In-year (casual) admissions

Please note that this is to be co-ordinated by the Local Authority (LA) from September 2010.

These are the key messages for school in-year admissions, waiting lists, referrals, appeals, policies and best practice:

schools must act in accordance with the school admissions code and the school admissions appeals code (links to DCSF website)
any person wanting to submit an application must be enabled to do so. Schools must offer all applicants a place if there are more vacancies than applicants in that year group, and when oversubscribed, must order applicants and make offers in line with the published admission criteria for the current school year. Best practice is for a formal written response to an application should be made within two school weeks
limited information can be requested before an offer is made (SA Code s.1.80 -1.83) and offers must not (s.1.75) be conditional on interviews or history (other than a pupil with permanent exclusions (s.3.30). For high schools, if subsequent information obtained pre-admission, e.g. from the previous school, shows the criteria for the Fair Access Protocol are met, referral can be made to the Fair Access Panel for allocation to a school. Such information can also be submitted retrospectively to the Panel, and quota/points given
where a school cannot offer a place because they are full, a letter must be sent, detailing the reason, the right of appeal, and advising applicants to contact the LA in-year admissions team for information and advice, and to check the published vacancies on the Ealing website weekly
the letter should include details of the school’s policy on waiting lists. Where schools hold waiting lists, the letter should advise that the child’s name will be placed on the waiting list or clarify that the parent must request this if they so wish. If there is any requirement to updatethe school e.g. termly or annually, about wanting to remain on the waiting list, this should be included. Where waiting lists are not held, applicants should be advised of the school’s practice eg some schools advise that when a vacancy arises, they look at all applications received or resubmitted during the course of a week on a Friday and offer then
Best practice is for schools (when full) to advise applicants of other local schools with vacancies and suggest they contact them. Where schools are aware of an applicant who appears not be considering alternative schools (eg repeated presentation at one school only) referral should be made to the in-year admissions and CME Team. While front line office staff often deal with applications, this should be overseen by a named admissions lead in the school
the team checks all unsuccessful appeals and requests information regularly from schools which deal with their own appeals, in order to ensure all pupils have or access educational provision
primary schools should ensure that all Y6 pupils (including any new admissions either before or after the closing date) complete CAFs for secondary transfer (or ensure and record that parents have other planned provision); should be aware of and when needed refer to, the Choice Advice Service (to assist parents who may have difficulty in negotiating the schools admissions process); should refer any pupil where there is indication that they may not take up a place offered for Y7 (eg for some no-choice allocations) or where no application has been made, to the CME team. (best practice)
any child who has been made an offer of a place (in YR, Y7, or in-year) is formally on the school’s register and roll and if they do not arrive, must be followed up as a leaver and appear in the school’s Leavers List