govs policy and guidance … · web viewadmissions c. ode. please note this . must. also include...

The Archdiocese of Cardiff

Policy and Guidance on School Pupil Admissions

1Archdiocese of Cardiff. Pupil Admissions Policy. Version 2015: 01

Contents Page

1. Introduction 32. Admissions 33. Sample School Admissions Policy 6 4. Sample School Application Form 85. Sample Admissions Appeal Application Form 96. Sample Refusal Letter Primary School Reception Class 117. Sample Refusal Letter Secondary School Year 7 13

*8. School Admissions Appeals 159. Information to parents – Individual appeals procedure 1710. Information to parents – Multiple Appeals Procedure 1811. Individual appeals – Sample Letter to parent notifying

them of date and place of appeal. 2012.Multiple appeals – Sample Letter to parent notifying

them of date and place of appeal. 2213.Sample Governors’ Case Infant Class Size Prejudice

Appeal 2514.Governors’ Case ‘Ordinary’ Prejudice

Appeal (Primary school) 2815.Sample Governors’ Case Ordinary Prejudice

Appeal (Secondary School) 3016.School Admission Appeals – Sample Panel Meeting

Recording Form 3317.School Admission Appeals – Information to appellants

and Panel members 34


Introduction

The purpose of this policy and guidance is to help and guide Governors to fulfil their statutory responsibilities to preserve and develop the Catholic character of the school in relation to the admission of pupils.

Admissions

All pupil admissions to maintained schools must be enacted in accordance with current legislation for Wales. This policy and guidance is designed to be used alongside other policies and guidance issued by the Catholic Education Service of (CES), central Government and the Local Authority/Consortium (LA).

The 2013 School Admissions Code for Wales is at: http://gov.wales/docs/dcells/publications/130715-admin-codes-en.pdf)

In Catholic schools, the Governing Body is the Admissions Authority and makes decisions on admissions issues. The Governing Body must delegate this responsibility to a committee and, if it does so, the Headteacher must be a member. However, Headteachers have no individual role in school admissions and must not be delegated the power to accept or refuse admissions on their own. Admissions Over-subscription Criteria are set by the Governing Body and published in its Admission Policy.

In fulfilling this responsibility, Governing Bodies are guided by the requirements of law, the advice of the Archdiocese, their duties to the Catholic character of the school, and the Catholic community it serves.

The Governing Body must review and approve the Admissions Policy each year, including its Admissions Over-subscription Criteria (categories of children in descending order of priority) to show who is eligible for a place in the school. These criteria must be used for all applicants when the school is over-subscribed to identify which pupils are to be admitted up to the Planned Admission Number, ensuring that:

admissions criteria are clear, fair and objective arrangements are as simple as possible all parents’ preferences are treated on an equal basis.

In drawing up their admission arrangements Governing Bodies must take note of the restrictions detailed on page 12 of the School Admissions Code. It is recommended that Governing Bodies do not include a reference to the term ‘practising Catholic’ in over-subscription criteria of schools in the Archdiocese of Cardiff. (See p. 5 below for the Archdiocesan model Admissions Policy).

If admission arrangements need to be altered, the governing body must consult for the period beginning two years two years before the school year in which the arrangements will apply. Details of the process to be followed can be found on pages 6 to 11 of the School


http://gov.wales/docs/dcells/publications/130715-admin-codes-en.pdf

Admissions Code (Wales). Please note this must also include consultation with the Archdiocesan Director of Schools.

Currently, 15 April each year is the deadline for admission arrangements to be determined even if they have not changed from the previous year and a consultation has not been required. 1 June is the date for submission of the admission arrangements to the Local Authority. Governing Bodies must then adhere to the published dates for the:

distribution of application packs to parents, the decision on admissions, notification to parents, and appeals timetables.

Governing Bodies must also have an agreed policy on handling late applications. See Section 3.15-3.21 of the School Admissions Code (Wales) for further details regarding this. Governing Bodies must accept applications which are received after the closing date but before the governors have met to consider and make offers on applications in the following circumstances:

When a good reason is given, for example when a single parent has been ill for some time.

A family has just moved into the area or is returning from abroad.

Looked after children and children with SEN statements that name a specific school must be admitted regardless of when their application was received.

In dealing with applications outside the normal admissions round, whether in year or for a school year which is not the normal point of entry to the school, governors must comply with parental preference. That is the child must be offered a place unless the admission number for the year in question has been reached.

Anyone expressing an interest in admission must be given an application form and details of the admission process at the first point of contact.

Once an in year application has been received, the governors’ Admissions Panel must consider the application without delay and a formal decision either to offer or to refuse a place should be made and notified to the applicant within 15 school days or 28 calendar days whichever is the sooner.

