Student Enrollment Notice

Families who are new to GCA should understand the following as it relates to student enrollment:

1. All new families conditionally approved during the open enrollment cycle will have a 90-day grace period from their student’s start date to provide any required enrollment document that was not provided during enrollment.
   1. All new families conditionally approved for enrollment will have a 45-day grace period from their student’s start date if the family is enrolled for our 2nd Semester (Mid Year) enrollment cycle.
2. Georgia Immunization Form 3231 must be provided and be up-to-date
   1. A 3231 Form is REQUIRED to be on file for all students.
   2. If the Georgia Immunization Form is not included in the enrollment application, this form must be provided by the deadline as outlined in the application approval letter
      1. Georgia law allows for two types of immunization exemptions: medical and religious:
         1. A religious objection must be notarized and recorded on the Department of Public Health Form 2208.
         2. Medical objections are recorded on the Department of Public Health Form 3231 and are submitted annually.
            1. Medical exemptions are used only when a child has a medical condition that keeps them from being able to receive a specific vaccine(s), not all vaccines.
      2. The Department of Health Refusal to Vaccinate Form #25-IMM-012E does not override or satisfy the requirement of the Georgia Certificate of Immunization Form.
      3. Immunizations are still required for the virtual educational environment because students may interact at state testing, meet and greets, in-person events, competitions, graduation, awards functions, specialized educational service sessions, conferences, and field trips.
      4. Immunizations or a waiver are required by law and are designed to keep Georgia students free from many debilitating and life-threatening diseases.
      5. Immunization Forms are obtained through your child’s pediatrician, doctor, or medical provider at minimal to no cost. A copy can also be requested from the Georgia Registry of Immunization Transactions and Services at 1-888-523-8076; FAX your request to 404-657-7496; or send an email to dph-gaimmreg@dph.ga.gov.
      6. It is easier to get these forms at a normal doctor visit and just keep them in a file to upload each year. It is best practice to ask at the start of the appointment and obtain them before leaving the appointment.
      7. Lead time is usually 10 days to 2 weeks if a copy of the form is not obtained at an annual well-child appointment and/or each time a child obtains a flu shot or new immunization.
      8. Kindergarten and newly enrolling students are REQUIRED to submit a CURRENT Immunization Form to document that all required vaccines have been received.
         1. ‘Current’ means within 12 months of the start of school.
         2. A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunization Form.
      9. 7^th grade students are REQUIRED to submit a CURRENT Immunization Form to document that all required vaccines have been received.
         1. ‘Current’ means within 12 months of the start of school.
         2. Immunization Boosters are required for 7th grade enrollment.
         3. A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunization Form
      10. Children 16 + years of age are required to have an updated Georgia Certificate of Immunization Form 3231 recorded with the school. GCA will extend a 90-day conditional enrollment to newly enrolled students.
          1. ‘Updated’ means within 12 months of the start of school.
          2. An updated Georgia Certificate of Immunization Form 3231 is required for children 16 + years of age.
          3. A Medical or Religious Exemption Immunization Waiver Form may replace a current Immunization Form.
3. Health Screening Georgia 3300 Form – Certificate of Vision, Hearing, Dental, and Nutrition Screening must be provided with all screenings stamped and signed by a physician.
   1. A 3300 Form is REQUIRED to be on file for all students.
   2. These documents are very important as a student’s hearing, vision, nutritional requirements, and dental status may change from year to year which can drastically impact a student’s ability to learn.
   3. 3300 Forms are obtained from a child’s pediatrician, doctor, or medical provider at minimal to no cost. (They will denote information from prior tests completed at a medical visit and/or screening. The screenings and/or tests may not be free depending on where they were obtained and/or your insurance plan.)
   4. It is easier to get these forms at a normal doctor visit and just keep them in a file to upload each year. It is best practice to ask at the start of the appointment and obtain them before leaving the appointment.
   5. Lead time is usually 10 days or 2 weeks if you do not obtain a copy at your an annual well-child appointment and/or each time they get a flu shot or new immunization.
