The purpose of this policy is to establish a fair, transparent, and legally compliant enrollment process for Academy for Innovation in Medicine (AIM). The process shall align with federal charter school guidelines, Georgia statutes and State Board of Education rules, state guidance, ensuring equitable access to high-quality education for all eligible students. 

Recruitment.  AIM shall actively recruit students from all segments of the school’s approved attendance zone to ensure equitable access to educational opportunities. Recruitment efforts will be designed to reach diverse populations, including educationally disadvantaged students, English learners, students with disabilities, and families experiencing economic hardship or homelessness.

The school will:

• Publish notices of open enrollment in a manner reasonably calculated to inform all eligible families, including posting on the school website, distributing flyers in community locations, and engaging in direct outreach to community organizations.

• Provide recruitment and enrollment materials in languages commonly spoken in the community, and offer translation and interpretation services as needed.

• Conduct recruitment activities at times and locations accessible to working families, including community centers, libraries, faith-based organizations, and events within the attendance zone.

• Provide clear, consistent, and accessible enrollment information on the school’s official website throughout the open enrollment period. The website shall include information about available programming and supports for students with disabilities (special education), English learners, and students eligible under the McKinney-Vento Homeless Assistance Act, as well as Title I and other federally funded programs offered by the school.

• Distribute enrollment and programming information in the community including but not limited to libraries, community centers, early childhood centers, faith-based organizations, and other accessible locations. Recruitment materials will include information on the school’s programs and student supports, and will be available in languages commonly spoken in the community. 

• Ensure recruitment efforts are inclusive and non-discriminatory, consistent with Title VI, Title IX, Section 504, ADA, and McKinney-Vento requirements.

• Document outreach activities and monitor applicant pool demographics to identify whether additional targeted outreach is needed to ensure broad and equitable participation.

• Ensure recruitment efforts comply with Title VI, Title IX, Section 504, ADA, McKinney-Vento, and all other applicable federal and state nondiscrimination requirements.
  

Recruitment materials and practices shall not include statements, representations, or implications intended to discourage the application of any group of students on the basis of academic ability, disability, English proficiency, economic status, or other legally protected status.

Open Enrollment.  AIM shall conduct an open enrollment process in which all age-eligible applicants residing in the school’s approved attendance zone have an equal chance of admission when space is available. Enrollment shall not be restricted by academic ability, economic status, English language proficiency, special education status, or other non-permissible criteria.  

Eligibility for Enrollment.  Students who reside within the geographic boundaries defined in the school’s approved charter contract and as required by O.C.G.A. § 20-2-2066 and who submit timely applications are eligible for enrollment. Enrollment may be extended to students meeting priority enrollment preferences as described below. Application for enrollment does not guarantee admission.

Enrollment may be restricted if a student is subject to an existing disciplinary order (suspension/expulsion) from another Georgia school district for an offense that would also be a violation under the school’s Code of Conduct. In such cases, the restriction shall remain in effect for the remainder of the existing order. If records indicate prior conduct that (a) would violate the school’s Code of Conduct, (b) could result in criminal felony charges, and (c) poses a danger or disruption, the student will be enrolled but referred to a disciplinary hearing under O.C.G.A. § 20-2-751 and the school’s tribunal procedures.

Non-Discrimination in Enrollment.  The school shall not discriminate in admission or enrollment on the basis of race, color, national origin, sex, disability, religion, homelessness, English language proficiency, academic or athletic ability, or any other legally protected characteristic, in compliance with federal and state nondiscrimination laws.

Enrollment Conditions. 

• At least one annual enrollment period shall be offered for each grade in which space is available.

• The Open Enrollment Period and Lottery date shall be established annually by the Chief Executive Officer (CEO).

• Enrollment shall not exceed capacity levels defined in the school’s charter contract without written authorization of the Authorizer and approval by the Governing Board.

• No additional eligibility criteria shall be imposed outside of those permitted by law.

• Students enrolled in the school do not need to reapply and participate in the lottery.

Publication of Enrollment Information.  The school will publish enrollment-related information, including the application progress, deadlines, lottery date, and procedures on its official website at least two weeks in advance in accordance with Authorizer requirements.

Pre-Lottery Applications.  Applications shall be available in multiple formats, including downloadable forms on the school website, electronic submission, and hard copy forms available at the school office. Applications shall only collect essential, non-discriminatory information such as student name, grade level, date of birth, residency, and guardian contact information.

The school shall not create barriers to application or submission. To ensure equitable access for all families:

• Language Access. Applications and enrollment materials will be available in languages commonly spoken within the community, and translation/interpretation support will be offered upon request.
  

• Accessibility. Assistance will be provided to families who need help completing the application due to literacy, language, or disability-related barriers.
  

• Submission Support. Families may submit applications electronically, in person, or by mail, and school staff shall be available during regular business hours to provide assistance in completing and submitting applications.
  

• Non-Discrimination. No applicant shall be denied the opportunity to apply based on limited English proficiency, disability, economic hardship, or lack of internet access.

