23 April 2021
Dear Parents,
Kindly read carefully and thoroughly the following documents:
- Enrollment Primer
- Updated Data Privacy Notice
We hope for your usual support and cooperation with the policies and procedures of Xavier School.
Thank you.
Yours truly,
(Sgd.)
Mrs. Josefina R. Galvez
School Registrar
A PDF copy of the Enrollment Primer may be downloaded here.
ENROLLMENT PRIMER for School Year 2021-2022
I. SCHEDULE OF ENROLLMENT
Regular Students (Incoming Grades 1 – 12) : April 12 – 23, 2021
Kindergarten Students : May 10 – 14, 2021
Transfer Students : May 10 – 14, 2021
II. REQUIREMENTS
For Old Students:
● Enrollment Policy Agreement – By enrolling your child online, it is understood that you have read, understood and agreed to the Enrollment Policy and Procedure of the School as stated in the Enrollment Primer found in the Parent/Student Portal.
● Report Cards – Report cards may be viewed through the Parent Portal and will NOT be needed for the online enrollment. The hard copies shall be distributed as soon as regular school operations resume.
● Student Medical Clearance – Submission will NOT be required for the online enrollment. However, when the government starts allowing the physical presence of the students in school, you shall be required to submit the medical clearance on the date to be prescribed by the school.
● Tuition and Other Fees, Books and Supplies List – After filling out the online forms, kindly print/save a copy of these documents for future reference.
Note: Books and supplies will be delivered to your home.
For Incoming Kindergarten and Transfer Students
Final Report Card/ Progress Report with Certificate of Eligibility signed by the Principal
| ● Kindly send a scanned copy of the final report card or progress report of your child to the Registrar’s Office at registrar-mail@xs.edu.ph ● If this document has not been released due to the Enhanced Community Quarantine, kindly request from the former school of your child to email a letter or certificate of completion to the Registrar’s Office. ● Please note that your child will only be registered into the DepEd’s system upon submission of the report card/progress report. |
Confirmation Letter and Home-School Partnership Agreement Form | For those who have not submitted these documents:
● Kindly send a scanned copy of these documents to the Registrar’s Office at registrar-mail@xs.edu.ph. ● When the government starts allowing the physical presence of the students in school, you shall be required to submit these documents on the date to be prescribed by the school. |
Guidance Information Form | |
Student Name Confirmation Form | |
Photocopy of Marriage Certificate of Parents (if applicable) |
For Non-Filipino Students
Please email to pamelalbitmal@xs.edu.ph the scanned copy of the applicable document:
● Scanned copy of ACR/Study Permit (for Non-Filipinos only) if holder of tourist visa
● Scanned copy of visa for the following (for Non-Filipinos only)
o Permanent Foreign Residents
o Special Investor’s Resident Visa (SIRV)
o Holders of Special Retirees’ Resident Visa (SRRV)
o Working Visa
● Scanned of ICR and valid Philippine and foreign passports (for dual citizens only)
III ENROLLMENT PROCEDURE
A. Preliminary Enrollment Procedure
STEP 1 | Access and Log In at the Xavier School Parent Portal at https://sa.xs.edu.ph · Click on Parents/Students |
STEP 2 | · Check Student Clearance You will not be able to proceed to the Enrollment Proper without going through this. If you have pending clearances, please contact the Registrar’s Office at xssjadmissions@xs.edu.ph. |
STEP 3 | Read Enrollment Primer and Data Privacy Policy Kindly read carefully the policy and procedure to ensure a smooth enrollment process. |
B. Enrollment Proper
STEP 1 | Encode/Update of Student Information Kindly ensure that all personal data are updated, especially the following: ● Mobile Phone and Landline Numbers – in case of emergencies ● Email Address – for receipt of e-circulars ● Residential Address – for delivery of books and supplies
Xavier School shall not be held liable for any incidents, miscommunication, and other events which may arise from the inaccuracy and/or outdated information that you provide therein.
Xavier School may take legal action against anyone involved in any misrepresentation or falsification of information that is provided therein.
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STEP 2 | Confirmation of Grade Level and Subjects for School Year 2021-2022
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STEP 3 | Fill out Books Assessment ONLINE
● Follow all the steps carefully and read all instructions. ● Look carefully at ALL items on the book lists to ensure correct decisions regarding your orders.
