Continuous Enrollment

Westlake Christian Academy uses Continuous Enrollment, an efficient way for our families to manage enrollment from year to year. There’s no need to re-enroll every year. Once your children enroll, they are continuously enrolled until graduation from WCA or the family follows a withdrawal procedure.

To state the process as simply as possible:

As part of the first-time enrollment process for new students, you will indicate your understanding that your children are continuously enrolled at Westlake until graduation or, if necessary, the withdrawal process is followed.
The April tuition payment each year becomes the Continuous Enrollment down payment for the next school year, which will be deducted from tuition due next year.
Once enrolled, students are considered part of Westlake until they graduate, with no further annual “re-enrollment” process involved.
Pre-K and Kindergarten require a Commitment Form to reserve the schedule of your choice for the following year. Commitment Forms are emailed to current Preschool and Pre-K students in February. Due to differences in class sizes, it is possible that not all Pre-K students will receive a space in Kindergarten. Commitment Forms should be completed as soon as they are available.

We have created a series of Frequently Asked Questions (FAQ) to help our families understand how this process works and to anticipate questions you might have. Please read over the various FAQs below to flesh out the details.

Continuous Enrollment FAQs

What is Continuous Enrollment?

Continuous Enrollment is a common-sense approach to enrollment which is followed by almost all colleges and is being adopted by many Christian schools nation-wide.
Rather than an opt-IN annual re-enrollment process, Continuous Enrollment is an opt-OUT process. In other words, if you’re returning to Westlake after initially enrolling, you’ll never have to worry about re-enrolling.

How do families financially commit to returning each year?

Continuous Enrollment depends upon designating one month’s tuition payment—April—as a down payment for the next year. A full year’s tuition payment schedule provides for the April payment not to be included in the current year so that it can function as the next year’s down payment without adding any extra burden to returning families.

How do new families become a part of Continuous Enrollment?

- As part of the enrollment process, new families sign a financial commitment form which includes the following points:
  - I hereby opt-in to continuous enrollment. This means that my children enrolled at WCA will keep returning to WCA every year unless I complete the withdrawal form.
  - I understand that I have until March 31st every year to notify the WCA Business Office of any changes in enrollment plans for my child(ren).
  - I understand that the Continuous Enrollment down payment will be drawn from my FACTS account in April each year.
  - If I withdraw my children after March 31^st, I understand that my April down payment is non-refundable.
  - Unique circumstances: Westlake Christian Academy recognizes that family plans change. For any unique circumstances (such as the following), families withdrawing after March 31 will be entitled to a refund of the April down payment:
    - Moving/relocating away from the area served by Westlake Christian Academy.
    - Educational needs for the student that can no longer be met at Westlake Christian Academy.
    - Withdrawal at the request of Westlake Christian Academy.
    - Other circumstances as approved by the Board of Trustees.

What is the Continuous Enrollment annual cycle?

- - January
    - Tuition for the next year announced
    - Variable Tuition application period begins January 15
  - February
    - Opt-out (withdrawal) period begins
    - Pre-K and Kindergarten Commitment Forms due Feb 15
  - March
    - Opt-out (withdrawal) period ends March 31
  - April
    - Variable tuition application period ends April 30
    - Continuous Enrollment tuition down payment for next year is due (this is tuition payment #1 for next year)
      - For families on the monthly payment plan, the amount will be automatically withdrawn as your April payment
      - For annual/semester payments, your family will be billed 1/12 of the tuition amount for the following year.
  - May
    - Current families receive their updated financial agreement form for the upcoming school year. No action is required, unless changes need to be made.
  - June through March of the next year
    - Tuition payments 2-11 (of 12 payments) due
    - Single payments and the first of two semester payments due in July (for families on those plans)
    - The second of two semester payments due in December (for families on that plan)
  - April of the next year
    - Continuous Enrollment tuition down payment for the following year due
  - May of the next year
    - Tuition payment 12 (of 12 payments) due

My child is in Before and/or After Care. How does that affect Continuous Enrollment?

Because participation in those programs varies from year to year depending upon a family’s needs, registration for them is treated separately and does not affect Continuous Enrollment. Families must select their Before/After Care options each summer, before the start of the new school year.

I am enrolling a new sibling of a current student. What do I need to do?

As a current Westlake family, if you would like to enroll a sibling who is not currently attending Westlake, priority enrollment will be awarded to that student through January 31.
Enrolling a sibling of a current student is similar to enrolling a new student. The application process is online.
- Login to your FACTS Family Portal account
- Select “Apply/Enroll” to start a new application
Siblings will be added to your family’s financial agreement form for the payment cycle that begins in June.

