JECC-R: Student Admission and School Choice - Regulation

Classification: 
J: Students
Code: 
JECC-R

REGULATION 

1.         DEFINITIONS

These definitions apply to the following terms used throughout this regulation:

Available Space
The physical capacity, resources, staffing, or educational programs available or planned for a school as defined by the district.
Catchment Area
A geographical area around a school that includes part or all of the school district.Catchment areas are established by the Board of Education.
Catchment School
 The school within whose catchment boundaries a student normally resides.
Catchment Student
 A person of school age who is resident in the catchment area of the school.
Continuing Catchment
 A catchment student who attended the school in the previous school year.
Continuing Non-Catchment
 A non-catchment student who attended the school in the previous school year.
Continuing Non-District
 A non-district student who attended the school in the previous school year.
Continuing Student
 A person of school age in attendance at the school during the previous school year.
Cross Boundary Applicant
 A school age student or child applying to attend a non-catchment school.
Cross Boundary Late Transfer Applicant
 A school age student or child applying to attend a non-catchment school after the cross boundary application deadline.
District Student
 A person of school age who is resident in the geographical area served by the district.
Enrollment
 When the school gives permission for the student to attend and enters them into the school’s register.
International Student/Out of Province Student
 A student who is not resident in BC and pays fees to attend a district school.
Late Catchment Applicant
 A newly arrived student or child applying to attend their catchment school after the second Friday in June.
New Kindergarten Catchment Cohort
 Catchment students entering Kindergarten for the first time.
Newly Arrived Student
 A catchment student who applies to attend a district school as the result of:
a) A change of primary residence of the parent/guardian whether moving into Vancouver from another school district, province, country, or moving within the area served by the district.
b) A first time Kindergarten student.
c) Entering the Vancouver School District from home schooling or an independent school.
 
Non-catchment Student
A person of school age who is resident in the school district and not resident in the catchment area of the school.
Non-district Student
 A person of school age who is resident in British Columbia but not resident in the school district.
 
Place of Residence
 Legal address of the dwelling in which the parent or guardian maintains his/her home and where the student ordinarily resides.  For the purpose of enrollment a student’s residency is determined as of the submission date of the application to enroll. 
 Placed Student
A student enrolled by the district at a non-catchment school due to insufficient available space.
Priority Registration Zone
 A Priority Registration Zone is a defined geographical area, within Vancouver, which is used to prioritize student enrollment for Early French Immersion programs. 
 
Registration
The completion and submission of an application for enrollment in a school.
Resident in BC
 A student is considered resident in BC if the student is ordinarily resident in BC; that is they have established a home where they customarily reside and maintain an ongoing physical presence.

2.         STUDENT REGISTRATION REQUIREMENTS

2.1       It is expected that the parent or guardian will personally attend when registering a student in the district.  The following original documents must be presented at the time of registration:

  • Proof of British Columbia residency
  • The original birth certificate of the child
  • Applicable Immigration/Citizenship/Permanent Resident Documentation
  • Immunization Records if available
  • Most recent report card if available

2.2       A person’s residency is the residency of the person as of the date of submission of the application for enrollment at the school for which the application was made.

2.3       The first date a student may register at their catchment school for the next school year is November 1st.

2.4       Registration does not guarantee enrollment at the school where the registration is submitted.

2.5       Prior to making a request to attend a non-catchment school, through the cross boundary or cross boundary late transfer application process, a student must first be registered at their English Catchment School.

3.         Student Admission, Cross Boundary and Cross Boundary Late Transfer Timeline

Student Admission, Cross Boundary and Cross Boundary Late Transfer Timeline

Date

Event/Process

November 1

Registration Process Opens

January 31

Deadline for Kindergarten Registration to be eligible for Kindergarten Choice Program Draw

 

January 31

Deadline for K-Registration to be eligible for Catchment Kindergarten Enrollment Draw if required

January 31

Deadline for district to designate a school as ‘full’ and therefore not accept cross boundary applications

First Monday in February

Cross boundary application process opens

Last Friday in February

Deadline for submission of cross boundary applications

 

First Monday in March

Cross boundary late transfer application process opens

By March 31

School district will communicate whether the cross boundary application has been accepted, denied, or wait-listed.

