Information Necessary for Pupil Enrollment in Public Schools
(From the Virginia Department of Education (VDOE) and Dinwiddie County Public Schools Division Policies)
In order to enroll a child in a public school system in Virginia, state law requires a parent or guardian of a child to provide certain information to the child’s school division. The required information is listed below.
Preschool Registration / Joint Application Form
Preschool is for children 3 and 4 years of age who qualify*
Note: Registration of 3 and 4 years old does not guarantee program admittance. Certain restrictions apply. Enrollment is dependent upon meeting program criteria. Only a limited number of preschool spots are available. Preschool i s not first-come first-served. Students who are not initially accepted are placed on a waiting list.
Registration Kindergarten through Twelfth Grade
In early August 2021 we will be going to an online registration process for all K-12 students. All parents/legal guardians enrolling students in Dinwiddie County Public Schools (DCPS) need to have the information provided on this page in order to complete the online registration. Kindergarten students must be 5 years old on or before September 30.
Please continue to read this page for the type of information you will need to complete the application. This includes information such as the child’s name, date of birth, address, parent/guardian information , any legal issues (including if a court has awarded you legal parental custody of your child*) among other things.
If registering your child before the online application is available, please use the following form:
*If a court has awarded you legal parental custody of your child, you must attach a copy of the Custody Order including the visitation rights during the day.
An official certified copy of the child’s birth record must be provided (A photocopy of the child’s birth certificate will not meet this requirement.). Information on obtaining a certified copy of a birth certification is available at the Virginia Department of Health website.
At the time of enrollment, the child must be five years of age or reach his/her fifth birthday on or before September 30th of the current school year.
If a certified copy of the child’s birth record cannot be obtained, the person enrolling the child must submit a sworn statement setting forth the child’s age and explaining the inability to present a certified copy of the birth record.
School Entrance Health Form
A School Entrance Health Form, MCH 213G, completed by a licensed physician, licensed nurse practitioner, or licensed physician’s assistant regarding the child, must be presented at the time of enrollment. The three-part form includes Part I-Health Information Form, Part II Certification of Immunization, and Part III-Comprehensive Physical Examination Report. The report must indicate that the child has received a comprehensive physical examination performed within the twelve months prior to the date the child first enters a public kindergarten or elementary school (K-5). The physical examination report must include “Recommendations to School” and other information as required by school division policy.
The health departments of all the counties and cities must provide the physical examination for medically indigent children without charge, upon request.
The Comprehensive Physical Examination is not required of any child if it violates the family’s religious beliefs and the child’s parent or guardian states in writing that the child is free from any communicable or contagious disease and there is no visual evidence of sickness.
Immunizations (updated April 19, 2021)
Documentation (Part II of the School Entrance Health Form MCH 213F) indicating that the child has received the required immunizations must be provided. The required immunizations include:
- Diphtheria, Tetanus, & Pertussis (DTaP, DTP) – A minimum of 4 doses. A child must have at least one dose of DTaP or DTP vaccine on or after the fourth birthday.
- Hepatitis B Vaccine – A complete series of 3 doses of hepatitis B vaccine is required for all children. However, the FDA has approved a 2-dose schedule ONLY for adolescents 11-15 years of age AND ONLY when the Merck Brand (RECOMBIVAX HB) Adult Formulation Hepatitis B Vaccine is used.
- Human Papillomavirus Vaccine (HPV) – Effective October 1, 2008, a complete series of 3 doses of HPV vaccine is required for females. The first dose shall be administered before the child enters the 6th grade. After reviewing educational materials approved by the Board of Health, the parent or guardian, at the parent’s or guardian’s sole discretion, may elect for the child not to receive the HPV vaccine.
- Measles, Mumps, & Rubella (MMR) Vaccine – A minimum of 2 measles, 2 mumps, and 1 rubella. (Most children receive 2 doses of each because the vaccine usually administered is the combination vaccine MMR). First dose must be administered at age 12 months or older. Second dose of vaccine must be administered prior to entering kindergarten but can be administered at any time after the minimum interval between dose 1 and dose 2.
