STUDENT RECORD

This will be the office processing prospective Student Application, conduct Placement assessment and initial registration for new and Renewing Student Pass through the Immigration and Checkpoints Authority

APPLICATION PACKAGE

Application package must include the Application Form, other forms and documents as spelled out in Application Form. All documents can be submitted via email except for the CPE school contract and Physician Examination Form. The originals must be submitted for these 2 documents.  When application documents are submitted via email, they must be in PDF format.  Your application will be considered complete and ready for review only if all application forms, supporting documents / forms, official school transcripts / documents and application fees have been received by the Admissions office.

STUDENT PASSES

Valid Passes to be a Student At ICS

All students enrolled at ICS must hold one of the following valid passes:

1. Student pass
2. Dependent pass
3. Exemption Order/Diplomatic pass
4. PR

The ICS student records office reviews the validity of these passes.  Upon discovery of any pass that has expired, the office will:

1. Contact you to inform you that your child’s pass has expired.
2. Inform the academic office that the student will not be attending class the following day due to the invalid pass. 
3. Allow the child to return to school only upon receipt of his/her valid pass. 

For Student Pass holders - It is the responsibility of parent(s)/guardian(s) to request Student Pass renewal from the school at least 6 weeks before expiration of their current pass. As and when Student Pass holder’s passport has been renewed or changed, parent(s)/guardian(s) are required to submit copy of the renewed or new passport to student record office.

All international students who have been accepted and offered a place as a full time student at ICS are required to have a valid pass: Dependent, Diplomatic, Student, or Proof of PR status issued by the Singapore Immigration & Checkpoints Authority (ICA). Only student who hold a valid pass will be allowed to attend school.
It is the parent(s)/guardian(s) responsibility to:

1. Obtain the proper passes prior to entering school
2. Keep the passes up-to-date
3. Submit the most recent copy to the school Student record office

Students who would require a Student Pass will be:

1. Students whose parents are permanent residents of Singapore
2. Neither Parent has an employment pass
3. Students not eligible for Dependent Pass
4. Change of school

Applications for a new student pass and its renewal require considerable amount of time.  Some applicant’s may experience complications, delay and even rejection.  Approval of a Student pass is solely the decision of ICA and the school does not have any authority or influences over it. Student Pass issued is not transferrable and will expire upon the student ceasing to be a Student of ICS.
Please plan accordingly. 

STUDENT RECORDS AND TRANSCRIPTS

All requests must be in writing or by email to .(JavaScript must be enabled to view this email address) for each of the following documents:

Kindly adhere to the following procedure when requesting for records:

1. Submit a completed Student Records/Transcript Request Form to the Front Office or send via email to .(JavaScript must be enabled to view this email address)
2. Ensure that there are no outstanding tuition and/or other fees payment.

Allow two (2) weeks for the request to be processed. We understand the urgency of some requests and will process as soon as possible. There is an additional charge for such requests.

EARLY WITHDRAWAL

Enrolled ICS student intending to withdraw before the last day of school in June should follow the guidelines given below:

1. Submit detailed withdrawal information in writing to the student Record Office or send via email to .(JavaScript must be enabled to view this email address) at least fourteen (14) days prior to the date of withdrawal.
2. Complete the Early Withdrawal Checklist Form ensuring that the guardian/parent(s) and student
   • -Provide a forwarding address
   • -Return the following, as applicable:
   • -Laptop Computers
   • -All textbooks
   • -All library books
   • -Student ID Card
   • -Combination Lock
   • -Payment of all tuition and other fees
   • -Clear out all personal items from locker
3. Authorize:
• -ICS to transfer all the school records of my child to the next school upon an official request from the admitting school.
• -ICS to delete my child’s email account and data on the server with immediate effect.

ICS will release transcripts and/or a student’s records only after ALL the above items have been completed.

NON-RETURNEES

Non-returnees refer to students who are not returning nor re-enrolling after the end of the school year. To enable ICS office to process the release of the student’s records, please:

1. Inform the Front Office of the decision to not return at least two (2) weeks before the last day of semester in writing or by email.
2. Complete the following checklist items:
   • -Provide a forwarding address
   • -Return the following, as applicable:
   • -All textbooks
   • Laptop Computers
   • All library books
   • -Student ID Card
   • -Combination Lock
   • -Payment of all tuition and other fees
   • -Clear out all personal items from locker

3. Authorize:

   • -ICS to transfer all the school records of my child to the next school upon an official request from the admitting school.
   • -ICS to delete my child’s email account and data on the server with immediate effect.

ICS will release transcripts and/or a student’s records only after ALL the above items have been completed.

APPLICATION PROCEDURE FOR STUDENT PASS

A new application for Student Pass must be submitted at least one month before entering school through the ICA’s Student Pass OnLine Application & Registration+ (SOLAR+) system. ICS Students Records Office will assist the student in the registration process.

Procedures:

1. Upon official acceptance of the student, Student Records Office will initiate the online student pass registration through the SOLAR+ website.
2. Upon successful registration, the Student Records Office will receive from ICA an acknowledgement notice with login information for the student. This information will be given to the parent(s)/guardian(s).
3. The Parent(s)/Guardian(s) should then access the SOLAR+ link to complete the registration process.
4. If the application is successful, the Student Records Office will receive the In-Principal Approval letter (IPA)  from ICA. ICS will then inform/email the IPA details to parent/guardian(s).
5. The Parent(s)/Guardian(s) should follow the instructions on the IPA and make an e-appointment for the completion of the student pass formalities. The student should be present to obtain the student pass. Note that scheduling e-appointments may take some time depending on availability. Please plan accordingly.
   
6. The Parent/Guardian(s) submits a copy (front and back) of the student pass to the Student Records Office.

CANCELLATION PROCEDURE FOR STUDENT PASS

Student Pass Cancellation refers to ICS students who currently hold a Student Pass.

Cancellation of an ICS student Pass holder applies to the following status:

1. Repatriate/permanently leave for another country
2. Transfer to another school in Singapore
3. Completed his/her course of studies at ICS
4. Applying for another type of Pass

Cancellation Procedure

1. Upon receipt of the notice of withdrawal from the Parent(s)/Guardian(s), or information about non- returning and graduating students, the Student Records Office will immediately cancel the student pass through the Immigration and Checkpoints Authority (ICA) online facility. ICS is under an obligation to inform ICA of the student’s withdrawal.
2. Once ICA has issued the Notification for Cancellation, usually within 5 days, the Student Records Office will forward it to the Parent(s)/Guardian(s).This document is required for immigration clearance at the point of departure from Singapore.
3. The student is under an obligation to surrender the Student pass:
   • (a) To the ICA at the point of departure from Singapore
   • (b) To ICA Office.