Enrollment

Last Updated: 8/10/2020 7:00 PM

Hamilton Enrollment Center:  

Located on the 1st Floor at The Miami School:

140 Ross Ave.
Hamilton, Ohio 45013
(513) 887-5033
Fax: 1-513-795-8815
Email: [email protected]

Alert:

Due to COVID-19 all enrollments will be done electronically until School resumes normal operation. Online Support is available via email at [email protected] Monday-Friday 8:00 a.m. – 3:00 p.m on all days school was previously scheduled to be open. 

Interested in the Virtual Learning Academy?

Click here to access the Parent Handbook

The enrollment period for the Virtual Learning Institute is now closed. Additional windows for enrollment may be opened. We will communicate this via our district website and social media.

New Enrollments
To enroll a new student in the Hamilton City School District, please click on the following link: https://hamiltonbigblue-oh.finalforms.com  All enrollments must be completed online.  We are not accepting in-person enrollments at this time. Please also remember that only the legal guardian can enroll a student in school.
 
Before you Start:

  • Please make sure you select the correct school year for which you are enrolling your child.
    • If you are enrolling for this school year beginning in August, please select the 20/21 school year. 
       
  • If you are enrolling a child for kindergarten in the 20/21 school year, they must be 5 years of age by 8/1/2020.
     
  • Verify you have the proper documentation to enroll. To find information regarding which documents are acceptable, please click on Required Documents Needed for Enrollment.
     
  • Find your child’s assigned school.  To find the school assigned to your address click on School Directory by Address.


Ready to Start:    

  1. Please complete all of the enrollment forms on Final Forms and upload a digital copy of the required documents. For step by step instructions, please refer to our Final Forms Instructions. Once school resumes normal operations, parents will be given 14 days to provide original copies of documents to the child’s school or the Enrollment Center located at 140 Ross Ave.
     
  2. Once the Enrollment Team reviews your documents, you will receive an email from the Enrollment Center either:                            
  • Stating you have incomplete documents or missing uploaded documents and how to proceed.

                                OR

  • Notifying you that your enrollment was completed successfully.  This email will be sent both to you and to the Principal of the building your child was enrolled in. You should expect communication from the school with instructions on how and when to begin distance learning.

If you have any questions or trouble uploading documents to Final Forms, please email us at [email protected]. Someone from the Enrollment Team is available from 8am - 3pm on days in which school was scheduled to be in session. If we receive your email after hours, we will get back to you on the next workday.
 
Kindergarten Registration

The Hamilton City School District is excited to announce Kindergarten registration for the 2020 - 2021 school year will begin April 20th, 2020! Due to COVID-19, all registrations during the shut down will be completed online only.  Effective April 20, 2020, you can begin registration at home using Final Forms by clicking  https://hamiltonbigblue-oh.finalforms.com/.  In order for your child to be enrolled as efficiently as possible, please follow the process below and ensure that you have all the required documents and information available at the time of registration.  Please note:  If your child is currently enrolled in Preschool through the Hamilton City School District, you do NOT need to register for kindergarten.  Your child will be automatically enrolled.

Please ensure that your child meets the following criteria:

  1. Your child must be 5 years old prior to August 1, 2020.
  2. Your child must reside within the City of Hamilton as evidenced by a Proof of Residency.  Your child will NOT be enrolled without a valid Proof of Residency.
A. Rental/Lease Agreement E. Rental/Homeowners Insurance Policy
B. Mortgage Statement F. Property Tax Statement
C. Utility Bill G. Cable Bill
D. W-2 H. Pay Stub

In addition to the Proof of Residency, please be prepared to provide the following documents/information:

  1. Child’s Birth Certificate
  2. Parent/Guardian Valid ID Custodial Papers (if applicable): Court stamped Shared Parenting Order or Custody Order.  Must be provided within 60 days.
  3. Immunization Records
  4. IEP/ETR (if applicable)
  5. Name and Phone Numbers for Medical and Dental Care Providers

 Before you Start:

  • Please make sure you select the correct school year for which you are enrolling your child.  Kindergarten Registrations must select the next school year, which is the 20/21 school year. 
     
