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Enrollment

Ready to become a Buccaneer? Enroll your student today!

Enrollment

  •  

    To enroll a NEW student in grades K-12, be sure to review the documents list below, then go to Final Forms to complete the required online application.

    The FinalForms logo features the word 'FinalForms' in bold, black text with a red checkmark.

    Remember! You MUST be the custodial parent/legal guardian to enroll a student. Enrollment for a coming school year begins in late spring; dates will be announced when the enrollment period begins.  

    Having trouble with Final Forms?  Download the instruction manual.

  • Need to update the record for a current student? Start with Final Forms! 

    Log into Final Forms to update your parent/guardian contact information, submit a change of address, and — of course! — complete the annual permissions and other important information. 

    If you are moving and submitting a change of address that would change your home elementary school, please submit the change through Final Forms and then email the EMIS Coordinator to ensure that your records are accurate for the coming school year.

  • Documents

    As you submit your forms online, you should be ready to upload copies of the following documents to the file: 

    • Certified student birth certificate or passport. Certified birth certificates can be obtained through the public health department in the city or county where your child was born or by contacting the Office of Vital Statistics in the Ohio Department of Health.
    • Photo identification of the parent/custodial parent/legal guardian. Photo identification must be a driver’s license or state-issued photo identification.
    • Immunization Record - The documentation must include immunizations your child has received or is in the process of receiving. Find the Required Immunizations list from the State of Ohio our clinics page.
    • Individualized education plan (IEP) - If your child has an IEP from a previous school, please provide a copy at the time of enrollment.
    • Proof of custody - In the event of a legal separation or divorce, the parent who has legal custody must provide a complete copy of the court-ordered custody agreement that indicates the parent is the residential custodial parent of the child for school purposes. If the parent’s last name is different from the student’s, a copy of the marriage certificate or proof of name change must be submitted.
    • Proof of residency* - Current Utility Bill. Note that alternate proof of residency options may be available. Please email Enrollment support for additional information. 

     

    *If the parent/guardian of the student being enrolled is NOT the homeowner/renter, you must complete a Resident Affidavit form. Please note that signatures for the homeowner/renter and the parent/guardian must be signed in the presence of a notary.

    Additional items requested for student placement: 

    For students entering 7th or 8th grade: Copy of standardized testing scores and most recent report card.

    For students entering High School: Copy of transcript and most recent test scores. This can also be uploaded through Final Forms. (Note: After initial registration, you will need to make an appointment with a guidance counselor in order to create the student’s schedule by contacting the high school at 937-562-9915).

    Document Format

    Note that all document uploads should be EITHER a scanned PDF file OR an image file.

    If you choose to submit an image of documents, cell phone photos are acceptable but should be clear, well-lit, and in focus. The requested document should be the primary focus of the photo; crop photos, if necessary.

    Keep in mind that unacceptable files may delay your student's registration; original copies may be requested as follow-up by our enrollment office for verification.

    If you are having trouble uploading documents, be sure to reach out to district Enrollment.

  • Calendar

    Enrollment is open for the CURRENT school year
    Enrollment must be completed online through Final Forms. Follow the process detailed above, including gathering all required documentation to upload with your online registration. 

    Enrollment for the NEXT school year:
    Preschool Enrollment for the 2025-2026 school year OPENS Monday, March 3, 2025.
    K-12 Enrollment for the 2025-2026 school year OPENS Tuesday, April 1, 2025.

    Fall Deadline

    The enrollment process must be completed at least five (5) business days prior to the published first day of school to ensure that your child may attend on Day 1. This deadline allows time to process the enrollment and documentation submitted, schedule students for screening (if necessary), and finalize any classroom teacher and/or course assignments. Note that "complete" means that all required documentation has been submitted; enrollments will not be processed until all uploads are complete.

    Please note that families with Kindergarten students should plan to complete paperwork as early as possible to ensure that they receive screening information from their student's building as soon as it is available. 
     

  • Wondering which building your elementary student will go to? 

    VIEW the XCS street guide to see school assignments based on your home address.

Open Enrollment

In Ohio, open enrollment allows a student to attend school tuition-free in a district other than the district where their parents reside. 

The "Open Enrollment" process is required for:

  1.  Any out-of-district students who are eligible to enroll at XCS. Form must be submitted at the time of enrollment.
  2.  Resident students who want to attend an elementary school other than the one assigned based on their home address. Form must be submitted in late spring each year for the following school year (see “Steps to Apply” for dates) OR at the time of enrollment for a new student.