Applicants must not be refused the opportunity to make an application, or told that they can only be placed on a waiting list rather than make a formal application.

Applications for admission to a school for a short period only must be treated in the same way as any other application for admission.

Governors must not refuse to admit a child because they followed a different curriculum at their previous school. However, in such circumstances, parents should be made aware of the curriculum on offer at the chosen school.


In cases involving school transfers that do not require a house move, or when there is no need for an immediate move, governors may wish to arrange for a child to start at the school at the beginning of term to minimise disruption to their own and other children’s education.

Where an application outside the normal admission round is made for some time in advance of the requested start date, it would not normally be appropriate to hold a place for more than a school term.

In addition, Governing Bodies must also maintain waiting lists for applicants if the school is over-subscribed. See Section 3.27-3.29 of the School Admissions Code (Wales) for further details regarding this.

It is good practice to publish the current Admissions Policy on the school web site.

Copies of relevant documents can be found below. When approved, Governing Bodies of diocesan schools must send a copy of their admissions arrangements to the Archdiocese.

Parents have a right to appeal against an Admissions Authority decision. See below p. 14f for the section on Admissions Appeals

Sample School Admissions Policy

For the academic year: NNNN-NNNN


Name of school is a Catholic School under the trusteeship of the Archdiocese of Cardiff. It is maintained by Name of Local Authority (LA). As a Voluntary Aided School, the Governing Body is the Admissions Authority and is responsible for taking decisions on applications for admissions.

The Governing Body is guided in the responsibility for admissions by the requirements of the law, by the advice of the Archdiocesan trustees and its duty to the School and the Catholic community. In accordance with current legislation, the Governing Body has delegated responsibility for determining admissions to its ‘Admissions Panel’, a Committee of the Governing Body. The Admissions Panel will consider all applications made in accord with the criteria as set out, without reference to the race, gender, ability, disability, social background or aptitude of the child. Late applications will be considered in accordance with the requirements of the Schools Admissions Code.

Having consulted with the LA and others in accordance with the requirements of the law, the Governing Body has set its planned admission number at NNNN pupils for the school year commencing September NNNN. Places in other year groups are also limited to NNN. Parents/guardians wishing to apply for a place for their child for the start of the academic year NNNN-NN must complete the application form in full, and return it to the school no later than the published Closing Date for applications. Please note that ALL applications must be submitted on this form and all applications will be considered at the same time. Please note that all applications under criteria 1, 2 and 3 (baptised Catholic children) must be accompanied by proof of baptism. Children with an SEN statement naming the school will be admitted.

Letters will be dispatched on the published Common Offer Date, informing you of the decision of the Admissions Panel in respect of your application. Where the application is unsuccessful, the reason(s) will be stated clearly in the letter, and you will be provided with information as to how to appeal the decision. Applicants who are not accepted will be placed on the school’s Waiting List. Applicants will remain on the Waiting List until 30 September. In the event that places become available, the applicants on the Waiting List will be reviewed against the Oversubscription Criteria and offers made to fill available places.

Applications for transfer to the school from another secondary school during the academic year should be made using the specific Schools Transfer Application Form. The Governing Body Admissions Panel will consider each application. If the number requesting transfer exceeds available places, the Oversubscription Criteria will be used to determine successful applicants

Parents have a right of appeal against a refusal by the Governing Body to admit their child. If they wish to do so, they should put their appeal in writing to the Clerk to the Governors at the School within 14 days (10 working days) from the notification date. Appeals will be arranged, with an independent panel and conducted in accordance with the School Admission Appeals Code.

For all successful applications, the data contained in the application form will be stored on the school management information system and used for purposes outlined in the ‘fair processes order’. Every effort is made to secure the accuracy and security of personal data held by the School. Under the Data Protection Act, individuals have the right of access to personal information held about them, and also the right for any errors to be corrected.

The Governing Body will assess applications for admission to the school, using the information provided on the School Place Application Form. Where the number of applications is equal to or less than the admissions number, all applications will be accepted. Where the number of applications


exceeds the number of places available, the Admissions Panel of the Governing Body will apply the following oversubscription criteria and allocate places accordingly.

Over-subscription Criteria

1. Looked After baptised Catholic Children or Previously Looked After baptised Catholic Children (proof of baptism must be submitted with the application form).2. Baptised Catholic children (proof of baptism must be submitted with the application form).3. Siblings of baptised Catholic children who will be attending NNNNNNN School at the time of admission (see note 3 below).4. Other Looked After Children or Previously Looked After Children.5. Children who are attending a Catholic primary school at the time of application and for whom the parents/guardians continue to seek a specifically Christian education.6. Children who are attending a Church in Wales primary school at the time of application and for whom the parents/guardians continue to seek a specifically Christian education.7. Siblings of other children who will be attending NNNNNNNN School at the time of admission (see note 3 below).8. Other children for whom parents/guardians seek a specifically Christian education.

