Student Admission Policy

1. Enrolment

1.1 Introduction

Applications are made through the school registrar.

Applications for admission to The English School of Mongolia (ESM) are accepted at any time during the academic year, which runs from mid-August to mid-June. An early application is encouraged to avoid disappointment as many classes become full during the school year. Admission is open to students of all nationalities.

At all levels, application for admission is subject to completion of the appropriate registration form and payment of the appropriate registration/application fees.

Students will be placed in a class with the correct age group – normally all students are grouped based on the calendar year of their birth. A student may be placed in a different group only in exceptional circumstances; the reason for any exception must be in the best interests of the child’s well being and education and requires approval from the school director and the Ministry of Education.

Where a student is transferring from another school, the director or relevant coordinator will normally contact the previous school to confirm the circumstances in which the student left the previous school.

The English School of Mongolia (ESM) management reserves the right to approve or deny admission to any student with no further justification to the student or parents.

1.2 Required Documents

The following documents must be given to the school registrar before a child can be enrolled at ESM:

Two recent passport-size photographs;
A photocopy of the birth certificate or passport photo page;
A photocopy of parents’/guardians’ passport photo page or national ID Card;
A photocopy of the child’s school reports/transcripts since grade 1 (except for students entering pre-school or grade 1);
A student contract, completed and signed by the parents;
A completed student registration form.

1.3 Enrolment Procedures

In order to enrol their son/daughter as a student at ESM, parents must provide the aforementioned required documents. Additionally the following conditions must be met:

The full tuition fee and registration fee must be paid to the school cashier;

Parents must buy a school uniform for their child: details of recommended retailers are provided by the registrar;
Parents must purchase a bus pass (annual/termly) from the cashier if their child is planning to use the school bus service.

When all the aforementioned conditions are met, the subsequent registration and induction process varies according the age of the child:

1.3.1 Pre-School

A child must normally be three years old in order to join the pre-school. The registrar will schedule a meeting between the parents and the pre-school senior teacher before the child’s first day in pre-school.

1.3.2 Junior School (Grades 1-5)

Admission requires a preliminary interview with the parents by the Head of Primary or the Key Stage Coordinator.

The language support department will administer an English language test and a Mongolian language test during the first week of school to assess whether the child should be recommended to attend extra EAL (English as an Additional Language) or MLS (Mongolian Language Support) classes.

All new students will take tests in mathematics, reading in English and writing in English during their first week in order to assess their levels of numeracy and literacy as well as their reading age.

1.3.3 Middle School (Grades 6-8)

Admission requires a preliminary interview with the parents by the Middle School Coordinator.

The student must select option subjects from the options list.

1.3.4 Grade 9 (IGCSE Year 1)

Admission requires a preliminary interview with the prospective students and parents by the Senior School Coordinator.

The language support department will administer an English language test during the first week of school. A student who does not reach the minimum standard in an English proficiency test may not be able to join year 9. A CAT4 cognitive aptitude test may also be administered to assess the student’s aptitude in different academic subjects.

The student must select option subjects from the options list.

1.3.4 Grade 10 (IGCSE Year 2)

Admission requires a preliminary interview with the prospective student and parents by the Senior School Coordinator.

The language support department will administer an English language test during the first week of school. A student who does not reach the minimum standard in an English proficiency test may not be able to join year 10. A CAT4 cognitive aptitude test may also be administered to assess the student’s aptitude in different academic subjects.

The student may also be required to complete subject-specific tests during the first week of school. The student may or may not be able to register for IGCSE examinations in grade 10 – this is largely dependant on the student’s pre-existing subject knowledge as well as their academic aptitude.

The student must select option subjects from the options list.

1.3.5 Grades 11 and 12

Admission requires a preliminary interview with the prospective student and parents by the Senior School Coordinator.

The language support department will administer an English language test as soon as possible after student registration. Prospective students must meet the minimum standard in an English proficiency test – typically a grade C in the IGCSE English as a Second Language examination). A CAT4 cognitive aptitude test may also be administered to assess the student’s aptitude in different academic subjects.

Prospective students in the IB Diploma Programme require a minimum of five passes at IGCSE level (grades A*-C) or the equivalent. Prospective students who have studied in other educational systems and who have not taken IGCSE examinations may be admitted into the IB Diploma Programme based on their performance in ESM entrance examinations as well as successful performance during a two-week trial period and successful interview with the IB Diploma Coordinator.

New students who join grade 11 at ESM after the start of the academic year may not be eligible to enter the IB Diploma Programme. In particular, prospective students are not normally able to join the IB diploma programme if they start school after the first term of grade 11 apart from in exceptional circumstances (e.g. transferring to ESM from another IB World School).

