Information / POLICIES

Student Registration and Withdrawal Policy

Policy

  • Registration is on a first-serve basis, as the school provides equal opportunities for all.
  • Registration is bounded by the availability of seats.
  • AAS has the right to place students in the sections as it sees fit. Selection of teachers and classes is totally prohibited.
  • Registration or re-registration is only secured once the registration fees are paid.
  • For returning students, all outstanding current-year balances must be closed to secure a seat for the coming academic year in addition to the re-registration fee.
  • AAS adopts an open approach to accepting students from different races and ethnicities to achieve fairness, equality, and transparency.
  • AAS allows prospective Parents/Guardians and their children to visit the school prior to registration so that they may familiarize themselves with it.
  • AAS re-registers students in the next grade, if the Parents/Guardians wish so, as long as there are no behavior issues that justify the refusal of the students’ re-registration.
  • AAS admits students with mild to moderate special education needs and offers additional appropriate learning support as required or needed (see SEN Policy).
  • AAS will not refuse or withhold admission of students with chronic health conditions (e.g., diabetes, asthma, congenital heart diseases, epilepsy, and obesity) and must offer appropriate support to the student’s needs.
  • AAS may conduct an interview with a student during the mandatory education stage and may require the student to take certain placement tests to give an indication of their performance level(s) to be able to provide proper learning support and not for the purpose of accepting or rejecting a student.
  • If a student is transferring from one school to another in a different Emirate, a transfer certificate to the Emirate shall be needed. If no transfer certificate exists, a report card or equivalent document from the previous School shall be sufficient for the purposes of the new school.
  • AAS will ensure that all newly admitted students (including the students transferred from other schools in the Emirate, from other Emirates, or from schools aboard) submit their vaccination cards and medical records as an integral part of the admission and registration procedures for such students:
  • Students that have been admitted (KG1 or KG2) or Grade one must submit a vaccination card that fulfills the “Childhood Immunization Schedule” of the current HAAD Immunization Schedule.
  • Students that have been admitted to Grades 2 to 9 shall submit a vaccination card that fulfills the “Childhood Immunization Schedule” and the “School Immunization Schedule According to Grade” of the current HAAD Immunization Schedule.
  • AAS will not refuse or withhold admission of students who do not have vaccination cards or do not meet all the requirements on their vaccination cards but should accept them on the condition they complete the necessary vaccinations and provide a vaccination card that meets all requirements within the school year. This shall be considered a condition for re-registration for the next school year.
  • The AAS school nurse shall create new medical records for the students registered in KG or Grade 1.
  • The AAS school nurse shall create medical records of transferred students from schools within and outside the UAE.
  • AAS shall keep records of all admission files including required information and documents.

Requirements - As per the guidance from the Department of Education and Knowledge (ADEK)                                                                                                                                                                             

  1. Register students in Enterprise Student Information System (e – SIS)
  2. All student names should formally be registered before entering a classroom
  3. 3 passport-size pictures of the student 
  4. 1 copy of the student’s passport and visa for non-locals (colored)
  5. 1 copy of father’s passport +1 copy of father’s visa for non-locals (colored)
  6. 1 copy of the vaccination card (colored)
  7. 1 copy of the student’s birth certificate (if the student is born outside the U.A.E., the certificate should be attested by the Embassy of the birth country & U.A.E foreign affairs) (colored)
  8. Student’s UAE ID, mother’s UAE ID & father’s UAE ID (Original + colored copy)
  9. 1 copy of the family book for local student 
  10. The transfer letter from the previous school. If the student studied outside the U.A.E., then the certificate should be attested by the Embassy of the country where the school is located as well as by the U.A.E Foreign Affairs.
  11. Final Report Card. If the student studied outside the U.A.E., the certificate should be attested by the Embassy of the country where the school is located as well as by the U.A.E Foreign Affairs.
  12.  “To Whom It May Concern Letter” 'for the student from the previous school 
  13. AED 500 as registration fee (non-refundable)
  14. The Priority of registering will be given to the ones who have siblings and relatives that are already studying in school. In case we have extra seats, the Registration Department will contact the names who are on the waiting list depending on the distance of their houses from the school.
  15. For People of Determination (POD), their cases will be discussed on induvial basis.

Procedures 

  1. Before registration, KG1 & KG2 students will go through an entry assessment process. Grades from (1-9) will be invited for an entrance assessment to evaluate their current academic level.
  2. Registration takes place from 7:30 a.m. to 2:30 p.m.
  3. Registration will take place electronically and manually; electronically in Orison and e-SIS.
  4. Parents will be given the result of the evaluation within 3 working days 
  5. Parents will be given a file from the Registration office which will contain a school fees list, a registration form, a bus form, bus rules, and a copy of the ‘Behavior and Achievement Policy’. 
  6. Parents will need to allow at least 30 minutes for each registration both manually and electronically.
  7. Parents will take the admission slip and proceed to the Finance Department to pay the AED 500 registration fee, which is non-refundable unless the school reverses the decision for entry to the school.

Registration Period   

All existing students at Al Ain American School must re-register for the next Academic Year by March. New students must register during the announced registration period, which is set by the Registration Department; as spaces may be limited.

Late Registration 

All students are expected to register at the times specified by ADEK. An application for late registration can be supported by an exception letter from the Department of Education and Knowledge. However, the school will take into account the number of students in the class before an exception is considered. 

Transfer Letter & Withdrawal Letter

  1. Parents can get a Transfer Letter or Withdrawal Letter usually at the end of the Academic Year except for those relocating. As per ADEK opening the system to release the Transfer Certificate.
  2. Transfer Letter or Withdrawal Letter within the Academic Year will not be given without permission from ADEK, along with an approval letter from the accepting school. 
  3. Transfer Letter or Withdrawal Letter will require 24 hours' notice. 
  4. Transfer Letter or Withdrawal Letter should be signed by the Principal, Registration Officer, and Finance Department. 
  5. Transfer or withdrawn student procedures will be processed and updated electronically on e-SIS. 

Students Leaving School before the End of the School Year or for Long Absenteeism   

Students leaving before the end of the school year, or are absent for a long time should clarify both cases by getting a permission letter from ADEK.