District Policies and Procedures

Early Entrance Referral Process for Incoming Grades K-1
(ref: Board Policy 6:135 Accelerated Placement Program)

Eligible Students:  To be considered for early entrance into a grade level, parents/guardians must live within the school district boundaries at the time of the request.

Early Entrance into Gr. K:  This term applies to a student whose 5th birthday is on or between Sept. 2nd-Oct. 31st.  The regular cut-off date for entering kindergarten is September 1st.

Early Entrance into Gr. 1: This term applies to a student whose 6th birthday is on or between  Sept. 2nd-Oct. 31st. The regular cut-off date for entering first grade is September 1st.

Whole-grade Acceleration into Gr. 1: This term applies to a student who has not completed a kindergarten program, but whose 6th birthday falls on or between Sept. 2nd-Oct. 31st. Parents can follow the procedures below to recommend a review to determine if the child will be recommended to start first grade before completing kindergarten.

Request Submission Timeline:  Parents shall submit requests to the district March 1 - May 1 of the school year prior to the child’s requested enrollment (see SUMMARY OF TIMELINE below).

Fee:  There is no fee for the initial stages of the request (Steps 1-3 below). If, after the district reviews preliminary information and a child is invited to participate in an individual screening, a fee will be charged to defray associated costs. The screening fee for the 2019-2020 school year is $500 (fees may be adjusted in subsequent years).

Screening Timeline:  For children who are recommended for further consideration, individual screening appointments take place on designated days between the day after the regular school year ends and July 15.

STEP 1:
Parent submits written request for consideration to Principal of home school (i.e., elementary school where the child would attend). Principal names and contact information are available on the District website.

• For Gr. K consideration, child must turn 5 before Nov. 1 of kindergarten year.
• For Gr. 1 consideration, child must turn 6 before Nov. 1 of first grade year.
  
  

STEP 2:
Principal will inform Director of School Improvement of request and will send parent a student information form to fill out and a consent to communicate with current school (if child is enrolled in a preschool or kindergarten). Examples of information collected from parent and most recent teacher(s):

General Information, including specific reason(s) why acceleration is recommended:

• School History
• Parent Questionnaire and Rating Scale
• Teacher Questionnaire and Rating Scale (should be teacher who taught the child no more than six months ago)
• Critical Items (e.g., aptitude testing, if available)
• School and Academic Factors
• Developmental Factors
• Interpersonal Skills
• Attitude Towards School and Current Supports
  
  

STEP 3:
Director of School Improvement will assemble Accelerated Placement Team to review acceleration request and existing data. Parent will be notified in writing whether or not there is sufficient grounds to move forward in the consideration process.

If sufficient grounds exist to move forward in the consideration process...

• Parents will be sent a letter specifying screening date(s) for the child, along with a Parent Consent to Screen Form.
• Screening will include academic, language, and social/emotional readiness skills.Screening appointments take place on designated days (see SUMMARY OF TIMELINE below).
  
  

If sufficient grounds DO NOT exist to move forward in the consideration process...

• Parents will be provided with a letter stating reason(s) why further acceleration consideration will not be completed. Parents can contact district personnel to discuss, but the decision of the District is final.
  
  

STEP 4:
This step applies to students who have been recommended for, and have completed, individual screening appointments.

When the screening process is concluded, parents will be provided with a copy of the team’s decision regarding early entrance.

If the decision is 'yes,' parent will receive a communication explaining enrollment procedures and next steps.'

If the decision is 'no,' parents will be provided with a letter stating reason(s) why the child has not been accepted into a grade level early.  Parents can contact district personnel to discuss, but the decision of the district is final.

Summary of Timeline

• March 1-May 1: Parent submits request for early entrance into K or 1.
• Day After Current School Year - July 15: Individual Student Screening Appointments for Students Invited to Participate
• By July 30:  Parent Letter with District Decision (Note: If a determination is made earlier, it will be communicated to the parents at that time.)

