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Voluntary Prekindergarten (VPK) Program Registration Procedures/Guidelines

FEE-SUPPORTED CLASSROOMS IN NON-TITLE I SCHOOLS 2014 – 2015

Continuation of the state-funded Voluntary Prekindergarten (VPK) Program will begin on August 18, 2014 with the opening of schools. VPK funding will continue to provide a 3- hour program (8:20 a.m. – 11:20 a.m.). The Enrichment Program portion of the day (11:20 a.m. – 1:50 p.m.) will be funded with fees paid by parents.

The following guidelines and registration procedures are provided to schools to assist with the 2014 – 2015 VPK registration process.

VPK Registration Process

Important Dates: • Before February 28, 2014 Advertise VPK Lottery process to parents. Deadline for

parents to submit initial school entry registration documents to enter child in VPK Lottery.

• February 28, 2014 Schools hold public VPK Lottery and distribute Certificate of Eligibility (COE) information to parents www.vpkhelp.org. See attached list of Early Learning Coalition Eligibility Service Centers. The COE is not needed for participation in the lottery. Create a waiting list.

• February 28-March 4, 2014 Schools send written notification to parents of selected and unselected children.

• March 20, 2014 Last day for parents of selected children to submit signed original Certificate of Eligibility.

• By March 21, 2014 Schools submit Final Roster, Waiting List and copies of the COEs to Office of Early Childhood Programs.

Requirements for Student Eligibility and Initial School Entry

• Attain age 4 on or before September 1, 2014 • Reside in school attendance boundaries • Parents must provide initial school entry registration documents as indicated in

the Initial Entry Registration Procedures Manual http://ehandbooks.dadeschools.net/policies/44.pdf found on the website of the M-DCPS Federal and State Compliance Office http://attendanceservices.dadeschools.net/index.asp.

• Student Data Card (FM-2733) • Completed Home Language Survey (FM-5196) • Disclosure at Time of Registration (FM-5740) • Completed free/reduced price meal application. (Students with a denied

school lunch status are eligible to participate in the VPK Program).

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VPK Student Selection Process in Public Schools

The class size is 19 regular education students and one Special Education (SPED) student. When a school has more eligible applicants for the 19 regular education slots available, the school must make their selections utilizing a lottery system. Numbers are pulled until the maximum class size is reached (Final Roster). Continue drawing and recording numbers for the waiting list only after the number 19 is drawn.

If the applicant family has twins or triplets, the drawing of one name entitles all children to be eligible for enrollment. The exception would be if the number drawn is number 19, or the last one. In this case, only one of the twins or triplets will be allowed to enroll. Provide parents a written statement regarding the selection process of the twins, triplets, and other multiple configurations.

No priority is given to families with older children already enrolled at the school. The Miami-Dade County Public Schools’ (M-DCPS) Out-of-Area Transfer Procedures do not apply to VPK Program students.

Lottery Procedures

• The VPK Lottery will take place at 9:00 a.m. on Friday, February 28, 2014 at a

designated area (media center, school cafeteria, etc.) in those schools offering VPK classes.

• ONLY STUDENTS WHO HAVE ALL THE REQUIRED DOCUMENTS FOR INITIAL SCHOOL ENTRY WILL BE CONSIDERED.

• All children, with the exception of the SPED children, must reside within the school attendance boundaries.

• Parents are instructed to obtain the Certificate of Eligibility (COE) online at www.vpkhelp.org. See the attached list of Early Learning Coalition Eligibility Service Centers for parents who are unable to access the internet.

• The COE is not needed to participate in the school’s VPK lottery selection process.

• Once the child’s name is drawn, the parent submits the signed original COE to the school by Thursday, March 20, 2014. Failure to bring the COE by the deadline forfeits the lottery selection.

• If the child’s name is not drawn in the lottery, parents can choose to place their child’s name on a waiting list at the school or choose a private VPK provider. Parents may also choose to send their child to a Role Model Program in Miami- Dade County Public Schools.

