Classical Preparatory School
Traditional education.  Transformational learning.
Enrollment

Enrollment Policies and Procedures 2018-2019

 
E 1.0 Overview

Classical Preparatory School is committed to enrolling a diverse student population. These Enrollment Policies and Procedures ensure that all eligible students in the community will be informed about the school, and each eligible student will be given an equal opportunity to attend the school.

E 2.0 Non-Discrimination

Classical Prep will not discriminate on the basis of race, national origin, gender, marital status, ethnicity, or disability. The school strives to achieve a racial/ethnic balance reflective of the community the school serves. The Enrollment Policies and Procedures of Classical Preparatory School comply with Florida charter school laws, including but not limited to Fla. Stat. 1002.33(15)(c) and Fla. Stat. 1002.33(7)(a)(8); Part B of the Individuals with Disabilities Education Act; Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973; and Title II of the Americans with Disabilities Act of 1990, as applicable.

E 3.0 Open Enrollment Period

Purpose

The purpose of the Open Enrollment Period is to allow every family an equal opportunity to enroll in the school.

Notice

The dates for Open Enrollment will be publicly noticed on the school’s website with a delineated beginning and ending date. The Open Enrollment Period begins at 8:00 a.m. on December 1, 2017 and closes at 4:00 p.m. on February 23, 2018. All applications submitted within the Open Enrollment Period will have an equal opportunity for admission, regardless of whether they are submitted on the first day or the last day of Open Enrollment. The lottery for each grade will be conducted on March 1, 2018 beginning at 4:00pm.

Requirements for Submission of Application

Residency

Students must reside in Pasco County or any county with which Pasco County has an interdistrict agreement, including Hillsborough County and Hernando County. While Classical Prep does not verify residency at the Application stage, those submitting an application are advised that students cannot enroll until residency is established with required documentation.

Age Requirements for Kindergartners and First Graders

Kindergarten

Students entering kindergarten must be 5 years old on or before September 1st of the school year. If a student attended a private school or was homeschooled for kindergarten and will not be 6 years old on or before September 1, then the student will be eligible for kindergarten only.

First Grade

First graders who will be 6 years old on or before September 1 shall be eligible for admission to the 1st grade. Students who have completed kindergarten at a private school or were homeschooled for kindergarten and who are 6 years old on or before September 1st shall be eligible for admission to the 1st grade. A letter/report card from a private school or a home school evaluation in compliance with Florida law stating satisfactory completion of kindergarten must be presented at the time of registration.

Exceptions

Exceptions to the age requirement for admission to first grade for children attending kindergarten out-of-state will be permitted if the student meets the age requirement for public kindergarten admission from the transferring state and has successfully completed kindergarten.

Submission of Application

An online Enrollment Application will be available on the website for submission electronically. Only parents or legal guardians can fill out an Enrollment Application.

If a parent or legal guardian lacks access to the internet, they can contact the school at (813) 803-7903 for further assistance.

An application must be filled out for each child. Applications for multiple children or incomplete applications will not be accepted. All deadlines for the Open Enrollment Period must be met.

Electronic Signature

The creation of a Lotterease account by a parent or guardian indicates that the person has read, understood, and agreed to all of the terms and conditions required for enrollment and that all information provided on the application is true and correct.

In addition, the person is verifying that he or she has the legal authority to make educational decisions for the student. Any incorrect or false information provided in reference to the Enrollment Application will be grounds for terminating the application.

Processing Applications After Open Enrollment if Grade is not at Capacity

If capacity is not reached after the established Open Enrollment Period, subsequent applications will be accepted and ordered based on the date the application was received and the preferences extended to the applicant. As seats become available, they will be offered to applicants according to this established order, until capacity is reached.


Processing Applications After Open Enrollment if Grade Is at Capacity

If grade level capacity is reached, applications are accepted on an ongoing basis and placed at the bottom of any existing waitlist until the waitlist is archived.

Parent/legal guardians Responsible for Ensuring Information Is Current

Once an Application is turned in and prior to registration, parents and legal guardians are responsible for ensuring that all information included in the Application is up-to-date, including all contact information. If there is a change, please update your Lotterease account to reflect such changes.