Priority Enrollment Preferences. In compliance with O.C.G.A. § 20-2-2066(a)(1)(A) and federal charter school guidelines, enrollment preferences shall be applied in the following order:

1. Currently enrolled students, provided they remain eligible under residency and enrollment requirements.

2. Siblings of currently enrolled students, including biological, half, step, adopted, and foster siblings residing in the same household already admitted to or attending the same charter school.

3. Children of founding members, so long as the total number of students allowed under the exemption constitutes only a small percentage of the school’s total enrollment.

4. Children of employees in a work-site charter school, (so long as the total number of students allowed under this exemption constitutes only a small percentage of the school's total enrollment).  

Definitions.

Founding Members. A founding member includes any individual who made documented, substantial contributions to the development of the school prior to its first day of instruction, such as assisting with the petition, governance structure, or official planning. Enrollment preference for children of founding members shall not exceed 10% of total enrollment. 

Sibling.  Siblings share at least one common biological or legal parent, whether by natural or adoptive means. This includes: 

• Biological siblings that share parents 

• “Half” siblings that share a single parent

• “Step” siblings that share a parent or parents through marriage

• Children who share a parent or parents through adoption or guardianship 

• Siblings residing in different households

• Foster children awaiting permanent placement

The school will not conduct a weighted lottery, providing educationally disadvantaged students more weight in accordance with federal and state law and guidelines. 

The school will employ Priority Enrollment Preferences, as listed above, during the lottery for the current year.

Lottery Process. A lottery will be conducted if applications exceed available seats at any grade level. The lottery shall be public, transparent, and random. Acceptable methods include computer-generated randomization or human randomization (e.g., drawing numbers or names). Attendance at the lottery by applicants is not required for admission eligibility. Accurate records shall be kept, including lists of drawn students and wait list positions, and the school shall keep minutes or recordings and evidence of notification to families.

The order of lottery draws shall establish both admitted students and the waitlist sequence.

Errors and Remedies.  The school recognizes the sensitivity of the lottery process and the importance of accurate data and procedures. Despite careful planning, errors may occur, such as placing a student in the wrong grade-level lottery, omitting an eligible student from the lottery, or applying an enrollment priority in a manner inconsistent with law or school policy. If the school identifies or is made aware of an error that is the fault of the school, staff must take immediate corrective action by applying an appropriate remedy. Remedies for errors affecting a single student may include, but are not limited to:

• Adding the student the correct location on the waitlist; or

• Admitting the student even if the school is oversubscribed at the grade level.

If the error involves multiple students, and depending on the severity of the error, the school may deem it necessary to redo the grade-level lottery to ensure fairness. In such cases, the school shall make a concerted effort to provide all stakeholders clear and consistent information about the process and the reasons for correction, recognizing that parents and guardians may be upset, especially those whose children were previously offered admission.

To minimize errors and disruption, the school shall ensure that all data is accurate before the lottery drawing and that the process strictly follows the school’s published policy and procedures.

Wait Lists. All students not admitted through the lottery will be placed on a waitlist in the order drawn. The waitlist shall be maintained for the current school year only and shall not roll over into subsequent years. Parents/guardians submitting an application after the application deadline or lottery will be added to the end of the wait list in the order in which the applications were received. Parents/guardians may request their student’s waitlist position at any time.

Enrollment Offers.  AIM shall provide offers of enrollment to parents in writing, and students are required to accept or decline the offer in writing within 5 calendar days. Failure of a parent/guardian to accept or decline the enrollment offer in writing within the required timeframe may subject the student to forfeiture of the seat. In such cases, if the parent/guardian would like to remain on the wait list, the student will be moved to the end of the wait list. The school will maintain a separate list of parents who accept and reject offers of enrollment to assist the school in maintaining an updated wait list.

Changes in Priority Status.  Enrollment offers extended to students based on an enrollment priority (such as sibling enrollment or child of employee/founder status) are contingent upon the accuracy of that priority status at the time of the lottery and during the acceptance process. Because family circumstances may change, the school recognizes the importance of balancing fairness to waitlisted applicants with equity for students who accepted offers in good faith.

• Before Acceptance. If a change in status occurs before a family has accepted an enrollment offer (e.g., a sibling withdraws prior to the offered student’s acceptance), the enrollment offer will be rescinded. The seat will be offered to the next student on the waitlist in accordance with lottery order. 

• After Acceptance but Before the School Year Begins. If a change in status occurs after the enrollment offer is accepted and admissions paperwork is submitted, but before the first day of school, the student may retain the seat in the interest of fairness and continuity. This approach prevents penalizing the student for circumstances outside of their control. 

• After Enrollment Commences. If a change in priority status occurs after the student has begun attending the school, the student shall remain enrolled for the duration of that school year and be eligible for re-enrollment in subsequent years, consistent with all continuing students.

Post-Lottery Enrollment.  Following the lottery and seat offers, families must complete all required enrollment steps within 5 calendar days unless otherwise stated. Enrollment is considered provisional until required documentation is submitted and verified by school staff.