• All parents must be notified in writing of their child’s enrollment status by Tuesday, March 4, 2014.

Documents to be Placed in Each Student’s File Folder After Lottery Selection

• Signed Financial Responsibility Form (Included in the 2014-2015 Fiscal Documents)

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• Signed Prekindergarten Screening Consent (FM-5490) • Copy of original, signed COE

VPK Certificate of Eligibility (COE)

• Sections II, III and IV (including the parent’s signature) must be completed on each original COE. The signature of the school principal is required in Section III. The date the child will begin attendance at the school must be included to complete the COE information.

• To establish the child’s confirmation number, write the M-DCPS Federal Identification Number (FEIN) 59-60000572, followed by the school location number. For example, Florida City Elementary School, Location Number 2001, would be entered as 59-6000572-2001.

• File a copy of the COE in a folder designated for VPK students. Do not file in the child’s cumulative folder.

• Return the original COE to the parent. • Mail a copy of the COE to the Office of Early Childhood Programs, Attention:

Greysel Marquez, Senior Secretary, Mail Code 9613.

Final Roster for Selected Students

• A final roster is completed for children selected in the lottery. • Submit the final roster of all students to the Office of Early Childhood Programs,

Attention: Greysel Marquez, Senior Secretary, Mail Code 9613 by Friday, March 21, 2014.

Waiting List

Once the enrollment capacity is reached at a VPK site, a waiting list of all other eligible children must also be established and ranked according to the results of the lottery. Parents of children on the waiting list will be contacted throughout the school year, once a space becomes available due to student withdrawals. The waiting list must be used to maintain an enrollment of 19 regular education students. Solicitation of children from neighboring schools offering the same program model may become necessary if enrollment has fallen below the class size maximum of 20 and the school’s waiting list has been depleted. To maintain full enrollment at all times, contact the Office of Early Childhood Programs for assistance if additional students are needed. By Friday, March 21, 2014, the Final Roster, Waiting List and the COEs are due to the Office of Early Childhood Programs. These documents may be mailed, faxed, scanned and electronically mailed or delivered in person. Mail Code: 9613 Address: School Board Administration Building (SBAB) Annex

1501 N.E. 2nd

Avenue, Suite 234 Miami, FL 33132

Telephone: 305-995-7631 Fax: 305-995-7650, Attention: Greysel Marquez, Senior Secretary E-mail: gmarquez@dadeschools.net

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VPK Registration throughout the Year As children enroll throughout the year, fax the school’s copy of the VPK Certificate of Eligibility (COE) to the Office of Early Childhood Programs, Attention: Greysel Marquez, Senior Secretary, at 305-995-7650. When a student transfers from another school, a new COE and transfer form must be provided by the parent to the school. If a parent does not have the COE, direct them to go online at www.vpkhelp.org to obtain a new COE prior to enrollment. Prekindergarten Enrichment Program Funding from VPK covers the cost of the first three hours of the prekindergarten day (morning). The VPK Program hours are from 8:20 a.m. – 11:20 a.m. The Prekindergarten Enrichment Program portion cost is covered by the fees collected from the parents, which is crucial to the maintenance of a full-day program. The Prekindergarten Enrichment Program hours are from 11:20 a.m. – 1:50 p.m. Schools must make every effort to maintain full enrollment for the VPK Program including the enrichment component and consistently collect all fees to ensure that no funding shortfalls impact program implementation. Full enrollment consists of 19 regular education students and one (1) Special Education student, not to exceed 20 students. Budget shortfalls in this area will have a detrimental impact on program implementation. The Community Education Fee-Supported Prekindergarten Enrichment Program fee for the 2014-2015 school year is $12.00 per day/$60.00 per week. The Bi-weekly Payment Schedule is included in the 2014-2015 Fiscal Documents. The procedures for the Community Education Fee-Supported Prekindergarten Enrichment Program remain the same as in previous years. Parents are to be reminded that failure to make payments prior to the first day of the bi-weekly service period requires that the student be withdrawn from the Enrichment Program (afternoon session). A sample letter is included in the 2014-2015 Fiscal Documents to be used to communicate fee collection information to the parents. Parents of prekindergarten students must pay separate fees for food services based on the student’s free/reduced lunch status. Parents must pay separate fees as determined by the service providers for before-school and after-school care programs. If the student remains for the Enrichment Program (11:20 a.m. – 1:50 p.m.), parents must complete the 2014 – 2015 Registration Form: Before and After School Programs – Summer Camp - Pre-K (FM-3170) included in the 2014-2015 Fiscal Documents.

