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1. When is registration for the 2024-2025 CASA, CASA Academy, and YAS programs?

Early Registration Week 1 
Tuesday, April 30 at 8:30 a.m. to Friday, May 3 at 5:00 p.m. 
Returning CASA, CASA Academy, and YAS families with their siblings, and all PRCS CARES Families. (PRCS CARES Program provides discounted fees for eligible participants). 

Early Registration Week 2 
Tuesday, May 7 at 8:30 a.m. to Friday, May 10 at 5:00 p.m. 
Families from week one. Rising kindergarteners in PRCS Preschool and Child Care. 

Open Registration
All Families, Tuesday, May 14 at 8:30 a.m.  

If you are eligible for the PRCS CARES program, complete and submit the Fee Reduction Application. Your application must be approved by PRCS prior to the early registration date. See PRCS CARES - Childcare Assistance & Resources for Enrichment Support | Loudoun County, VA - Official Website for eligibility documents. 

2. How do I register?

During early and open registration, families will utilize PRCS Connect (formerly WebTrac), PRCS’s online registration system.  The online registration system is located at loudoun.gov/prcsconnect. For a step-by-step video on how to register, please visit here or view the registration steps here. 

3. When is the payment due?

The first month’s payment is due in full at the time of registration. Please remember we cannot reserve your space and registration is first come, first served, even for early registration. If you withdraw from the program after registration, there is a $50 cancelation fee. 

4. If my child attended CASA/CASA Academy or YAS this school year (2023-2024), is there an early registration for returning students?

Yes- early registration week 1 from Tuesday, April 30 at 8:30 a.m. to Friday, May 3 at 5:00 p.m. is for returning CASA, CASA Academy, and YAS families with their siblings, and all PRCS CARES Families. 

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 30 at 8:30 a.m.  
Please be advised the other sibling(s) must be added to your PRCS Connect household account prior to the start of early registration.   

6. Where can I find information on the 2024-2025 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 click here for CASA/CASA Academy or click herefor the YAS program.  

7. What are the required camp forms I need to complete?

You will receive an email with a link to the forms when you register. 

PRCS after-school programs are now using ePACT.

Once you have enrolled your child in a PRCS after-school program, you will receive an email from Loudoun PRCS/ePACT. Learn more here.

The system offers a secure network to collect critical emergency data from families attending our programs and is a Health Insurance Portability and Accountability Act (HIPAA)-compliant online system. ePACT provides a dedicated portal for parents and guardians to upload medical forms, waivers and consent forms, improving our ability to collect, manage and access critical information to support our participants.  

All after-school program paperwork is due by July 1, 2024. 

8. 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. Once a school is determined, you will be refunded for the spot you will not be using. Please see the question on our refund and cancelation policy for more information. There is no fee if you are waitlisted for one of the locations.   

9. 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.    

10. How do I 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 through ParentVue . For more information, please visit the LCPS Support Services page here.  

Please refer to 2024-2025 Locations, Fees and Registration Numbers (PDF)   

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

11. 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 2023-2024 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 prcs@loudoun.gov prior to early registration.  

12. 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.  

13. 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 Connect prior to 8:30 a.m. on Tuesday, April 30, May 7, or during open registration beginning on May 14 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. 

14. What is your refund or cancellation policy?

Program Refunds & Cancellations 

Customers requesting a refund 15+ days prior to the start date or reservation date for programs or events that require a nonrefundable deposit at the time of registration shall receive a full refund minus the non-refundable deposit. Customers requesting a refund 14 days or less prior to the start date shall receive a 50% refund minus the nonrefundable deposit (more than 15 days = full refund less $50 cancellation fee). 

Refund requests shall be submitted in writing and include the name of the participant, and the camp activity number. Written requests need to be dated and submitted by email, fax, or mail to the site or program manager. 

Our goal is to ensure quality programs. If you are dissatisfied with the quality of a camp in which you are currently enrolled, you may request a refund according to the refund policy or policy provided by the specific program. Our goal is to ensure quality programs. The Department reserves the right to cancel, postpone, or change any camp due to insufficient enrollment, inclement weather, public holidays or emergencies or other reasonable causes. A full refund (including any applicable fees) will be offered if PRCS cancels. 

The Department of Parks, Recreation and Community Services (PRCS) reserves the right to cancel or change a class or activity due to insufficient enrollment or other reasonable cause. If PRCS cancels a program or rental reservation, a full refund shall be processed by staff at the earliest opportunity. 

15. 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 Casa@loudoun.gov 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. 

16. How can a customer sign up for auto payment?

Programs operating concurrent with the school year offer auto payment for customers paying full fees. You cannot register for auto payment if paying a discounted or prorated fee.  To register for auto payment for the full program fee, please submit an auto payment authorization form.  The first auto payment will be September 1 for the October fee.  (Contact Christina Ramsey for CASA/YAS auto debit and/or Daisy Robles for CASA Academy, Preschool or Childcare auto debit.)