Management of Systems Tracking Residency

Garnet Valley is a desirable district to live in Increase in rentals Residency Issues Garnet Valley is a desirable district to live in Increase in rentals Increase in multiple occupancy Considerable time to follow up

Apartments Lantern at Glen Mills (Concord) 280 units Redstone (Concord) 230 units Valleybrook at Chadds Ford (Concord) 352 units Madison (Chester Heights) 244 units Total units 1,106 units

Apartments Chester Heights 244 units Concord Township 862 units Bethel Township 0 units

Process Currently have approximately 450 families registered with leases One year lease then renew on a month to month basis Over 90% of the current leases renew on a month to month basis after 1 year. Extremely difficult to track - needed a new process

Steps Taken Revised process for following up on leases and had it reviewed by the solicitor’s office Developed a spreadsheet by apartment complex of students who have registered with leases including the date that the lease expires (often changes daily) During registration we are calling complexes to verify new leases

Additional Steps Visited each complex to establish a relationship Created a process with each complex - different for each Monthly contact with each apartment complex to update list of current residents Follow up with families who have been reported as moving out - this often takes multiple phone calls Complex lets us know a family has moved out. Contact the building to call family. Family says they have moved but are still in the district. Explain that they need to come to Education Center with new proof of residency. Family doesn’t bring all the paperwork and has to come back. Family doesn’t come back when they say they will. Need to call the family again. Sometimes they come, sometimes they don’t. Need to call again to say the student will be disenrolled. Each student can take several hours to resolve.

Multiple Occupancy Increase over the last several years 15 Kindergarten students with Multiple Occupancy 35 new Multiple Occupancy during summer registration last year Currently, we have 175 students registered through the Multiple Occupancy process Multiple Occupancy valid for one year

Steps Taken Revised the paperwork necessary for Multiple Occupancy Paperwork was reviewed by the Solicitor’s office Created a spreadsheet of students that includes the date the multiple occupancy expires Social Worker and a building administrator began making unannounced home visits

Moving Forward This year all students registered with multiple occupancy will receive a certified letter explaining the process. Each month certified letters will be sent to those with expiring paperwork. Process for exclusion will be followed.

Process for Leases and Multiple Occupancy Four weeks prior to the expiration date, a certified letter is sent home and an email is sent to the parents/guardian that outlines the process. Three weeks prior to the expiration an email reminder will be sent. On the expiration date, the parents/guardians are called and Alma is blocked. At the High School the student is also notified.

Process - continued 4. One week after the expiration date, parents/guardians are called and an email is sent with notification that transportation has been stopped. 5. Two weeks after the expiration date, the student is withdrawn from school. 6. If the student arrives at school, the parent will be contacted to come and pick the student up.

Additional Steps We follow up on all information that is sent to the buildings or administration (letters and phone calls). We ask the bus drivers to watch for parents dropping off at bus stops.