• Parents of children selected into the program on February 28, 2014, must make

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initial payment between July 1, 2014 and August 15, 2014. Parents who do not meet this payment deadline must be notified in writing that their child may not participate in the enrichment program until payment has been made.

• DO NOT COLLECT FEES PRIOR TO THE FIRST DAY OF THE NEW FISCAL YEAR, JULY 1, 2014.

• Parents of children accepted after February 28, 2014 and until the first day of

school due to an open slot, must make initial payment between July 1, 2014 and August 15, 2014.

• Parents of children accepted in to the program who have failed to make the initial payment by August 15, 2014, must be notified in writing that their child may not participate in the enrichment program until payment has been made.

• Parents of children enrolled after the start of the school year, must pay fees

using a prorated bi-weekly service period based on the enrollment date, after which the regular Bi-weekly Payment Schedule begins.

• Use the Community Education Pre-K Cash Transmittal Report (FM-4935)

included in the 2014-2015 Fiscal Documents to report and submit the collection of parent fees on a monthly basis. Submit copies by the tenth of the month following collections to the Office of Early Childhood Programs, Attention: Greysel Marquez, Senior Secretary, Mail Code 9613.

Prekindergarten Enrichment Program Manual Attendance Procedures (11:20 a.m. – 1:50 p.m.) Teachers are required to record attendance of those students that remain for the Prekindergarten Enrichment Program on the Community Education Fee-Supported Prekindergarten Enrichment Program Student Attendance Roster (FM-5711) included in the 2014-2015 Fiscal Documents. The original form must be filed on a monthly basis and kept for six years at the school for auditing purposes. The roster must be reviewed and signed by the classroom teacher, the person responsible for fee collections, and the school principal prior to submitting it to the Office of Early Childhood Programs, Mail Code 9613 or by fax, at 305-995-7650. The form is due by the tenth of the month following services. Unsigned forms will be returned for completion.

VPK Enrollment Procedures for Community Education Fee-Supported Students When registering the students into ISIS, the Community Education Fee-Supported students who attend the all day program (VPK plus Enrichment) must be given code “X” along with the teacher’s employee number and the course number 5100560. If the child only attends the VPK portion of the day, a “V” is used with the course number 5100580. After selecting a prekindergarten course code for a VPK student, the registrar must enter the Certificate of Eligibility (COE) number to continue the registration process. All students’ status is “0” which indicates that they are not counted for Full-Time Equivalent (FTE) purposes.

