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Pupil Services

 
Student Registration Information for all Loudoun County Public Schools (LCPS)
Patti Spurlock, Registrar
LCPS Administration Offices, 21000 Education Ct., Ashburn, VA 20148
571-252-1018 / 571-252-1245 (fax)
 
 
 
Registration Information
To help ensure that schools and students are well prepared for the first day of school, parents are encouraged to register their child or children as soon as possible. Doing so helps our schools and teachers be equipped and ready. To review "Most Frequently Asked Questions", click here  All registrations will be accepted at the school that serves your home address.
 
 
Current Announcements
 
First Day of School for 2012-13 year--August 27, 2012
 
  • 2012-13 Kindergarten Registration Begins April 17, 2012--the student must be 5 yr old by September 30, 2012.  Registration packets will be available at your school in March. 
  • Registrations for the new Frederick Douglass Elementary will take place April 17th at Catoctin ES, Cool Spring ES and Tolbert ES.  Principal Tim Martino will be available to "meet and greet" as follows: Catoctin 8:30am-10:00am, Cool Spring 10:15am-11:45am and Tolbert 12:00pm-1:45pm
  • Please contact your school for new registrations for all other grades for the 2012-13 school year.
     
     
  • 2011-12 Elementary Registrations (grades KG-5) are now being accepted.  Stop by the school office during school hours to register.  For KG registration, the student's 5th birthday can be no later than Sept. 30, 2011.
  • 2011-12 Middle and High School Registrations will be taken by appointment.  Contact your school to get a registration packet, program of studies, and schedule an appointment with the counselor.
 

Key Information
  • Most Frequently Asked Questions, click here.
  • Registration Checklist for Parents, click here.
  • For 2011-2012 Kindergarten enrollment, the student's 5th birthday must be no later than September 30, 2011. For 2012-2013 Kindergarten enrollment, the student's 5th birthday must be no later than September 30, 2012. Click here for detailed explanation of Virginia state policy on kindergarten and First Grade enrollment.
  • Registration must occur in the school which serves the address of the student. Individuals needing to know which attendance zone serves an address should contact the LCPS Planning Department at 571-252-1050, or use the Loudoun School Attendance Boundary feature found here.
     
  • If you are moving from one Loudoun County school to another, simply take this Change of Address form and your new "proof of residency" (click here for accepted items) to the new school to register. The schools will coordinate transferring the student records.
  • For Parents/Guardians Moving into Loudoun County: A signed lease, signed deed, signed settlement papers, recent mortgage statement, or deed of trust showing occupancy prior to enrollment. For moves occuring between June 9-August 27, 2012, please see below under "Proof of Residency." If these documents do not exist to prove in-county residency, the parent/guardian may request to enroll as a tuition-paying student.  For further information on tuition status, contact the Pupil Services Coordinator at 571-252-1200 or complete this form found here.
  • To request special permission to attend a school outside the attendance zone, the parent/guardian must apply online or through the Department of Pupil Services at 571-252-1200. “Frequently Asked Questions” for special permission are available here.
Registration Forms
For your convenience, all registration forms are listed below. Please bring completed forms and supporting documentation to the school at time of registration.
 
Kindergarten Forms
 
First to Twelfth Grade
 
Miscellaneous Forms
 
Spanish version of Registration forms
- 2011-12 Registration Form 

Documents Needed for Registration in Loudoun County Public Schools

  • An original birth certificate or a certified copy

o Name of the parent registering the child must be on the birth certificate

o Photo identification of the parent/guardian registering the child

o Cards with name and age of the student are not sufficient proof of the identification of the person enrolling the student

o If the student has had a name change due to adoption or other reasons, the school must have a signed copy of the court order acknowledging the change
  • Child's Social Security Number: Virginia law requires that a student must present a Social Security number upon enrollment. Virginia Code §22.1-260 requires that a student present a federal Social Security number within 90 days of his enrollment. Parents who are unable or unwilling to present a federal Social Security number may request that the school division provide an alternative identification number. No student will be denied enrollment or services based upon not providing a Social Security number.
  • Proof of legal guardianship or legal custody if not the parent of the student

    o A legal document signed by a judge verifying legal custody or legal guardianship

    o A notarized statement is not sufficient for enrollment; it gives the authorized person permission to make decisions in the absence of the parent

    o See information below regarding “Special Registration Situations”
  • Proof of Residency

o For Parents/Guardians Residing in Loudoun County

- A signed lease, signed deed, signed settlement papers, recent mortgage statement, or deed of trust
- For 2012-13 registrations: If a family who currently resides in Loudoun County provides documentation (pending lease or sales contract) that the family will move to another address within Loudoun between April 17 and September 10, 2012, the school that will serve the family's new residence can register the student upon presentation of the valid documentation. Documentation of settlement, move-in or valid delay should be presented to the school prior to Sept. 10, 2012 or placement could be voided.