Prospective students in grade 11 who do not meet the entry requirements for joining the IB Diploma Programme may still be able to join thenon-IB cohort and may study an alternative course which includes aspects of English language acquisition (e.g. an academic writing class), some IGCSE subjects, preparation for SAT examinations and other university entrance examinations – the exact combination of classes each year is dependent on level of demand from students and parents.

New students who join grade 12 at ESM are not normally eligible to study in the IB Diploma Programme apart from in exceptional circumstances (e.g.transferring to ESM from another IB World School where the same subject combinations are available and the student has a strong track record as an IB Diploma candidate).

Prospective students in grade 12 who are eligible to join ESM will normally join the non-IB cohort and may study an alternative course which includes aspects of English language acquisition (e.g. an academic writing class), some IGCSE subjects, preparation for SAT examinations and other university entrance examinations – the exact combination of classes each year is dependent on level of demand from students and parents.

The student must select option subjects for the options list.

1.4 Transfers from Other International Schools

We welcome students transferring from other international schools.

1.5 Students from Other Educational Systems

Prospective students from other educational systems are welcome to apply for enrolment at ESM. The school is committed to supporting all new students who make the transition from other educational systems.

1.6 Excluded or Potentially Disruptive Students

The English School of Mongolia accepts applications from students who have been excluded from their previous school or required to leave their previous school due to issues with behaviour, attendance and/or attitudinal factors on a case by case basis, and where it is judged by the school management that the prospective student does not pose any risk to health and safety and is not likely to disrupt other students’ education. ESM is an inclusive school community and it is hoped that students who have been excluded from schools previously may be given a second chance to continue their education where possible.

Students who are potentially disruptive and/or have been excluded from their previous school may be accepted on a one-term probationary basis at the discretion of the school director. The school management reserves the right at any time to demand that the student may no longer attend the school if the student’s behavior, attitude or attendance does not meet the school’s standards.

1.7 Students with Special Needs

Applications for prospective students with special needs (including students with learning difficulties, students with behavioural and emotional difficulties, students with chronic medical issues, and students with
disabilities) will be reviewed by the school’s management team on an individual basis. The school management seeks to admit students to the school regardless of their special needs where it is possible to provide adequate support for the student to access the school curriculum and make good progress academically and personally. Admission to the school for students with special needs may be dependant on conferences between the parents and the school management, as well as test results and conferences with qualified psychologists and/or physicians. At the current time there is unfortunately limited access to the school building for students with disabilities.

2. Financial Details

2.1 Registration Fee

The registration fee for the 2021-2022 school year is 300 000 MNT. This fee must be paid in full before the school can process a student application.

2.2 Tuition Fee

The annual tuition fee for the 2021-2022 varies based on grade, according to the table below:

Grade	Annual Tuition Fee
Pre-School (Age 3,4,5+)	Varies 7,000,000 MNT
Junior School (Grade 1,2,3,4,5)	8,500,000 MNT
Middle School (Grade 6,7,8)	12,500,000 MNT
Senior School – Non-IB (Grade 9,10,11,12)	13,000,000 MNT
Senior School – IB (Grade 11,12)	15,000,000 MNT

The tuition fee must normally be paid in full at the time of registration. Any alternative arrangements (e.g. paying the tuition fee in installments during the school year) must be authorised in writing by the school director.

2.3 School Bus Fees

There is a separate school bus fee for those students who choose to use the school bus service. For the 2021-2022 school year, the termly bus fee is 210 000 MNT for the full year (at a cost of 840 000 MNT) at the time of registration.

2.4 School Lunch Fees

For 2021-2022, the lunch fee is 960,000 MNT (160 Days x 6000 MNT) Buts students may bring food from home or Students in middle-school and senior-school may purchase school lunch on a pay-as-you-go basis.

2.5 School Uniform

All students must wear the full ESM uniform while in school and on school trips where appropriate (as detailed in the student behaviour policy). Parents are requested to contact the school office for further information on school uniform, including the contact details for the recommended retailers.

2.6 Examination Fees

Parents of students who choose to register for IGCSE and AS-level examinations (provided by Cambridge International Examinations) must pay the appropriate examination fees directly to the school cashier. A letter will be sent out to parents in January 2022 with details of the registration and payment process (including payment deadline dates) for the May 2022 examinations.

Parents of students who choose to register for the International Baccalaureate Diploma must pay the appropriate diploma fees and examination fees directly to the school cashier. A letter will be sent out to parents in September 2021 with details of the registration and payment process (including payment deadline dates) for the May 2022 examinations.

2.7 Discounts and Scholarships

There are various tuition fee discounts available including a sibling discount, an early-bird discount (for payment of tuition fees before a certain date) and a discount for children of ESM employees. There are a limited number of tuition fee discounts available each year; as such, these discounts are only offered on a case-by-case basis at the discretion of the school director. Merit-based scholarships (in the form of a tuition fee discount) may be offered to students who demonstrate excellence in academics, sports or the performing arts. Any discount or scholarship offered must be authorised in writing by the school director for it
to be valid. For further information, it is recommended to contact the director’s secretary.