E 4.0 Lottery

Pursuant to Fla. Stat. 1002.33(10)(b), Classical Preparatory School shall enroll an eligible student who submits a timely application unless the number of applications exceeds the capacity of a program, class, grade level or building. In such cases, all applicants shall have an equal chance of being admitted through the random selection process detailed below.

Applications will be accepted each year during the Open Enrollment Period(s) and continuously to maintain capacity in each grade level. The number of seats available will be determined by the number of students who recommit minus the capacity. This is in compliance with 1002.33(10)(b).

Currently enrolled students will receive a re-registration form that must be completed and returned by a date determined by the Board. Siblings of currently enrolled students do not apply through re-enrollment.  They must turn in an application during Open Enrollment and be given the applicable preference per these Policies.

Once current students have registered for the next school year, class size will determine the need for subsequent marketing efforts. Communication with prospective students will be generated as appropriate.

Process

The lottery will be system generated by a third party contractor. All applicants with completed forms will be entered into the lottery. The available slots for each grade level will be filled in the order generated. When all open slots for each grade are filled, each remaining student will be assigned a waitlist number.

Preferences

Florida State Statute Enrollment Guidelines

Classical Preparatory School is a Pasco County Public Charter School of Choice governed by Florida State Statutes 1002.31 and 1002.33 with regards to enrollment guidelines.  PLEASE NOTE:  These eligible student enrollment guidelines can change at any time by Classical Preparatory, Inc. Policy or by Florida State Statute.


Excerpt from FSS 1002.31 Controlled open enrollment; Public school parental choice.

 

(2)(a) Beginning by the 2017-2018 school year, as part of a school district’s or charter school’s controlled open enrollment process, and in addition to the existing public school choice programs provided in s. 1002.20(6)(a), each district school board or charter school shall allow a parent from any school district in the state whose child is not subject to a current expulsion or suspension to enroll his or her child in and transport his or her child to any public school, including charter schools, that has not reached capacity in the district, subject to the maximum class size pursuant to s.1003.03 and s. 1, Art. IX of the State Constitution. The school district or charter school shall accept the student, pursuant to that school district’s or charter school’s controlled open enrollment process, and report the student for purposes of the school district’s or charter school’s funding pursuant to the Florida Education Finance Program. A school district or charter school may provide transportation to students described under this section. 


Excerpt from FSS 1002.33 Charter Schools. — 

(10) ELIGIBLE STUDENTS  

(b) The charter school shall enroll an eligible student who submits a timely application, unless the number of applications exceeds the capacity of a program, class, grade level, or building. In such case, all applicants shall have an equal chance of being admitted through a random selection process

(d) A charter school may give enrollment preference to the following student populations:  Please note, there are 7 student populations listed in the statute.  Per Classical Preparatory School Policy, we give enrollment preference to the following:

1. Students who are the children of an employee of the charter school.

2. Students who are the children of a member of the governing board of the charter school.

3. Students who are siblings of a student enrolled in the charter school.


Guidelines

All preference categories shall be published prior to the lottery being conducted.

All applicants entitled to receive a placement preference shall be identified PRIOR to the lottery.

Preference status entitles an applicant to be offered an available seat ahead of applicants without a preference status.

All applicants (students not already attending school, including siblings of those already attending) participate in the lottery irrespective of preference status.

Preference Categories

All preferences shall be considered in the following hierarchy:

1. Applicant child of an employee of the school.

2. Applicant child of a school charter board member.

3. Applicant sibling of a currently attending student.

4. Applicant sibling of an accepted applicant applying for the same academic year.

  For preference purposes, “sibling” is defined as:

1.         Siblings by birth;

2.         Step-siblings;

3.         Adopted and foster siblings; and

 4.         As defined by Sec. 39.01(b), Fl. Stat. “a child who has lived together in a family with one

or more other children whom he or she identifies as siblings”.  Paperwork must be

submitted to the school proving guardianship status to be admitted under this

subsection.