 

Priority application deadline for Grade One Choice programs.  Sibling priority does not apply after March 31.

Second Friday in June

Deadline for priority enrollment of newly arrived catchment students at their catchment school

Second Friday in June

Deadline for submission of late transfer applications

First Friday

After School Opening

Date by which student is removed from school register if they have not yet attended and the school has received no prior communication from the parent/guardian

September 30

Cross boundary and cross boundary late transfer application waitlists for current school year dissolved

 

4.         DETERMINATION OF AVAILABLE SPACE

4.1       Determination of available space at schools will include consideration of the following factors:

  • Operating capacity of the school as determined by the school district
  • Staff assigned to a school by the school district
  • Facilities available to operate specific educational programs
  • The ability of the school to provide appropriate educational programs for the applicant and other students
  • The needs of district programs located in the school

4.2       Schools will be organized to provide space for a new catchment cohort of sufficient size to allow the sustainable operation of the school in future years.  The size of the new catchment cohort will be established by the Superintendent of Schools or designate.

4.3       Schools at, or approaching, capacity may be designated as ‘full’ by the district.  Management of enrollment at schools designated full will be overseen by the district.  The acceptance of any new cross boundary and/or late transfer applicants will be severely restricted and possibly prohibited altogether at these school sites.

5.         ENROLLMENT PRIORITIES

Applications for enrollment will be considered in the following order subject to the rules set out below:

First Priority:                          Group 1 Students

Second Priority:                     Group 2 Students

Third Priority                         Group 3 Students

Group 1 Students – Enrollment Priorities for Continuing Students, Placed Students Returning to Catchment School, and Newly Arrived Students

The district endeavors to ensure that there is sufficient available space at each school to accommodate continuing students and a new catchment cohort of sufficient size, as determined by the school district, to ensure sustainable school organization.

When there is sufficient available space all of the following categories of students will be enrolled for the next school year:

  • Continuing Students
  • New Catchment Applicants for Enrollment
  • Students Placed at a non-catchment school in the previous school year returning to their catchment school

The order of priority for enrollment of group 1 students is as follows subject to the rules set out following the priority list below.

  1. Continuing Catchment
  2. Continuing Non-Catchment
  3. Newly Arrived and Placed Students
  4. Continuing Non-District

Rules Respecting Enrollment and Placement of Students:

5.1       Newly Arrived Kindergarten Students Registered by January 31st

Siblings of continuing catchment students who register at their English catchment school by January 31st are the top enrollment priority, and will be offered enrollment ahead of catchment applicants without siblings.

When there is insufficient available space for all Newly Arrived Kindergarten Students who register at their English Catchment School by January 31st a priority draw process will be used to determine the order in which available enrollment spaces are offered.

Once all siblings have been accommodated remaining available enrollment spaces will be offered in the order determined by the priority draw process.

The district will establish and communicate the date of school draws.

An ordered waitlist of Catchment Applicants for Enrollment who cannot be accommodated at their catchment school will be maintained.

5.2       Newly Arrived Kindergarten Students Registered after January 31st and by the second Friday in June

All applications for enrollment from Newly Arrived Kindergarten Students received after January 31st will be added to the school waitlist according the date and time when they are received.

5.3       Newly Arrived Grade 1-12 Students Registered beginning Nov 1st.

All applications for enrollment from Newly Arrived Students (excluding Newly Arrived Kindergarten Students) received, beginning Nov 1st will be added to the school waitlist according to the date and time when they are received.

5.4       Continuing Students

All continuing catchment students will be automatically re-enrolled.