Questions and Answers Regarding Early Entrance Procedures

1. Who does the school district define as the ideal candidate for early entrance?  
   An ideal candidate for early entrance is a student who consistently demonstrates compelling and extraordinary aptitude for academic learning and is well-balanced emotionally and socially. Accelerated students should be expected to achieve, relative to their new grade peers, at a high level once acclimated. Their performance is expected to remain in the highest tier throughout their academic careers.
2. Why are the student screenings during the summer?  
   We believe it is important to utilize our highly-qualified faculty to conduct the screenings. They are certified personnel who work with our students in the early elementary grades and are experts in grade level standards and readiness expectations. During the school year, they are busy addressing the needs of their current students. We want to keep teachers in their classrooms as much as possible. Therefore, screenings take place on designated days after the regular school year ends.
3. Why is there a charge associated with this process?  
   There are no fees for the initial request for consideration. If a child is recommended for an individual screening, the fees are used to defray costs for personnel and testing materials. If a parent is willing to provide documentation of financial hardship, the district will consider a fee reduction or waiver.
4. Can my child be evaluated for whole grade acceleration during the school year?
   The best time to implement whole grade acceleration is at the beginning of a new school year, following an assessment and planning process that has occurred the previous spring (i.e., current students) or summer (i.e., new students). Therefore, screenings will not be held during the school year.  Should a child require above grade level curricula during the school year, teachers have the ability to provide appropriate challenges and advancement by subject matter.
5. Should I prepare my child for the screening?
   Parents do not need to prepare their child ahead of time since it’s important to see what a child already knows and his/her propensity for learning new information.  
6. What if a parent does not agree with the findings of the team?  
   District personnel will provide parents with as much pertinent information as possible. We believe it is our responsibility to help parents understand the context and comparable data in which the decision was made.  However, once decisions are made by the District, they are final.
7. Can a child with disabilities be considered for grade acceleration?
   Yes, the review process is geared toward discovering student strengths and learning talents. Reasonable accommodations can be made during the screening process so as to minimize the impact of a child’s disability on performance. Parents and current teachers will be a valuable resource for informing the screening team of what accommodations are recommended.
8. Can a child whose primary language is not English be considered for grade acceleration?
   Yes, we strive to create processes that are culturally and linguistically sensitive. Reasonable accommodations can be made during the review process. Our program of instruction is in English; therefore, screenings take place using English materials and established standards. Please consult with the Director of Teaching and Learning if this poses a language barrier.    
9. If my child is not recommended for early entrance, how will the school meet his/her needs the following year if he/she enters significantly above grade level?
   We are proud of the fact that we do not have a one-size-fits-all curricula. Every year, we have students entering the early grades who demonstrate conceptual understanding and skills well beyond standard grade level expectations. Due to differentiated instructional practices, teacher access to above grade level materials, regular use of pretests and data analysis, teachers are able to meet students where they are and move them forward. We also have Advanced Learning Specialists at each elementary school who collaborate with homeroom teachers and other specialists to help teachers meet the needs of high performers.

The Lake Forest Public Elementary Schools maintain individual Permanent and Temporary records on each student, as follows:

A Permanent Record, prepared for each student, includes identifying information, attendance and academic information, a Permanent Health Record and accident reports. The permanent record is filed in the office of the school principal while the student is in attendance or until such time as the student completes eighth grade (or for previously transferred students when his class completes eighth grade) when that information is transferred to Lake Forest High School under terms of the intergovernmental agreement and remains in the custody of Lake Forest High School for a period of sixty (60) years.

The Temporary Record includes a Cumulative Folder which contains basic student information; i.e., birth date and place, family background, emergency health information, grades and academic record, standardized test scores, parent-teacher summary reports, awards and activities, and special education data, and is filed in the office of the principal of the school where the student attends.

A temporary Special Educational Record is also kept for all children referred for a case study evaluation and/or who receive special education services. This consists of referral information, observation and screening data, psychological evaluations, staffing and progress reports, reports from physicians and other agencies having direct contact with the student and other verified information deemed relevant to the education of the student. This record is housed in the Department of Student Services at the District 67 Administrative Center and may be reviewed by parent(s) at any time.

Upon transfer or permanent withdrawal from the district, temporary records are forwarded to the receiving school district upon written request.

