rosa Roman , SR Student Info Specialist [email protected]
Ms. Evelyn Torres, Student Info Specialist II
Foreign Records Team
Ms. Teresita ( Terry) Ceballos , Coordinator
Ms. Margarita Casero , International Student Pl. Advisor
Ms. Maria Elena Paradela, International Student Pl. Advisor
Mr. Michael Perez – International Student Pl. Advisor
FTE Support Team
Ms. Vanessa Woodard Byers, Executive Director [email protected]
Ms. Dulce Castro, FTE Support Specialist - Charter Schools
Ms. Cynthia Johnson , FTE Support Specialist
Ms. Tessie Mackey , FTE Support Specialist
Ms. Betsy Nadal-McCray, FTE Support Specialist
Ms. Margarita Triana, FTE Specialist - Charter Schools
Student Attendance/Truancy Team
Mr. Joseph Estrada, Coordinator
Ms. Idalia (Maggie) Andrade - Student Info Specialist II [email protected]
Ms. Ana Leon - SR Student Info Specialist [email protected]
Charlene Burks – Administrative Director
