We’re preparing to welcome students and staff back into schools this September. Learn more about our school re-entry plans.

EPSB.ca » Our Division » Board Policies & Administrative Regulations » H - Students » HC.AR Student Accommodation

Student Accommodation

  • Code: HC.AR
    Topic: Student Accommodation
    Issue Date: 30/01/2020
    Effective Date: 29/01/2020
    Review Year: 2027

Objective

To provide direction and process for the accommodation of students.

Definitions

Attendance Area: a geographic area which defines the student population for which each school is responsible.

Secondary Attendance Area: a geographic area which would allow students, resident in that area, to have preferential access for a specific school, after the school has accommodated students from within the designated attendance area, and before students residing outside of the secondary attendance area. This does not provide a guaranteed right of access to the school served by the secondary attendance area, and is dependent on available space in planned classrooms, within the school.

Closed Boundary: the condition which exists when a school cannot accept new students from outside its attendance area. 

Optimal Enrolment Limit: a limit on the number of students to be accommodated at a school or in a program. It differs from a closed boundary in that the school is able to accommodate some new students from outside its attendance area, providing that they meet any relevant admission criteria.

Independent student: a student who is 18 years of age or older, or 16 years of age or older and who is living independently, or who is party to an agreement under Section 57.2 of the Child, Youth and Family Enhancement Act, Section 1(1)(m) ( Education Act s. 1(1)(n)).

Addendum 1 - Definitions to support Addendums 2, 3 and 4

Resident student: as per Education Act s.1 (1) (w), an individual who is entitled to have access to an education program in the Division under sections 3 and 4 of the Education Act. A resident student of Edmonton Public Schools has at least one parent or legal guardian that is non-Roman Catholic and who resides within the City of Edmonton. All other students are considered to be non-resident students of the Division.

Random Selection: a centrally administered process used to determine which students of the Division will be accommodated at a school when access to the school, a grade, a program or a course is oversubscribed.

Lottery: a centrally administered process used to determine which students are accommodated at a school that does not have enough space for all resident students living in the attendance area due to significant enrolment pressures. Schools going into the lottery process will maintain a callback list to manage space that opens up in planned classrooms.

Callback List: a list of students who were not selected for a space at their designated attendance area school through the lottery process, or whose parents choose to have them added to the list when they wish to register or pre-enrol at the attendance area school after the April pre-enrolment deadline. When a school has gone to a lottery process as part of spring enrolment, the callback list will be used to offer any space that becomes available on or before September 30.

Overflow Designated School: the Division school identified to accommodate students who are unable to access their designated attendance area school due to significant enrolment pressures and the lottery process has been implemented.

Regulation

  1. Each school shall be responsible for accommodating all students in its attendance area. *See Addendums 4 and 5
  1. A school shall accommodate all students who wish to attend the school, except as outlined in sections 6, 7, 8 and 9. *See Addendums 2, 3, 4 and 5
  1. Subject to board policy and regulation, once a student is enrolled in a school, the student shall be permitted to continue to attend that school until his or her program is completed.   
  1. Principals shall ensure that the school's current students participate in the Division's spring pre-enrolment process. Pre-enrolment guarantees a student's accommodation for the subsequent year and represents a commitment to that school. 
  1. Between the end of the pre-enrolment process and the first instructional day, requests to enrol in a school other than the one confirmed during pre-enrolment will be considered where space in planned classes permits. Notwithstanding this provision, a school which has admitted students through the random selection process is deemed to have reached its optimal enrolment limit, and shall not be permitted to accept any students, other than those who are eligible to claim a space because they live in that school's attendance area:
    1. as a result of a move after the end of the pre-enrolment process; or
    2. because they have not participated in the pre-enrolment process, subject to the provisions of sections 4 and 8. *See Addendums 3, 4 and 5
  1. If the principal, in consultation with the parents, determines that the school cannot provide programming that will meet the needs of a student, the principal shall identify and facilitate an alternative placement. 
  1. After the first instructional day of a school year, a principal may refuse to enrol a student residing in the school's attendance area if the student is already enrolled in another school and is not newly resident in the city or the attendance area. *See Addendum 5
  1. A student's choice of attending a school other than the one in whose attendance area he or she resides may be limited if any one of the following applies:
    1. the school or program chosen has a closed boundary or an optimal enrolment limit; 
    2. the school, in the judgment of the principal and in consultation with the parents, cannot meet the needs of the student; 
    3. the student has not participated in the Division's pre-enrolment process by submitting his/her Division passport by the required date; or
    4. it is after the first instructional day of the school year.*See Addendum 4
    5. Notwithstanding 8c above, a student enrolled at a given school as of June 30 of a school year remains the responsibility of that school for the ensuing school year, unless the student is changing schools providing that they meet any relevant admission criteria.  
  1. Principals, in consultation with Division Planning staff, may establish closed boundaries or an optimal enrolment limit for their school or for one or more programs in their school. *See Addendum 4
  1. Where a school has a closed boundary or an optimal enrolment limit, the sibling of a student already in attendance at a school shall be permitted to enrol in the same school if both siblings will be enrolled in the school at the same time, and the sibling wishing to enrol meets any relevant admission criteria. *See Addendums 2 and 4
  1. In a school or program with an optimal enrolment limit, the admission of new students from outside the attendance area shall be governed by a process that allows an equal chance of admission to all eligible students. The random selection process shall be conducted on the date specified in the annually published pre-enrolment process.  
  1. A school or program with an optimal enrolment limit shall not contact students who were not successful in gaining admission through the random selection process referred to in number 11 above to offer enrolment for the upcoming year. 
  1. International students and students residing outside the City of Edmonton who are not already enrolled at a school may be refused enrolment for the upcoming year if the specific school has closed boundaries or an optimal enrolment limit. *See Addendum 4
  1. There is an expectation that all students will complete high school within three years of completing Grade 9. Students who are not yet 20 years of age on September 1 and who wish to enrol for additional programming may be accommodated:
    1. in courses provided by Centre High Campus;
    2. by the Learning Store outreach programs, or Argyll Home Education Centre, or Metro Continuing Education evening or Saturday classes;
    3. in a Division high school for a fourth year, providing they meet the following criteria:
      1. able to complete their program of studies in their fourth year,
      2. program is offered at the same school that they attended in year three of high school, and
      3. meet all other conditions outlined in the Education Act.
    4. on an exceptional basis and with the approval of the school's principal, a student with extenuating:
      1. medical conditions,
      2. special needs that cannot be met in courses provided by Centre High, or
      3. personal circumstances may be enrolled for a fourth or subsequent year in a Division high school.