In situations where there is insufficient available space to accommodate a new catchment cohort of sufficient size as determined by the district, as well as all continuing non-catchment and all continuing non-district students, then the following priorities for re-enrollment will apply:

  1. Continuing Non-catchment students
  2. Continuing Non-district students

The school district will offer enrollment at another school to continuing non-catchment students who cannot be accommodated at their catchment school.

5.5       Placement of Waitlisted Catchment Students

            The district will place waitlisted catchment students at another school.

5.6       Continuing Status of Placed Students  

Students who accept a placement for the current school year or the next school year at a school designated as ‘full’ by the district do not have immediate continuing status at that non-catchment school.

If students accept a placement at a non-catchment school that has been designated as ‘full’ by the district, and remain at that school due to the insufficient available space at their catchment school, then continuing status is deferred until the beginning of the school year following the year in which the student first attends the non-catchment school.

Students who do not wish to be placed at a school designated as ‘full’ will be offered an alternate placement at a school that is not designated ‘full’ and will have immediate continuing status at that school.

5.7       Continuing Status of Placed Kindergarten Students

Kindergarten students registered prior to the second Friday in June, at their catchment school, who are placed at a non-catchment school, will have continuing status at the school where they have been placed from the date of enrolment onward, but may, at their option, and if available space exists move to their catchment school in the current or subsequent school year.

5.8       Move to Catchment School

When appropriate space in a school becomes available, placed students on catchment school waitlists will be offered enrollment in their catchment school.

Students with deferred continuing status who are offered enrollment at their catchment school will be required to move to their catchment school. Decisions regarding timing of the students move to their catchment school will be made in consultation with the school principal.

Students with continuing status at a non-catchment school who decline a placement at their catchment school will be removed from the catchment school waitlist.

5.9       Late Catchment Applications for Enrollment

Newly arrived students who wish to enroll after the second Friday in June are considered Late Catchment Applicants for Enrollment.

When sufficient space is available at the catchment school newly arrived students will be offered enrollment at their catchment school.

The district will place newly arrived students who cannot be accommodated at their catchment school at another school with sufficient space.

Newly arrived students cannot displace students already enrolled at the catchment school.

Late catchment applications for enrollment from newly arrived students will be time and date stamped.  Students who are unable to be enrolled at their catchment school at time of application will be placed on the school waitlist, and offered enrollment at their catchment school when appropriate space in the school becomes available.

Rules Respecting Completion or Withdrawal from a District Program

5.10    Non-Continuing Status for District Program Students

When a non-catchment student withdraws from or completes a district program at the school they are currently attending they do not have continuing status in the regular program.  If they wish to continue at this non-catchment school for the next school year then they must apply to enroll through the cross boundary and/or cross boundary late transfer application process.

If the student withdraws from a district program within the school year, the principal will determine whether the student will remain at their current non-catchment school, move to their catchment school, or be placed in another school for the remainder of the school year, taking into account available space at the respective schools, consultation with the parent and any other relevant considerations.

6.         CROSS BOUNDARY APPLICATION AND ENROLLMENT PROCESS - Group 2 Students

This section applies to students who are applying through the cross boundary application process to enroll in a non-catchment school. 

Applications for cross boundary enrolment must be submitted by the last Friday in February.

Applications submitted after the last Friday in February will not be considered.

Eligibility to enroll depends on the availability of space and facilities at the requested school.

District students making a cross boundary application must first be registered at their catchment school to be considered for cross boundary enrollment.

Group 2 Students – Enrollment Priorities for Cross Boundary Applicants

The priorities for enrollment of cross boundary applicants are set out in the table below, subject to the rules that follow the table.

 

 

Student Category

 

Student Description

2.1

Sibling of a Continuing Non-Catchment Student

 

The sibling of a continuing non-catchment student who will be attending the school concurrently.

