2.2 - SFUSD’s Early Education Application

SFUSD's Early Education Application

Families who want to enroll must submit an application, either online or on paper. For assistance, families can visit an Enrollment Office. Once the application is submitted, the child(ren) will be placed on the eligibility list. The family will then wait for an opening at one of their chosen schools, and the Enrollment Office will contact them by phone or email. To confirm acceptance, the parent or guardian must respond to the offer. Enrollment Offices are open from 8:00 a.m. to 4:30 p.m. at the following locations:

Required Documents for Online Application

As part of the online application process, the following documents must be uploaded. Please ensure all documents are submitted and dated within the last 45 days:

• Parent or Guardian’s Picture ID
• Birth Certificate or Birth Records (required for all children under the age of 18 in the household)
• Proof of California Residency

Eligibility and Need Criteria for Receiving Subsidized Care

Eligibility for Services is based on documentation and verification of at least one of the following:

• The family has a child who is in Child Protective Services (CPS) OR is at risk of abuse, neglect, and/or exploitation.
• The family has a child with exceptional needs.
• The family is experiencing homelessness. The definition of homeless aligns with the federal McKinney-Vento Act.
• The family is a current CalWORKs cash aid recipient.
• The family is income eligible.
• A member in the family is certified to receive benefits from specific means-tested government programs such as Medi-cal, Cal-Fresh, WIC, Head Start, etc.
• The center and family reside within the attendance boundaries of a qualifying elementary school for Free and Reduced Price Meal (FRPM) eligibility.

 Meet at least one need criteria for services

• Recipient of CPS
• Identified as at risk of being abused, neglected, or exploited
• Seeking permanent housing
• Engaged in vocational training/education
• Employed or seeking employment
• Incapacitated parent(s)

After receiving a placement offer, schedule an enrollment interview with your Enrollment Specialist. At this meeting, you must bring the following documentation:

• Physical Exam and Immunization Record: Includes a tuberculin skin test (within one year) and proof of chickenpox vaccination. These requirements are in addition to the eligibility, need documentation, and licensing forms listed below. See the "Immunizations" section for more details.

During the enrollment interview, you will review and sign a contract confirming your child's eligibility and participation in SFUSD's EED programs. This contract outlines the program's rules and regulations. If you decide not to enroll, your child can remain on the eligibility list upon request.

Community Care Licensing Forms Required for Enrollment:

• Admission Agreement
• Notification of Parents’ Rights form (LIC 995)
• Personal Rights form (LIC 613A)
• Identification and Emergency Information (LIC 700)
• Consent for Emergency Medical Treatment form (LIC 627)
• Child’s Preadmission Health History - Parent’s Report (LIC 702)
• Physician’s Report - Child Care Centers (LIC 701)

These licensing forms must be completed to finalize your child's enrollment.

The Enrollment Intake Process

During the enrollment intake meeting, the enrollment specialist will request the necessary information and documentation listed above. They will review the provided documents to ensure all required items are included, verify the information, and check for accuracy and current dates. If any required documentation is missing, the child’s enrollment will be delayed until all necessary documents are submitted and verified. Therefore, it is essential for families to provide all required documentation to the Enrollment Office promptly.

Tuition-Based Enrollment Procedures 

To participate in tuition-based enrollment, the parent/guardian must submit an application, listing up to three preferred school sites. A non-refundable application fee is required to be placed on the Eligibility List. The family will then wait for an opening at one of their chosen schools. Once a spot becomes available, the Enrollment Office or OST site will contact the family by phone or email. The parent or guardian must respond within three business days to confirm acceptance. Afterward, families will schedule an enrollment interview to complete the eligibility verification process.

Costs & Fees 

SFUSD’s EED provides both tuition-based and subsidized care options. Subsidized families may qualify for a sliding fee scale based on family income and size, as determined by state guidelines. Below is an overview of costs, payments, policies, and credits available to families. 

Tuition Costs

Tuition spots are available on a first-come, first-served basis at the current school-year rate. Each month, families will receive an invoice, and all payments should be made directly to the school.

If there’s a change in tuition rates, families will be notified at least 30 days in advance. Enrollment and tuition policies are reviewed and updated annually for each fiscal year (July 1 – June 30) or as needed. Unless stated otherwise, policy changes take effect with the first payment of the new fiscal year.

Subsidized Fee Policy

A sliding scale set by CDE and CDSS (Title V) determines whether a family qualifies for subsidized care or must pay the full fee. Fees are based on family income, family size, and certified need:

• Part-Time Fee: Charged for attendance under 130 hours/month.
• Full-Time Fee: Charged for attendance of 130 hours/month or more.
• Families with multiple children enrolled will have fees based on the child attending the most hours.

Tuition-based families follow a separate fee structure explained during enrollment.

Payments

Payments for fees must be made by personal check, cashier’s check, or money order, (cash is not accepted). Each month, subsidized families with fee-based contracts will receive a statement in advance. Full payment is due by the 10th of each month, there are no adjustments in tuition for absences and vacations. 

• Delinquent Fees: Payments not received by the 10th are considered delinquent. Families will receive outreach, and if unpaid by the 18th, a "Notice of Action" (NOA) will be issued, which may result in service termination.
• Bounced or Insufficient Funds: If a check is returned, families must replace it with a cashier’s check or money order. Personal checks will no longer be accepted after a bounced payment.

Families with outstanding fees may apply for re-entry in the next fiscal year once balances are fully paid.

Refund Policy

To receive a security deposit refund, families must provide a 30-day written withdrawal notice. The deposit can either be applied to the last month's fee or refunded. Without written notice, the deposit will be forfeited.

Credits

1. Outside Child Care Credit (OCC): Subsidized families with additional childcare expenses for another child may qualify for OCC credit. To claim this credit, families must:
   • Submit monthly OCC forms and receipts showing payments made via money order or check.
   • Notify the agency representative of their outside childcare arrangement.
2. Note: OCC balances cannot be retroactively adjusted after the fiscal year ends, and credits must be used in the subsequent billing period.
3. Tuition Credit:
   • The Preschool for All Tuition Credit program ended in the 2024–2025 fiscal year.
   • Starting in 2024–25, the Early Learning For All (ELFA) program provides financial support for San Francisco families. Eligibility depends on factors such as income, child age, attendance schedule, and program enrollment. Families are encouraged to check their eligibility for this new tuition credit program.
   • To be eligible for ELFA you must:
     • Be residents of San Francisco
     • Earn between 111% to 150% of the Area Median Income (AMI)
     • Verify your eligibility status through Wu Yee Services

Fee Collection and Reporting Policies

Key points include:

• Fee Payment Process: Site Clerks issue invoices, record payments, and submit them to the accounting system (CATS). Principals deposit payments bi-weekly, sorted by contract type.
• Delinquent Accounts: Outreach begins after the 10th of the month. Payment plans may be arranged but must be followed to avoid termination.
• Monthly Reporting: Site Clerks and Principals must prepare detailed reports of payments, contracts, and discrepancies, with dual signatures, submitted to the Accounting Department by the 10th of each month.
• For more detailed policies, refer to EED Family Fee Collection and Recording Policies

Changes of Family Circumstances 

Please note that our state funded subsidies allow you to notify the school clerk and principal whenever your family circumstances change such as changes in family income, family size, or the need for services to best support your family.