Enrollment Procedures

Supply/Technology Fee

For the 2025-2026 school year, our $125 Supply & Technology Fee covers a Chromebook, charger, technology insurance, and all necessary school supplies. The only item parents/students will need to purchase separately is a clear backpack. Please note: Supply/Technology fees are NON-REFUNDABLE once paid, even if you later choose to give up your child’s spot.

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CHS Enrollment Procedures

  • In order to ensure the integrity of the enrollment process, CHS will follow the following procedures:
  • At initial contact with the parent the registrar explains the process to them
  • Parent/guardian fills out an online application after which the registrar gets an email notification and it automatically puts information on a lottery spreadsheet
  • OR, if parent is physically present in the school and wants a paper application one is provided although for better tracking purposes, the registrar will encourage an online application
  • Once the registrar receives the application, the registrar prints it, physically writes the date and time on it (it is timestamped on the spreadsheet just not when it is printed)
  • Parents receive an automatic reply via email once the lottery application is submitted. The registrar changes this reply according to the time of year, i.e., before lottery, after lottery, etc. Deadline for applications is the last day of February.
  • If the number of applications exceeds the number of seats available a lottery will be held.
    • A public lottery is held at the school the first week of March. Actual date is advertised on the school website
    • Siblings of current students or former students within the last 6 years are given priority in the lottery
    • Students of CHS employees are also given priority in the lottery
    • Applicant names are written on an index card and put in a box
    • A member of the board pulls a card, and the name and number are record until all names have been called
    • Once all available spots are filled, the registrar places the remaining names on a waitlist
    • The registrar then creates a spreadsheet and keeps track of any correspondence with any member of the family, any acceptances, rejections, waitlist, etc.
    • The registrar also notes any correspondence on the printed application itself
    • Families are given two weeks to notify the school whether or not they accept the offered seat. If yes, then they receive an enrollment packet to be returned to the school within 30 days, once the registrar receive the enrollment packet and required items (birth certificate, immunization records, proof of enrollment) the registrar uses the checklist created to keep track of all data (see attached Data Entry Checklist)
  • If the application is received after the lottery
    • The registrar will contact the parent to confirm the grade level and if a waiting list exist place the student at the end of the list. If no waiting list exist the parent is directed to proceed with completing the enrollment packet which is available online or give them the option receive a paper copy available at the school.

Enrollment Packet

  • Once the school receives the enrollment packet the registrar contacts the transferring school to get preliminary (unofficial) records such as, transcript, Quick Look Up page, and discipline/incident reports, sometimes but not always the sending school will send IEP/504 documents. The registrar should do this to make sure that the student has not been expelled or to ensure that any discipline/suspensions have been served
  • If the registrar receives any preliminary reports, the registrar always shares the information with the Principal and Dean of Students, if the registrar receives an IEP/504 the registrar shares this with the Coordinator of Special Education and/or the MTSS Coordinator.
  • The registrar highlights any special needs; allergies, medical alerts, any ESOL, special education needs, parent/guardian issues, etc. and shares this information with the appropriate staff member
  • The registrar then starts the Data Entry Checklist
  • The registrar requests official records
  • The registrar also lets the SPED Coordinator know if a parent has indicated the child has an IEP/504. This is done on a separate shared google doc.
  • Once records are received
    • Everything is checked off on the checklist
    • Copy of transcript is given to the Dean of Students
    • Copy of the IEP/504 is given to the SPED Coordinator
    • Copy of HLS or any ESOL records are given to ESOL Coordinator
  • The registrar then enters a student in PS
  • Once the student has been entered in PS, the registrar then enters any courses/grades listed on the incoming transcript into Historical Grades
  • If anything is missing from the checklist, the registrar contacts the former school or parent and keeps the file as incomplete.
  • If everything is in order, the registrar then files it in a locked file cabinet.

Appeals

Should CHS deny admission for a reason other than the results of a lottery, an appeal to the CHS Board may be made within five business days. The appeal must be made in writing and must state the grounds on which the appeal is based. If the parent is not satisfied with the decision of the CHS Board the parent has five days from notification of the decision to appeal to the Charter Institute at Limestone.

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