2.2

Non-Catchment Student  - Daycare

A student of school age who is resident in the school district, but not in the catchment, and who is enrolled in on-site daycare within the catchment or whose child-care needs are provided within the catchment (applies to K-7 only)

2.3

Non-Catchment Student

 

A student of school age who is resident in the school district and not resident in the catchment area of the school

 

2.4

Non-District Student

 

A BC resident who does not reside in the Vancouver school district.

Rules Respecting Enrollment Priorities for Cross Boundary Applicants:

6.1       Tie-Breaking

Where there is insufficient available space to accommodate all cross boundary applicants at the requested school, a draw process will be used to determine which applicants will be offered enrollment.

6.2       Sibling Priority

Sibling priority will apply only when a sibling currently attending will be attending concurrently with the applicant.

6.3       Non-district Students

Non-district students may apply directly to the requested school.

6.4       Independent Schools

Vancouver residents entering the district from an independent school must register at their catchment school prior to making a cross boundary application.

6.5       Non-Catchment Students Attending an Annex 

Non-catchment students attending an annex who wish to attend the affiliated main school must apply through the cross boundary application process.

6.6       Non-Catchment Students Attending Elementary Schools 

Elementary and middle school students must apply through the cross boundary application process to attend a non-catchment secondary school.

6.7       Offers of Cross Boundary Enrollment

Families will be informed of the status of their cross boundary application by March 31st of the current school year.

6.8       School Wait List

Each school will maintain an ordered wait list of cross boundary applicants not offered enrollment. This waitlist will be maintained until Sept 30 of the next school year.

When appropriate space in a school organization becomes available waitlisted students may be offered enrollment at the requested school. 

7.         CROSS BOUNDARY LATE TRANSFER APPLICATIONS – Group 3 Students

Requests for transfer to a non-catchment school received after the last Friday in February and by the second Friday in June are considered to be cross boundary late transfer applications.

District students making a cross boundary late transfer application must first be registered at their catchment school to be considered in the cross boundary late transfer process.

Group 3 Students – Enrollment Priorities for Cross Boundary Late Transfer Applicants

The priorities for enrollment of Cross Boundary Applicants are set out in the table below, subject to the rules that follow the table.

 

Student Category

Student Description

3.1

Sibling of a Continuing Non-Catchment Student

 

The sibling of a continuing non-catchment student who will be attending the school concurrently

3.2

Non-Catchment Student  -Daycare

A student of school age who is resident in the school district and who is enrolled in on-site daycare or whose child-care needs are provided within the catchment (applies to K-7 only)

3.3

Non-Catchment Student

 

A student of school age who is resident in the school district and not resident in the catchment area of the school

3.4

Non-District Student

A BC resident who does not reside in Vancouver

7.1       Cross Boundary Late Transfer Application Process

Group 1 and 2 students have enrollment priority over students making cross boundary late transfer applications.

7.2       School Wait-List

Cross boundary late transfer applications will be date and time stamped when received by the requested school. Each school will maintain an ordered wait list of cross boundary late transfer applicants until Sept 30 of the next school year.

When appropriate space in a school becomes available waitlisted students may be offered enrollment at the requested school.

8.         TRANSPORTATION OF PLACED STUDENTS

No provision for transportation of placed students will be made by the school if the distance from the student’s home to the school of attendance is within the walk limits established by the district (4.0 km for K-3 students and 4.8 km for grade 4-12 students).  If a student is placed in a school outside the walk limits established by the district they are eligible for student transportation services provided by the district subject to the rules set out in policy EEA: Student Transportation Services.

9.         SCHOOL PROGRAMS

An application to enroll in a specific/unique educational program at the school may only be made after the student has been offered enrollment at the school through the cross boundary application process or cross boundary late transfer application process.

10.       INTERNATIONAL STUDENTS

International fee paying students and exchange students will be eligible to enroll and register in district schools in accordance with procedures outlined policy JECBA: Admission of Exchange (and Foreign) Students.