  • Verify you have the proper documentation to enroll. To find information regarding which documents are acceptable, please click on Required Documents Needed for Enrollment.
     
  • Find your child’s assigned school.  To find the school assigned to your address click on School Directory by Address.

Ready to Start:    

  1. Please complete all of the enrollment forms on Final Forms and upload a digital copy of the required documents. For step by step instructions, please refer to our Final Forms Instructions, which are also available on our website.  Once school resumes normal operations, parents will be given 14 days to provide original copies of documents to the child’s school or the Enrollment Center located at 140 Ross Ave.
     
  2. Once the Enrollment Team reviews your documents, you will receive an email from the Enrollment Center either:                                
  • Stating you have incomplete documents or missing uploaded documents and how to proceed. 

        OR
     
  • Notifying you that your enrollment was completed successfully.  This email will be sent both to you and to the Principal of the building your child was enrolled in.  You should expect communication from the school with instructions on how and when to begin distance learning.

           
If you have any questions or trouble uploading documents to Final Forms, please email us at [email protected]. Someone from the Enrollment Team is available from 8am - 3pm on days in which school was scheduled to be in session. If we receive your email after hours, we will get back to you on the next workday.


Preschool Registration

Preschool registration for the 2020/2021 school is now closed.  For information regarding future enrollment please visit the preschool website. http://www.hamiltoncityschools.com/Content2/preschool

Open Enrollment

Alert: Due to COVID-19 all Open Enrollment Applications must be submitted online.  To submit an online Application, use the following link:  Special Permission & Open Enrollment Form.

The Hamilton City School District will accept open enrollment applications pursuant to legislative requirements in section 3313.98 of the Ohio Revised Code.  Even if you have been previously granted Open Enrollment you must reapply every year.
 
The Hamilton City Board of Education believes that whenever possible, students should be permitted to attend their school of choice within the District. The law mandates that District-wide open enrollment be provided for by boards of education. As such, the Board will permit students to apply for attendance at their school of choice outside their assigned area, based on criteria established by the school administration. However, students assigned to a specific attendance area (native students) will be given first priority.  Other criteria will include:

  1. Grade level, building, and program balance will be maintained. The number of openings in a particular program for students will be determined by optimum size for a particular program, classroom/school building, or grade level which is the number of students that can be accommodated without increasing District expenditures for staff and equipment.

The intradistrict open enrollment (Special Permission) applications may be rejected if the approval of the application would cause any of the following capacity limits to be exceeded.

K-3:      15 to 1 average per teacher per building
4-6:      15 to 1 average per teacher per building
7-12:    17  to 1 average per class
K-12:    Special education shall be eight less than State Maximum in every area
 
Regular classrooms filled by teachers funded with non-general fund dollars for the purpose of reducing class size will not be included in the class size calculation meaning both the teacher and students in the reduced size class will be eliminated from the calculation.  NOTE: Native students will be accepted regardless of capacity guidelines. In cases where native students cannot be accommodated, the Superintendent or designee’s decision on placement will be final.

  1. Native students receiving Title 1 or DPPF services may not be excluded over an applicant outside the attendance area.
     
  2. Enrollment figures must be projected into the future grades so that the policy relative to enrollment limits will be maintained for the duration of the student's transfer. This will be the responsibility of the Director of Student Services.
     
  3. Students receiving special education services are required to attend the school within the District where the services specified in the student's IEP are currently available.
     
  4. The student, once re-assigned, will remain in the school of choice for at least one (1) year. After one (1) year, the parents can request a transfer to a different school. (Under unusual circumstances, the Superintendent can re-assign the student to another building within one (1) year if requested by the parents and it is, in his/her opinion, deemed educationally necessary.)
     
  5. Transportation for students attending the school of their choice, when that school is out of their attendance area, shall be the responsibility of the parent or guardian of the student.
     
  6. Students with discipline problems may be rejected for intradistrict transfer if they have been suspended or expelled for ten (10) or more consecutive days in the current term or the immediately preceding term. A student with chronic attendance issues may also be rejected. The final decision rests with the Superintendent of schools.
     