Not sure if you qualify?
Read the FAQs to learn about the XCS Open Enrollment process and which districts are eligible. If you are trying to enroll for the current school year and need the appropriate form, request it from the EMIS Coordinator at XCS Central Office. 

Remember that while the open enrollment application process begins in late spring each year, families will not receive confirmation until August due to the volume of enrollments that are submitted throughout the summer. 

  • Step 1: Choose the form needed for your student:

    2025-2026 application form (out-of-district residents)

    - OR - 

    2025-2026 intra-district application form (Xenia residents)
    Available: April 1 – May 30, 2025 ONLY

    Remember that this option for Xenia residents who want to open enroll their student to another elementary building is only open for a limited window of time each spring, generally in April – May, for the following school year. The form will be available only during that time.

    NOTE: YOU MAY NOT USE A FORM FROM PREVIOUS YEARS OR THE OUT-OF-DISTRICT ENROLLMENT FORM FOR INTRA-DISTRICT ENROLLMENT.

    Step 2: Complete* the entire form, making sure that you answer every question. 
    Parent/Guardian must sign the form by EITHER: 

    1.  Signing digitally with a PDF Reader such as the free version of Adobe Acrobat (not installed on XCS Chromebook devices), OR
    2. Printing, signing, and scanning the document to return.

    Step 3: Be sure to SAVE the file so that your information is stored.

    (Do not simply close the form. You may choose to "save as" and change the file name to include the applicant's name.)

    Step 4: EMAIL your new file to the EMIS Coordinator

    Questions? Email EMIS Coordinator

    *Note that these fillable forms can be completed and signed on any device, including a cell phone or Chromebook. However, the file must be opened in a PDF reader, such as Kami or the free version of Adobe Reader. 
     

  • What is open enrollment? 
    In Ohio, open enrollment allows a student to attend school tuition-free in a district other than the district where their parents reside. 

    Do all Ohio schools participate in open enrollment? 
    No. Each district may decide whether or not to accept students through open enrollment, and must choose each spring whether or not they will participate for the following school year. 

    Does Xenia participate in open enrollment? When can I apply?
    Xenia does participate in Ohio's open enrollment process, but only accepts students from adjacent districts. Open enrollment for students from eligible districts (known as inter-district enrollment) can take place any time throughout the year. The application & directions are available on this page.

    For Xenia residents with an elementary student who want to open enroll to a different building within the district, that process is only available in late spring (April/May) for the following school year. This process is known as intra-district enrollment, and a separate application form will be posted when that enrollment period opens. 

    Which school districts are permitted in XCS's open enrollment process? 
    Students whose parents reside in the following school districts are eligible for open enrollment: Bellbrook-Sugarcreek LSD, Beavercreek LSD, Cedar Cliff LSD, Clinton Massie LSD, Greeneview LSD, Wayne LSD, Wilmington LSD, and Yellow Springs LSD. 

    Note that Fairborn LSD residents are not eligible for open enrollment.

    I am a Xenia resident who has submitted an application to open enroll at another building for next school year. When will I be notified if my child was accepted?
    Note that all intra-district applications will be processed prior to notices being sent to families. This can take several weeks following the deadline at the end of May, depending on the number of applications. Families will receive notice directly from our enrollment coordinator by August each year.

    When will I find out if my application for open enrollment has been approved?
    Due to ongoing enrollment from students who live in the area for each building, the final determination for open enrollment requests will not be finalized until the first week of August each year. 

    If my child is accepted, do I have to apply every year for open enrollment?
    Yes. Any students who open enroll to the district must submit the application paperwork each year. 
     

Final Forms Online Enrollment

Enroll your student today and give them a head start on a lifetime of learning and success!

Go to Final Forms

Additional Resources

  • diploma
    Transcript & Diploma Requests

    Alumni who need to request a transcript may do so online. Our Records Department will reach out to verify identity, collect the processing fee ($5 per certified copy), and fulfill your request. Once the application has been received, please allow two (2) business days for processing. Fees must be paid prior to request being filled. Acceptable Forms of Payment: Cash, Money Order, or Credit Card. No personal checks.

  • withdrawal
    Withdraw a Student

    Need to withdraw your student from Xenia Community Schools? Download and complete the withdrawal form.

  • homeschooling
    Home Schooling

    Families who choose to homeschool their children must submit paperwork to the district within five (5) days of making a change, and each year by August 30.

We're here to help! If you have any questions, or need assistance filling out the enrollment forms, we will gladly walk you through each step.