Sibling preference is offered only if the sibling resides in the same primary legal residence/household as the currently enrolled student.


E 5.0 Registration

Offer to Attend

Parents or legal guardians will be sent a letter with an offer for the applicant to accept a space at the school. The letter will be sent by e-mail to the e-mail address that was provided to the school upon submission of the Enrollment Application.

Acceptance/Decline of Offer to Attend

From the date of the lottery until June 30th, an accepted applicant will have seven days (one week), starting from the date the offer was made, to respond to the offer letter via the internet either confirming their plans for attendance at the school or declining the offer.  After June 30th, an accepted applicant will have two days, starting from the date the offer was made, to respond to the offer letter via the internet.  If the applicant fails to respond to the letter, in either the affirmative or the negative, the offered seat will be rescinded and offered to an applicant on the waiting list. Should the applicant decide to accept the offered seat, they will receive a confirmation email within 24-48 hours of their response. The email will contain instructions for completing the enrollment and registration process.

Completion of Registration Paperwork to Finalize Registration

From the date of the lottery through June 30th, the accepted applicant will have two weeks (14 days) from initial notification of an available spot to complete and submit the required registration paperwork and the necessary documentation. If these specified registration items are not submitted within the two-week window, the applicant will lose their seat.  After June 30th, an accepted applicant will have one week (7 days) from the initial notification of an available spot  to complete and submit the required registration paperwork and necessary documentation.  If these specified registration items are not submitted within the one-week window, the applicant will lose their seat.



E 6.0 Waitlist

Applications Received After Open Enrollment Period

If an Application is received after the Open Enrollment Period and there are no open spots for that particular program, class, or grade level, the applicant will be placed on the bottom of the current waitlist.

Applications Not Selected during Lottery

Students who do not receive placement during the random public lottery, will be placed on a waiting list to enroll should space become available. Parents will be notified by e-mail at the e-mail address given when their Lotterease account was created.  Waitlist ranking will be assigned in the order selected. Students may be placed in any newly available seats even after the new school year begins.

Parents/Legal Guardians Responsible for Keeping Contact Information Current

Parents and legal guardians of students on the waitlist are responsible for ensuring that contact information is current in their Lotterease account. Applicants that cannot be reached via email will be removed from the waitlist.

Waitlist Does Not Roll Over From One Year to the Next

The waitlist is only active for one school year and does not roll over from one year to the next.


How to Register for the 2018-2019 Enrollment Lottery

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Applications for the 2018-2019 Enrollment Lottery will be accepted from 8:00 a.m. on December 1, 2017 until 4:00 p.m. on February 23, 2018. The lottery will be run at 4:00 PM on March 1, 2018. Results will be emailed out to each applicant within 24 hours of the completion of the lottery.

  1. Click below the Lotterease logo located on the Enrollment tab of www.classicalprep.org or go directly to www.lotterease.com

  1. Lotterease is a self-serve website that manages the Enrollment Lottery and the Waiting List that is created post-lottery. Registered Lotterease users can log into their account 24 hours a day, 7 days a week to check their student’s status.

     2. ALREADY HAVE A LOTTEREASE ACCOUNT?

  1. If you already have a Lotterease account from any school, you DO NOT need to create a new account. Just log into your account, click on your student’s name on the left hand side of the screen, select “Enter into Lottery”, then select SUBMIT.

  2. Then skip to #3 c i below in the NEW LOTTEREASE REGISTRATION section.

3. NEW LOTTEREASE REGISTRATION:

  1. To register an account for the first time in Lotterease, go to the Parents tab of www.lotterease.com, click the Login button, then select REGISTRATION.

  2. Create a Lotterease Parent/Guardian Account by entering your parent/guardian contact information on this screen - DO NOT ENTER YOUR STUDENT’S INFORMATION. The information you enter on this screen is the only information we have to contact the parent/guardian if your student is selected, please double check for accuracy and keep it up to date throughout the entire school year.

