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Civitas Admissions: Frequently Asked Questions
Choosing a school is an important decision, and we understand that families may have questions about the admissions process, assessments, fees and school life. These FAQs explain how admissions at Academia Civitas work and what families can expect at each stage.
Applications and Admission Rounds
When do admissions open for the new academic year?
Admissions generally open during the academic year preceding the intended year of enrolment. The application form and admissions calendar are available on the Academia Civitas website.
Which admissions approach does Academia Civitas follow?
Schools generally follow one of three admissions approaches:
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Single Round of Admission: Applications close on a predetermined date and all decisions are made together.
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Multiple Rounds of Admission: Applications are reviewed in separate rounds, each with its own deadline and decision date.
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Continuous or Rolling Admissions: Applications are processed as they are received.
Academia Civitas follows the Multiple Rounds of Admission approach. Applications are reviewed in separate rounds, with each round having its own application deadline and tentative decision date.
Why does Academia Civitas use multiple admission rounds?
A single admission round may require parents to make a decision before hearing from other schools. This can result in families paying multiple non-refundable admission charges or committing to a school before completing their research.
By staggering admissions across multiple rounds, Academia Civitas gives families greater flexibility to make an informed decision without feeling unnecessarily rushed.
This approach also accommodates families relocating to Karachi who may not be able to coordinate their relocation with a single admissions deadline.
Can I apply after an admissions deadline?
Yes. If another admission round is open, the application will be processed during that round.
Applications are also accepted outside the regular admissions cycle and are processed subject to seat availability. Applications received outside the admissions cycle may take longer to process.
Are admissions offered throughout the year?
Academia Civitas accepts applications throughout the year. However, applications are processed according to the announced admission rounds and the availability of seats in the grade applied for.
Does applying early improve my child’s chances?
More seats are generally allocated during the earlier rounds, although these rounds also tend to receive more applications.
An early application may indicate a family’s commitment to the school’s educational programme, philosophy and community. However, families should apply early only if they have researched the school and believe it is the right fit for their child.
Academia Civitas retains some seats for later rounds so families can make their decisions without being pressured by admissions timelines.
How many seats are available in each grade?
Pre-Nursery, Nursery and Pre-Kindergarten are the main entry grades at Academia Civitas and account for the majority of new admissions.
In later grades, seats usually become available when an existing student leaves or when an additional section is introduced.
The number of available seats also depends on the number of sibling applications received. Depending on the grade and applicant pool, the offer rate generally ranges from 7% to 15%.
Why can Academia Civitas not accept more students?
Academia Civitas is not intended to be an exclusive school. It is a community comprising families and students with diverse backgrounds, strengths and experiences.
The number of offers is determined by the seats available in each grade. Class sizes and campus capacity are carefully managed to maintain the quality of the student experience.
Unfortunately, this means that the school may not be able to offer admission to every suitable applicant.
Before Applying
Can I visit the campus before applying?
Campus tours are not offered before an application is submitted. However, prospective parents are welcome to visit the campus and meet with the Admissions Officer if they have any questions.
Families who receive an admission offer are given a campus tour when they visit to collect their offer documents. The tour takes place during school hours, allowing families to see the campus while the school is functioning.
Does Academia Civitas conduct open houses or campus tours?
The school does not conduct separate pre-application open houses or campus tours.
The first step after an application is received is an information session, scheduled according to the requirements of the relevant admission round. The session is conducted by the Dean and introduces families to the ethos, philosophy and educational approach of Academia Civitas.Families who receive an admission offer are given a campus tour when they visit the school to collect their offer documents.
What curriculum does Academia Civitas follow?
Academia Civitas follows the Cambridge Early Years and Cambridge Primary curricula.
The academic programme is complemented by the Civitas immersion approach, which focuses on application-based learning, practical experiences, collaboration, leadership, decision-making and the development of skills beyond the classroom.
What extracurricular activities are available?
Students participate in a range of sports, creative arts, leadership and enrichment activities.
