SouthSide Elementary Charter School

Lottery & Enrollment Policy

 

SouthSide Elementary Charter School is an open-enrollment public charter school that does not charge tuition and does not administer entrance examinations. Any student who resides within Providence, RI can attend, if there is space available. Enrollment is based on a fair and equitable system which provides for (1) an Open Enrollment Period; (2) a lottery, and (3) a Waitlist.

 

Application Process

SouthSide Elementary Charter admissions applications open enrollment is from November 5, 2019 – February 10, 2020.

An Open House will be organized for prospective families to learn more about SouthSide Elementary Charter School, complete applications, and answer any questions prospective families may have.

 

Open Houses dates will be announced.

Location: SouthSide Elementary Charter School, 135 Prairie Ave, Providence, RI 02905

The school will give reasonable public notice to all applicants through the information provided on the applying application. An open lottery will be held on Monday, March 2, 2019. (At the time an offer of admission is made to the student, the student’s family must provide reasonable proof of residency and actually reside in the city of Providence.)

During the time an admission application is submitted to the school and the student’s family resides in a temporary residence due to homelessness, families must provide reasonable proof of residence. The definition of applicants who are homeless include applicants who are living in transitional shelters or motels, sharing the housing of other persons due to economic hardship, etc. For the purpose of establishing preference for admission, SouthSide will collect proof of current or temporary residence from applicants who may be considered homeless.

During the time an admission application is submitted to the school and an applicant is a sibling of a current student, reasonable proof of sibling status may also be required to establish admission preference.

Kindergarten Age Requirements- children applying to kindergarten must be 5 years old by September 1st of the year they will be starting kindergarten.

Lottery & Enrollment Procedure

Prior to the lottery, SouthSide Elementary Charter School will determine the number of spaces available in each grade level.

The school will give reasonable notice of at least one week prior to enrollment lottery date. The lottery will be conducted in public. The lottery will take place at the school: 135 Prairie Ave, Providence, RI 02905.

Lottery Exemptions

SouthSide Elementary Charter School will exempt the following applicants from the lottery process:

  1. Children of the school’s teachers and staff: In order to be exempt from the lottery process, children of the school’s teachers and staff must submit a completed application before the closing of the Open Enrollment period.

  2. Siblings of students already enrolled at a SouthSide Elementary Charter School: A sibling is defined as an individual having one or both parents in common or a step-sister or step-brother that resides under the same roof as the applicant. Cousins, nieces, nephews, and unrelated children sharing an address with the applicant are not considered siblings. Documentation may be requested to confirm sibling status. In order to be exempt from the lottery process, siblings of currently enrolled students must submit a completed application before the closing of the Open Enrollment period. 

 

Weights/Preferences

Any applications submitted to the school and the student’s family resides in a temporary residence due to homelessness, applicants will receive (2) two lottery tickets for the admissions lottery drawing. Families must provide reasonable proof of residence during the time open enrollment period; prior to the lottery. The definition of applicants who are homeless include applicants who are living in transitional shelters or motels, sharing the housing of other persons due to economic hardship, etc.

 

Application Validity

Any non-qualified applications received due to kindergarten age requirements, unsupported grade level, and/or residence out of District; applicants will be notified through phone and email upon receipt of application. Applicants that submitted an incomplete application will be notified through phone and email upon receipt of incomplete application. Prior to the lottery, all non-qualifying applicants will receive an additional email notifying applicants of  invalid application.

 

Lottery Procedures

The lottery will be conducted manually.

In order to ensure that the process is fair and that selection is random; attendees will be asked to participate in the drawing process by selecting lottery tickets out of a bingo drum in order of enrollment placement.

All applicants for each grade will be entered into the Lottery using a randomly generated enrollment ticket with applicant information attached. Lottery drawing will be conducted by grade levels for the following grades: Kindergarten, First Grade, Second Grade, Third Grade, and Fourth Grade.