If the number of pupils in any one of the above categories exceeds the Admissions Number, the Governing Body will employ, as a tie-breaker, the shortest distance for the pupil from home to school utilising the distance calculator used by the Local Authority.

Notes1. ‘Catholic’ also includes Eastern Catholic Churches in union with the See of Rome.2. All applications for criteria 1,2 and 3 must be accompanied by proof of baptism. 3. ‘Siblings’ are defined as those who share a common mother or father, adopted mother or

father, or form part of an established family unit. Priority will be by reference to the youngest sibling in the school, the youngest commanding the highest degree of priority. When allocating places, if the last place is offered to a multiple birth child (e.g. a twin or triplet), the school will also admit the other sibling(s).

For further information please contact the school. All application forms should be sent to:School name and address

Sample Application Form. Name of School: NNNNNNNNNNNNNNNNNNNSECTION 1 – Family Details


Child’s Full Name (Block Capitals): _______________________________________ Male / Female

Please indicate to whom correspondence should be addressed: Mr & Mrs/Mr/Mrs/Miss/Ms (Delete as applicable) (A) Parents’/Guardians’ Name & Address: (B) Father/Mother’s Name & Address: (If different from A) Tel:

Tel:

Please indicate the child’s main address (A or B): If the child resides at both addresses, please indicate how much time at each address .

I wish to apply for my son/daughter to be admitted to Reception / Year 7/other at NNNNNNNNNNNNN school, commencing in September/other NNNN.

I wish to apply under oversubscription criterion number (please see Admissions Policy)

SECTION 2 - Information relating to the child Date of Birth: ____/_____/______

If Catholic, the date & place of Baptism: ____/____/____ ________________________________________ (please enclose evidence of baptism)

Is the child a Looked After Child/Previously Looked After Child? YES / NO

Does the child hold a statement of SEN, which names the school? YES / NO.

Current school / Nursery: ______________________________________________________________If the child has a sibling at the School, please give the name and year group of the sibling: ____________

This form must be received by the School before: If you need help to complete it, please contact the School.

Signature of Parent / Guardian: _________________________________________Date: ____/____/_____ Please print name (in capitals): __________________________________________________________

THIS SECTION TO BE COMPLETED BY THE GOVERNING BODY Date application receivedBirth Certificate Yes/NoBaptismal Certificate Yes/NoProof of residence Yes/NoAccepted / Rejected Yes/No

If no, reasons why: Signature of Governing Body Representative: ______________________________ Date: ___/_____/____

Sample Admissions Appeal Application Form


Please complete this form and return it to the School

Full Name of child _________________________________________________Date of Birth __________________Parent(s)/Carer(s)’ Full Name(s) ________________________________________Relationship to child_______________________________________________Home Address _____________________________________________

__________________________________________________________________________________________

Telephone No(s). _____________________________________________Present School: _________________________________________________

Do you need an interpreter? Yes [ ] No [ ]

APPEAL AGAINST REFUSAL OF ADMISSIONParent/Carer's StatementIt will help you and the appeals panel if you can state clearly the basis for your appeal. Most appeals fall into one or more of the following categories:• The Governing Body did not properly apply its policy [ ]• My child has been discriminated against [ ]• The school is not full [ ]• There are special reasons concerning my child [ ] (Tick whichever apply)

There may be other reasons for your appeal. Please write below a full explanation of your appeal.

I wish to appeal against the decision not to offer my child a place at NNNNNNN School because:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

You may continue on additional sheets and/or attach additional information. Please note that ALL the information that you intend to rely on must be submitted with this form.

Signature of parent/carer:

Date

Sample Refusal Letter Primary School Reception Class (must be edited by each school)


Name of Catholic Primary SchoolDate:

Name and address of parent/carer

Dear Ref: Admission applicationName of child:DoB:

Thank you for your application for a place in Reception in September 20nn.

I am sorry to inform you that your application has been unsuccessful. I refer you to the following information:

The admission number for Reception in September 20nn = (for example) 30. The total number of applications received by the closing date = (for example) 48.

The governors applied the oversubscription criteria to all applications.

Category Criteria No. of applications

Number accepted

1 Looked after or previously looked after Baptised Catholic children

1 These figures are examples only

1

2 Baptised Catholic children who have a sibling in the school at the time of admission

10 10

3 Baptised Catholic children 9 94 Other Looked after or Previously Looked

after children.2 2

5 Siblings of other children who will be attending the school at the time of admission.

5 5

6 Other children for whom parents/guardians seek a specifically Christian education

21 3

Number of children admitted to Reception for September 2015 = 30.