2.8 Tuition Fee Refund for Transferring Students

Parents who choose to transfer their child to another school with valid reasons must inform the school registrar at least 30 days in advance. In this instance, the remaining tuition fee will be calculated on a daily pro-rata basis, and the parent may be eligible to receive 80% of the remaining tuition fee as a refund. In any case where a student is required to leave the school due to being excluded or because the school administration chooses to terminate the student contract, no refund is available on the tuition fee.

2.9 Overdue Payment

In the case of overdue payment for tuition fees or other fees owing to the school, the school administration may suspend its services to the student including the use of the school library and textbooks, registration for external examinations (both national and international), and receipt of certificates, reports, recommendation letters and/or transcripts from the school. In the case of severely overdue payment for tuition fees, the school may pursue legal action; in addition, the student may be excluded from the school until the matter is resolved. A penalty interest charge may be payable for any overdue fees in accordance with the student contract and the Law of Mongolia.

2.10 Methods of Payment

Tuition fees and other related fees may be paid:

1) In Cash directly to the school cashier

2) By Bank Transfer to“State Bank” account No. 106000030702 (Account Name: “ESM International
School”).

3. Procedure for New Student Registration and Induction

Step	Action	Timeline	Staff Member Responsible
1.	Parent completes registration form and submits the form with required documents to the registrar.	Time of Registration	Registrar
2.	Parent pays registration fee and tuition fee to cashier.	Time of Registration	Cashier
3.	Registrar confirms with cashier that the registration fee and tuition fee has been paid in full. Registrar informs relevant coordinator by email that a new student has registered and schedules an interview.	Time of Registration	Registrar
4.	The relevant coordinator meets with the student and/or parent as appropriate. If in middle/senior school, the student chooses their subject options and these are recorded by the coordinator. The coordinator informs the Director of Studies, online system administrator, form tutor, subject teachers, head of English and language support coordinator.	As soon as possible after registration	Pre-school/junior/middle/senior/IB coordinator (as relevant)
5.	(for students wishing to enter the IB diploma programme only). The IB coordinator administers a cognitive skills test and arranges a follow-up meeting to discuss the results with the parent and student. The IB coordinator may admit the student into the IB diploma programme (either unconditionally or on the basis of a one-term probationary period) or not admit the student (offering an alternative course of study).	The student’s first week	IB coordinator
6.	The language support coordinator arranges for the student to take tests in Mongolian and English to assess whether the student needs to join a language support class. The language support coordinator and Director of Studies discuss the results and decide whether to enrol the student into a English/Mongolian language support class as appropriate, and inform the form tutor and subject teachers.	The student’s first week	Language support coordinator
7.	The Head of English works with the class English teacher to administer a test to assess the student’s reading and writing ability as well as their reading age (where practical).	The student’s first week	Head of English
8.	(for middle/senior school students only) The Director of Studies takes a record of subject options chosen.	The student’s first two weeks	Director of Studies
9.	The online administrator adds the relevant data on the new student to the online system, liaising with form tutor and parents where necessary.	The student’s first two weeks	Online administrator
10.	The form tutor arranges an informal pastoral/progress meeting with the parents.	The student’s first term.	Form tutor

4. Procedure for Students Transferring to another School from ESM

Step	Action	Timeline	Staff Member Responsible
1.	(registrar is informed in writing by parent that their child is leaving ESM and transferring to another school.) Registrar informs the relevant coordinator, Director of Studies, and form tutor when the student is intending to leave the school.	At least 30 days before student’s last day.	Registrar
2.	Form tutor informs subject teachers when the student is intending to leave the school, and checks that subject teachers provide grades and comments online for the student before the student leaves.	At least 20 days before student’s last day.	Form tutor
3.	Registrar gives “student leaving list” document to the parent (pre-school/junior school) or the student (middle-school/senior school) and collects the document when it is complete.	Student’s last week.	Registrar
4.	Registrar checks with accountant that there are no outstanding fees.	Student’s last week.	Registrar
5.	(Upon successful completion of the student leaving list and confirmation that there are no outstanding fees).Registrar hands over final student report, booklet of transcripts and any examination certificates to parents.	Student’s last day.	Registrar
6.	(Where appropriate) Accountant arranges with parents to refund any remaining school fees in accordance with the student contract.	As soon as possible after student’s last day.	Accountant

5. Related Documents

The following documents are related to the admissions policy, and are available on request:

Student contract;
Curriculum policy;
Assessment policy;
Registration form for new students;
Leaving list for students transferring to another school from ESM.