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STEP 4 | Fill out Supplies Assessment ONLINE
● Follow all the steps carefully and read all instructions. ● Look carefully at ALL items on the supplies lists to ensure correct decisions regarding your orders. | ||||
STEP 5 | Fill out Tuition and Other Fees ONLINE Form Select payment plan. | ||||
STEP 6A | Printing of ALL Enrollment Documents ● Download, save/print all necessary documents for your reference. ● Refund for SY2021 will be seen on this page
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STEP 6B | Pay tuition fee, books and supplies. * · See modes of payment in Letter D below.
● If you have several sons enrolling, please make a separate bank transaction for each. ● Take note of the Transaction Numbers for Enrollment Validation. ● Record the required information on the Parent Portal for the validation of your enrollment. ● DO NOT ADD manually. Follow the due upon enrollment amount.
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STEP 7 | Upload the Proof of Payment on the Portal
Note: Please allow five (5) working days for the verification of payment. | ||||
STEP 8 | Wait for the announcement regarding the delivery or pick-up of books and supplies. |
*Note: The School shall deem all transactions as FINAL once payment has been made. If there will be any subsequent changes, the proponent shall show just basis for the same, and that decision thereof shall be discretionary on the part of the School subject to imposition of additional charges and penalties as may be deemed appropriate by the School.
For any inquiries regarding the enrollment process, kindly contact the following during office hours:
Monday to Friday; 8:00 AM – 12:00 NN; 1:00 PM – 3:30 PM
Purpose | Email Address | Contact Number |
For payment | 87230481 local 1106 | |
For textbooks | 87230481 local 1303 0933 817 4911 | |
For supplies | 87230481 local 2701 09175432983 | |
For IT assistance | 87230481 local 2502 – 2504 | |
For access to the Portal | 87230481 local 1703 |
D. MODE OF PAYMENT
I. BILLS PAYMENT FACILITY (no Direct Deposit) through the following banks:
A. BANCO DE ORO:
a. Online Banking
● https://online.bdo.com.ph/sso/login?josso_back_to=https://online.bdo.com.ph/sso/josso_security_check
● Go to enrollment> Company Biller > Enroll
Company Name | Xavier School, Inc. |
Subscriber Name | Student’s Name |
Subscriber Account No. | Branch/Location and Student Number (no dash) eg. XSJ20200123 |
● Once enrolled click Financial Service>Bills Payment>Pay Bills
b. Over the Counter: Use Cash Transaction or Check Transaction Slip
> check Bills Payment
Company Name | Xavier School, Inc. |
Subscriber Name | Student’s Name |
Subscriber Account No. | Branch/Location and Student Number (no dash) eg. XSJ20200123 |
Institution Code | 1132 |
B. EASTWEST BANK:
a. Online Banking https://personal.eastwestbanker.com/
Enroll a biller: Category List | Schools/ Universities |
Biller List | Xavier School Inc. |
Biller Nickname | XSI |
Student Number | 20200123 |
Student Name | Eg. Caleb Andersen Tan |
Branch | XSJ |
C. METROBANK:
a. Online Banking https://onlinebanking.metrobank.com.ph/signin
Dashboard | Choose Paybills |
For: Dropdown list of billers | XAVIER SCHOOL GREENHILLS |
Subscriber/ Account No. | Student Number (eg. 2016-0123) |
Reference | Student Name |
Phone No.(Contact information) | +639170000001 |
D. UNIONBANK:
a. Online Banking: https://online.unionbankph.com/online-banking/login
Pay Bills Option: Biller | Xavier School Inc. |
Reference 1 | Student Number (eg. 2016-0123) |
Reference 2 | Student’s Name |
Reference 3 | San Juan (location) |
b. Over the counter: Use Bills Payment Slip
Biller | Xavier School, Inc. |
Reference 1 | Student Number (eg. 2016-0123) |
Reference 2 | Student’s Name |
Reference 3 | San Juan (location) |
E. RCBC
a. Online Banking https://www.rcbconlinebanking.com/web/lg/Login/Index
· Go to Pay Bills> Select Enroll Biller >Click Add Biller >Select Biller > Schools Universities/ Xavier School Inc
Biller Name | Xavier School Inc. |
Biller Nickname | XSI |
Student ID | 20160123 |
Student Name | Caleb Andersen M Tan |
Location | XSJ |
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· Enter OTP > Message: Biller Enrolled Successfully
· Once enrolled click Financial Service>Bills Payment>Pay Bills > Select XSI
Enter Amount> Payment Schedule – immediately
b. Over the Counter: Use Bills collection slip (green color)
Biller/Company Name/ Account Name | Xavier School Inc. |
Account Number | Student Number (eg. 20160123) |
Subscriber Number/Policy Number | Student Name (eg. Caleb Andersen Tan) |
Other Payment Information | Location: XSJ Contact No.: 09171234567 |
II. CREDIT CARD
A. Mail Order/Telephone Order (MOTO): EastWest Credit Card (installment only)
a. This program is open to all EastWest Credit Cardholders
b. Cardholders fill up the attached form with the following details:
i. the Cardholder’s full name (First, Middle & Last Name)
ii. EastWest Credit Card Number (first 6 digits and last 4 digits only)
iii. Installment Payment Term (3, 6, 9 or 12 months)
iv. Amount of Transaction and must be duly signed.
