Multicultural Academy Charter School (MACS) Lottery Process A. CRITERIA FOR DETERMINING ENROLLMENT FORM S INCLUSION IN LOTTERY

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1 Multicultural Academy Charter School (MACS) Lottery Process For full enrollment procedures, please see the Enrollment Procedures document at the end of this document. Si te gustaría una copia de estas instrucciones en español, por favor visite nuestro sitio web. Lottery Process: By January 31, 2018, if MACS has received more applications than there are open seats available, we will hold a public lottery, which will be held on Tuesday, February 6, 2018 at 4:00 PM in the school auditorium. All applicants will be notified by mail of the lottery results. A. CRITERIA FOR DETERMINING ENROLLMENT FORM S INCLUSION IN LOTTERY Check ITEM If YES If NO (Unable to confirm with parent prior to lottery despite multiple attempts to contact family) Application of Intent is submitted before the official deadline (January ), and lists (at a minimum) the student s name and his/her anticipated grade level, and is signed by a parent or legal guardian. Include Exclude If marked Yes for Sibling, the sibling must be verified by office staff as either a current MACS student or a MACS graduate. Exclude (automatic enrollment) Include Student Name in Lottery. General Rules: B. ADMINISTERING THE LOTTERY In order to be included in the Lottery, the completed Application of Intent must be received by Multicultural Academy Charter School within the application period (ending January 31, 2018). All incoming 9th grade students who submitted an Application of Intent for SY must participate in the Lottery. The exceptions are siblings of current students or siblings of MACS alumni, who will be admitted automatically. All Lottery applicants are assigned a Lottery Number during the Pre-Lottery process. MACS reserves the right to require families to provide birth certificates, marriage certificates, proof of legal guardianship, etc. to verify sibling status. Families unable to provide adequate documentation may participate in the Lottery; however, sibling applicant preferences may not be applied. Enrollment Forms received after January 31 are placed on a Waiting List in the order in which they were received, but after the names of students who are not selected in the lottery.

2 MACS SY Anticipated Available Seats 9 th grade = 100 (minus Pre-Lottery admitted siblings) MACS Office Pre- Lottery Selection Process 1. Create a master spreadsheet, listing the names of all students whose parent/guardian submitted a completed Application of Intent form during the application period. 2. Sort students alphabetically by last name, label the column of names Last Name, First Name. Save the file and name the file Lottery Journal. 3. Within the spreadsheet, insert 1 new column to the left of Column A (the Last Name, First Name column.) Label the new Column A Lottery Number. 4. Insert 1 new column to the right of the Last Name, First Name column. Label the new column Lottery Result. 5. Insert 1 new column to the right of the Lottery Result column. Label the new column Waitlist #, if applicable (this new column should be Column D.) Format the top row of the document (the headings) to freeze. 6. Label students 1 n in Column A ( Lottery Number column.) Note the total number of entries or Applications received. 7. Save file continuously.

3 Screen shot of Prelottery format Live Lottery Procedures 8. Lottery Director and observers will review the "Lottery Journal" spreadsheet for completeness. 9. Lottery Director will access the online site Lottery Director will enter the relevant data. S/he will enter the total number of rows (number of Applications) in the How many numbers per set? and same number in the second Number range field.

4 11. Lottery Director will click Randomize Now! to generate the response. 12. Lottery Director will click the "Download" button at the top right corner of the Research Randomizer Results screen.

5 13. At the bottom of the screen, a new tab will appear. It will be a tab for an Excel file titled "Research Randomizer." 14. Lottery Director will double click on the tab, which will open the "Research Randomizer" file in Excel.

6 15. Lottery Director will save the file and name the file Research Randomizer Results. 16. Lottery Director will delete the heading rows of superfluous text at the top that were automatically generated by the program, so as to not muddle the data. 17. Next, s/he will highlight in yellow each cell of the column of randomly generated numbers (Column A), starting with the first number in the column, up to the total number of seats available for grade 9 (100 minus pre-lottery admitted siblings). The students whose number assignments are highlighted in yellow are the lottery selected students and will be offered the available 9th grade seats. 18. Using the red highlighting tool, the Lottery Director will then highlight all cells that fall below the yellow highlighted cells, up to and including the last randomly drawn number. 19. Using Column B, the Lottery Director will partially populate Column B, entering numbers 1 n, starting to the right of the first red cell below the last yellow cell in Column A, and moving down Column B until s/he reaches the last randomly generated corresponding number in Column A. This is the order in which the "Waitlisted" students shall appear on the Waitlist. 20. Lottery Director will click on Columns A and B simultaneously, highlighting them. Next, s/he will click on the Data tab of Excel, and select Sort. 21. In the dropdown box, s/he will choose to Sort by Column A, will choose to Sort On Values, and will choose the Order Smallest to largest, then will click OK. 22. Save "Research Randomizer" file.