Tuition & Continuous Enrollment

What is the Continuous Enrollment tuition down payment?

- - - The Continuous Enrollment tuition down payment is a financial commitment for currently enrolled families. The down payment is a one-month tuition payment toward the next school year to indicate your family’s commitment to having your children enrolled at Westlake for the next school year.
    - There is no April tuition payment scheduled for the current year, so that the down payment for the next year can be made that month without additional impact upon your family’s finances.
    - If you are currently receiving a variable tuition rate, that rate will be applied to your down payment charge as well, so that the April payment will be the same as the other months’ payments.

What tuition payment plans does Westlake offer under Continuous Enrollment?

- - All families are on one of three payment plans
    - One payment for the full year tuition (less the Continuous Enrollment down payment) due July 1
    - Two semester payments (less the Continuous Enrollment down payment) due July 1 and January 1
    - Twelve monthly payments, starting with the Continuous Enrollment down payment in April and continuing June-May (the following April payment is for the next year)

Does our family need a FACTS account?

- Yes, all families need to have a FACTS account for monthly tuition collection. In addition to automatically collecting tuition payments, FACTS manages the collection of the Continuous Enrollment down payment and other fees as needed.
- Families who are on a one- or two-payment plan may submit their tuition payments directly to the Westlake business office without using FACTS. However, the Continuous Enrollment down payment will be collected through FACTS unless specific arrangements are made with the business office.

How is the Continuous Enrollment down payment collected?

For those families on the monthly plan, the Continuous Enrollment down payment will be drawn from your FACTS account in April unless Westlake receives a withdrawal form prior to that day.
For those families on the annual or semester payment plan, the Continuous Enrollment down payment will be billed separately and will be due on April 1 unless Westlake receives a withdrawal form prior to that day.

Is the Continuous Enrollment down payment refundable?

Yes, but only in the following cases:

If your family submits a withdrawal form by March 31 (in which case the down payment will not be drawn)
In event of a move out of the area before school begins
In event your tuition assistance award is insufficient, after Westlake reviews your FACTS application with you to consider extenuating circumstances
In event Westlake can no longer meet your child’s educational needs
In event Westlake asks your child to withdraw
In event there are unforeseen circumstances, in which case a refund needs Board approval

What if I am behind in my account?

All accounts must be current in order to keep your continuous enrollment status active.
Variable tuition will only be awarded when accounts are current.

What will the tuition be next year?

Click here for the current tuition amounts. Tuition rates are determined in December and are posted in January for the following year.

Tuition Assistance & Continuous Enrollment

I anticipate signing up for Variable Tuition. When can I apply for that?

FACTS begins accepting Variable Tuition applications January 15 for the following school year.
For current students to be considered for Variable Tuition, applications and all supporting data must be submitted and verified by April 30.

I am currently receiving a Variable Tuition rate. How will that affect my Continuous Enrollment down payment?

If you are receiving a Variable Tuition rate, the same rate will be used for the Continuous Enrollment down payment. This does not necessarily guarantee that Variable Tuition will be extended for the next year at the same level.

I will be applying for Variable Tuition. What if I don’t know my tuition payment for next year before the end of the opt-out period?

When a completed Variable Tuition application and supporting documents are submitted to FACTS and verified by April 30, the student’s enrollment becomes contingent upon acceptance of the awarded rate. Variable Tuition will only be awarded when accounts are current.
If the awarded Variable Tuition rate is not adequate for the family’s needs, the Continuous Enrollment down payment will be refunded only if the Variable Tuition application deadline has been met and paperwork is completed.
We urge families to contact us if the Variable Tuition rate is unacceptable. We will make every reasonable effort to accommodate a family’s reasonable financial circumstances.

Opting Out of Continuous Enrollment

I anticipate moving out of the area. How do I withdraw my students?

February and March are the opt-out months for current WCA families. During that time, families who need to withdraw their students for the upcoming school year may do so by filling out an online withdrawal form, found here.
For families who discover they are moving after the opt-out period but before the school year begins, the Continuous Enrollment down payment and any tuition payments made will be refunded. In that case, Westlake requires a letter of explanation.

Is there a penalty if I withdraw and then decide to enroll later?

Families who withdraw and later decide to enroll must follow the procedure for new applicants, which requires a registration fee in addition to full tuition. Withdrawn students who wish to re-enroll will also be placed at the end of the waiting list.

AND LASTLY . . .

I have a question which has not been answered. Whom do I contact?

Call the school office, 847-548-6209
Email info@westlakechristian.org
Come in during office hours, 8:00 a.m. – 4:00 p.m., Monday through Friday