   6. More than one 3300 Form may be submitted if sections are filled out by multiple medical/healthcare/dental professionals. Most often parents/guardians submit two forms, one from their student’s dentist and one from their student’s doctor. However, you may submit up to four 3300 Forms to satisfy all sections of this item.
      1. A pediatrician, general doctor, or healthcare professional may fill out the vision, hearing, dental, and nutrition sections.
      2. An optometrist or ophthalmologist may fill out just the vision section on a separate form.
      3. An ENT (ear, nose, and throat doctor) or audiologist may fill out just the hearing section on a separate form.
      4. A nutritionist may fill out just the nutrition section on a separate form.
      5. A dentist may fill out the dental section on a separate form.
   7. A child may be exempt from the Eye, Ear, Dental & Nutrition Screening 3300 Form due to religious practice. The parent/legal guardian must present a notarized statement stating that the required screening(s) conflict with the religious beliefs of the parent/legal guardian.
   8. The 3300 Form is only required to be submitted annually for students who receive special program services.  This form may be submitted at the point of entry into public school.
4. Scoliosis Screening Form 4400  must be provided with either physician screening results or parents decision to opt out
   1. A 4400 Form is REQUIRED to be on file for all 6th and 8th grade students.
   2. Parent/guardian may furnish a properly executed Department of Health Form 4400 as early as the first day of 5th and no later than 90-days after the student begins 6th grade.
   3. Parent/guardian may submit a properly executed Form 4400 as early as the first day of 7th grade and no later than 90-days after the student begins the 8th grade.
      1. Parents/Guardians can choose not to have their student screened for scoliosis by selecting the opt-out option on Form 4400.
      2. If a student is under the care of a physician, the parent/guardian should select the opt-out option within Form 4400
   4. A screening may be completed by a physician with an active Georgia license or a person working under the supervision of a physician with an active Georgia license, the local health department, and a licensed school nurse.
   5. All students who are enrolled at GCA in the 6th and 8th grade levels, a scoliosis screening form 4400 must be on file for each of the aforementioned grade levels.
5. Enrollment Compliance
   1. In order for a family to be in full compliance with the Enrollment and Records Department they must:
      1. Provide all outstanding enrollment documents for the school year by the deadline date outlined in the conditional approval letter.
      2. Provide all outstanding health documents that may expire within the school year by the deadline date outlined in the Ineligible email provided to parents within the school year by our Enrollment and Records team
         1. Families with medical exemption to immunization must provide GA 3231 Form each year to GCA to prevent non compliant status
      3. Must physically reside in the state of Georgia. In the fact of emergencies, family must communicate with staff at GCA and must return to Georgia within a reasonable amount of time
         1. If a family decides to move out of state, they must communicate that to Georgia Cyber Academy immediately.
      4. If a family does not have the required enrollment documents on file for the school year, the entire family will be ineligible for re-registration until the required enrollment documents are received by Georgia Cyber Academy.
      5. If a family moves to another residence within the Georgia state lines, the family must immediately provide the new address along with an updated and acceptable Proof of Residence to officially change their address in our system. Visit Contact Information Changes for instructions.
      6. Enrolled McKenny Vento Families
         1. Verified McKenny Vento families are able enroll without required enrollment documents as stated in the McKenny Vento Act; however, legal guardians assume responsibility for providing the required enrollment documents for the school year by the deadline date outlined in the conditional approval letter. There may be documents (such as guardianship or signed residency affidavit) that will be asked after enrollment to help with our GCA Equipment process and to help staff outline clear understanding of legal guardian communication.
         2. McKenny Vento families must provide a proof of residence during GCA Annual Re-registration. (Transitional Liaisons are helpful during this time to share what GCA can accept as a proof of residence).
         3. For McKenny Vento families that do not have the required enrollment documentation on file for the school year, all students in the family will be ineligible for re-registration until those enrollment documents are received by Georgia Cyber Academy.
         4. McKenny Vento families must communicate with their transitional liaison at GCA when the McKenny Vento provision is no longer needed.