*Addendum 2 Sibling Clause
The sibling clause (number 10 of this administrative regulation) has been suspended and does not apply to the following schools and neighbourhoods:

  • As of September 2017:
    • Bessie Nichols School for students residing outside of The Hamptons neighbourhood.
    • Grandview Heights School for students residing outside of Grandview Heights neighbourhood.
  • Effective January 2021, for any school conducting a Division lottery process.

*Addendum 3 Division Random Selection Process Schools
Effective spring 2020, following the April pre-enrolment deadline, any Division school that conducted a random selection process will only accept resident students who move into the attendance area for the upcoming school year. Non-resident students of the attendance area may only enrol in another Division school with space remaining in planned classes.

*Addendum 4 Division Lottery Process
Effective January 2020, in circumstances where a school does not have space to accommodate all resident students living within the school’s designated attendance area, a lottery process will be implemented as follows:

  1. Following the April pre-enrolment deadline, a lottery process will take place for any grades with more requests for enrolment than there are spaces available.
    1. For schools conducting a lottery, all sibling registrations in Kindergarten (both resident and non-resident) will be accommodated at the designated attendance area school conducting the lottery provided both siblings will be attending the school in the 2020-2021 school year.
    2. For schools conducting a lottery, new sibling registrations entering into grades 1 to 9 will only be accommodated at the designated attendance area school conducting the lottery where there is space in planned classes and both siblings will be attending the school in the 2020-2021 school year. All siblings will be accepted at the overflow designated school.
    3. Resident students new to the attendance area are eligible to participate in the lottery process.
  2. Consistent with the Education Act s.10 (4), non-resident students new to the attendance area and who are not siblings of current students are not eligible to participate in the lottery process.
    1. These students may register at a Division school with space in planned classrooms or remain at their current school.
  3. Resident students of the attendance area who are selected through the lottery process will be accommodated at the designated attendance area school.
  4. Resident students of the attendance area who are not selected through the lottery process may attend the overflow designated school or another Division school with space in planned classes.
  5. If the parent/guardian of a student who was not selected through the lottery process chooses to enrol the student at the overflow designated school, any siblings of that student would also be eligible to enrol at the overflow designated school.
  6. The randomized list of students for a lottery will be generated and maintained centrally.
  7. The names of students not selected through the lottery will be retained centrally on the callback list until September 30th.
  8. Should space become available in the lottery school prior to September 30, the principal will contact the next student on the callback list to offer enrolment for the school year.
  9. After September 30, no further spaces will be offered to students on the callback list and the school will be closed to any further students in any grade that was subject to the lottery process, for the remainder of the school year.
    1. Resident students new to the attendance area unable to attend the closed grade of the lottery school will be accommodated at the overflow designated school.
  10. Resident students new to the attendance area seeking to enrol after the pre-enrolment deadline will be able to attend the overflow designated school or any other Division school with space in planned classes. Prior to September 30, the parent may also request that thestudent’s name be added to the bottom of the callback list.

*Addendum 5 No Space in Planned Classrooms
Effective spring 2020, when a Division school has no space remaining in planned classrooms following the April pre-enrolment deadline only resident students who move into the attendance area will be accommodated in the designated school for the upcoming school year. Non-resident students may only enrol in another Division school with space remaining in planned classes.

References

HB.AR Student Placement
HC.BP Student Accommodation
HEC.BP Student Admission to the District
Child, Youth and Family Enhancement Act - January 1, 2014
Education Act

(please see Sections 1(1), 3, 4, 10, 11(1), 12)