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VPK Attendance Procedures (8:20 a.m. – 11:20 a.m.) Student attendance is reported daily utilizing the District’s Electronic Gradebook System. VPK Programs must follow School Board Policy 5200 – Attendance as with all K-12 students. To comply with the uniform attendance policy for funding the VPK program, Information Technology Services (ITS) submits electronic attendance records to the Early Learning Coalition of Miami-Dade/Monroe on a monthly basis. Complete a VPK Child Attendance and Parental Choice Certificate (Form OEL-VPK 03L, February 14, 2007) for each student, attach the monthly electronic attendance record then secure the parent’s or guardian’s signature at the end of each month. Retain the documents on file for six years in the school’s office for audit purposes but not in the student’s cumulative folder. Staff from the Early Learning Coalition of Miami-Dade/Monroe will conduct unannounced visits to randomly selected elementary schools to monitor the district’s compliance with the VPK Florida Statute. Role Model Program in Prekindergarten Special Education (SPED) Classroom for Children with Disabilities The Role Model Program was created in order to provide opportunities for prekindergarten children with disabilities to interact with non-disabled peers. These children attend the full-day prekindergarten sessions at no cost to the parent; they participate in all classroom activities, field trips, and parent education meetings. Children in the Role Model Program must be four years of age on or before September 1, 2014 to participate in the full-day VPK Program and the role model child must be screened and selected by the Pre-K SPED teacher. The four-year-old children must have a COE to participate. There are no income or attendance boundary requirements for role models; however, parents must provide transportation. Employees’ children who meet the role model criteria should be considered by each location. Please review the forthcoming annual weekly briefing to be sent from Prekindergarten Program for Children with Disabilities for the requirements and procedures for screening and selection in the Role Model Program. Contact Information For information about the Role Model Program, contact Ms. Dolores Mendoza, Executive Director, Prekindergarten Program for Children with Disabilities, at 305-271-5701 or at dmendoza@dadeschools.net. For information about the Voluntary Prekindergarten (VPK) Program, contact Dr. Marisel Elías-Miranda, Administrative Director, Office of Early Childhood Programs, at 305-995-7632 or at melias@dadeschools.net or Ms. Kim Roy, Instructional Support Specialist, Office of Early Childhood Programs, at 305-995-1588 or at kroy@dadeschools.net.

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2014-2015 VPK REGISTRATION TIMELINE FOR FEE-SUPPORTED CLASSROOMS

IN NON-TITLE I SCHOOLS

SCHOOL ACTIVITY IMPLEMENTATION DEADLINES

ACTIVITY COMPLETED

Advertise the VPK lottery process to parents. Deadline for parents to submit initial school entry registration documents to schools.

Before February 28, 2014

Conduct public VPK Lottery at a designated room at school. The COE is not needed for participation in the lottery.

February 28, 2014

Distribute flyer with information on where to obtain a VPK Certificate of Eligibility (COE) for VPK Lottery - selected students. www.vpkhelp.org

February 28, 2014

Create a waiting list. February 28, 2014

Notify parents in writing using sample Lottery Notification Letter.

• Instruct parents to obtain and bring original COE by the deadline of March 20, 2014.

• Sign COE Section III, Number 25.

February 28 – March 4, 2014

Collect signed original COEs. Copy and return originals to parent.

February 28 – March 20, 2014

Notify parents in writing that slot is forfeited if completed COE is not submitted by March 20, 2014.

March 21, 2014

Send Final Roster and Waiting List to Office of Early Childhood Programs.

February 28 – March 21, 2014

Submit copies of COEs to Office of Early Childhood Programs.

February 28 – March 21, 2014

Initial Payment for Lottery Winners Between July 1, 2014 and August 15, 2104

Initial Payment if enrolled after beginning of school year.

On or before enrollment date

FINAL ROSTER 2014 – 2015 FEE-SUPPORTED PREKINDERGARTEN PROGRAM

(Please CHECK OFF receipt of item in each column.)

Name Last First

Lottery #

Birth Certificate

Certificate of Eligibility #

Proof of Residence

Health Records

Screening Consent Form

Language Survey Card

Meal Application

Sample 1 076153-1475-258

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 (SPED) X

School Name: Location #: Prepared By:

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WAITING LIST 2014 – 2015 FEE-SUPPORTED PREKINDERGARTEN PROGRAM

(Please CHECK OFF receipt of item in each column.)

