MANUAL - Students enrolling for the first time in a Jordan School District school are required to provide an original or certified copy of the student’s birth certificate at the time of enrollment. If a birth certificate is not available at the time of enrollment, a 30-day grace period is available to allow the custodial legal parent(s) or guardian(s) time to obtain the necessary documents. A certified birth certificate is a birth certificate issued by the Bureau of Vital Statistics (not a copy). It will have a raised seal or a colored, embossed seal (§53G-6-603, JSD AS63-Student Eligibility to Attend School).
When students transfer between schools, the receiving school may accept a previously-submitted certified copy of the birth certificate (or other reliable proof), if the certified copy of the birth certificate or other reliable proof is included in the student's cumulative folder (student records). Contact the student's previous school to verify that a certified copy of the birth certificate exists and will be sent to your school with the student's school records.
In rare cases, when an original or certified copy of the student’s birth certificate cannot be obtained, other reliable documents may be provided as proof of birth. Passports and Visas may not be accepted as proof of birth. Other reliable proof includes (but not limited to): taxes, consular report of birth abroad, midwife certificate, religious blessing or baptismal records, affidavits from government officials, etc., all of which can provide proof of the student’s name and age. When a document other than the birth certificate is provided, an affidavit must be included explaining the inability to produce a copy of the birth certificate (available under "Resources").
If a birth certificate is not provided at enrollment, the school should:
- Inform the legal custodial parent(s) or guardian(s) enrolling the student that an original or certified copy of the student’s birth certificate or other reliable proof must be provided within 30 days, and:
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- Fill out and send the Birth Certificate Requirement 30-day grace period letter (sample letter is available in “Resources” section of this manual). Retain a copy at the school.
- Enroll the student. There is no need to send the legal custodial parent(s) or guardian(s) registering a kindergarten student without a birth certificate to Planning and Enrollment.
- If the legal custodial parent(s) or guardian(s) enrolling the student provides an original or certified copy of the birth certificate within 30 days, compliance has been achieved.
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- If the legal custodial parent(s) or guardian(s) enrolling the kindergarten student provide “other reliable proof”:
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- They must be referred to Planning and Enrollment (JSD PolicyAS63 & AA400).
- The “other reliable proof” must provide reliable confirmation of the student’s identity and
- An Affidavit of Birth should be filled out by the guardian explaining the inability to produce a copy of the birth certificate (found under “Resources”).
- If the reliable proof is not provided or is not sufficient, the school shall proceed with the 10-Day Letter and all subsequent steps.
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- If the legal custodial parent or guardian enrolling the student fails to provide the required documents within the 30-day grace period, the school shall notify the person in writing that unless they comply within 10 days, the case shall be referred to the local law enforcement authority for investigation. The school shall keep the student enrolled, and:
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- Complete the Birth Certificate 10-day letter and send it to the legal custodial parent or guardian who enrolled the student (a sample is available in the "Resources" section of this manual).
- Retain a copy at the school.
- If compliance is not obtained within that 10-day period, the school shall refer the case to the local law enforcement authority for investigation. (See sample letter under “Resources”.) The school shall keep the student enrolled.
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The school shall also immediately report any birth certificate that appears inaccurate or suspicious to the local law enforcement agency.
Reminder: As birth certificates are received, verify the name and the birth date information in Skyward.
- Birth Certificate 10 Day Sample Letter - English/Spanish
- Birth Certificate 30 Day Sample Letter - English/Spanish
- Sample Letter for Referring to Law Enforcement
- Affidavit of Birth