  7. Transfer requests will be considered in the order in which they are received for a given alternative building.
     
  8. Children of employees will be given priority except in regard to native students.

 

Application Procedure for an Alternative Building

  1. Application forms will be available and accepted at the District Enrollment Center.  All applicants must provide current proof of residency. If school is closed for any unforeseen event, electronic applications will be available on the District website.
     
  2. Applications for Intradistrict Open Enrollment (Special Permission) may be submitted to the Director of Student Services.  Any applications for students in first through twelfth grade submitted April 1st through May 31st will be considered during the first round of applications. Any applications for students in first through twelfth grade submitted June 1st through July 15th will be considered during the second round of applications. Any applications for students in first through twelfth grade submitted July 16th through October 1st will be considered during the third round of applications.  Kindergarten applications submitted between April 1st through July 15th will be considered during the first round of Kindergarten applications.  Kindergarten applications submitted between July 16th and October 1st will be considered during the second round of Kindergarten applications.  Preschool students are not eligible for consideration. Applications for intradistrict transfers (Special Permission) should be made prior to June 16th for the next school year, however, nothing in these guidelines shall exclude applications after the June 16th deadline.  The Hamilton City School District reserves the right to extend the dates related to the application rounds if deemed necessary.  Applications must be returned in person. No applications received by other methods will be accepted.  If school is closed for any unforeseen event, electronic applications will be accepted using the District website.
     
  3. The Director of Student Services in consultation with the building Principal will make a recommendation to the Superintendent or designee as to whether the request can or cannot be granted based on the above criteria. The Superintendent or designee will make the decision to grant or deny the request and notify the parent of the decision on or prior to the established dates.   First-round applications for students in first through twelfth grade will be acted upon no later than July 1st.  Second-round applications for students in first through twelfth grade will be acted upon no later than August 1st.  Third-round applications for students in first through twelfth grade will be acted upon no later than October 10th.  First-round Kindergarten applications will be acted upon no later than August 1st. Second-round Kindergarten applications will be acted on no later than October 10th.  Preschool students are not eligible for consideration.  Notification to the applicant's parents will be made within five (5) working days of the action being taken on the application. Parents will have ten (10) days in which to accept and must notify the District of their intent to accept Intra-District Open Enrollment (Special Permission). Failure to notify the District within the ten (10) day period of time will result in this offer being withdrawn, thus allowing for other students to be considered for an available opening.
     
  4. Parents of students who have been approved for transfer must re-apply annually using the appropriate time frame and procedures.
     

Special Permission

Alert: Due to COVID-19 all Special Permission Applications must be submitted online.  To submit an online Application, use the following link:  Special Permission & Open Enrollment Form.

The Hamilton City Board of Education believes that whenever possible, students should be permitted to attend their school of choice within the District. The law mandates that District-wide open enrollment be provided for by boards of education. As such, the Board will permit students to apply for attendance at their school of choice outside their assigned area, based on criteria established by the school administration. However, students assigned to a specific attendance area (native students) will be given first priority.  Other criteria will include:

  1. Grade level, building, and program balance will be maintained. The number of openings in a particular program for students will be determined by optimum size for a particular program, classroom/school building, or grade level which is the number of students that can be accommodated without increasing District expenditures for staff and equipment.

    The intradistrict open enrollment (Special Permission) applications may be rejected if the approval of the application would cause any of the following capacity limits to be exceeded.

    K-3:      15 to 1 average per teacher per building
    4-6:      15 to 1 average per teacher per building
    7-12:    17  to 1 average per class
    K-12:    Special education shall be eight less than State Maximum in every area

    Regular classrooms filled by teachers funded with non-general fund dollars for the purpose of reducing class size will not be included in the class size calculation meaning both the teacher and students in the reduced size class will be eliminated from the calculation.  NOTE: Native students will be accepted regardless of capacity guidelines. In cases where native students cannot be accommodated, the Superintendent or designee’s decision on placement will be final.
     
  2. Native students receiving Title 1 or DPPF services may not be excluded over an applicant outside the attendance area.
     
  3. Enrollment figures must be projected into the future grades so that the policy relative to enrollment limits will be maintained for the duration of the student's transfer. This will be the responsibility of the Director of Student Services.
     
