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ADMISSIONS PROCESS

Application Information & Enrollment Deadlines for Fall 2024 Start Date

  • Early Consideration Applications Open: November 14th 2023 (5PM)- January 10th, 2024

  • Early Consideration Application Deadline: January 10th, 2024

  • Open Enrollment (for any remaining seats): January 11th, 2024- July 2024

Thank you for your interest in Oak City Academy, a Christian Montessori school for ages PK-Middle School. Below you will find an overview of the Admissions Process. All your initial questions will be answered at an in-person tour (the first step in the process). If you have any questions after you have toured (or if you are inquiring about a mid-year transfer), please contact OCA's Admissions Coordinator, Kyla Elliott, at admissions@oakcityacademy.org.

Note: Parents/Guardians are responsible for reading the entire "Admissions Process Quick Reference" (below) prior to applying. All parents/guardians must attend an in-person tour, so you do not miss any pertinent information about the Admissions Process and have space to ask questions. Wait Pool letters may go out at any time in the Admissions Process as seat availability changes quickly as students accept and/or decline seats.

Admissions Process Quick Reference:
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Parent/Guardian Tour

We recommend that all families tour, prior to applying, to ensure that there are seats available in the grade(s) you are exploring. You can register on OCA’s website for a tour. All families must tour as part of the application process. 

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Admissions Application

The formal application process begins when a completed application and the application fee is received through Ravenna Hub (OCA's online admissions software). Please note that once you click the "APPLY NOW" link you will be directed to create an account on Ravenna to begin your child's application. 

 

Please refer to the “Enrollment Deadlines” above to know when applications are due for early consideration. All fees, including the application fee, are non-refundable. You may submit your application online at the "Apply Now" button above.

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Scholarship Application (if applicable)

OCA offers 2 types of scholarship possibilities for families: The Opportunity Scholarship and Internal OCA Scholarships. Full-Time and Blended Model Families may apply for the Opportunity Scholarship Program which is a state scholarship that goes toward OCA Tuition. In addition to the Opportunity Scholarship, OCA offers internal scholarships for students from  under-resourced communities in the Full-Time program (K-4th grade only). Families must meet the financial criteria for free lunch per the NC Eligibility Requirements Set for School Lunch Program to apply for an internal scholarship. OCA does not offer internal scholarships to PK,TK, Full-Time 5th grade-Middle School students, or students in the Blended Model Program.*

*If your application is dependent upon receiving an internal scholarship, applicants must inquire about scholarship availability at admissions@oakcityacademy.org prior to completing an Admissions Application as internal scholarships are limited. If available, scholarship Applications are due the week you submit your Admissions Application.

  1. Step 1 (Opportunity Scholarship)- All families who apply for an Internal OCA Scholarship must first apply for the Opportunity Scholarship (NC state lottery) usually between Feb 1st-March 1st. You may apply here http://www.ncseaa.edu/OSG.htm

  2. Step 2 (Email OCA Admissions Coordinator)- Once you have applied for the Opportunity Scholarship, email the Admissions Coordinator at admissions@oakcityacademy.org and let OCA's Admissions Coordinator know that you have applied for the Opportunity Scholarship. At this time, applicants should ask if any internal scholarships are still available.  

  3. Step 3 (2 Applications)- You may THEN apply through OCA's Admissions Application & submit a Scholarship Application on TADS here: www.mytads.com and click on ‘Financial Aid Assessment’ to begin an application. If families need assistance with their application along the way, they can contact Family Support at 800-477-8237, Monday through Friday, 8:00 AM to 6:00 PM Central Time.

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Confidential Teacher Evaluation Forms

Confidential Teacher Evaluation Forms are required for each student. Various forms are required, depending on what program and grade your student is applying for, so please follow the instructions below. Note that if teacher evaluations do not give us the academic information we need regarding your student, the Admissions Board may ask for additional references.  
 

  • PK3, PK4, TK, & Full-Time K Applicants: TWO Teacher Evaluation Forms are required from their current/most recent teachers. Examples of who may fill out this form include: Church childcare leaders, Sunday School Teachers, Preschool Teacher, Art Teachers, Sports/Dance Coaches, etc. If you do not have two individuals who have observed your child in a group setting, one reference may come from a family friend who knows your child well (not a relative).  Type the email of the child's reference into your child's application in Ravenna Hub and an evaluation form will be sent to them automatically. 

  • Full-Time 1st-8th Grade Applicants: TWO Teacher Evaluation Forms are required from your child's most recent school teachers who have taught your child in their core subjects (ex. math, reading, & language arts). One Teacher Evaluation Form must be completed by your child’s most recent/current teacher. If your child does not have a second current teacher who has taught a core subject, then the second Teacher Evaluation Form must be completed by a second teacher or person (other than a relative) who knows the applicant well and has observed him/her regularly in a structured educational setting. This may be a non-core subject, only if necessary. Examples include teachers of subject areas like Science, History, PE, After School Care, a teacher from ONE grade level before, etc. Type the email of the child's reference into your child's application in Ravenna Hub and an evaluation form will be sent to them automatically. 

  • Blended Model K-5th Grade Applicants:  TWO Teacher Evaluation Forms are required from the most recent teachers who have taught your child in an academic setting. If your child is coming from a homeschool environment, one Teacher Evaluation Form is filled out by the homeschool parent who teaches the child on a regular basis. The second Teacher Evaluation Form is filled out by an adult (non-family member) who regularly observes the child in a group setting (preferably an academic setting such as a co-op teacher). A private tutor is also acceptable for homeschool families. Type the email of the child's reference into your child's application in Ravenna Hub and an evaluation form will be sent to them automatically. 

