2018–19 School Year Enrollment Policies

2019–20 School Year Enrollment Policies

 

Thank you for your interest in the Academies of Math and Science (AMS) charter school network. In Arizona, families have the right to choose among district and charter public schools. Charter schools are open-enrollment, tuition-free, public schools that operate based on a contract with their authorizer. This policy outlines our enrollment and admission practices. If after reading them, you have any questions please refer them to Academies Superintendent Adriana Rodriguez by emailing her at arodriguez@amsschools.org.

Arizona law requires charter schools to enroll all eligible students who submit a timely application during open enrollment, so long as the school has capacity. If the school receives more applications than the number of available seats, admission will be determined based on an “equitable selection process”, or lottery. If your child is placed on a waiting list, please refer to the section on page 5, Waitlist and Lottery.

Open Enrollment

School staff shall determine the number of classes and capacity per grade level which are available for open enrollment in compliance with the school’s approved grade levels and total enrollment capacity approved by the Board.

The open enrollment period is the period prior to the start of each school year when parents/guardians can complete an application for each child to their desired school(s). open enrollment dates for the upcoming school year will be posted on the AMS school website and will take place after December 1st.

During the open enrollment period, parents/guardians complete an admission application for their student. During admission, the school offers the student a seat at the school; the student can decide to accept the seat or not. If the student accepts the seat, the school enrolls the student. To enroll the student, the school will require the parent/guardian to complete a registration packet.

Applications received after the open enrollment period will not be eligible to enter the open enrollment lottery. Instead, these applications will be processed on a first-come, first served basis behind applications received during the open enrollment period.

Lottery

If the number of students that apply exceeds capacity for each program, class, grade level or building, students will be selected through an equitable selection process, conducted as a lottery by the School; with the exception that preference is given to siblings of students already enrolled or who are selected through the lottery process.

For the 2019-2020 school year, we will hold an enrollment lottery for student admission on December 21, 2018 and complete the enrollment process no later than March 15th, 2019. The date will be added to the AMS Schools’ online enrollment page and posted in the school’s lobby. We will not hold the lottery if the number of applications received is fewer than the number of available seats. In this case, we will admit every student who seeks admission.

We will notify parents of the students chosen by lottery via telephone or email. Parents will be given two weeks to complete a registration packet to enroll their student. If the registration packet is not completed within the timeframe given, admission will be offered to the next student in line or selected through the lottery process.

Required information for admission

At minimum, the application for admission must contain the applicant’s full name (first, middle, last); the applicant’s date of birth; city/town of residence; home address(es); grade level for which they are seeking admission; and telephone number(s). As part of the application process, we also require the applicant’s age, sibling status, and reasonable proof of residency.

PROOF OF AGE/IDENTITY

All Arizona schools must obtain age and identity documentation from students when they enroll. Specifically, within 30 days of enrollment, the parent(s)/guardian(s) enrolling the student must provide the school with one of the following:

à A certified copy of the student’s birth certificate; or

à Other reliable proof of the student’s identity and age, including the student’s baptismal certificate, an application for a social security number or original school registration records and an affidavit explaining the inability to provide a copy of the birth certificate; or

à A letter from the authorized representative of an agency having custody of the student pursuant to a juvenile court proceeding, certifying that the student has been placed in the custody of the agency as prescribed by law.

PROOF OF RESIDENCY

As with all public schools in Arizona, we are required to obtain and maintain verifiable documentation of a student’s Arizona state residency upon enrollment. The Arizona Department of Education has prepared Residency Guidelines available for review at http://www.azed.gov/policy/files/2017/06/revised-residency-guideline-2017-1.pdf.

We will accept one of the following documents as proof of residency:

  • Valid Arizona driver’s license or Arizona identification card
  • Valid Arizona motor vehicle registration
  • Valid Arizona Address Confidentiality Program authorization card
  • Property deed
  • Mortgage documents
  • Property tax bill
  • Rental agreement or lease (including Section 8 agreement or off-base military housing)
  • Utility bill (water, electric, gas, cable, phone)
  • Bank or credit card statement
  • W-2 wage statement
  • Payroll stub
  • Certificate of tribal enrollment (506 Form) or other identification issued by a recognized Indian tribe located in Arizona
  • Other documentation from a state, tribal, or federal agency (Social Security Administration, Veterans’ Administration, Arizona Department of Economic Security, etc.)
  • Temporary on-base billeting facility (for military families)

 

IMMUNIZATION RECORDS

Immunization records are required unless there is a valid exemption pursuant.