It was necessary to apply the proximity test to all applications in category 6.

Your application came under oversubscription criteria 6 and was placed 8/21 in the proximity test.


The law states that when a single teacher is present, infant classes may not contain more than 30 pupils. The governors are unable to employ more teachers and therefore are limited to one class of 30 pupils for Reception in September.

If you wish nnnnnnnn to be placed on the waiting list please complete and return the attached form.

You have the right to appeal this decision. I have included information about the appeal process and an appeal form that must be returned to the clerk to the governors at the school within 14 days of receipt of this letter.

Yours sincerely

Clerk to the Governors

Sample Refusal Letter Secondary School Year 7 (must be edited by each school)

Name of Catholic Secondary School12

Archdiocese of Cardiff. Pupil Admissions Policy. Version 2015: 01

Date: Name and address of parent/carer

Dear

Ref: Admission applicationName of child: DoB:

Thank you for your application for a place in Year 7 in September 20nn.

I am sorry to inform you that your application has been unsuccessful.

The governors have admitted up to the admission number of (example) 230 for Year 7 in September 2015.

I refer you to the following information:

The admission number for year 7 in September 20nn = (example) 230. The total number of applications received by the closing date = (example) 246.

The governors applied the oversubscription criteria to all applications.


Number accepted


2 NB: these figures are examples

2


94 94

3 Baptised Catholic children living in the Parishes of xxxx and xxxx.

56 56

4 Other Looked after or Previously Looked after children.

6 6


20 20

6 Children attending a Catholic primary school whose parents seek a Christian education

28 28

7 Children attending a Church in Wales Primary school whose parents seek a Christian education.

15 15



25 9

The governors applied the proximity test to all 25 applications in category 8 and admitted 9.

Your application came under oversubscription criteria 8 and was placed 17/25 in the proximity test. If you wish nnnnnnn to be placed on the waiting list please complete and return the attached form.

You have the right to appeal this decision. I have included information about the appeal process and an appeal form that must be returned to the clerk to the governors at the school within 14 days of receipt of this letter.

Yours sincerely

Clerk to the Governors

School Admissions Appeals

Parents have a right to appeal against the decision of an Admissions Authority and Governing Bodies must inform parents of how to make an appeal.


All appeals on pupil admissions to maintained schools must be carried out in accordance with current government legislation. In Wales, it is the Welsh Government’s 2013 School Admissions Appeals Code (available at: http://gov.wales/docs/dcells/publications/131219-school-admission-appeals-code-en.pdf ; ).

The school’s Admissions Policy and Application Form must make it clear to parents how they can appeal an unsuccessful application. The Archdiocese recommends using the Admission Appeals Application form below which should be sent out to parents with the refusal letter. To lodge an appeal, parents will complete and return an appeal form as per the instructions in the refusal letter.

Governing Bodies must arrange for appeals to be conducted by a panel independent of the Governing Body. On behalf of schools, the Archdiocese recruits and trains volunteers to undertake the appeals. Where appeals need to be considered, Governing Bodies must contact the Archdiocesan Director of Schools fir the current list of independent Appeal Panel members.

To facilitate the appeal hearing, governors must: make arrangements for a suitable, neutral venue, including refreshments; provide an independent clerk; arrange to indemnify the members of the Panel against any reasonable legal costs

and expenses they reasonably may incur in connection with any decision or action taken by them in good faith whilst acting as members of the appeal panel.

Once the parent’s appeal form has been received, an acknowledgement letter must be sent from the school. The governors must make arrangements for the appeal to be heard within 30 school days of the closing date for receipt of appeals. Parents should be given 10 school days’ notice of the date and place of the appeal hearing. This letter must also include:

guidance on the appeals process; the parent’s right to attend the hearing and be accompanied if they wish; At least three days before the hearing, the names of the panel members and the clerk

should be sent to the parents. A written statement from the governors detailing the reasons the application for a place was refused.

At least three days before the hearing, members of the panel and the clerk must be sent all documents relating to the appeals hearing.

There are usually three people on the Appeal Panel as well as the Clerk to the Panel. Order of the hearing:

1. Introductions.2. The governors’ representative will explain why the place has been refused.3. The parent may ask questions of the governor.4. The Appeal Panel may also ask governors’ representative questions.5. The parent will be asked to explain the reasons for wanting a place.6. The governors’ representative will be able to ask questions of the parent.


http://gov.wales/docs/dcells/publications/131219-school-admission-appeals-code-en.pdf

http://gov.wales/docs/dcells/publications/131219-school-admission-appeals-code-en.pdf

7. The Appeal Panel may also ask the parent questions.8. The governors’ representative will sum up their case.9. Parents will have the opportunity to make any final points and sum up the case.10.The parents and governor leave the hearing allowing the panel to reach a decision in

private. When there are a number of appeals, the Appeals Panel may hear the case in one of two ways:

Grouped appeals: the school’s case is heard once for the first stage of the appeal. In this scenario the presenting officer presents a general case (the factual stage) in the presence of all appellants (and any representatives) who may question the case. If the panel concludes that ‘prejudice’ exists, it will be necessary to move to the second stage. At this stage the appeals of the individual appellants must be heard individually without the presence of the others and decisions must not be taken until all the appeals have been heard.