7 23. Lottery Director will select the newly sorted Columns A and B, starting from Cells A1 and B1, selecting all the way down to the bottom of the populated portion of the columns. S/he will then Copy to Clipboard the 2 columns of results data. 24. Lottery Director will toggle over to the original Lottery Journal file. S/he will scroll up to the top of Columns C and D, just below the heading row. 25. Lottery Director will click on cell C2 of the Lottery Journal spreadsheet, and then press Ctrl V on the keyboard in order to paste the two columns of results data over from the Research Randomizer Results file to the Lottery Journal file.

8 26. Save the Lottery Journal file. This file represents the full lottery results. 27. Lottery Director will print the Lottery Journal in color and will post the spreadsheet on the bulletin board outside of the Main Office. 28. A key graphic will be added to the posting. This will explain that a yellow cell within a student s row (to right of a student s name), indicates that the student was chosen in the lottery and will be offered enrollment; each row with a red cell within it indicates a student who has been placed on the Waiting List. MACS Office (after lottery selection) 29. Office staff will sort the data within the Lottery Journal file in order to create isolated results lists, for the purpose of parent notification via US Mail (accepted list, waitlist, etc.) 30. As additional applications arrive at MACS, office staff will enter the student's name after the last name on the Waiting List. 31. As replies from lottery-selected students are received by the office, office staff will offer refused seats to students on the Waiting List (via US Mail) in the order in which they were drawn in the lottery, or thereafter received by the office.

9 Multicultural Academy Charter School Enrollment Procedures for In order to enroll your child at MACS, you must follow the steps below. To receive a copy of these procedures and related documents in a language other than English, please contact the main office at or visit our website ( Si te gustaría una copia de estas instrucciones en español, por favor visite nuestro sitio web.. 1. The Application of Intent is now available for the school year. You may download the Application of Intent from our website ( or obtain one in person at 3821 N. Broad Street (Broad and Butler Streets). The deadline for submitting the application is January 31, After you have completed the Application of Intent and submitted it to our main office, you and your child will later be invited to a voluntary Information Session. The purpose of the Information Session is to explain the Mission and Vision of MACS and for you to decide whether or not our school is a good fit for your child. 3. By January 31, 2018, if MACS has received more applications than there are open seats available, we will need to hold a public lottery, which will be held on Tuesday, February 6, at 4:00 PM in the school auditorium. All applicants will be notified by mail of the lottery results. A waiting list will be established for all students who are not selected in the lottery. (Please see our Lottery Procedures document above.) If an applicant s name is selected, the family will receive a letter asking them to submit the items listed in Step 4. OR By January 31, 2018, if MACS has received fewer applications than there are open seats available, all applicants will receive a letter by mail, asking them to submit the items listed in Step 4, below. All applications submitted after the January 31 deadline will then be processed on a first-come, first-served basis, and the applicants will be contacted by mail and asked to submit the items listed in Step 4.

10 4. In the Acceptance Letter, you will be asked to submit the following items to the office in order to finalize enrollment. (You will have 6 weeks to turn in these required documents.): a. Proof of Residency (a deed, a lease, current utility bill, current credit card bill, property tax bill, vehicle registration, driver s license, DOT identification card) b. Proof of Child s Age: Any of the following items, belonging to the child, is acceptable: Birth Certificate; Baptismal Certificate (or copy of the record of baptism notarized or duly certified and showing the date of birth); notarized statement from the parents or another relative indicating the date of birth; a valid passport; a prior school record indicating the date of birth c. Immunization Records: As required by law; acceptable documentation includes: either the child s immunization record, a written statement from the former school district or from a medical office that the required immunizations have been administered, or that a required series is in progress, or verbal assurances from the former school district or a medical office that the required immunizations have been completed, with records to follow d. Sworn Affidavit: Parent Registration Statement, required by law, this form will be mailed with the letter described in Step 3. e. Home Language Survey: As required by law, this form will be mailed with the letter described in Step 3. Our receipt of the required documents listed above will complete the enrollment process. We will immediately send you a congratulatory letter confirming our receipt of all necessary items. Please Note: If your child receives Special Education Services or ESOL Services, once your child is accepted, we also request the following applicable documents before June 30, in order to appropriately roster him/her: IEP, ER, NOREP, ESOL documentation.