  3. Select ADD CHILD, then enter the appropriate lottery information for the 2018-2019 school year:

    1. School Name: Classical Preparatory School (please note multiple schools use the Lotterease system), then select SUBMIT

    2. Lottery name: Select the appropriate grade and school year. Then select SUBMIT.

    3. VERY IMPORTANT INFORMATION: If you select the wrong grade or preference level and do not correct it, your student will be entered into the lottery for the grade level you selected incorrectly. If you are subsequently offered a spot in an incorrect lottery your spot will be forfeited, and your student will then be moved to the bottom of the waiting list of the correct lottery that your student should have been placed in. Classical Preparatory School is not responsible for parent/guardian errors in the application process. Please double check your applications for accuracy. Proof of residency and/or preference documentation will be required for enrollment of all students.

d. Please read the APPLICATION PREFERENCE GROUP page carefully and select the group that defines your student. If your student is not defined by one of the Florida State Statutes 1002.33 or 1002.31 preference groups please select NONE. If you select a Preference Group other than NONE it will validated by our staff prior to the Lottery for accuracy. Proof of preference group documentation will be required. If you have multiple siblings on your account, Lotterease will automatically define them as “applicant siblings”. This creates a connection between the siblings registered on the parent account.

e.    If you have multiple children, please continue to add them using the ADD SIBLING button located on the left-hand side of the screen. Please note, only siblings should be linked on Lotterease accounts. Do not add any other relatives (grandchildren, cousins, friends, etc.) to your Lotterease account, only Parents/Guardians can represent their child in the lottery process (See FAQ’s below for any questions).

f.     You will be sent an automated email directly from the  Lotterease system with a confirmation of what you have applied for. If you do not receive an automated confirmation email within a few minutes of adding your student to a lottery, please check you SPAM folder and see step #6 below.


4.    Once you have created a Lotterease Parent Account you will be able to:

  1. Monitor your student’s application or waitlist status 24 hours a day, 7 days a week.

  2. Edit your account (update email addresses and/or phone number, etc.) – It is the parent/guardian’s responsibility to keep this information up to date, this is the only way we have to contact you if your child is offered a spot.

  3. Add your student to additional waiting lists or lotteries.

  4. Remove your student from the lottery if you change your mind.

  5. Accept or decline if your student is selected.

5.    Please remember to update your e-mail address in Lotterease if it changes at any during the 2018-2019 applicant process. We do not contact parents by phone or via U.S. Mail.

6.    Please enter Classical_Preparatory_School@lotterease.com to your Contacts to ensure that all e-mails from Lotterease are not marked as spam.


Frequently Asked Questions

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1. How does the Lottery work?

When the Lottery is run on Thursday, March 1, 2018 at 4:00 PM, Lotterease will randomly sort all applicant names in each grade level lottery. No criteria are used to select students at Classical Preparatory beyond the enrollment preference groups allowed by Florida State Statutes 1002.31 and 1002.33 notated above (all preferences are validated via proof of documentation by the Lottery Coordinator).

Example: If there are 400 applicants for Kindergarten and there are only 72 available slots, Lotterease will randomly sort all 400 student names and the first 72 will be offered a seat. The remaining 328 students will make up the waiting list, in the order in which they were randomly sorted.


2. How can I verify/check on my applications/results for the lottery or position on the waitlist?

You can check your student’s status 24 hours a day, 7 days a week by logging into your Lotterease parent

account. Login to your Lotterease account by the link on the Enrollment tab of www.classicalprepenrollment.org or go directly to www.lotterease.com. Once logged on, click on your student’s name on the left hand side of the screen, then select, “View Lottery Applications”, and Submit.

The next window will give you a snapshot of your current applications for that student.

3. I applied last year for the lottery. Do I need to apply again?

Yes, you must apply every school year for the specific grade that your student will be in. The school year is notated in the title of each lottery, every lottery/waiting list only is applicable to the specific school year you applied for.

Example, if you applied for the 5th Grade 2017-18 School Year Lottery, you would need to log into your

Lotterease account and apply for the 6th Grade 2018-19 School Year Lottery for your child.


4. I applied on the first day the enrollment lottery applications were available. Does that make a difference in the lottery?