Activities may vary according to the child’s age, grade and the school’s programme for the academic year. Further details are shared during the admissions information session.
The Admission Process
What happens after I submit the online application?
Once an application is received, the family’s information is added to the school’s admissions database. All future communication is sent to the email addresses registered in the application.
The admission process generally includes:
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An admissions information session
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A family interview and an academic evaluation of the child, depending on the grade applied for
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Review by the Admission Committee
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Communication of the admission decision
What is the process if our family has applied to Academia Civitas before?
If you are an existing Civitas parent, have previously applied for another child, or are reapplying for a child who was unsuccessful in an earlier academic year, you will ordinarily not be required to attend another information session or family interview.
The child will complete an academic evaluation. Applicants for Grades 2 to 6 will also participate in a short, informal discussion with a member of the Admissions Team to help determine their general fit with the school.
A family interview will only be scheduled if required by the Admission Committee.
Why can the admission process take time?
Each application is reviewed with care and given equal consideration. The school meets applicant families, evaluates students, conducts information sessions and reviews all submitted information, including optional video submissions.
An application may be reviewed more than once before a decision is made. This process requires considerable time from the Admission Committee, school management and faculty.
The process may therefore take longer than some families expect, particularly when an application is received outside the regular admissions cycle.
How will I know what to do next?
Instructions and updates are shared by email throughout the process. Families should regularly check both registered email addresses, including their spam and junk folders.
The status of an application may also be checked through the Application Status Checker on the school website.
How long does the admission process take?
The timeline depends on the admission round in which the application is received.
Once all required stages have been completed, the Admission Committee reviews the application and communicates its decision no later than the tentative decision date announced for that round.
Applications received outside the regular admissions cycle may take longer to process.
What is the expected response time for emails or queries?
The Admissions Team aims to respond to queries within two working days.
What should I do if I have an offer deadline from another school?
Families may submit a copy of the other school’s offer letter if its deadline falls before the decision date communicated by Academia Civitas.
The Admissions Team will try to expedite the decision where possible. However, an earlier decision cannot be guaranteed, as the Admission Committee may need to review the complete pool of applications received during that round before allocating available seats.
Families may also wish to ask the other school whether an extension can be granted.
Student Evaluation
What does the evaluation process include?
The format depends on the grade for which admission is being sought.
Families applying to Pre-Nursery, Nursery, Pre-Kindergarten and Kindergarten may submit a short video as part of the application. The video submission is optional.
Applicants across all grade levels complete an academic evaluation arranged by the school. The format and arrangements are communicated directly to the family.
What kinds of activities are included in the evaluation?
Assessment activities vary according to the child’s age and the grade applied for.
They are designed to help the school understand the child’s current academic readiness, communication, independence, engagement and approach to age-appropriate tasks.
The exact content is not shared in advance, as the school would like to observe the child’s natural responses and current level of readiness.
How should I prepare my child for the assessment?
No formal preparation, coaching or admission test tuition is required.
Parents may help their child review age-appropriate concepts and ensure that the child is rested and comfortable on the day.
The assessment is intended to understand the child’s current readiness rather than their ability to reproduce specially prepared answers.
What is Academia Civitas looking for during the admission process?
The school does not use a fixed formula or standardised rubric to score every applicant.
The Admission Committee considers the complete application, including the family interview, academic evaluation, optional video submission, readiness for the grade applied for and alignment with the school’s educational approach.
A rigid rubric can encourage preparation and coaching aimed at producing a “perfect” application. Academia Civitas deliberately discourages this approach. The information session is the best way for families to understand the school’s philosophy and determine whether it aligns with their expectations.
Can my child skip a grade?
Children are considered for the grade that corresponds with the school’s age criteria and their academic readiness.
Grade placement is determined by the Admission Committee, and applicants are not ordinarily permitted to skip a grade.
Admission Decisions
When will I receive the admission decision?
Admission decisions are communicated by email on or before the tentative decision date for the relevant admission round.
Does Academia Civitas defer applications to the next admission round?