 

  • Hybrid Model 6th-8th Grade Applicants: TWO Teacher Evaluation Forms are required from your child's most recent school teachers who have taught your child in their core subjects (ex. math, reading, & language arts).  If your child is coming from a homeschool environment, one Teacher Evaluation Form is filled out by the homeschool parent who teaches the child on a regular basis. The second Teacher Evaluation Form is filled out by an adult (non-family member) who regularly observes the child in a group setting (preferably an academic setting such as a co-op teacher). A private tutor is also acceptable for homeschool families. Type the email of the child's reference into your child's application in Ravenna Hub and an evaluation form will be sent to them automatically. 

**If your child is NOT coming directly out of a full-time homeschool environment (homeschooled for at least the past 3 months), BOTH Teacher Evals will need to be completed by the most recent academic teachers from your child's previous school. 

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Submit School Records

Records instructions for applicants coming from a public, private, or charter school: 

Request copies of the following records from your child’s previous school. Please choose either option:

1. Parent/Guardian request records to be sent to them and upload records directly to student's application by using the "Direct Records Upload" link on Ravenna Hub. 

  • If you are going to upload your child's records yourself, you may print the "School Records Request Form," sign, and submit to your child's school so they know which records to send you.

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2. Parent/Guardian request current school to send records directly to Oak City Academy by entering the registrar's email in the "Delegated Records Upload" on Ravenna Hub. 

Records instructions for applicants coming from a homeschool environment: 

  • For students coming from a homeschool environment for 2 YEARS OR MORE, you will upload documents (ie. report cards and test scores) directly to "Direct Records Upload" on Ravenna Hub. 

  • For students coming from a homeschool environment for LESS THAN 2 years, we will need BOTH: previous public, private, or charter school records  AND your child's most recent homeschool records. 

 

All Student Records must include: 

  1. Report Cards (including last 2 years of most recent report cards)

  2. Standardized Test Scores (Applies to Full-Time 1st-6th, Blended Model 1st-6th, & Hybrid 7th- 8th grade students only. Not required for RISING PK/TK/K students unless available in those grades)

  3. Any additional educational evaluations (includes any education, speech and language, occupational therapy, audiology, psychology, behavioral evaluations from the past 2 years (if any)

  4. Individualized Education Plans (IEP’s if any- Applies to all students especially PK/K), 504 Plan, ESL/LEP, Gifted, etc. 

  5. Discipline or behavior forms/reports from the past 2 years (if any)

  6. Official Transcript (Middle School students only)

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Assessment

The Admissions Board will conduct a preliminary review of applicants based on school records and teacher evaluations to determine those who will continue in the process based on seat availability. At this time your family may be contacted to set up an Academic Assessment and/or Shadow Day,” or your family may receive a “Seat Decline” letter stating a seat was not extended. Please note that during the application process, not all students will receive an Academic Assessment and/or Shadow Day. Please note that in the event that your child receives a seat decline letter, specific reasons your child is not being offered a seat are not discussed by the Admissions Board or Director, and seat declines may not be appealed. As previously noted, application fees are non-refundable. 

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Parent Chat: Dessert & Dialogue 

Students continuing in the Admissions Process will be contacted to attend a "Dessert and Dialogue." This evening is a round table chat with other parents and the OCA Admissions Board discussing the core values of the school as well as safety, discipline, illness policies, and the enrollment contract.  An invitation to the Parent Chat does not guarantee a seat offering, as seat offerings have not yet been determined at this time. 

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Admissions Decision Letter

The Admissions Board carefully and prayerfully considers all applications (and paperwork therein) submitted to Oak City Academy. The Admissions Process is described as a journey and we thank you for joining us on this journey. Unfortunately, there are a limited numbers of seats available in each grade and program, thus not every applicant will be offered a seat in the desired grade/program. Seat decline and wait pool letters can be sent out at any point in the Admissions Process. Classrooms can become full or have extra space quickly and unexpectedly as students accept and decline seats. Seat acceptance letters are sent out at the conclusion of the Admissions Process.

 

Please keep in mind that, occasionally, a student may only demonstrate readiness for a grade level below what you have applied for OR only demonstrate readiness for the Blended Model (2 Day) Program instead of OCA's Full-Time Program. In that instance, the student's parent/guardian would be notified by a letter from the Admissions Board of the program and/or grade that your child is being offered. Another option is that your student may be offered an Academic Partnership within the grade he/she applied. This is a partnership agreement between the parent/guardian and the school so the child is academically, socially, or emotionally ready by August. The Admissions Board alone determines if students are granted an acceptance letter, wait pool letter, decline letter, grade offering below letter, or an academic partnership letter. 

 

All grade placements, program placements, and acceptance/decline/wait pool decisions from the Admissions Board are final and may not be appealed, discussed, or detailed.  Thank you for understanding that the Admissions Process is a journey, and the Admissions Board thoughtfully and humbly works through this process. We are grateful for every family who joins us on this journey! 

Oak City Academy does not engage in unlawful discrimination or harassment because of race, color, ancestry, religion, age, sex, national origin in its educational programs and activities. Oak City Academy maintains its Christian mission and reserves its right to discriminate on the basis of religion to the extent that applicable law respects its right to act in furtherance of its religious objectives.

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