ACADEMY STAFF REPORT RECOMMENDATION
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Discuss, consider and act regarding WA Resolution 25-07 approving and adopting a policy requiring submittal of returning student registration forms within the designated time frame set by the school to guarantee continued enrollment at Westlake Academy (Director of Accountability Darcy McFarlane)
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STAFF: Darcy McFarlane, Director of Accountability
BACKGROUND:
Parents of current students are required to complete and submit a school registration form each spring to confirm their child’s re-enrollment at Westlake Academy for the following school year. Westlake Academy relies on the information gathered during this enrollment period to anticipate student numbers, plan the budget, hire teachers and staff and determine and offer available spots for new students
DISCUSSION:
Parents are given a minimum of one month to complete the registration process, with multiple reminders sent via email and the Communiqué. Despite these efforts, the Registrar’s Office must continue outreach throughout the summer to collect outstanding student registrations and verify enrollment numbers.
Accurate registration data at the end of the school year is critical for Westlake Academy’s operational planning. Delays in receiving this information impact our ability to offer spaces to new students from the lottery, finalize the Master Schedule, balance class sizes, and confirm the budget for the upcoming school year. Additionally, postponements in offering enrollment to new students-due to holding spaces for students with uncertain re-enrollment-place unnecessary strain on our administration and counseling teams. Last-minute enrollments limit incoming families’ ability to make informed decisions about whether Westlake Academy is the right fit for their student.
The Administration and Counseling Team have found that student turnover, particularly in the MYP & DP Programmes, is often linked to a lack of understanding about the requirements and expectations of an International Baccalaureate education at Westlake Academy. Providing prospective students with as much time as possible to engage with school leadership, meet with counselors, and participate in onboarding sessions and Back-to-School activities enables families to make well-informed enrollment decisions. This proactive approach helps ensure students are prepared for success at Westlake Academy, reducing short-term enrollments and withdrawals.
FISCAL IMPACT:
There would be no fiscal impact.
STAFF RECOMMENDATION:
Staff recommends approving WA Resolution 25-07 approving and adopting the policy to set a deadline to submit returning student registration forms for the upcoming school year to guarantee continued enrollment at Westlake Academy.
ATTACHMENT(S):
WA Resolution 25-07
Exhibit A Proposed Policy
BOARD OF TRUSTEES ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny