Archived decisions

Annexe D

Co-ordinated scheme for transfer to junior schools in September 2007

1 Principles and scope of the scheme

1.1 The scheme has been drawn up to fulfil the requirements set out in chapter 2 of the revised Code of Practice on admissions (Department for Education and Skills 2003), in particular

    · School admission arrangements should work for the benefit of all parents and children in an area. The arrangements should be as simple as possible for parents to use, and help them to take the best decisions about the preferred school for their children (2.2).

    In drawing up admission arrangements, admission authorities should aim, amongst other things, to ensure that:

    · The arrangements enable parents' preferences for the schools of their choice to be met to the maximum extent possible;

    · Admission criteria are clear, fair and objective, for the benefit of all children, including those with special educational needs, disabilities or in public care (2.3)

    · ... (2.3)

1.2 The scheme aims to ensure that parents will be treated fairly and consistently regardless of the status or location of the school for which they make an application.

1.3 The Hampshire scheme takes into account all relevant legislation including the School Standards and Framework Act 1998, the Education Act 2002, legislation on sex discrimination, race relations, disability (particularly the new Code of Practice for schools), and relevant regulations, in particular the Education (Co-ordination of Admission Arrangements) (Secondary Schools) (England) Regulations 2002.

1.4 The scheme applies to all infant and junior schools in Hampshire, including foundation and voluntary aided schools.

1.5 The Hampshire scheme is a "first preference first" scheme which aims to allocate a place at parents' highest preference school with a place available.

1.6 The scheme sets out key actions rather than detail. Administrative procedures will be made available to schools as at present via the manual of guidance issued in the second half of the summer term each year by the county admissions team.

2 The co-ordinated scheme for infant to junior transfer September 2007

2.1 Terminology

LA - local education authority

Home LA - the LA in which the child lives

Maintaining LA - the LA responsible for a particular school

    Admissions team - refers to the Hampshire county admissions team unless specifically stated otherwise

    CJ2 common application form - the application form issued by Hampshire County Council to be used by parents when applying for a Year 3 place in a Hampshire Junior school

    First preference policy - first preference applications are considered before other preferences

    Hampshire parent - a parent living in Hampshire (but whose child[ren] may not necessarily attend a Hampshire maintained school)

2.2 Information for parents

    The Code sets out clearly the information which should be made available to parents before they decide on their preferences (4.14 - 4.18). The Education (School Information) (England) (No.2) Regulations 2002 set out these requirements in detail in Schedules 2 and 3.

    Sufficient copies of the County Admissions brochure, including CJ2 common application forms, will be sent to all Hampshire infant schools so that they are available for Hampshire parents "no later than six weeks before the date up to which parents may express a preference for a school in respect of the admission school year" (Regulation 7(2)).

2.3 Applications by Hampshire residents for schools within Hampshire

    Applications must be made on the CJ2 common application form, giving two preferences, and returned to the infant school by midday on Friday 17 November 2006. In addition to the CJ2, the governors of some voluntary aided and foundation schools may require a complementary form to be completed (to ensure they have sufficient criteria-related information to be able to allocate places correctly). This form is additional to, and does not replace, the CJ2 which must be completed for every application.

2.4 Applications by Hampshire residents for schools outside Hampshire

    The Code of Practice requires parents to use the maintaining LA's application form. LA Hampshire parents whose second preference is for a school in a neighbouring LA should use a Hampshire CJ2 but must also use the application form issued by that LA to make their second preference application , or vice versa.

2.5 Applications from non-Hampshire residents for Hampshire schools

    Parents should use the Hampshire CJ2, issued the admissions team, and submit the application to that school by the published deadline. They should state clearly whether the Hampshire school is named as a first or a second preference.

2.6 First preference decisions

    As soon as all applications have been received, including those from outside Hampshire, schools will rank their first preference applications and will inform the admissions team of those pupils who can be admitted. Schools operating an equal preference system which are named as second preference will already have consulted the first preference school to determine whether they are able to offer, and will inform the admissions team of those pupils who can be admitted

2.7 Second preference applications and unallocated pupils

    Schools with spaces will allocate second preference places and will inform the admissions team of those pupils who can be admitted. Applications where all preferences have been unsuccessful will be forwarded to the admissions team for allocation.

2.8 Single notification date

    All allocation decisions will be notified by schools to the admissions team. No school will write an offer letter to parents. Decision letters on all applications submitted on the Hampshire CJ2 will be sent to parents BY THE LA on 26 January 2007.

