Non-Traditional & Foreign Student Registration Procedures The primary focus of this session is to highlight the changes in policies with respect to the registration of “Non-Traditional” and foreign students. A question and answer period will be available at the end of the presentation. Print the “Note Pages” to obtain additional information 2013 Compliance Seminar

Where to find the forms The next few slides will show how to locate the forms necessary for the registration process. This is the FHSAA website home page. 2013 Compliance Seminar

Where to find the forms On the “For Schools” tab there is a drop down menu with numerous choices. Choosing the “Forms” option will take the user to a page where forms can be obtained. NOTE, there is a possibility that these forms will be able in the future under the “For Students” tab and there is a possibility in the future of the addition of a “For Parents” tab that may also provide these forms. 2013 Compliance Seminar

Where to find the forms This is the “Forms” page. It provides you information about the FHSAA forms and advises the user to download the forms to their computer. The “Eligibility” (EL) Forms are available from the “General Forms” listing. ALSO NOTE – at the very bottom this page (as well as the home page) is another menu with “Forms” as a link that would also bring the user to this page. 2013 Compliance Seminar

Where to find the forms Scroll down Type Form # Scroll down The actual form can be located in two fashions. Using the form number in the “Form Finder” (i.e. EL12)…NOTE, forms must have two numeric digits, if the form is single number then include a zero (0) before the number, such as EL07. Scroll down until you locate the desired form. IT IS IMPORTANT THE USER COME HERE TO LOCATE THE MOST UP-TO-DATE FORMS AS THEY ARE SOMETIMES CHANGED (forms are usually updated prior to July 1st for the next school year) 2013 Compliance Seminar

Non-Traditional Student Forms EL7 and EL7V – Home Education EL12 – Non-member Private School EL14 – Controlled Open Enrollment* EL2, EL3, EL3CH and GA4** *this form is applicable to home education, charter school, special/alternative school and FLVS-Full Time Public Program students **these forms are applicable to all Non-Traditional students and are retained by the school All of these forms are due to the school prior to a date not earlier than the first day of practice. These are the forms that are used for “Non-Traditional” students. Two forms of note, the EL7V Form is part of the EL7 Packet and can also be obtained separately as will be necessary under the new registration procedures for returning home education students, which will be discussed later. The GA4 Form will now be required of all “Non-Traditional” students when registering their intent for the first time with a school. All of these forms are retained by the school but should be made available upon request. With the exception of the EL2, EL3 and EL3CH, for the fall sports, these forms are due to the school by August 23rd. For the winter and spring sports they are prior to the first day of practice for the sport (to be safe these should be in hands of the athletic director by the Friday before the first day of practice). 2013 Compliance Seminar

foreign Student Forms (i. e foreign Student Forms (i.e. Youth Exchange, Other International and Immigrant students) EL4* EL2, EL3, EL3CH and GA4** *this form must be submitted along with all other supporting documents via e-mail **these forms are applicable to all foreign students and are retained by the school These are the forms that are used to register foreign students. The EL4 Form and all supporting documents should be scanned in a single “black and white” (not color) PDF file and e-mailed to international@fhsaa.org. DO NOT SCAN AS “JPEG”, “TIFF”, “PNG”, etc., SCAN ONLY AS PDF. The GA4 must be completed as specified for a “Traditional” student. 2013 Compliance Seminar

Registration Procedures Returning to the FHSAA home page we will discuss how to find information on the registration procedures for both the “Non-Traditional” and foreign students. 2013 Compliance Seminar

Registration Procedures Locate and select the “Departments & Staff” tab which will provide another drop down menu. Choosing the “Eligibility & Compliance” option will the user to a page dedicated to “Eligibility & Compliance” related issues. 2013 Compliance Seminar

Registration Procedures This is the “Eligibility & Compliance” page. The information of the left hand pane will be changing as this is currently showing some out dated information. The top right hand pane shows links to some of the recent “Webinar” topics that have been presented. 2013 Compliance Seminar

Registration Procedures Scrolling down to the “Information” section on the right side pane, the user will find two valuable sections. Links to all of the “EL” Forms Links to checklists and registration procedures for “Non-Traditional” and foreign students NOTE, it is again suggested the links to the checklists and registration procedures be downloaded to the users computer for future reference. 2013 Compliance Seminar