Individual appeals: the school presents the case, followed by the individual appellants’ case. In these circumstances, it will be necessary for the panel to hear the school’s case repeatedly.

As with other appeals, multiple appeals are heard in two stages: First: the panel must assess:

o whether admitting all the appellants would cause prejudice to efficient education or the efficient use of resources, and

o whether each child or young person would have been offered a place if the admission arrangements had been properly implemented.

If the panel finds that admission of the children would not cause prejudice or that they would have been offered a place if admission arrangements had been properly applied, their appeals must be upheld. Further information and guidance on this stage can be found in the School Admission Appeals Code (2013).

Following the hearing, the Clerk to the Appeal Panel must write to parents as soon as possible (usually within 7 days) to inform them of the result of the appeal. Schools will also be notified of the result.

Information to parents – Individual appeals procedure

INDIVIDUAL APPEALS PROCEDURE

1. A form of appeal, which can be obtained from the Clerk to the Governors, must be completed and returned to the school within 14 days after the notification of refusal.


2. An independent Appeals Panel will be convened as soon as is practicable to determine the appeal.

3. The Appeals Panel will be composed of three / five persons in accordance with Welsh Government requirements. Their independent decision will be binding on both the governors of the school and the appellant.

4. The Appeals Panel will be provided with all previous correspondence but the appellant may also attend the hearing and speak to the panel in person.

5. The appellant will be given at least 14 days’ notice of the Appeals Hearing.

6. The Appeals Hearing will take the following format as recommended by the Welsh Government.

The order of the hearing:

1. Representatives of the governing body will present the case for their decision not to admit your child.

2. The parents or their representatives may question the representatives of the governing body.

3. The parents or their representatives will put their case for the appeal.

4. The representatives of the governing body may ask questions of the parents.

5. The representatives of the governing body may sum up.

6. The parents may sum up.

The Appeals Panel members may ask questions at any time if they require clarification of what is being said or if they need information in order to reach a decision.

The Appeals Panel will make a decision on the appeal in private once it has heard the cases of all appellants. You will be informed of their decision in writing, usually within a week.

Information to parents – Multiple Appeals Procedure

MULTIPLE APPEALS PROCEDURE

A form of appeal, which can be obtained from the Clerk to the Governors, must be completed and returned to the school within 14 days after the notification of refusal.

An independent Appeals Panel will be convened as soon as is practicable to determine the 17


appeal.

The Appeals Panel will be composed of three / five persons in accordance with Welsh Government requirements. Their independent decision will be binding on both the governors of the school and the appellant.

The Appeals Panel will be provided with all previous correspondence but the appellant may also attend the hearing and speak to the panel in person.

The appellant will be given at least 14 days’ notice of the Appeals Hearing.

The Appeals Hearing will take the following format as recommended by the Welsh Government.

STAGE 1

In the case of multiple appeals the parents of all children refused admission may be present.

(i) Representatives of the governing body of the School will present the case for their decision not to admit the appellant's child.

(ii) The appellants may question the representatives of the governing body.

(Hi) The Appeals Panel will then retire to decide whether admitting all appellants would Prejudice the provision of efficient education and use of resources at the school. If they decide that all appellants can be admitted, proceedings will stop and appellants will be notified that their children will be admitted to the school. If the panel decides that admitting all appellants would cause prejudice, the Appeals Proceedings will move to Stage II.

STAGE 2

Proceedings at this stage are not held in a group, as in Stage 1, but on an individual basis involving the Appeals Panel, the representatives of the governing body and the appellant (and a friend or representative if the appellant wishes). The purpose of this stage is for the Panel to judge whether the individual circumstances of the appellant's child should outweigh the prejudice which might arise to the school should more children be admitted. Proceedings will continue in the following order:

1. Representatives of the governing body will put the case for this particular appeal.

2. The appellant or his/her representative may question the governors.3. The appellant or his/her representative will put the case for the appeal.4. The representatives of the governing body may question the appellant.5. The representatives of the governing body may sum up.6. The appellant may sum up.

The Panel members may ask questions at any time if they require clarification of what is being said or if they need information in order to reach a decision.

The Appeals Panel will make a decision on the appeal in private once it has heard the cases of all appellants. Appellants will be informed of their decision in writing, usually within a week.


Individual appeals – Sample Letter to parent notifying them of date and place of appeal.

School addressDateAddress of appellantDear

Ref: Admission appeal for

Catholic Primary school


Name of Child:Date of Birth:

I refer to your recent letter indicating your wish to appeal against the decision of the governors to refuse your application for a place at this school. Arrangements have now been made to set up an Independent appeal panel to consider your appeal against the Governors decision to refuse admission.

The appeal panel will meet at on at the (example) Pastoral Resources Centre, St Illtyd’s High School, 910 Newport Road, Rumney, Cardiff. CF3 4LL. (Directions for the centre are enclosed). You are invited to attend the appeal hearing. You don’t have to attend, but it is your right to do so. If you do attend you will be given the opportunity to make oral representations. A friend or relative may accompany you if you so wish. The Clerk to the Panel will explain the process at the start of the session.

Any documents which you wish to form part of the appeal and to be given to the appeal panel should be sent in advance of the appeal hearing, but preferably as soon as possible to the Clerk of the Appeal Panel, at the school address.

The members of the Panel are:..................................................... Education Member..................................................... Lay Member ..................................................... Lay Member

The independent clerk to the panel is ....................................................

Please note that the Clerk to the Panel is not a member of the 3-person panel, which is completely independent of the school and the governing body.

You should also note that any earlier correspondence between yourselves and the school is included with the governor’s case to the Panel. A copy of the governor’s case to the appeals panel is enclosed.

Please complete the enclosed reply slip if you intend to be present at the appeal.

Yours sincerely,

Clerk to the Governors.

School admission appeals reply slip

Appeal Hearing Venue: (e.g.)Pastoral Resources Centre910 Newport RoadRumney, Cardiff CF3 4LL

Name of child(ren):


Date and time and venue.

I/we intend to be present at the Appeals Hearing

Name:

Name:

Multiple appeals – Sample Letter to parent notifying them of date and place of appeal.

School address

Date

Appellants address

Dear

Ref: Admission Appeal


Catholic Primary School

Thank you for your letter indicating your wish to appeal against the decision of the governors to refuse your application for a place in Reception at this school in September 2015.

I have arranged for an Independent Appeals Panel to consider all appeals on at at the (example) Pastoral Resource Centre, St Illtyd’s Catholic High School,

910 Newport Road, Rumney, Cardiff, CF3 4LL.

The Panel will be made up of three members who are independent of the school and the governing body.

The members of the Panel are:

..................................................... Education Member

. .................................................... Lay Member

..................................................... Lay Member

The independent clerk to the panel is ....................................................

The appeal panel will be provided with your previous correspondence. However, you may also attend the hearing and speak to the panel in person.

I would therefore ask you to attend at 10.00 on Tuesday 2 June 2015 for stage 1.

At this time the representative of the governors will present the case for their decision to refuse admission to all the parents that have appealed. If the appeals panel decide to move to stage 2 of the process where appeals are heard on an individual basis then you are invited to present your case in person. If you would like to attend in person, please complete the attached form and return to the school by Friday 22 May 2015.

The appeals hearing will take the following format which is recommended by the Welsh Government:

Stage I

1. Representatives of the governing body of name of Catholic Primary school will present the case for their decision not to admit your child. This case will be put to all appellants simultaneously at 10.00 on Tuesday 2 June 2015.

2. You may question the representatives of the governing body.

The Independent Appeals Panel will then retire to consider whether admitting all appellants would prejudice the provision of efficient education and use of resources at the school. If the panel decide that admitting all appellants would cause prejudice, the Appeals Proceedings will move on to stage II.

Stage 2


Proceedings at this stage are held on an individual basis involving the Appeals Panel, the representatives of the governing body and you (and a friend or representative if you choose to have one with you.)

The purpose of this stage is for the panel to judge whether the individual circumstances of your child should outweigh the prejudice which might arise to the school should more children be admitted. Proceedings will continue in the following order:

1. Representatives of the governing body will put the particular case for their decision not to admit your child.

2. You may question the representative of the governing body.

3. You or your representative will put the case for your appeal.

4. The representative of the governing body may question you.

5. The representatives of the governing body may sum up.

6. You may sum up.

The panel members may ask questions at any time if they require clarification of what is being said or if they need information in order to reach a decision

The Appeals Panel will make a decision on your appeal in private once it has heard the cases of all appellants. You will be informed of the decision in writing by the clerk to the panel, usually within a week.

Further relevant information will be sent to you at least three days prior to your appeal. These papers will be circulated to panel members in advance of the hearing. If you have any other documentation you wish the panel to see, you may sent it to me at the school in advance of the appeal hearing or bring it with you to the hearing.

Please complete the enclosed reply slip if you intend to be present at the appeals hearing.