- Polio Vaccine – A minimum of 4 doses of polio vaccine. One dose must be administered on or after the fourth birthday.
- Tetanus, Diphtheria, & Acellular Pertussis (Tdap) – A booster dose of Tdap vaccine is required for all children entering the 6th grade, if at least five years have passed since the last dose of tetanus-containing vaccine.
- Varicella (Chickenpox) Vaccine – All susceptible children born on and after January 1, 1997, shall be required to have one dose of chickenpox vaccine administered at age 12 months or older. Effective March 3, 2010, a second dose must be administered prior to entering kindergarten but can be administered at any time after the minimum interval between dose 1 and dose 2.
The 2020 General Assembly passed House Bill 1090 which amends the minimum vaccination requirements for attendance at a public or private elementary, middle or secondary school, child care centers, nursery schools, family home day care, or developmental center.
This legislation becomes effective July 1, 2021, and amends the Code of Virginia § 32.1-46.A.4 to require:
- Two doses of properly spaced human papillomavirus (HPV) vaccine (for males and females). The first dose shall be administered before the child enters the seventh
- Two or three properly spaced doses of rotavirus vaccine, depending on the manufacturer, for children up to eight months of age.
- Two properly spaced doses of hepatitis A vaccine (HAV). The first dose shall be administered at age 12 months or older.
- Two properly spaced doses of meningococcal conjugate vaccine (MenACWY). The first dose shall be administered prior to entry to the seventh grade. The second dose shall
be administered prior to entry to the twelfth grade.
To assist schools with this effort, the Virginia Department of Health (VDH) has created a list of frequently asked questions to address any concerns parents or school staff may have.
Please distribute this memo and Attachments A and B to parents of rising kindergarteners, seventh, and twelfth grade students.
Any child whose immunizations are incomplete may be admitted conditionally, if the parent or guardian provides documentation at the time of enrollment, that the child has received at least one dose of the required immunizations and has a written schedule for completing the remaining doses within 90 days.
No certificate of immunization shall be required for the admission to school of any student if (i) the student or his parent submits an affidavit to the admitting official stating that the administration of immunizing agents conflicts with the student’s religious tenets or practices; or (ii) the school has written certification from a licensed physician or a local health department that one or more of the required immunizations may be detrimental to the student’s health, indicating the specific nature and probable duration of the medical condition or circumstance that contraindicates immunization.
Proof of Residency
If a child has no regular, fixed residence but resides within the school division in a temporary shelter, institution, or place not ordinarily used as a residence, the school division may determine that a street address, route number, or post office box number, cannot be provided. The school division may accept an alternative form of address that it considers appropriate. Please speak with the school counselor for more information.
Emergency Health Information
Students with mild to severe health care needs or medical conditions are required to have an Emergency Care Plan (ECP) on file. The ECP helps assure consistent, safe health care for the student, and provides documentation regarding the extent of services provided. Please have the forms completed and returned to your child’s school, if needed.
Emergency Care Plan Forms
Pre-Kindergarten Experience Form
(Kindergarten students only)
The Department of Education is collection data related to pre-kindergarten experiences for incoming kindergarten students in our Commonwealth. Please complete the following form if you are enrolling your student in kindergarten.
PREKINDERGARTEN SETTING FORM (Rev. March 2021)
In addition to the above information, some other types of information you will need for enrolling your child or child you have legal custody of is the following:
- Proof of Legal Guardianship as defined by Code of Virginia § 22.1-3 (if applicable, like foster care, custody orders, etc.)
- Records from Previous School (including, but not limited to):
1. Transcript or Report Card 2. School Withdrawal Form 3. Discipline Report 4. Name and Address of Previous School
- Emergency Contact Information (up to four others, not including the parents or legal guardians)
- Other household member names under the age of 5
- Health Information (conditions, medications, etc.)
- Home Language Information
- Birth Location and Date First Entered a Virginia School or US School
- Former Student Services Information (Examples include: If your child had at their former school anIEP, 504 Plan, Gifted Program, EL Services, etc.)
- Release Agreement(s)
Please feel free to contact your child’s school with any questions you may have.
We look forward to working with your child and sharing the DCPS family experience!