No, it makes no difference when you apply during the application period. The day of the lottery, Lotterease randomly sorts all applicants from 8:00 AM on December 1, 2017 through February 23, 2017 at 4:00 PM in each grade. The list of applicants pre-lottery are listed in timestamp order, but that list is sorted randomly by the system when the lottery is run. All Charter Schools in Florida are required by Florida State Statute 1002.33 to hold a random lottery when the applicants exceed the capacity of the school/grade.

5. I have three children that I am applying for in the lottery, what happens if one is offered a spot and the others are not?

Once you accept a seat for one child, all other siblings become preferred enrolled applicants as defined in FL SS 1002.33 above. This does not create an opening for the additional children but it moves them to the preferred section at the top of the waiting list (the exact position is dependent on any other preferences already on the waiting list in the specific grade). Due to class-size ratios and overall building capacity we cannot create space for the sibling.

Example: I have three children, one is in Kindergarten, one is in 4th grade, and one is in 6th grade. If a

Kindergarten spot is offered and accepted, the 4th and 6th grade siblings are now considered preferred enrolled students until a spot is available in 4th grade and 6th grade. They will be moved up on the waitlist accordingly based on the specifics of the individual grade lotteries (see note above). As soon as an opening occurs in the other grades, an offer will be made in the order of the waiting list until the offer is accepted.


6. May I add a cousin, grandchild, or friend as a sibling under my Parent/Guardian Lotterease account?

No, all children attached to the Parent/Guardian account in Lotterease must be the child of the Parent/Guardian who created the account. All children attached to the Parent/Guardian Lotterease account must be siblings. If you have relatives or friends who are interested in Classical Preparatory, their Parent/Guardian must be the one representing their child the lottery process. If a non-sibling is offered and accepts a spot due to sibling misrepresentation in the Lotterease account, it will be discovered during the school registration paperwork processes when the parents/guardians do not match. The spot offered to the non-sibling will be forfeited and offered to the next student on the waiting list. There are no exceptions to this policy. Charter schools are governed by FL State Statute 1002.33 with regards to enrollment and any misrepresentation of children, siblings, or any preferred enrollment group is a direct violation of this statute.

7. How many openings are there in each grade? How is the number of openings determined?

For Pre-K 3 through 12th grade openings, the number of available seats is determined by current Pre-K 3 through 11th grade families who have completed an Intent to Return to Classical Preparatory Form for the 2018-2019 school year. This commitment occurs in January and normally all parents notify us that their student will return in the upcoming year.  Due to our low attrition rate of students, there are very few spots the day of the lottery for VPK – 12th grades.

8. What happens if all current students commit to remain at Classical Preparatory for the following school year and there are no openings at the time of the lottery?

The lottery will still be held; however, the applicant names that are randomly sorted in each grade will create the waiting list. PLEASE NOTE: The summer months can be extremely active with the all grades waiting lists, so please do not be discouraged if there are only a few/no openings at the time of the lottery. You can monitor your student’s progression on the waiting list via the Lotterease website 24 hours a day, 7 days a week.

9. What happens if there are not enough openings for enrollment preferred applicants defined by State Statutes 1002.31 and 1002.33?

The applicant’s (enrollment preferred and all others) are randomly ordered in the lottery, with the enrollment preferred students randomly sorted at the top of the list. If there are not enough openings in specific grades, the waiting list will be made up of applicants (preferred and all others) in the order of their random selection.

10. When can I tour the school?

There are a variety of tour dates available. You can schedule a tour of Classical Preparatory School by visiting https://www.classicalprepenrollment.org/schedule-tour.html

11. Can I attend the lottery?

Classical Preparatory uses Lotterease, a web-based system, and the running of the lottery is completed within minutes per grade. Your attendance at the lottery has no impact on the results.

If you do wish to attend, the lottery will be run in the Prytaneum by the Registrar.  The lottery will be run starting from Pre-K 3 up to 12th grade on a laptop.  Once the lottery for all grades are run, the Registrar can assist you in seeing the results on an available computer or they can assist you on your own personal device. Please note, you can see the exact same results from the comfort of your own home. The doors to the Prytaneum will be opened at 3:55 PM for the lottery; no tours of the school will be available at this time.