Yours sincerely

Clerk to the governing body

School admission appeals reply slip

Appeal Hearing Venue: (e.g.)Pastoral Resource Centre910 Newport RoadRumney, Cardiff CF3 4LL

Name of child(ren):


Stage I: Tuesday 2 June 2015 at 10.00 at the Pastoral Centre.

Stage 2: If necessary, your personal hearing will be held at 13.00 at the Pastoral Resource Centre.

I/we intend to be present at the Appeals Hearing

Name:

Name:

Sample Governors’ Case Infant Class Size Prejudice Appeal

THE SCHOOL’S CASE: THAT THE ADMISSION WOULD CAUSE CLASS SIZE PREJUDICE

1. GENERAL REASONS FOR REFUSING ADMISSION

The law states that, subject to certain limited exceptions, no infant class with a single school teacher present may contain more than 30 pupils.

The School’s Standard Admission Number of 30 in each class is based on nationally recognised procedures for assessing the capacity of a school


This category of appeal can only be upheld if an appeal panel is satisfied thatone of the following grounds apply:

Ground A – the child would have been offered a place if the school admission arrangements had complied with the requirements of The School Admission code.

Ground B – the child would have been offered a place if the admission arrangements had been properly implemented.

Ground C – the decision was not one which a reasonable admission authority would have made in the circumstances of the case.

2. THE PRESENCE OF PREJUDICE

In this context the word prejudice means only the prejudice that arises by reason of measures required to be taken in order to ensure the governors comply with the limit on infant class sizes.

3. SPECIFIC REASONS FOR REFUSING THIS APPLICATION

The total number of applications for Reception in September 20nn = (example) 48

The standard admission number for the Reception age group = 30

It was necessary for the governors to apply the oversubscription criteria to all applications.


Number accepted


1 NB: these figures are examples

1


10 10

3 Baptised Catholic children 9 9


2 2


5 5


21 3


It was necessary to apply the “proximity rule” to all 21 applications under oversubscription criteria 6.

Following the application of the proximity rule 3 pupils were admitted.

The total number of pupils admitted to Reception in September 20nn = 30.

It is the view of the Governors that the admission of a further child would cause Infant class size prejudice, that is, the need to employ another teacher should the Reception class size rise above 30.

The following should be noted:

The school budget allows for only one teacher for the age group

All classrooms are currently in use.

The school does not operate mixed aged classes – all classes are single year group.

If additional pupils were admitted the school would have to make significant savings to engage an additional teacher at a cost of at least £40,000 per year.

Costs might be incurred by the School to meet accommodation needs:

Cost of electricity, water heating etc of classroom.

Cost of new furniture and equipment.

A new permanent classroom would cost £100,000 (temporary demountable classroom £60,000).

The school has refused to admit your child because to admit more children would cause class size prejudice.

4. INFORMATION ABOUT THE SCHOOL

Pupil Numbers (example only)

Age Group Rec.` Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Yr 6 Total

No. of pupils 30 30 30 32 28 33 31 214

Admission Number

30 30 30 30 30 30 30

Notional capacity 30 30 30 30 30 30 30 210

Staffing

Head: 1

Teachers:


Teaching Assistants

Governors’ Case ‘Ordinary’ Prejudice Appeal (Primary school)

THE SCHOOL’S CASE: THAT THE ADMISSION WOULD PREJUDICE THE PROVISION OF EFFICIENT EDUCATION OR THE EFFICIENT USE OF RESOURCES.


The law requires that a child cannot be refused a place unless it can be shown that the admission would prejudice either the provision of efficient education or the efficient use of resources. This can be taken to mean the following:

A. That overcrowding or excessive class sizes would adversely affect the education of existing pupils and prejudice opportunities for all pupils in the school.

OR


B. That the admission would impair the learning environment and limit the access of pupils to resources.

The School’s Standard Admission Number of 30 in each class is based on nationally recognised procedures for assessing the capacity of a school. It is considered therefore that numbers in excess of the Standard Admission Number are indicative of overcrowding.


In this context the word prejudice means only the prejudice to the provision of efficient education or the efficient use of resources caused by the admission of additional pupils to a school.


The standard admission number for the Year 3 age group is 30 and the actual number of pupils on roll in the Year 3 age group is 32. The additional 2 pupils were admitted on appeal last year. The age group is organised in one class of 32 pupils.

It is the view of the Governors that the admission of a further child would prejudice the provision of efficient education and the efficient use of resources by impairing the learning environment at the school and limiting the access of pupils to resources.

Year 3 is full, it has 32 pupils and the school is full overall (see year/class sizes Section 4). Welsh Government are concerned that class sizes are maintained at reasonable levels.


The school budget allows for only one teacher for the age group

All classrooms are currently in use.

