Student Enrollment and Lottery Policy and Procedure

Document IDMDS001TitleStudent Enrollment and Lottery Policy and ProcedurePublication Date 07/08/2022
Revision1.5Prepared By Sarah Wilkening / Educators’ Co-opDate Prepared 07/07/2022
Effective Date 07/08/2022Reviewed By Governance BoardDate Reviewed 07/08/2022
Approved By Regular meeting of the Governance BoardDate Approved 07/08/2022

Policy: Milestone Democratic School shall adhere to all Federal, State, local, and municipal laws, guidelines, and regulations pertaining to student recruitment, enrollment, and lotteries. Neither the School, nor any of its agents, employees, directors, or members, shall discriminate on the basis of age, color, disability, national origin, race, religion, sex, gender identity or sexual orientation as they pertain to recruitment or enrollment of students.

Procedure: Student Enrollment for Milestone Democratic School shall proceed by the following process for all applicants:

  1. The annual cap for student enrollment shall be 88 students.
  2. Applications can be received online or in person.
  3. Once application is received it is entered in a Google sheet, owned by the Educators’ Cooperative (“EC”), shared with Comment privileges with all members of the Governance Board. 
  4. Within 48 hours of receiving an application online or in person, an initial phone call and/or email to the identified parent/guardian is sent, acknowledging that we have received the application and giving information on enrollment process. During this call, and/or in this email, the designated member of the EC shall:
    1. Ask if parent/guardian has any questions about Milestone or their student’s application (answer if able, if we don’t have an answer, discuss with the rest of the EC and follow up). 
    2. Verify / get an email address to send the Additional Information form (or, if guardian does not use email, get a mailing address or invite guardian to come to Milestone to fill out the form)
    3. Mark in Google sheet that 1st contact was made
  5. Send Additional Information form. Mark in Google sheet.
  6. Add student and guardian to contacts list, ensuring they are invited to all public events between their application and opening.
  7. On Friday, August 26th, 2022, a full applicant report will be transmitted to the Governance Board. 
    1. If there are fewer applicants than the annual cap, all applicants are enrolled following the process described in Section 7. Below.
    2. If there are more applicants than seats, then all applicants will be put into a random lottery, to be conducted by a member of the Educators’ Cooperative (“EC”) in the presence of a quorum of the Governance Board and a representative of the Authorizer’s office. The lottery shall follow this procedure:
      1. Preference shall be given to students who were enrolled in Milestone Democratic School in the previous year and to siblings of students who are enrolled in the school, as well as to children of the school’s founders, governing board members, and full-time employees, so long as this “preference list” does not constitute more than 10% of school’s total enrollment.
      2. Identical slips of paper with student names (first and last) shall be printed and folded in half, and placed in an opaque container. 
      3. The EC member shall, one at a time, draw slips of paper out of the container, and read them out loud, and hand them to a member of the Governance Board.
      4. A member of the Governance Board shall enter the names, as they are read and presented, into a pre-printed list, beginning with line #1 (unless any student has applied who is eligible for the “preference list,” in which case all such names shall be entered first) and proceeding until all applicant names have been drawn and entered.
      5. The first applicants selected within the annual cap will be enrolled, and will be notified accordingly by mail and email. 
      6. All applicants whose names fall on lines after the annual cap and below shall be designated as on a waitlist, and will be notified accordingly by mail and email.
    3. At the end of the first week of instruction of the 2022-23 school calendar, any student who has not attended shall be removed from enrollment, and students on the waitlist will be invited to enroll in the order that was generated by the lottery.
  8. Enrolled students will
    1. Be notified by mailed letter and email.
    2. Be invited to schedule an enrollment meeting with their student’s Advisor.
  9. Milestone Democratic School will continue to accept applications for enrollment year-round, although enrollment and attendance will be limited to the following timelines:
    1. Any and all applications received before September 15th will result in immediate enrollment and attendance, so long as the annual cap (SY2022-23: 88 students) has not been met.
    2. Any and all applications received between September 16th and January 4th (so long as annual cap has not been met) will result in enrollment effective January 5th.
    3. Any and all applications received after January 4th shall be considered as applications for the following school year. 
    4. The Board shall hear and consider special requests made by parents and guardians for exemptions to these timelines.
    5. Immediately upon enrolling sufficient students to meet the annual cap, Milestone will remove all links and access to applications materials from its website, and requests for application or enrollment will be deferred to the following school year.
Last updated bySean Anderson on July 15, 2022
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