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Annual Residency Verification Audit

Annual Residency Verification Banner

Los Gatos - Saratoga Union High School District now requires annual residency verification for all continuing LGSUHSD students and any new students enrolling for the 2023-24 school year. This process helps our district ensure that, in compliance with California law and our Board policy, our schools serve those students and families residing in our school district boundaries and that we spend our resources efficiently and effectively to the benefit of LGSUHSD students and families. Moreover, these additional steps will help provide a full and precise accounting of our projected student population as we review and plan staffing for the coming year.

Parents/Guardians of all LGSUHSD continuing students in grades 9 through 11 must submit required residency documentation by March 31, 2023.  Enrolling a new student is separate from the Annual Residency Verification process.  For example, for families with both an incoming 9th grader and a continuing student(s) moving on to grades 10-12 for the 2021-22 school year we will be taking care of the incoming 9th grader via the initial registration process.  You, as parent/guardian, will need to re-verify residency for each continuing student(s) via the Residency Verification Process. 

Failure to verify residency by the March 31, 2023 deadline will impact our ability to place your student in selected courses. And, as you may know, CIF (California Interscholastic Federation) sports league rules include consequences for the student and team as a whole, in the event that a student’s residency does not comply with district residency requirements.

Residency Verification through Aeries

This year, in order to streamline the process, we will be using your existing Aeries portal.  You will be able to log into your student’s Aeries account and upload the necessary documents.  Information regarding required documentation can be found by clicking here.   Annual Residency Verification documents may NOT be submitted directly to the school.  You will need to complete this process for EACH STUDENT in your family attending our schools.  For INSTRUCTIONS on how to complete the Annual Residency Verification Process, please click here

Should you be unable to complete the process online, you can mail documentation to:  Registration/LGSUHSD, 17421 Farley Road West, Los Gatos, CA 95030.  Please note that Annual Residency Verification cannot be completed at the school site.  This is a district process - do not turn in documents at your school site.

If you have additional questions regarding annual residency verification, please email registration@lgsuhsd.org


FAQs

 

Q: I can’t see the option to upload my documents, can you please help?
A: Please ensure that parents are logging in under the Parent Portal, not the Student Portal in Aeries. Parents can access the Parent Portal here

Q: What documents are required to verify residency?
A: You can find the required documents here.

Q: Can you please share step-by-step instructions so I can ensure I’m uploading the documents correctly?
A: You can find the step-by-step instructions here.

Q: I don’t see a Submit Button to upload the documents into Aeries. How do I know if my documents are added?
A:  There is not a “Submit” button to select after you upload the required documents. Aeries will save and store your documents for further review once the documents are uploaded.

Q: Will I get a reply or confirmation once the uploads have been received?
A: No, there is not an automatic reply that is sent out from Aeries once your documents are uploaded. Each child’s file is manually audited by staff. If there is an issue with any document uploaded, a staff member will reach out to you.

Q: Can I submit my documents to the school?
A:No, this is a district-level process and we have staff dedicated to handling this process.

Q: Who can answer questions about the status of my student’s residency verification?
A: If your question is specific to the Annual Residency Verification process, please contact registration@lgsuhsd.org.  Please do not contact the school.

Q: I have submitted my documents to the school already, why am I still being asked to verify residency?
A: School staff are not responsible for monitoring this process and transferring individual student data.  This is a district-level process.

Q:  Residency documents for my incoming 9th grader have already been provided.  Why do I need to do it again for my older students? 
A: LGSUHSD families with incoming 9th graders will need to also submit initial residency packets for those students.   If you’ve already completed this with the school for your incoming 9th grade student, thank you!

Enrolling a new student is separate from the Annual Residency Verification process.  For example, for families with both an incoming 9th grader and a continuing student(s) moving on to grades 10-12 for the 2022-23 school year will be taking care of the incoming 9th grader via the initial registration process AND will re-verify residency for each continuing student(s) via the Residency Verification Process.
This process for incoming 9th graders will, as in years past, be done through your specific school’s registrar:

LGHS:  Terri Dewing               SHS:  Robert Wise

Q:  I submitted residency documents for one returning student.  Why do I need to do it for each student? 
A: Each verification is student-specific.  As we identify students for whom we cannot complete course placement, we’ll be using the data generated.  If a student’s file does not include the necessary documentation, we will be unable to process course requests.

Q:  Will I receive (a) confirmation email(s) that residency verification is complete for my student(s)? 
A: Yes, you will receive a confirmation email once all documents have been submitted and verified to ensure they meet the listed requirements.


If you have additional questions regarding annual residency verification, please email registration@lgsuhsd.org