c. Submit the form thru email at xssjcashiering@xs.edu.ph . Incomplete application forms will not be processed.
d. Allow up to four (4) banking days from the time the completely filled out application is received by Xavier School for the processing of applications. Note that the 4 banking days will only hold true if Cardholders can be reached by EastWest for transaction validation.
e. Cardholders must keep their line open for the duration of their application.
f. Xavier School will notify the cardholder that their installment application was approved within four (4) banking days.
B. On-Site Credit card swiping transaction
a. This service is available to those who plan to use any of the following:
i. American Express Credit Card (AMEX) for straight transactions/ installment transactions
ii. BDO Credit Card for installment option only
iii. BPI Credit Card for installment option only
iv. Eastwest Credit Card for installment option only
b. Check with your credit card bank for computation.
c. After completing the online enrolment assessment, please proceed to Gate 1 or Gate 2 –
Papilla Conference Room of Xavier School for the swiping of your credit card. Bring the
assessment form. You will be required to do Step 7 onsite.
E. BOOKS AND SUPPLIES
For Delivery of Books and Supplies
● Kindly ensure that you have updated and completely filled out the information regarding your HOME ADDRESS in the Parents Portal.
● No delivery fee will be charged for orders made within the enrollment period (April 12 – 23, 2021)
● A delivery fee of Php 300 will be imposed/charged on all orders made after April 23, 2021.
● Additional orders made within the enrollment period will be considered as new transactions. These orders will only be processed only after May 21, 2021 and delivered on a later date. Delivery fee will be imposed on all additional orders.
F. OPENING OF CLASSES – June 14, 2021 for all grade levels.
G. SCHEDULE OF ONLINE PARENTS’ ORIENTATIONS
Date | Grade Level/s | Time |
June 4, 2021 | Junior High School (Grades 7 – 10) Senior High School (Grades 11 – 12) | 8:30 -10:00 AM 1:30 – 3:00 PM |
June 8, 2021 | Kinder and Grade 1 | 8:30 – 10:30 AM |
June 8, 2021 | Grades 2, 3 and 4 | 1:30 – 3:30 PM |
June 9, 2021 | Grades 5 and 6 | 8:30 – 10:30 AM |
H. ENROLLMENT POLICY
It is understood that when an elementary or high school student enrolls, he does so for an entire school year. The period of enrollment has been fixed by the foregoing rule to serve as a security for schools that accept tuition fee payments on installment. Therefore, even if a student does not complete the semester or school year he was enrolled in and subsequently applies for transfer, he will be required to settle any outstanding account before he is given his transfer credentials.
Hence, if after enrollment you decide to withdraw your son and/or transfer him to another school, please take note of the following conditions for charging indicated in Article XIII, Section 66 of the Manual of Regulations of Private Schools, Revised 2009:
· If your son withdraws within the first week of classes, you would be charged TEN PERCENT (10%) of the total amount of tuition fee due for the school year, whether or not he actually attends classes.
· If your son withdraws within the second week of classes, you would be charged TWENTY PERCENT (20%) of the total amount of tuition fee due for the school year, whether or not he actually attends classes.