Registration Procedures Non-Traditional Students – What is new this year? A student only needs to register their intent once at a school for each sport in which the student wishes to participate (2013-14 Policy 16.7). How is this done? For Home Education and Non-Member Private School students, the EL7 and EL12 Form, respectively, needs to be complete only one time for each school and sport(s). If a student chooses to change schools or sport(s) after initially submitting these forms, then a new form must be done. For Charter School, Special/Alternative School or FLVS-FT Public Program students the GA4, EL2, EL3 and EL3CH Forms are used. New to the registration procedures for “Non-Traditional” students is that these students need to only register their intent once for each sport in which they wish to participate. This is done by using the following forms EL7 Form for Home Education students (NOTE: the EL7V will continue to have be submitted each year) EL12 Form for Non-Member Private School students GA4 Form for Charter School, Special/Alternative School and FLVS-FT Public Program students NOTE: the EL2, EL3, EL3CH and the EL14 Forms may also be used where applicable 2013 Compliance Seminar

Registration Procedures What Form on C2CSchools is used? For those Non-Traditional students who were previously reported to the FHSAA last year on an EL13S Form and who are returning to participate in the same sport(s) that were listed on the EL13S Form, then those students will be reported on the new EL13R Form. This form allows the school to list up to 20 students so do not submit it until the last possible opportunity (i.e. before the first regular season contest for the sport) to maximize the form’s usefulness. For students who were previously submitted on an EL13S Form last school year, they are re-submitted for the same sport(s) by using the new EL13R Form. This form allows the user to list up to 20 students on the form. The form does not need to be submitted on a per student or daily basis but should be held until just prior to the beginning of competition or when full, whichever comes first. This will maximize the usefulness of the form. On C2CSchools, the user should use the “Save” option until it is necessary to submit the form using the “Save & Submit” option. 2013 Compliance Seminar

Registration Procedures This is what the new form looks like. It will allow up to 20 names. To maximize the usefulness of the form, it should be held until the form is full or until just before the first competitions begin (or such as weekly or bi-weekly, etc.) NOTE…The EL13S is used to report a student for the first time that they register intent. The EL13R is used to report a returning student for the same sport(s). If a student later adds a new sport(s), a new EL13S must be done for that sport(s). To obtain this form, log on C2CSchools, choose the school name, choose “Documents & Filing”, choose “Document Search”, scroll down to EL13R Form and double click on the form. 2013 Compliance Seminar

Registration Procedures Foreign Students – What is new this year? The registration procedure for certain “Other International and Immigrant” students has been simplified. What is different? If foreign student who does not have an F-1 or J-1 Visa (these are Youth Exchange students) has resided in the U.S. with his/her parent(s) or legal guardian(s) for the previous two consecutive full school years AND started and completed the 8th grade, or earlier, for the first time in a U.S. school then no special paperwork is required (2013-14 Policy 17.2) (Note: the EL2, EL3, EL3CH and GA4 are still applicable). Otherwise, as with the F-1 and J-1 Visa students, the EL4 Form registration procedure must be followed (2013-14 Policy 17.3). The procedures for foreign students with F-1 or J-1 Visas have not changed; the EL4 Form will need to be submitted each year. For the “Other International” or Immigrant students the filing of the EL4 Form will not be necessary if the student has resided in the U.S. with his/her parents for the previous two full school years AND who started and completed the 8th grade or earlier in a U.S. school. So that 9th grade foreign student who enters your school and records show that the student started and complete the 6th grade in the U.S., while living in the U.S. with his/her parents, will not have to submit the EL4 Form. FYI…”Youth Exchange Students” have F-1 or J-1 Visa, “Other International Students” have some other type of Visa other than the F-1 or J-1 (i.e. E-2, H-4, L-2, R-2, etc.) and “Immigrant Students” may or may not have a Visa 2013 Compliance Seminar

Registration Procedures Foreign Students – What else is new this year? There are changes related to the host families for F-1 and J-1 Visa (Youth Exchange) students. Youth Exchange students can now reside with families of student athletes regardless of the gender or sport(s) in which those student athletes participate (2013-14 Policy 17.1.2(c)). However, a host family can only host one Youth Exchange student of the same gender and sport in any given year (2013-14 Policy 17.1.2.1). Additional changes…a youth exchange can now reside with the family of a student athlete of the same gender and sport, provide the host parents are not representatives of the school’s athletic interests (i.e. coaches). Also, a host family can only host one foreign student of the same gender and sport. If a family hosts more than one foreign student the foreign students must be of different genders or participate in different sports. 2013 Compliance Seminar

Q and A 2013 Compliance Seminar