Name Last First

Lottery #

Birth Certificate

Proof of Residence

Health Records

Screening Consent Form

School Name: Location #: Prepared By:

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MIAMI-DADE COUNTY PUBLIC SCHOOLS Office of Early Childhood Programs

Voluntary Prekindergarten (VPK) Program

Sample Lottery Notification Acceptance Letter (School Letterhead)

Date: To the Parents of

We are pleased to inform you that your child has been selected through the lottery for the Voluntary Prekindergarten (VPK) Program for the 2014 – 2015 school year. We look forward to working with you to provide your child a high-quality prekindergarten experience. The application for the Certificate of Eligibility is available at www.vpkhelp.org or in person at an Early Learning Coalition Eligibility Service Center. In order to finalize the registration process, you must return the original Certificate of Eligibility (COE) with Section III signed to this school by Thursday, March 20, 2014, or you will forfeit your child’s slot. There will be no exceptions.

Your cooperation is greatly appreciated. Please address any questions to

(School contact person)

Sincerely,

School Principal School Name

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MIAMI-DADE COUNTY PUBLIC SCHOOLS Office of Early Childhood Programs

Voluntary Prekindergarten (VPK) Program

Sample Lottery Notification Non-Selection Letter (School Letterhead)

Date: To the Parents of

We regret to inform you that your child was not selected through the lottery for the VPK Program for the 2014 – 2015 school year at this school. However, we have placed your child’s name on the waiting list. We will contact you if openings occur. You may also obtain VPK services with a local private provider. Kindly check www.vpkhelp.org for your choice of a private VPK provider.

Your cooperation is greatly appreciated. Please address any questions to

(School contact person)

Sincerely,

School Principal School Name

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Miami-Dade County Public Schools Office of Early Childhood Programs

Fee-Supported Prekindergarten Enrichment Program

Fiscal Documents 2014 – 2015

MIAMI-DADE COUNTY PUBLIC SCHOOLS

Office of Early Childhood Programs

FEE-SUPPORTED PREKINDERGARTEN ENRICHMENT PROGRAM

AUDIT DOCUMENTS CHECKLIST

It is necessary to retain the following records for audit purposes. Consult the General Records Schedule and Disposition guide from Information Technology Services (ITS) to determine the length of time you must retain these records at your location. Their website address is http://its.dadeschools.net/.

Form Number

Revision Date

Topic

FM-4935 (09-04) Community Education Pre-K Cash Transmittal Report copies including copies of supportive data/deposit packages

FM-3170 (08-13) Registration Form: Before and After School Programs-Summer Camp-Pre-K

Financial Responsibility Form Bi-weekly Payment Schedules Letters from principal to parents regarding fee

collections FM-2657 (09-08) Adult/Vocational-Alternative Ed-Community

Education-Before/After School Care-Pre-K Application to Request a Refund

FM-5711 (01-14) Community Education Fee-Supported Prekindergarten Enrichment Program Student Attendance Roster

Official Employee Receipt Book (BPI receipts) Memoranda from district offices regarding fiscal

procedures Other supporting documentation

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MIAMI-DADE COUNTY PUBLIC SCHOOLS Office of Early Childhood Programs

FEE-SUPPORTED PREKINDERGARTEN ENRICHMENT PROGRAM

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FINANCIAL RESPONSIBILITY FORM

I have received, read and acknowledge the policies outlined below for the Community Education Fee-Supported Prekindergarten Program at School.

1. Class hours are from 8:20 a.m. – 1:50 p.m., Monday – Friday.

The Voluntary Prekindergarten (VPK) Program is free of charge from 8:20 a.m. – 11:20 a.m. The Fee-Supported Prekindergarten Enrichment Program is from 11:20 a.m. – 1:50 p.m. and is $60.00 per week.

2. Fees must be paid on time and in full based on the attached Bi-weekly Payment

Schedule. Failure to make payments prior to the first day of the bi-weekly service period WILL result in your child(ren) being withdrawn from the Prekindergarten Enrichment Program.

3. There are NO refunds or credits due to withdrawals within a bi-weekly service period.

There are NO refunds or credits due to absences.

4. Any checks returned for non-sufficient funds will not be deposited again. Cash for the check amount and any bank service charges must be paid within 24 hours of notification or your child(ren) WILL be withdrawn from the Prekindergarten Enrichment Program.