• Required Paperwork. Families must complete the school’s enrollment packet, which will include forms necessary for compliance with Georgia law and federal requirements.

• Social Security Numbers. In accordance with O.C.G.A. § 20-2-150, a student may be asked to provide a Social Security number. Parents/guardians may submit a Statement of Objection in lieu of the number. No student shall be denied enrollment for failing to provide a Social Security number.

• Residency Verification. Families must provide proof of residency within the school’s approved attendance zone memorialized in the charter contract as required under O.C.G.A. § 20-2-150. Acceptable documentation will be defined in school procedures and may include lease agreements, utility bills, or other official documents.

• Immunizations. Proof of immunizations or an exemption form will be required prior to attendance, in accordance with Georgia Department of Public Health regulations. The detailed inoculations policy is maintained separately in the Operations section of this policy manual.

• Enrollment Authority. Only a parent, legal guardian, or other person with lawful authority, such as through court order or state agency placement, may enroll a student, in accordance with O.C.G.A. § 20-2-670. Documentation of guardianship or custody may be required.

Mid-Year Application.  The school will continue to accept applications from prospective students throughout the school year, even if the school reaches capacity. Applicants will be added to the waitlist for their grade level in the order received.  For applicants eligible for priority enrollment preference, such as siblings of currently enrolled students, the school will place the student at the end of the priority portion of the wait list.

Accountability and Compliance.  The Governing Board shall oversee this policy to ensure compliance with federal and state guidelines, Georgia statutes, and charter rules and regulations.  AIM shall implement enrollment procedures, maintain accurate records of applications, lotteries, waitlists, and admissions, and provide reports as required by the authorizer.  The school will ensure notification of families related to enrollment timelines and requirements and train staff on enrollment application intake, handling of priority categories, proper waitlist management, and error correction procedures.

Intent to Re-Enroll.  During the annual open enrollment period, currently enrolled students shall have the opportunity to confirm their intent to return for the following school year.

• Notification. Families will be notified of the re-enrollment period at least ten (10) school days prior to its start.

• Submission Deadline. Families must submit an intent to re-enroll form by the published deadline to guarantee their child’s seat for the next school year. 

• Failure to Submit. If no form is submitted by the deadline, the seat may be released for the lottery. Extenuating circumstances will be considered if communicated in writing before the deadline. 

• Continuity of Enrollment. Once confirmed, a student’s seat is guaranteed provided that all required enrollment paperwork and documentation is submitted by stated deadlines.

• Enrollment Priorities. Once re-enrollment is complete, remaining available seats will be filled during the open enrollment process in accordance with the school’s enrollment priorities (siblings of currently enrolled students, children of employees or founders, etc.).

Withdrawals. A parent/guardian or authorized caregiver may withdraw a student by completing withdrawal forms with the school registrar. Students who withdraw may not retain a place in the school unless they reapply during a future open enrollment period. Records will be transferred within statutory timelines pursuant to O.C.G.A. § 20-2-670.

Accountability and Compliance.  The Governing Board shall adopt and oversee the enrollment policy and ensure compliance with all applicable federal and state laws. AIM’s CEO or designee shall:

• Implement enrollment procedures consistent with this policy.

• Maintain accurate records of offers, acceptances, enrollment documentation, withdrawals, and intent to re-enroll confirmations.

• Ensure no student is denied enrollment in violation of federal protections (including Title VI, Section 504, ADA, and McKinney-Vento).

• Verify compliance with Georgia residency, immunization, and documentation requirements, while providing support and translation for families who face barriers.

• Report enrollment and withdrawal data to the Governing Board, the authorizer, and the Georgia Department of Education as required.

Legal and Regulatory References.

O.C.G.A. § 20-2-2066 (Admissions, enrollment preferences for charter schools)

O.C.G.A. § 20-2-751.2 (Disciplinary orders and enrollment restrictions)
O.C.G.A. § 50-18-70 (Georgia Open Records Act)

O.C.G.A. § 20-2-150 (Eligibility for enrollment; Social Security numbers; proof of residency)

O.C.G.A. § 20-2-670 (Persons authorized to enroll or withdraw a student; transfer of records)

O.C.G.A. § 20-2-690.1 (Compulsory attendance)

Georgia Department of Public Health Rules 511-2-2 (Immunization requirements)

O.C.G.A. § 50-36-1 (Verification of lawful presence in public benefits)

Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g (Privacy of student records)

McKinney-Vento Homeless Assistance Act, 42 U.S.C. § 11431 et seq. (Enrollment rights of homeless students)

U.S. Department of Education, Charter Schools Program Non-Regulatory Guidance (Enrollment and Lottery)
Title VI of the Civil Rights Act of 1964
Title IX of the Education Amendments of 1972

Equal Educational Opportunities Act of 1974 (EEOA)
Section 504 of the Rehabilitation Act of 1973

Americans with Disabilities Act (ADA)

SCSC Rule 691-2-.05 (Student Admissions and Lotteries)

Date: 11/08/2025

Description: Initial policy adoptions

Approved By: Governing Board

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