12. How will I be notified where my student ends up in the Lottery process?

a.    You can log into your Lotterease account anytime after 5:00 PM on Thursday, March 1, 2018, for your individual student results.

b.    The other option is to wait for your official e-mail notification, which should be delivered to your inbox within a few hours of the lottery being run. This is an automated email generated from the Lotterease system and can take several hours due to the fact that we normally have hundreds of applicants across the school.


13. How will I confirm or decline the enrollment spot if one is offered to me?

a.    When you receive your official notice from Lotterease, please open the email and follow the

instructions to confirm or decline the official offer. We strongly recommend that you enter

Classical_Preparatory_School@lotterease.com into your Contacts to prevent the e-mail from being recognized as spam. It is the responsibility of the parent/guardian to check your junk/spam folders for notifications from Lotterease and your Lotterease Parent account for the current status of your student on a regular basis.

b.    You can log into your Lotterease account and view the status of any offers and confirm or decline the official offer.

 

14. What is the time frame to confirm or decline a spot when it is offered to me?

These time frames include weekends and holidays:

a. March 1, 2018 (the lottery will be run at 4:00 PM) through June 30, 2018, the time frame is 7 days starting from the date the offer was made.

b. After  June 30, 2018, the time frame is 2 days.


15. How am I notified if there is an opening?

Lotterease will automatically generate an email to notify you of an offer of an open position at the school.

Parents have a set window outlined in the email in which to confirm or decline attendance.

Classical Preparatory does not call to notify families or send notices through U.S. Mail.


16. My student was selected in the lottery run on Thursday, March 1, 2018. What is the next step?

a. After the lottery has been run, you will have 7 days in which to “confirm” (accept) or “decline.”

These 7 days include weekends and holidays.

b. If you do nothing by the deadline, the offer is rescinded and your student’s name will be removed from the lottery. You can re-apply again for Classical Preparatory, but your student’s name will be added to the end of the waiting list.

c. If you accept the offer, you will receive a welcome email from the school through Lotterease with information regarding registration paperwork, deadlines and any documentation needed to officially enroll at Classical Prep.  Registration paperwork for students chosen in lottery on March 1, 2018 will be accepted the week of March 12-16th between the hours of 8:00 a.m. and 4:00 p.m. in our Lower School building.

e. If you decline the offer, the next student on the waiting list will immediately be offered the spot via the Lotterease system.


17. What if I decline and then change my mind?

Unfortunately, once you decline the offer, the next student on the waiting list is immediately offered the spot via the Lotterease system. This is an automated process with no human intervention and only takes seconds to be completed. You can re-apply again for Classical Preparatory, but your student’s name will be added to the end of the waiting list.

18. What if I want to confirm attendance but don’t do it within the time frame defined in the offer email?

You forfeit your slot if you do not respond within the time frame outlined in your email. There are no exceptions to the deadline. Once the defined timeframe has passed, the slot is automatically offered to the next student on the waitlist via the Lotterease automated process.


19. I registered for the Classical Preparatory Lottery via Lotterease, but I’ve changed my mind and do not want my student to be entered in the lottery. What should I do?

Please log into your Lotterease account and make any updates (canceling account, removing student from lottery, etc.) before 4:00 PM on February 23, 2018.


20. My e-mail address has changed and I need to revise it so that I receive email notices from you. What do I do?

You can update your email address and phone number by logging into your Lotterease account and making the change(s).

21. May I enter my child more than once in the Enrollment Lottery?

No. If it is discovered that a parent/guardian has entered a child’s name multiple times using different email addresses, reversed the child’s first and last names, or any other misrepresentation in an attempt to get multiple spots in the lottery, the application will be considered null and void, and the child will be removed from the lottery. There are quality checks in place prior to the lottery that will discover multiple entries.

22. Additional questions?

If you have addition questions regarding the lottery, waitlist, or enrollment procedures, please contact enrollment@classicalprep.org for more information.



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