    Under no circumstances may any governing body, headteacher or anyone else associated with the school or LA offer a place to any pupil or inform a parent about the status of an application before the official single notification date. Neither should details of discussion about the number of applications or offers be included in those governing body minutes available to the public.

2.8 Late Applications

    Late applications received after 17 November 2006 deadline and by 12 January 2007 will be considered only after all on-time applications have been dealt with, unless exceptional circumstances merit earlier consideration. Schools will consult the LA before deciding whether to give earlier consideration to a late application.

    Parents wishing to change their preferences must formally withdraw their original application form and complete a new form which will be treated as a late application.

    Late applications received after 12 January 2007 will not be considered until after the main admission round. They will then be accepted or refused by the school according to whether places are available.

2.9 Waiting Lists

    Waiting lists are established at the end of each admission round. The exact start date for each cohort's waiting list is given in LA guidance.

    All community and voluntary controlled schools in Hampshire will maintain up-to-date waiting lists. Governors of admission authority schools are expected to maintain a waiting list to ensure fairness to parents and to avoid later challenges.

    Parents who wish their child to be included on the waiting list must inform the school in writing. Any places that become available will be allocated according to the criteria of the admissions policy with no account being taken of the length of time on the waiting list or any priority order expressed as part of the main admission round.

2.10 Appeals

    Responsibility for the management of appeals remains unchanged. The County Council arranges appeals in relation to community and voluntary controlled schools; individual governing bodies are responsible for appeal arrangements in foundation and voluntary aided schools. Church aided schools receive advice from their respective dioceses which will often make the appeal arrangements on schools' behalf.

    Parents should be aware that the appeal process is entirely separate from the management of the waiting lists. The fact that parents may wish to appeal will have no effect on their child's position on the waiting list.

3. General information affecting all admissions

3.1 Timescales for offers

    During the main admission round, timescales are clearly set out and places are offered well before the place will be taken up.

    In all other cases, places can be offered up to four school weeks in advance (six weeks at the end of the summer term). Parents should be told that, if the pupil has not taken up the place within this timescale, it may be withdrawn and offered to the next pupil on the waiting list.

3.2 Pupils with challenging behaviour

    The Code (7.5) makes clear that, except in very clearly defined circumstances (7.7), it is normally unacceptable for a school to refuse to admit a child on the basis of their behaviour elsewhere. It is also unacceptable for a school to refuse to admit a child thought to be potentially disruptive, or who has exhibited challenging behaviour, on the grounds that that child ought first to be assessed for special educational needs.

    Hampshire schools and LA will follow this guidance.

3.3 Pupils with special educational needs but without statements

    The Code states (7.19) that "children with special educational needs but without statements must be treated as fairly as other applicants. Admission authorities may not refuse to admit a pupil because they consider themselves unable to cater for his or her special educational needs".

Hampshire schools and LA will follow this guidance.

3.4 Pupils with statements of special educational needs

    The Code states (7.20) that "children with statements of special educational needs that name a school in the statement are required to be admitted to the school that is named. The governing body (even where it is the admission authority) does not have the right to refuse admission...."

Hampshire schools and LA will follow this guidance.

3.5 Pupils with disabilities

    The Code (7.21) states that "children with disabilities must be treated no less favourably than other applicants for admissions. Schools are under a duty to make reasonable adjustments to ensure that pupils with disabilities are not placed at a substantial disadvantage, although this does not apply to the provision of auxiliary aids and services or to physical adaptations to buildings."

Hampshire schools and LA will follow this guidance.

3.6 Home-school agreements

    Admission cannot be conditional on parents signing a home-school agreement. (3.33)

3.7 Fraud in applications

    Admission authorities reserve the right to withdraw a place if it was obtained fraudulently. (Code 7.26 - 7.27)

4. Out of Round Admissions

4.1 Parents may apply for a school place at any time. Outside the main admission round, applications for a Hampshire secondary school must be made on the out-of-round application form obtainable from the LEA or individual Hampshire schools. Application should be made direct to the preferred school(s) and a written response will be sent within five school days.

    Applications by Hampshire parents for places in other LEAs will be made direct to those LEAs and dealt with in accordance with their policy on casual admissions.

    If a place is available, the pupil will be admitted to the school as quickly as possible.

    If the application is rejected, the letter from the governing body must explain clearly why the place is not available and include details of the appeal procedure.