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Shared-Residency Verification Procedures 2013-2014.

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Presentation on theme: "Shared-Residency Verification Procedures 2013-2014."— Presentation transcript:

1 Shared-Residency Verification Procedures

2 What’s New for Shared Residency Verification Students that are NEW to DeSoto County Schools who meet the requirements for shared residency verification must provide appropriate documentation. Affidavit verification should be completed through the Department of Residency (County Office) only for students who are new to the district.

3 What’s New for Shared Residency Verification Returning students who have completed the shared residency requirements the previous year will be allowed to renew their affidavit at their home school. This includes Kindergarten students with older siblings.

4 What’s New for Residency requirements for parents that rent: I. Copy of the lease/rental agreement II. Second proof of residency Residency should be completed at the school.

5 What’s New for Residency requirements for parents that own the property in which they reside: I. Mortgage, Property Tax Display or a Deed of Trust reflecting ownership of the property. II. Second proof of residency Residency should be completed at the school.

6 Primary Proof of Residency What should be on a Deed, Mortgage or Tax Display? Homeowner’s name and physical address of the property.

7 Primary Proof of Residency What is considered a current lease? Dates (start and end) should be visible on the lease and should be current; along with the lease holder’s name, address and signature page.

8 Primary Proof of Residency What if a lease expires after registration? Then an updated lease would need to be provided and current for that school year unless it is noted month-to-month.

9 Primary Proof of Residency What if a lease is month to month? This should be stated in the agreement and highlighted to show current residency along with all other information.

10 Primary Proof of Residency What is an acceptable alternative form of a lease or rental agreement? In extreme cases, a document or letter from the landlord/manager with current dates stating that the lessor is still a resident of the property may be accepted only if no other document can be provided.

11 Secondary Proof of Residency What should be on a “utility bill” or start order notice? A physical service address must be visible (NO POST OFFICE BOXES) and should be current within 30 days of registration. A disconnected notice cannot be used as a second proof unless a receipt of payment is shown. Start order notices may be used until the first utility bill can be provided. Start order notices should include homeowner/leaseholder’s name and physical address. Once the first utility bill is issued, the parent or homeowner must provide a copy to the school.

12 Secondary Proof of Residency What if utilities are included in the lease agreement? Then they must provide one other proof including a valid car tag registration or government mailing to complete the registration.

13 Secondary Proof of Residency What is a government mailing? It is a mailing from any county, state or federal agency addressed to the parents at the address listed on the lease, mortgage, etc., and must be dated within 30 days of registration. Do not take mailing from DeSoto County Schools or copy of Shot Record.

14 Secondary Proof of Residency What items should NOT be taken as proofs? Cable bills, phone bills, credit card bills, bank statements, voter registration cards, medical bills, income tax returns, etc.

15 Secondary Proof of Residency Are car tag affidavits and utility affidavits used as proofs? NO. They should not be used or given to parents as a form of proof of residency. Any utility or car affidavit forms should be discarded.

16 How McKinney-Vento fits into the residency process

17 Questions?

18 Break

19 Audit Findings Issues Leases –Expired without month-to- month option –Missing term dates –Missing leaseholders’ names –Missing signature pages –Not current on 1 st day of school –Alterations without signatures or initials –Leaseholders which are not parents/guardians as listed on PowerSchool or birth certificate –Copies not legible Mortgages/Deeds –Missing documentation –Not in parent/guardian names –Physical address missing –Purchase contract/agreement –Mortgage in name other than parent/guardian listed on PowerSchool or birth certificate provided –Mortgage insurance documentation provided –Copies not legible

20 Audit Findings Issues Utility bills –Missing documentation –Documentation not in parent/guardian name listed on PowerSchool or birth certificate –Missing service address –Wrong service address –Providing only stub of bill –Dates not appropriate –Start orders without a utility bill –Disconnect notices –Copies not legible Tag Receipt –Not in parent/guardian name –Expired tags –Address not listed on PowerSchool –Copies not legible

21 Audit Findings Issues Government Mailings –Provided unacceptable government mailings Ex-AARP/Medicare insurance letters Voter’s Registration –Copies not legible –Envelopes from agencies # 5 Proofs –Not marked #5 Affidavits –Parent listed as a homeowner/lease holder –Proofs not in applicant name –Missing parent proofs –Addresses on proofs do not match homeowner/lease holder’s stated address

22 Residency Audit Requirements Parent/Guardian Name –PowerSchool –Cumulative folder/Permanent Record Address –PowerSchool –Cumulative folder/Permanent Record RESIDENCY PROOFS Homeowner/ Lease Holder Account Holder on Utility Documentation Motor Vehicle Title Holder on Motor Vehicle Tag Receipt Addresses DATA

23 Questions?

24 Investigations DCS has conducted 247 shared-residency investigations since July Out of 247 investigations, 104 students were withdrawn by their parents after the findings of the investigations were reported.

25 Investigations Investigations include: –Visits to neighbor’s residence –Visits to address listed on affidavit Each home is visited by an investigator at least two times to verify that the parent and student actually live at the address listed on the affidavit.

26 DCS Residency Information

27 Google Map with Directions

28 DCS Residency Website Page Residency information is posted on the DCS website: 1. Click on Departments tab 2. Click on Residency

29 Residency Office Location

30 Directions to Residency Office

31 Solutions Inform parents –Beginning in April 2013, send letters to parents to inform them of the shared- residency procedures. –Send s to parents with link to residency office’s website. Remind parents –Send letters with final report cards with changes for shared-residency verification.

32 Importance of Residency Provides proof of legal residency in DeSoto County Meets DCS “JBC” requirements Reflects demographic information in PowerSchool, on cumulative folder, and permanent record

33 Resources Residency Handbook Residency Audits Area Trainings

34 Dallas Culver (Cell) (Direct Office Line)


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