  4. Students receiving special education services are required to attend the school within the District where the services specified in the student's IEP are currently available.
     
  5. The student, once re-assigned, will remain in the school of choice for at least one (1) year. After one (1) year, the parents can request a transfer to a different school. (Under unusual circumstances, the Superintendent can re-assign the student to another building within one (1) year if requested by the parents and it is, in his/her opinion, deemed educationally necessary.)
     
  6. Transportation for students attending the school of their choice, when that school is out of their attendance area, shall be the responsibility of the parent or guardian of the student.
     
  7. Students with discipline problems may be rejected for intradistrict transfer if they have been suspended or expelled for ten (10) or more consecutive days in the current term or the immediately preceding term. A student with chronic attendance issues may also be rejected. The final decision rests with the Superintendent of schools.
     
  8. Transfer requests will be considered in the order in which they are received for a given alternative building.
     
  9. Children of employees will be given priority except in regard to native students.

 

Application Procedure for an Alternative Building

  1. Application forms will be available and accepted at the District Enrollment Center.  All applicants must provide current proof of residency. If school is closed for any unforeseen event, electronic applications will be available on the District website.
     
  2. Applications for Intradistrict Open Enrollment (Special Permission) may be submitted to the Director of Student Services.  Any applications for students in first through twelfth grade submitted April 1st through May 31st will be considered during the first round of applications. Any applications for students in first through twelfth grade submitted June 1st through July 15th will be considered during the second round of applications. Any applications for students in first through twelfth grade submitted July 16th through October 1st will be considered during the third round of applications.  Kindergarten applications submitted between April 1st through July 15th will be considered during the first round of Kindergarten applications.  Kindergarten applications submitted between July 16th and October 1st will be considered during the second round of Kindergarten applications.  Preschool students are not eligible for consideration. Applications for intradistrict transfers (Special Permission) should be made prior to June 16th for the next school year, however, nothing in these guidelines shall exclude applications after the June 16th deadline.  The Hamilton City School District reserves the right to extend the dates related to the application rounds if deemed necessary.  Applications must be returned in person. No applications received by other methods will be accepted.  If school is closed for any unforeseen event, electronic applications will be accepted using the District website.
     
  3. The Director of Student Services in consultation with the building Principal will make a recommendation to the Superintendent or designee as to whether the request can or cannot be granted based on the above criteria. The Superintendent or designee will make the decision to grant or deny the request and notify the parent of the decision on or prior to the established dates.   First-round applications for students in first through twelfth grade will be acted upon no later than July 1st.  Second-round applications for students in first through twelfth grade will be acted upon no later than August 1st.  Third-round applications for students in first through twelfth grade will be acted upon no later than October 10th.  First-round Kindergarten applications will be acted upon no later than August 1st. Second-round Kindergarten applications will be acted on no later than October 10th.  Preschool students are not eligible for consideration.  Notification to the applicant's parents will be made within five (5) working days of the action being taken on the application. Parents will have ten (10) days in which to accept and must notify the District of their intent to accept Intra-District Open Enrollment (Special Permission). Failure to notify the District within the ten (10) day period of time will result in this offer being withdrawn, thus allowing for other students to be considered for an available opening.
     
  4. Parents of students who have been approved for transfer must re-apply annually using the appropriate time frame and procedures.


HOME EDUCATION (Home Schooling)                                                                                                  
Families electing to home school their child(ren) must submit a Home Education Notification annually. The Home Education Notification must include the curriculum and a list of the textbooks that will be utilized, along with the previous year's assessment (if the student(s) was home educated the previous year).  Please see the link below to review the Home Education Notification packet for complete information. 


Home Education Notification Packet (2019-2020)
Frequently Asked Questions: From ODE
Superintendent's Responsibility

Enrollment Forms and Informative Links

Military Student Identifier Form
Required Documents Needed for Enrollment
School Directory by Address
FinalForms
Parent Step-by-Step Final Forms Instruction Guide
Home Education Notification Packet (2019-2020)
Frequently Asked Questions: From ODE
Superintendent's Responsibility