11.       APPLICATION AND ADMISSION TO KINDERGARTEN CHOICE PROGRAMS

All Kindergarten Choice programs are district programs. 

Rules respecting the application and admission process for Kindergarten Choice programs are set out below.

Application to enroll in a Kindergarten Choice program must be made online.

The application process timeline will be published before the application process opens.

Applications will not be accepted after the application deadline has passed.

Catchment for Kindergarten Choice Programs

The catchment, for all Kindergarten Choice programs, is the area served by the Vancouver Board of Education.

Kindergarten Application to Early French Immersion

Priority Registration Zones - Early French Immersion

The district has established a priority registration system for enrollment in Early French Immersion based on geographical zones within the catchment. 

Each Early French Immersion program has a Priority Registration Zone that is a defined area within the catchment.

The enrollment priorities for Early French Immersion Kindergarten are set out in Table 11.1.

11.1                Enrollment Priorities for Early French Immersion Kindergarten

Choice Programs (Table)

Enrolment Priority

Student Category

Student Description

1

Sibling of a continuing program student who resides in catchment

The sibling of a continuing program student in the school who is currently attending the same program and will be attending the same program concurrently.

2

Student who resides within the priority registration zone

Student resides within the Early French Immersion Priority Registration Zone. 

3

Student who resides within the catchment but outside of the priority registration zone

Student is resident in catchment but not in the French Immersion Priority Registration Zone.

4

Student who lives outside of the catchment

 

Student is a BC resident who does not reside in the Vancouver school district.

 

11.2    Tie Breaking

When there is insufficient space to accommodate all Kindergarten applicants for French Immersion at the requested school a draw process will be used to determine which applicants will be offered enrollment following the same order of priority as set out in table 11.1.

11.3    Offers of Program Placement

Families will normally be informed of the status of their application by the end of February.

11.4    Early French Immersion Program Waitlist

An ordered waitlist of Kindergarten applicants will be maintained for each Early French Immersion program until June 30th of the school year for which the application was submitted.

Kindergarten Application to District Choice Programs (other than Early French Immersion)

The enrollment priorities for Kindergarten Choice programs (excluding Early French Immersion) are set out in Table 11.5.

Table 11.5     Enrollment Priorities for Kindergarten Choice Programs (excluding French Immersion) (Table)

Enrolment Priority

Student Category

Student Description

1

Sibling of a continuing program student who resides in catchment

The sibling of a continuing program student in the school who is currently attending the same program and will be attending the same program concurrently.

2

Student who resides within the catchment

 

Student is resident in the school district.

3

Non Catchment Student.

 

Student is a BC resident who does not reside in the Vancouver school district.

11.6    Tie Breaking

When there is insufficient space to accommodate all Kindergarten applicants for the Kindergarten Choice program at the requested school, a draw process will be used to determine which applicants will be offered enrollment following the same order of priority as set out in table 11.5.

11.7    Offers of Program Placement

Families will normally be informed of the status of their choice program application by the end of February.

11.8    Kindergarten Choice Program Waitlists

An ordered waitlist of Kindergarten applicants for choice programs will be maintained until June 30th of the school year for which the application was submitted.

Admission to Choice Programs – Grade One

Applicants wishing to be considered for grade one entry are required to submit an application directly to the school/program which they wish to enroll. 

Applications for grade one placement received between November 1st and March 31st of the school year proceeding grade one entry will be considered as per the placement priorities outlined in Table 11.1 (Early French Immersion) and Table 11.2 (All other Choice programs). 

Applications received after March 31 will be added to the waitlist by date and time of application.

The grade one waitlist for Early French Immersion programs expire on September 30th of the school year for which the application was submitted.

Cross References: 
IGBHA: District Programs and subcodes EEA: Student Transportation Services JECBA: Admission of Exchange (and Foreign) Students
Adopted Date: 
Monday March 03, 2003
Revision Date: 
Oct 2014