ARS 15-872: Arizona law requires that a student shall be suspended and not allowed to attend school without submitting proof of required immunizations, absent an applicable immunization exemption. Immunization records should be submitted as a part of the admission application.

Information collected after admission

We will collect the following information after a student has accepted an admission offer and intends to attend an Academies school:

  • A home language survey;
  • A free and reduced-price lunch form;
  • Permanent transcripts from any former school(s);
  • A publications permission form (media release);
  • A records release form; or
  • Other student records (e.g., health records and Individualized Education Plan from a previous school).

These forms are the part of the registration packet students will be asked to complete after the student has accepted the admission offer.

As a part of an application for enrollment, we do not require any personally identifiable student information that relates to protected classes; such as ethnicity/race, religion, or national origin. We do not condition enrollment on the submission any of the items listed above.

 

Admission of students to Kindergarten and First Grade

Any student enrolling in kindergarten must be five (5) years old on or before September 1in the school year in which you are enrolling. Any student enrolling in first grade must be six (6) years old on or before September 1 in the school year in which you are enrolling.

We will admit children who have not reached the required age as prescribed by ARS 15-821 if it is determined to be in the best interest of the child.  For children entering the first grade, such determination will be based upon one or more consultations with the parent, parents, guardian or guardians, the children, the teacher and the school principal. Such children must reach the required age of five for kindergarten and six for first grade by December 31 of the current school year.

Diagnostic or placement tests

We do not administer tests to potential applicants or condition enrollment on results from any test of ability or achievement. Charter schools are prohibited to perform placement testing before acceptance of an offer of admission.

Once a student has been enrolled, the school may determine through placement testing which grade placement is best suited for the student. If this placement test result varies from the initial grade the student was enrolled in, we will provide a space in the appropriate grade.

Informational meetings and tours as part of the enrollment process

We do not require potential students or families to attend interviews, informational meetings, or tours as a condition of enrollment.

Enrollment preferences

We provide enrollment preference to returning students and siblings of pupils already enrolled in the school, as well as children of employees of the school or network and children of members of the Governing/Corporate Board.

Determination of sibling preference

Applicants who have a common parent, either biologically or legally through adoption, and have a sibling attending the school at the time of enrollment, are entitled to a sibling preference during the enrollment and/or lottery process.

Receive Sibling Preference Do Not Receive Sibling Preference
·         Children who live in different households but share a common biological or legal parent

·         Siblings of students who will graduate at the end of the school year in which the lottery is held

·         Children who live in the same household but do not share a common biological or legal parent

·         Foster children

·         Siblings and children of alumni/ae

·         Siblings of applicants who have been accepted for admission but are not yet attending (including twins)

 

Waitlist and Lottery

Students who entered the lottery but did not gain admission will be maintained on a waitlist. A separate lottery is performed, either manually or electronically, for each priority preference group. Within each priority category, applicants are sorted and numbered in random order. The final lottery will be held for students who have no applicable enrollment priorities. We follow all requirements when holding subsequent lotteries.

School staff may revise, as necessary, lottery dates with advanced notification to parents.

Change of student preference on a waitlist

It is important to note that positions of names on a waitlist are not static because enrollment preferences change. There are many scenarios in which the enrollment preference of a student on the waitlist may change. Students with a new sibling preference—for example, once the sibling of a student on the waitlist begins attending the charter school—would move ahead of students who do not have a sibling preference.

Expelled students

We do not admit students who were expelled from other schools.

NOTICE OF NON-DISCRIMINATION

In accordance with Title VI of the Civil Rights Act of 1964, Title IX of the Education  Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination  Act  of 1975, Title II of the Americans with Disabilities Act of 1990, the Boy Scouts of America Equal Access Act and applicable state law, Academies do not discriminate on the basis of actual or perceived race, color, religion, national origin, sex, age, disability, gender identity or expression, or any other classification protected by law in any of its business activities, including its educational programs and activities which comply fully with the requirements of state and federal law and Title  IX.