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1. When is registration for the 2023-2024 CASA, CASA Academy, and YAS programs?

Early Registration Week 1 for returning families in CASA, CASA Academies, and YAS starts Tuesday, April 11 at 8:30 a.m. and ends Friday, April 14 at 5:00 p.m. 

Early Registration Week 2 for returning families in CASA, CASA Academies, and YAS, rising kindergarteners in PRCS Preschool or Childcare, and families eligible for Free & Reduced Lunch, who are enrolled in PRCS’ Fee Reduction Program, starts Tuesday, April 18 at 8:30 a.m. and ends Friday, April 21 at 5:00 p.m. 

Open Registration starts Tuesday, April 25 at 8:30 a.m. and ends Friday, June 30 at 11:59 p.m. 

If you are eligible for the FRL, complete and submit the Fee Reduction Application. Your application must be approved by PRCS prior to the early registration date. You must upload your School Meal Eligibility Notification from the school nutritionist’s office. If you need a copy of your letter, contact Claudia Suarez by email.  

2. How do I register?

During early and open registration, families will utilize WebTrac, PRCS’s online registration system. This is the best way to sign up for CASA/CASA Academy or YAS. The online registration system is located at www.loudoun.gov/webtrac. For a step-by-step video on how to register, please visit here or view the registration steps here. 

3. If my child attended CASA/CASA Academy or YAS this school year, is there an early registration for returning students?

Yes- early Registration Week 1 for returning families in CASA, CASA Academies, and YAS starts Tuesday, April 11 at 8:30 a.m. and ends Friday, April 14 at 5:00 p.m. In addition, returning families can register during Week 2 and Open Registration.

4. If one of my children was in the CASA/CASA Academy or YAS program last year, would my other child also be eligible for early registration?

Yes, your other child would be eligible for early registration on Tuesday, April 11 at 8:30 a.m.

Please be advised the other sibling(s) must be added to your WebTrac household account prior to the start of early registration.

5. If one of my children was in the CASA/CASA Academy or YAS program last year, would my other child also be eligible for early registration?

Yes, your other child would be eligible for early registration on Tuesday, April 11 at 8:30 a.m.

Please be advised the other sibling(s) must be added to your WebTrac household account prior to the start of early registration.

6. Where can I find information on the 2023-2024 CASA/CASA Academy and YAS Programs?

For information on the locations for CASA/CASA Academy and YAS, transportation requests, and early and open registration dates and times, please visit www.loudoun.gov/casa for CASA/CASA Academy or www.loudoun.gov/yas for the YAS program.  

7. What if my child’s school is possibly undergoing boundary changes?

If you are unsure as to which school your child will attend, you may want to consider registering for both locations.  A non-refundable registration fee is required for each site.  Once a school is determined, you will be refunded for the spot you will not be using. There is no registration fee if you are wait-listed for one of the locations.

8. My child attends a school other than their base school. Can I register for CASA/YAS at the base school, or do I need to register my child at the school they attend?

You may register for either site, but CASA/YAS does not provide transportation. You must contact Loudoun County Public Schools to set up transportation from your child’s attendance school to the base school.    

9. How do make a request for bus ridership if my child requires transportation to the CASA/CASA Academy/YAS location?

Any Loudoun County Public School (LCPS) transportation requests need to be made throughParentVue. For more information, please visit the LCPS Support Services page here. Please refer to2023-2024 Locations, Fees and Registration Numbers (PDF)   

If your program location differs from your child’s school, arrangements with LCPS for transportation are required. 

10. What if my child is a member of multiple household account numbers?

Make sure to use the household account number used from CASA/CASA Academy/YAS 2023 to be eligible for early registration. Household accounts can be merged. If you would like to combine accounts or add a new child to your household account, please email [email protected] prior to early registration. You will not be able to merge accounts or add a child on registration day.

11. What is your policy on food containing nuts?

While we are not a "nut-free" program, we strongly discourage the bringing of food containing nuts for the safety of known and unknown nut allergies in other children in the after-school programs. If your child has a nut or other allergy, please ensure all allergies are indicated on your child’s paperwork. 

While there are no current alternatives to the provided snack, you are welcome to send your child with a snack, which must be labeled with your child’s name, and dated.  

12. Why have I been placed in a Virtual Waiting Room during Early Registration or Open Registration?

If there is a high volume of use on PRCS WebTrac prior to 8:30 a.m. on Tuesday, April 11, April 18, or during open registration prior to Tuesday, April 25 at 8:30 a.m., you may be placed into our Virtual Waiting Room when registration begins and will be moved and assigned a place in the queue. The Waiting Room will help ensure a smooth registration experience. Customers who access the registration site after the registration process has begun will be placed at the end of the line behind you.  If you are accessing this site for a non-after-school related program, you are welcome to remain in the Waiting Room or try again later. 

13. What is your refund or cancellation policy?

Program Refunds & Cancellations 

If you need to cancel a class/program registration, and you make the request 15 or more days before the start date, a full refund, MINUS a 15% administrative fee (maximum of $15) or the program-specific deposit, will be offered. If you cancel a class/program registration 14 or fewer days before the start date,  a refund minus the non-refundable deposit, minus 50% of the balance per item canceled. Cancellation requests must be submitted in writing and should be dated and sent by email, fax, or mail directly to the facility manager or program manager offering the class/program.  

Our goal is to ensure quality programs. If you are dissatisfied with the quality of a class/program in which you are currently enrolled, you may request a refund according to policy.  Refund requests must be submitted in writing and include an explanation of why the participant is disappointed with the quality of the particular class/program. The written request should be dated and sent by email, fax, or mail directly to the location manager or program manager offering the class/program. If you are unsure whom to contact, please call our main office at 703-777-0343 and someone will direct you to the appropriate manager.  Only written requests will be accepted. The amount of any refund will be prorated based on the number of remaining class/program sessions. 

The Department reserves the right to cancel or change a class or activity due to insufficient enrollment or other reasonable cause. A full refund (including any applicable registration fee) will be offered.

14. What happens if I have a question that is not addressed here?

If you have a question not addressed in the above FAQs, please do not hesitate to contact [email protected] or call our office at 703-777-0343. We will be happy to answer any questions or concerns you may have about our after-school programs.