The school does not operate mixed aged classes – all classes are single year group.

If additional pupils were admitted the school would have to make significant savings to engage an additional teacher at a cost of at least £40,000 per year.

Costs might be incurred by the School to meet accommodation needs:

Cost of electricity, water heating etc of classroom.

Cost of new furniture and equipment.

A new permanent classroom would cost £100,000 (temporary demountable classroom £60,000).

The school has refused to admit your child because to admit more children would prejudice the provision of efficient education and the efficient use of resources. .

4. INFORMATION ABOUT THE SCHOOL

Class Sizes –


CLASS REC YR1 YR2 YR3 YR4 YR5 YR6 TOTAL

1 30 30

2 30 30

3 30 30

4 32 32

5 28 28

6 33 32

7* 31 31

TOTAL 30 30 30 32 28 33 31 213

Pupil Numbers

Age Groups Rec Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Yr 6 Total

No. of Pupils 30 30 30 32 28 33 31 214

Standard Number 30 30 30 30 30 30 30

Notional Capacity (7 x 30) 210

Staffing

Head: 1

Teachers:

Teaching Assistants

Sample Governors’ Case Ordinary Prejudice Appeal (Secondary School)

THE SCHOOL’S CASE: THAT THE ADMISSION WOULD PREJUDICE THE PROVISION OF EFFICIENT EDUCATION OR THE EFFICIENT USE OF RESOURCES.


The law requires that a child cannot be refused a place unless it can be shown that the admission would prejudice either the provision of efficient education or the efficient use of resources. This can be taken to mean the following:

C. That overcrowding or excessive class sizes would adversely affect the education of existing pupils and prejudice opportunities for all pupils in the school.

OR


D. That the admission would impair the learning environment and limit the access of pupils to resources.

It is considered therefore that numbers in excess of the Standard Admission Number are indicative of overcrowding.


In this context the word prejudice means only the prejudice to the provision of efficient education or the efficient use of resources caused by the admission of additional pupils to a school.


The admission number for year 7 in September 20nn is (example) 230.

The admission number is calculated by the local authority, using the Welsh Government Guidance 021/2011. The admission number is an indication of the capacity of the school.

In September 20nn Year 7 will be organised into eight mixed ability forms of 28 or 29.

The governors received 246 applications for admission to year 7 in September 20nn.

The governors applied the oversubscription criteria to all 246 applications.


Number accepted


2 NB: these numbers are examples only

2


94 94

3 Baptised Catholic children living in the 56 56


Parish’s of xxxx and xxxx.


6 6


20 20

6 Children attending a Catholic primary school whose parents seek a Christian education

28 28

7 Children attending a Church in Wales Primary school whose parents seek a Christian education.

15 15


25 9

It was necessary to apply the “proximity rule” to all 25 applications under oversubscription criteria 8.

Following the application of the proximity rule 9 pupils were admitted.


We do not have availability of standard or specialist teaching areas.

The school cannot increase the size of any rooms.

With the current budget constraints we cannot employ extra teachers.

We have reached the limit of Toilet facilities, Canteen facilities and Physical play areas.

The school has refused to admit your child because to admit more children would prejudice the provision of efficient education and the efficient use of resources. .

4. Information about the school.

September 2015

Year Group 7 8 9 10 11 Total

Number of pupils

230 229 232 236 231 1158


School Admission Appeals – Sample Panel Meeting Recording Form

Admission appeals to:

Catholic Primary School

Appeal Hearing held at

On

At 10.00

Name Notes Decision


Name:

DoB:

Time:

Name:

DoB:

Time:

Name:

DoB:

Time:

School Admission Appeals – Information to appellants and Panel members

The following information is taken from the School Admission Appeals Code 2013 and must be provided before the appeals hearing.

Information to appellants.

Appellants must be given at least 14 days written notice of the date of their appeal hearing.

At least 3 working days before the hearing the appellants must be provided with:

Names of panel members and clerk.

All the information reasonably asked of the admission authority by the appellants.

A written copy of the governors’ case for refusal to admit.33


Information to appeals panel members.

To help the appeals panel prepare for the appeals hearing hard copies of the following documents should be given to the panel at least 3 days before the hearing (10 days in the case of a Multiple Hearing):

A copy of the school’s admission policy.

A copy of the application form for each appellant.

A copy of the refusal letter for each appellant.

A copy of the appeal form.

A copy of all correspondence between the school and the appellant.

A copy of the governor’s case for refusal to admit.

A breakdown of the size of year groups in the school.

A breakdown of size of teaching groups for the year in question.

A panel spreadsheet to assist the panel in their preparation for the hearing.


govs policy and guidance … · web viewadmissions c. ode. please note this . must. also include...

Documents