· If your son withdraws anytime after the second week of classes, you would be charged the FULL (100%) of the total amount of tuition fee due for the school year, whether or not he actually attends classes.
· When the withdrawal of the student is due to his own fault, as when he voluntarily drops or withdraws without informing the school, then NO REFUND of the tuition fees paid shall be made.
Prepared by: Noted by:
(Sgd.) (Sgd.)
Mrs. Josefina R. Galvez Fr. Aristotle C. Dy, S.J.
School Registrar School President
DATA PRIVACY NOTICE
A. Privacy Policy
Adhering to the holistic development of and companionship with the youth, Xavier School , in the spirit of Magis, seeks to continue its mission of looking after one’s whole person (Cura Personalis) despite the current pandemic crisis. In this connection, this document identifies what information may be gathered by or on behalf of the School, and how it will use, process, secure or dispose of such information. This document is provided in compliance with the Data Privacy Act of 2012 and its Implementing Rules and Regulations. This document may be amended from time to time without prior notice. The amendments, if any, will be made available by email or through the School’s website.
B. Data Processing
As used in this document, “processing” refers to any operation or any set of operations performed upon personal data including, but not limited to, the collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure or destruction of data, whether through automated means or manual processing.
1. Purpose
While there is no replacing of face-to-face learning, the School is committed to continue delivering quality and holistic education through online means for daily classroom instruction and all formation programs, including but not limited to clubs, recollections, spiritual accompaniment, individual or group counseling and inquiries, individual colloquium and individual consultation sessions. This may also include hiring of service providers that are relevant to addressing the needs of the school in the current situation.
2. Information
In the course of delivering quality and holistic education through online means for daily classroom instruction and all formation programs, the School shall process information necessary and appropriate for the purpose, including, but not limited to:
(a) Personal information (Name, age, student number);
(b) Contact information (Email, phone, mobile phones of student, parent and/or guardian);
(c) Family background;
(d) Photographic and biometric data;
(e) Health records, psychological evaluation results, disciplinary records, and physical fitness
information;
(f) Academic records and output;
(g) or information analogous to any of the above
3. Scope and Method
In connection with the delivery of quality and holistic education through online means for daily classroom instruction and all formation programs, the School shall process information and provide support through online learning platforms, emails, teleconferences, audio calls, and other electronic means of communication.
4. Recipients
The information collected by the School shall be disclosed only to authorized recipients and will not be
disclosed to third parties, unless consented to by the concerned parents/guardian, or when necessary or
proper under applicable laws or rules, such as disclosure to regulatory authorities, courts, and government agencies, and service providers which perform services on behalf and in pursuit of the goals of the School. It is understood that information disclosed directly to the School’s service providers in the performance of their services on behalf of the School shall likewise be accessible to the School and may be disclosed to the School by the service providers when necessary or proper.
5. Retention
The information collected by the School shall not be retained longer than necessary. Information that
will be useful in providing additional aid and support to the student as they continue schooling will be
turned over to the necessary or specific offices for safekeeping in the student’s cumulative records.
[Data may be kept as long as the students is still affiliated with Xavier School] In accordance with law, the information collected shall be disposed of or discarded in a secure manner that would prevent further processing, unauthorized access, or disclosure to any other party or the public, or prejudice the interests of the data subjects.
6. Security
The School regularly updates its systems to ensure the most efficient security and prevent unauthorized
access. The School assures that it continuously employs security measures to provide students with an
atmosphere of safety, trust and confidentiality. The School abides by all data privacy laws and requirements. No conversation may be recorded by any party, unless formally requested and consented to by all parties to the conversation. Recording a private conversation without the consent of all the parties is prohibited by law. The School also adheres to a protection of minors policy. Teachers and staff are required to conduct themselves professionally in all their online sessions. At any point during a session, when the student no longer wishes to continue or needs to consult with someone in his home, he will be permitted to do so.
Privacy Rights
The Data Privacy Act of 2012 provides for the rights of data subjects, including the right to access,
correction, and object to the processing of information, as well as the right to lodge a complaint before
the National Privacy Commission.
Contact Information
For inquiries and concerns, please contact the School’s Data Protection Officer:
Data Protection Officer
Xavier School – High School Unit
64 Xavier Street, Greenhills
1500 San Juan, Metro Manila
Tel: 0287230481
Email: spo-mail@xs.edu.ph