Generated lottery tickets will be separated by grade level. Starting with Kindergarten, lottery tickets will be entered into the bingo drum. The lottery facilitator will ask participants to come up and select a ticket from the bingo drum. After the reserved number of available enrollment seats have been filled, the remaining selected lottery tickets will be placed on the Kindergarten waitlist in the order in which these tickets are drawn.

Proceeding from the Kindergarten lottery, lottery tickets will be entered into the bingo drum for First Grade and participants will be called upon to select lottery tickets. All selected lottery tickets will be placed on a waitlist. This process will continue for Second Grade, Third Grade, and Fourth Grade, until all lottery tickets are drawn.

Kindergarten applicants with a sibling attending the school or that is a child of an Employee, at the time of admissions will receive preference for admission. A designated placement will be reserved upon completion of application prior to the public lottery.

When a lottery takes place, siblings will be admitted first, if space is available. When a waiting list exists for a particular grade, siblings will be placed 1st on the waiting list. If there is more than one sibling placed on the waiting list for a particular grade, a siblings’ lottery will be done in order to assign them a position on this waiting list. (more information under “Waitlist”)

Definition of Siblings: Persons who have a common parent, either biologically or legally through adoption.

 

Notification

Within two business days after the lottery, the school will notify students of an offer for admission. The school will notify accepted families by phone, email, and mail, using the information provided on the admissions application. Families placed on waitlist will be notified through mail. 

To accept the offer of admission, we will send the family acceptance notification by mail including enrollment forms and submission of reasonable proof of residence. Families will have fifteen (15) business days after the postmarked date on the notification letter to return this form to the Admissions Office. If we do not hear from the family within fifteen (15) days, we will make every attempt to contact the family by the deadline. If the family does not submit enrollment forms and/or reasonable proof of residence within the (15) business day period, the school will conclude that the family has declined the offer for admission. If, at a future time, the family wishes to be considered for enrollment, they would need to reapply in a future application cycle.

The school places the names of students not offered admission following a lottery on a waitlist in the order the names were selected, which takes into account sibling and employee preference. When admitting students from the waitlist, the school takes into account sibling and employee preference, both of which may change over time. The school requests that families update contact information including address if it changes at any point.

As space becomes available prior to the school year, the school will admit students off the waitlist, following the admissions acceptance/notification process until the available seat is filled.

 

Waitlist

The school places the names of students not offered admission following a lottery on a waitlist in the order the names were selected at the time of the lottery. This order takes into account sibling and employee preference. The school maintains the waitlist including sibling and employee preferences, both of which may change over time. For example, if a student gains sibling preference, then that student will have preference on the waitlist if a space becomes vacant. If an employee is hired and child qualifies for applicable grade level, then the student will have preference on the waitlist if a space becomes vacant.

 

Backfilling

If a student stops attending SouthSide Elementary Charter School or declines admission, the next available student on the waitlist for that grade, subject to preferences at the time of admission, will be offered admission until the vacant seat is filled.

No student will be admitted ahead of other eligible students who were previously placed on a waitlist during the enrollment process, except in cases where enrollment preferences change.

The school will maintain waitlists only for the school year for which the students sought admission. If the applicant wishes to be considered for enrollment, they would need to reapply in a future application cycle. SouthSide Charter will keep accurate records of the waitlist Information for students who entered the lottery but did not gain admission must include, but is not limited to, students’ names (first, middle, last); dates of birth; cities or towns of residence; grade levels; home addresses; and telephone numbers.

Students who have withdrawn from the school need to reapply for admission. Students who have declined an offer of admission need to reapply for admission.

Enrollment

To enroll at SouthSide Elementary Charter School, applicants notified of an available seat should immediately confirm intent to accept the seat at SouthSide Elementary Charter School via a confirmation form (provided in acceptance notification packet). After an applicant notifies the school of intent to accept, SouthSide Elementary Charter School will then request detailed enrollment information, which may include:

●      Student Data Information

●      Proof of residency

●      Health forms

●      Home Language Survey

●      Emergency contact information

●      Special Education, IEP, Medical Documentation

●      Transportation Request Form

●      Consent for Photography and videography

●      Family Engagement Contract

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