- If the parent/guardian enrolling the student is sharing a home with another resident of Loudoun County,

· The "Shared Housing Documentation" form must be completed and notarized (Spanish version)
· The parent/guardian must obtain the signature of the person who owns or rents the residence

and

· The owner/tenant must provide proof of residency by submitting a signed lease, signed deed, signed settlement papers, recent mortgage statement, or deed of trust
 
- Beginning April 17, 2012--For non-Loudoun County residents with a pending lease or sales contract and a move-in/settlement in Loudoun County between the dates of June 9 and August 26, 2012: You may register your child by presenting your documentation to the school that will serve your new Loudoun County address.  Documentation of settlement or move-in should be presented to the school prior to August 27, 2012 or will result in a request for tuition payment.

o In addition, the enrolling parent/guardian may be asked to produce one of the following documents to verify the address: motor vehicle registration, voter registration card, bank statement (not checks) within the past two months, state or federal income tax records, W-2 form, or utility bills within the past two months

  • Signed "Prior Expulsion" Statement indicating that the student has not been expelled or suspended from another school. The school will provide this document.
  • A properly completed immunization record signed by a licensed physician or local health department employee. Immunization requirements are listed here.
  • Tuberculosis Screening Requirements All new students entering Loudoun County Public Schools for the first time are required to provide documentation that a tuberculosis screening has been performed. More information on this requirement is available on the Student Health Services page.
  • New elementary school students must have a completed physical performed no earlier than 12 months prior to the date the student first enters kindergarten or elementary school. Copies of a completed physical from other United States schools are acceptable. Physical must be submitted prior to school starting. Requirements for the physical can be found on the Student Health Services FAQ's.
    For students attending schools with projected overflow:  In order to complete the registration process, parents should present the new physical by August 13, 2012.  For students whose birthday/physical date falls between Aug. 13 and Aug. 27, 2012, parents should provide by Aug. 13 their child's four-year physical and appointment verification that a new physical is scheduled between Aug. 13-Aug. 27.  The new physical must be provided to school on or prior to first day of school (Aug. 27).  A child will not be allowed to begin without a new physical.  They could lose their spot if a school is on overflow and the registration is not complete.
  • Records (including report cards) from previous school, if applicable
  • Name and address of previous school, if applicable
  • Copy of Individualized Education Plan (IEP), if applicable

Special Registration Situations
 
Custody
  • In cases of custody documentation, both parent names must be entered in the student record unless legal documents show that parental rights have been terminated through the courts. Appropriate notices denoting physical/legal custody issues will be placed in the student record.
  • If the student is living with individuals other than a parent and the individuals do not have custody or guardianship granted by a judge, the individuals may apply for the student to attend LCPS on a tuition basis. The application for tuition is available here. According to §22.1-3 of the Code of Virginia, the custody or guardianship must not be for school purposes only.  If you would like information on obtaining legal custody or guardianship, you may contact the Loudoun County Juvenile and Domestic Relations Court at 703-777-0303.
  • If the individuals have custody or guardianship granted by a judge, they should complete the "Request for Determination of Residency Status" form C-13 (Spanish version) and attach a copy of the court order prior to being allowed to register for school. Completed documents should be faxed to 571-252-1245 or you may contact the Registrar at 571-252-1018. According to §22.1-3 of the Code of Virginia, the custody or guardianship must not be for school purposes only.
  • If individuals have filed the necessary documents seeking legal custody or legal guardianship and have been assigned a date for a hearing with the judge, they should provide the following: official court confirmation of the assigned date for the hearing, copy of the petition to the court, and completed "Request for Determination of Residency Status" form C-13 (Spanish version) to the Registrar for special consideration for provisional enrollment pending final legal custody or guardianship. According to §22.1-3 of the Code of Virginia, the custody or guardianship must not be for school purposes only. The information may be faxed to the attention of the Registrar at 571-252-1245, presented to the school to fax, mailed, or delivered to the LCPS Administration Building at 21000 Education Court, Ashburn, VA 20148. The information should be sent or delivered to the attention of the Registrar.
Foster Care
  • If the student is placed through the Virginia Department of Social Services, the social worker and/or foster parent must present legal documentation and proof of residency (see “Proof of Residency”).
  • If the student is placed through another state’s Department of Social Services, an Interstate Compact Agreement must be arranged. Information may be obtained from the Registrar at 571-252-1018.
Military POA
  • If the parent has been deployed through the armed forces, the person enrolling the student must present a “Special Power of Attorney” document from the armed forces, pursuant to United States Code §1044b. Dates of deployment must be provided.
Homelessness
  • If a student is homeless or experiencing a crisis in their living situation, special provisions may apply. Questions about this should be directed to the McKinney-Vento Liaison at 571-252-1685.  Please click for the McKinney-Vento questionnaire (Spanish version).

 
 
 

 
 
Last Modified on April 25, 2012