5. I will purchase lunch from the cafeteria for an additional fee or provide lunch for my

child. I understand that this form will be kept in my child’s file as an official document.

Student Name (Please Print)

Parent Signature

Date

MIAMI-DADE COUNTY PUBLIC SCHOOLS

Office of Early Childhood Programs

FEE-SUPPORTED PREKINDERGARTEN ENRICHMENT PROGRAM

SAMPLE FEE-COLLECTION LETTER

(School Letterhead)

Date: ____

To the parents of

The early childhood years are critical times for children and families. The staff at _________ Elementary School is committed to providing your child(ren) with the highest quality prekindergarten experience possible.

The Fee-Supported Prekindergarten Program at your child’s school is funded from 8:20 a.m. to 11:20 a.m. by state Voluntary Prekindergarten (VPK) funds. The Prekindergarten Enrichment Program offered from 11:20 a.m. to 1: 50 p.m. is funded solely by parent fees.

It has come to my attention that the fees for the following service period(s) are past due.

Service Period(s) Past Due Amount

It is imperative that you pay the balance of $ before , 20 to avoid your child(ren) being withdrawn from the Prekindergarten Enrichment Program. If payment is not received by this date, your child will attend only the VPK program in the morning from 8:20 a.m. – 11:20 a.m. effective , 20 . Fees must be paid on time and in full based on the attached Bi-weekly Payment Schedule. Failure to make payment prior to the first day of the bi-weekly service period will result in your child(ren) being withdrawn from the Prekindergarten Enrichment Program.

Your cooperation is greatly appreciated. Please address any questions to .

Sincerely,

School Principal

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MIAMI-DADE COUNTY PUBLIC SCHOOLS Office of Early Childhood Programs

FEE-SUPPORTED PREKINDERGARTEN ENRICHMENT PROGRAM

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MIAMI-DADE COUNTY PUBLIC SCHOOLS Office of Early Childhood Programs

FEE-SUPPORTED PREKINDERGARTEN ENRICHMENT PROGRAM

2014-2015 Bi-weekly Payment Schedule Fees for Prekindergarten Enrichment Program

Sixty dollars ($60.00) per week/twelve dollars ($12.00) per day 180 days X $12.00 = $2,160 Enrichment only (11:20 a.m. – 1:50 p.m.)

PAYMENT DUE DATE

BI-WEEKLY SERVICE PERIOD

DAYS OF SERVICE

FEE PER CHILD FOR SERVICE PERIOD

Monday, August 18

August 18 to August 29

10

$120.00

Monday, August 25

September 2 to September 12

9

$108.00

Monday, September 8

September 15 to September 26

9

$108.00

Monday, September 22

September 29 to October 10

10

$120.00

Monday, October 6

October 13 to October 23

9

$108.00

Monday, October 20

October 27 to November 7

9

$108.00

Monday, November 3

November 10 to November 21

9

$108.00

Monday, November 17

November 24 to December 5

8

$96.00

Monday, December 1

December 8 to December 19

10

$120.00

Monday, January 5

January 5 to January 15

9

$108.00

Monday, January 12

January 20 to January 30

9

$108.00

Monday, January 26

February 2 to February 13

10

$120.00

Monday, February 9

February 18 to February 27

8

$96.00

Monday, February 23

March 2 to March 13

10

$120.00

Monday, March 9

March 16 to April 3

8

$96.00

Monday, March 30

April 6 to April 17

10

$120.00

Monday, April 13

April 20 to May 1

10

$120.00

Monday, April 27

May 4 to May 15

10

$120.00

Monday, May 11

May 18 to June 4

13

$156.00

TOTAL

180

$2,160.00

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MIAMI-DADE COUNTY PUBLIC SCHOOLS Office of Early Childhood Programs

FEE-SUPPORTED PREKINDERGARTEN ENRICHMENT PROGRAM

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