Academia Civitas ordinarily communicates a definitive admission decision rather than automatically deferring applications to a later round.
In limited cases, an application may be reviewed again during a subsequent round if this option is specifically communicated to the family. Any subsequent review will consider the strength of the new applicant pool and the seats available at that time. An admission offer cannot be guaranteed.
Families are advised to retain an alternative school option while awaiting a final decision.
Can I request reconsideration of an unsuccessful application?
Yes. Parents may submit one request for reconsideration, after which the Admission Committee will review the application again.
If the family is informed that the original decision remains unchanged following this review, further requests for reconsideration will not be accepted.
Can I reapply during the same academic year if my child is not offered admission?
No. Any new application submitted for the same child during the same academic year will be disregarded.
A new application may be submitted for the following academic year.
Can the school explain why my child was not offered admission?
As a policy, Academia Civitas does not provide individual feedback or disclose the specific reasons for an unsuccessful application.
This policy is not intended to be dismissive. Providing specific feedback could result in it being used as a template for coaching future applications, despite there being no single model of a successful Civitas applicant or family.
Admission decisions are based on the complete application, the applicant pool and the number of seats available.
Siblings
Is preference given to siblings of existing Civitas students?
Sibling preference may be available for Nursery applicants. However, sibling applicants follow the same admission process and are assessed according to the same criteria as other applicants.
Sibling preference does not guarantee admission and remains subject to the child meeting the admission requirements and a seat being available.
Are sibling discounts available?
No. Academia Civitas does not offer sibling discounts.
Offers and Seat Confirmation
How long do I have to accept an admission offer?
Each offer includes a specific deadline for completing the required documentation and payments. Families must accept the offer within the stated period to confirm the seat.
Offers issued during the regular admission rounds generally remain valid for one week. Offers issued outside the regular admissions cycle generally remain valid for three days.
Families should always follow the deadline stated in their individual offer letter.
Can I request an extension to accept the offer or make the payment?
Extension requests may be submitted to the Admissions Team. Each request is reviewed individually, and a decision is generally communicated within three working days.
If an extension is approved, the application may be moved to the next admission round and reconsidered alongside that round’s applicant pool. The original offer and seat may no longer remain available, and a subsequent offer cannot be guaranteed.
What happens if I miss the acceptance or payment deadline?
If the required documents or payments are not received by the stated deadline, the offer will lapse and the seat may be offered to another applicant.
The school is not obligated to reinstate an expired offer, even if the family is ready to make the payment later.
Fees and Payments
Where can I view the current fee structure?
The applicable fee structure is shared with families during the admission process and with the admission offer.
Families may also contact the Admissions Team by phone for the current fee schedule.
Are instalment plans available?
No. Academia Civitas does not offer instalment plans. Payments must be made according to the schedule communicated by the school.
Will the tuition fee increase every year?
School fees are reviewed annually and may be revised for each academic year, subject to approval from the Department of Education.
What is refundable if admission is cancelled?
Admission and enrolment charges are non-refundable.
The security deposit is refundable after the school’s withdrawal and clearance process has been completed, subject to the settlement of all outstanding dues and the applicable terms and conditions.
Withdrawal
What if I decide that my child will not start school at Academia Civitas?
Parents must submit advance written notice if they decide to withdraw their child before the start of school.
The withdrawal will be processed once all required documentation and clearance requirements have been completed. All outstanding financial obligations remain payable according to the school’s withdrawal policy.
Will tuition remain payable after withdrawal?
Tuition or other applicable charges may remain payable depending on when the withdrawal request is submitted.
If written notice of withdrawal is submitted after June 30, the tuition fee for August will also become payable.
Is the security deposit refunded after withdrawal?
The security deposit is refundable after the withdrawal and clearance process has been completed and all outstanding dues have been settled.
Admission and enrolment charges remain non-refundable.
Contacting the Admissions Team
For admissions-related queries, please email admissionsteam@civitas.edu.pk or call +92 304 111 BEAR (2327). The Admissions Team aims to respond within two working days.