TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act regarding WA Resolution 24-42 approving amendments to the Westlake Academy Admissions Policy to eliminate the Notice of Intent to Return form currently sent to enrolled students each year and setting a defined closing date for accepting waitlist applications from secondary boundary students applying to grades Kindergarten through Grade 8. (Darcy McFarlane, Director of Accountability)
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STAFF: Darcy McFarlane, Director of Accountability
BACKGROUND:
When the Town of Westlake received the original Charter for Westlake Academy in 2003, the school implemented a process requiring all returning students to complete a Notice of Intent to Return Form each year. This form asked families to confirm whether their student intended to return to Westlake Academy for the upcoming school year and to identify any siblings who wished to apply for admission for the following year.
In addition, the school has traditionally kept the waitlist application open year-round to ensure sufficient students to fill any spaces that may become available throughout the school year.
DISCUSSION:
Notice of Intent to Return
While the Notice of Intent to Return Form was an effective tool for managing enrollment at the time of the original Charter, advancements in online registration, earlier registration timelines, and the school’s accumulated historical knowledge have rendered the form largely redundant.
The form often creates confusion and frustration for parents by duplicating questions asked during the annual registration process. Additionally, because the form is distributed in February, most parents respond affirmatively to the question, “Will your student be returning to Westlake Academy for the following school year?” However, these responses frequently become outdated by the end of summer, when many families make their final decisions about the upcoming school year. As a result, the form has become an unnecessary administrative burden and no longer serves its intended purpose effectively.
The second question on the Notice of Intent to Return form remains relevant, as it is used to establish the order of siblings on the Sibling Waitlist. To streamline the process, a new Sibling Survey would be introduced and sent out each February. This form would allow families to notify the school of any siblings they wish to have placed on the Sibling Waitlist for the following school year.
Waitlist Application Closing Date for Grades Kindergarten through Grade 8
The Lottery Application for the upcoming school year is open annually from December 1 through January 31, with the lottery taking place in mid-February. After the lottery application period closes, the school continues to accept waitlist applications, adding them to the end of the grade-level waitlist in the order they are received.
For the past 21 years, the number of lottery and waitlist applications for grades Kindergarten through grade 8 has consistently exceeded the available enrollment spaces.
Charter schools, including Westlake Academy, are required to report information to the Texas Education Agency on all student applicants even if the students are not ultimately enrolled. With over 1,500 student applications annually-and numbers continuing to grow-managing and reporting these applicants has become increasingly burdensome.
Implementing a closing date would help reduce the volume of applications and associated reporting requirements for students who will not be enrolled at Westlake Academy. Staff is confident, based on a 21-year history, that implementing a closing date for applications for grades Kindergarten - Grade 8 will not impede the ability to meet desired enrollment numbers at Westlake Academy.
FISCAL IMPACT:
There will be no fiscal impact.
STAFF RECOMMENDATION:
Staff recommends amending the Westlake Academy Admissions Policy to eliminate the Intent to Return Form and to implement a closing date for accepting waitlist applications for grades Kindergarten through grade 8.
ATTACHMENT(S):
WA Resolution 24-42
Redlined Version of WA Admissions 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