The Permanent Health Record, all Temporary Student Records and all Special Education Records of the children in the 8th grade graduating class, including those who have transferred or otherwise withdrawn within the time period of five years prior to the 8th grade graduation of the student’s respective class and whose records have not been formally transferred to another district, may be delivered to Lake Forest High School District 115 on or following June 30th of the year of the 8th grade class graduation. Parents have the Right to review, challenge and make copies of all student records prior to graduation, transfer, or permanent withdrawal. Parents of students graduating from 8th grade should accomplish this prior to January of the year of the 8th grade graduation as all records are sent to Lake Forest High School District 115 per intergovernmental agreement.

All temporary records not requested by other receiving districts and/or left in the custody of District 67, prior to or following June 30, 1977, will be destroyed five (5) years following the student’s transfer or permanent withdrawal from the district, unless otherwise notified in writing by the parents or legal guardians of these students.

Parents have the following rights pertaining to student records kept by the school:

1. The right to inspect and copy, at the parents’ expense, any permanent and temporary records. The cost of each copy shall be determined yearly. No person shall be denied copies due to an inability to bear the cost. Requests for access and review shall be made to the school principal and shall be granted within ten (10) school (work) days after the request has been received.
2. Where parents of the child are divorced, copies of school permanent and temporary records shall be provided to both parents by mail when they are requested in writing by either parent unless a court order to the contrary is in effect. The specific materials to be furnished are as follows:
   • Reports or records, which reflect the pupil’s academic progress
   • Reports of the pupil’s emotional and physical health
   • Notices of school-initiated parent-teacher conferences
   • Notices of major school-sponsored events, such as open houses, which involve pupil-parent interaction
   • Copies of the school calendar regarding the child which are furnished by the school district to one parent be furnished by mail to the other parent
3. Parents have the right to challenge the contents of student records. Following the review, the parents have the further right to challenge and correct or delete inaccurate, misleading, or otherwise inappropriate data contained therein at the discretion of the school principal.
4. The parents have the right to request a hearing before a hearing officer appointed by the Superintendent of Schools, should an issue concerning the challenge be unresolved. The hearing is requested by completing a form furnished by the school and shall be set within fifteen (15) school days of the receipt of the form by the Superintendent of Schools, or his designee.
5. Parents may request a list of free or low cost legal services through the Department of Student Services.
6. If the hearing does not resolve the issue, the parents have a further right to request a hearing before the Superintendent of the Educational Services Region.
7. Parents have the right to control access and release of school student records and the right to request a copy of information released.
8. The school should grant access to, or release specific information from, school student records without parental consent or notification only to:
   • An employee or official of the school or school district or the State Board of Education, provided such employee or state official has a current demonstrable education interest in the student and the records are in furtherance of such interest.
   • To any person for the purpose of research, statistical reporting, or planning, providing that no student or parent can be identified from the information released and the person to whom the information is released signs an affidavit agreeing to comply with all applicable statutes and rules pertaining to school student records.
   • Pursuant to a court order, provided that the procedures outlined in Ill. Rev. Statutes, 1985, CH. 122, Article 50-6(a), (5) are observed.
9. The Lake Forest High School shall maintain original student permanent and health records for sixty (60) years. Neither Lake Forest High School nor Lake Forest School District 67 shall maintain any student temporary record during a period of its usefulness to the student and school, and in no case longer than five (5) years following transfer or withdrawal from either school district.
10. “Directory Information” may be released to the general public unless a parent specifically requests, in writing, that any or all such information not be released on his/her child. “Directory Information” shall consist of:
    • Identifying information: name, address, gender, grade level, birth date and place, and parents’ names and addresses.
    • Academic award and honors, and school attendance.
    • Information in relation to school-sponsored activities, organizations, and athletics.
11. The Temporary Record shall include a copy of Record of Access (IST-3) or Notification of Subpoena (IST-4) of Definition of Term Parent: Parent(s) is defined as 1) Natural parent(s); 2) Stepparent(s); 3) Legal guardian(s); 4) the State of Illinois for children who are wards of the State (provisions of the Juvenile Court Act; 5) Foster parent(s); and 6) Surrogate parent(s) for those children who have no parent identified or who have parents that cannot be located.

The need for a surrogate parent(s) will be determined by the Department of Student Services who will follow State guidelines (Illinois 23) for determining the need for and assigning surrogate parent(s)