ENROLMENT PROTOCOLS &
PROCEDURES
Arcadia Vale Public School
Excellence, Respect & Community
Lake Macquarie West Network
Contents
Version Control ..................................................................................................... 2
Review Date......................................................................................................... 2
Enrolment Policy ................................................................................................... 2
Protocols and Procedures ..................................................................................... 2
General Principles: ........................................................................................................................................... 2
Discrimination in Enrolment: ...................................................................................................................... 2
Enrolment Procedures: ......................................................................................... 3
How to enrol your child: ................................................................................................................................ 3
Local enrolments: ............................................................................................................................................. 3
Kindergarten enrolments:............................................................................................................................. 3
Non-Local Enrolment:..................................................................................................................................... 3
Enrolment Ceiling: ............................................................................................................................................... 3
Enrolment Buffer: ................................................................................................................................................ 4
Placement Panel:.................................................................................................................................................. 4
Criteria for Non-local Enrolment Applications:..................................................................................... 4
Waiting Lists: ......................................................................................................................................................... 4
Appeals: .................................................................................................................................................................... 4
Procedures for Enrolments in Particular Instances: ................................................ 5
Students with Disabilities: ............................................................................................................................ 5
Transfer Enrolments: ...................................................................................................................................... 5
Temporary Residents: .................................................................................................................................... 5
Student Visas: ..................................................................................................................................................... 6
Refusal of Enrolment: ........................................................................................... 6
Attachments: ........................................................................................................ 6
Consultation ......................................................................................................... 6
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Version Control
Version
Author
Date
1.0
Kim Witt
10/09/2015 Kim Witt
A/Principal
Endorsee
Review Date
This document will be reviewed on or before September 2016.
Enrolment Policy
The Enrolment Protocols and Procedures set out the method in which Arcadia Vale Public
School implements practices that are consistent with the Department of Education policies
listed below whilst assisting in the realization of the intent of the school vision.
Enrolment of Students in Government Schools: A Summary and Consolidation of Policy
Protocols and Procedures
General Principles:
Children are entitled to be enrolled at the government school that is designated for the
intake area within which the child’s home is situated and that the child is eligible to attend.
The zone for Arcadia Vale Public School is defined on the attached map.
Arcadia Vale School Zone
Arcadia Vale Public School, like all public schools, has a designated local drawing area:
 Boundaries for the drawing area for local schools are set from time to time by the
Department of School Education and Training taking into account a range of factors
which may include demographics and the availability of classrooms and other space at
the school;
 Each school must set an enrolment number which ensures that there is always space
available for local enrolments;
 Parents are entitled to enrol their child at their local school;
 Alternatively parents may seek to enrol their child in the non-local school of their choice;
 Schools are required to set an enrolment number to cater for anticipated local demand
and to seek to ensure that every eligible local child has a place at his or her local school if
he or she chooses to attend it.
 Applications for enrolment in non-local schools will only be considered if there is space
available in the school;
 Applications for enrolment in non-local schools will be considered by a Placement Panel
when there is available space.
Discrimination in Enrolment:
No person will be discriminated against on the grounds of their sex, age, race, religion,
ethnicity or disability.
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Enrolment Procedures:
How to enrol your child:
A parent wishing to enrol their child at Arcadia Vale Public School should firstly find out if
our school is the designated local school for their address. This can be done by ringing the
school on 4975 1181. Alternatively, you are welcome to call at our office between 8.45 am
and 3.15 pm during the school term.
Local enrolments:
Visit our office and request enrolment.
 A meeting will be arranged with the Principal to provide you with general school
information, student welfare and discipline procedures and transport arrangements, as
appropriate;
 You will be required to provide proof of residential address;
 Class placement will be made by the Principal or his/her designated officer;
 Childs name will be entered in our Admissions Register and the child will be enrolled at
our school;
 If your child is transferring from another government school, you will need a Transfer
Certificate and we will request that school to forward your child’s Pupil Record Card to
us;
 School Administrative Staff will assist with enrolment procedures and provide relevant
information.
Kindergarten enrolments:
 Children may enrol in Kindergarten at the beginning of the school year if they turn five
years of age on or before the 31st July in that year. Documentation providing proof of
age, such as a birth certificate or passport, is required on enrolment;
 Parents who wish to enrol eligible children after the beginning of the school year may do
so up until the end of Term 2. However, we at Arcadia Vale Public School prefer all
children enrolling in Kinder to start school at the beginning of the school year;
 The Principal will enrol in Kindergarten, students on transfer and children reaching the
statutory age of 6 years;
 The Public Health Act 1992 requires parents to provide documented evidence of a child’s
immunisation status on enrolment. Parents have the right to not having children
immunised. However, in the event of an outbreak of a vaccine preventable disease,
unimmunised children will be required to remain at home for the duration of the
outbreak. [Memorandum 93.016 Public Health Amendment Act 1992 - Immunisation:
Children Entering Kindergarten];
 Parents should consider carefully a child’s maturity when seeking to enrol where the
child turns 5 after the school year begins. Please ask for details.
Non-Local Enrolment:
Within the constraints set by the school’s Enrolment Number, and recognising that the
acceptance of non-locals must not generate demand for extra staff or create disruption to
school routine, the following policy approach has been established:
Parents who live outside our designated drawing area and who are seeking to enrol their
child at our school are deemed to be non-local enrolments. In this case they are advised to
contact the Principal. Parents may be advised that there is no space available within the
school’s Enrolment Number or parents may be asked to complete an Application for NonLocal Primary School Enrolment for consideration by the school Placement Panel.
Enrolment Ceiling:
The enrolment ceiling at Arcadia Vale Public School will be based on five (5) available
classrooms. In 2016 the enrolment ceiling will be 129.
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Enrolment Buffer:
Based on historical data, the following conditions will establish an enrolment buffer to
prevent exceeding staffing and accommodation provisions due to the acceptance of new
non- local enrolments. We will provide an enrolment buffer of approximately six (6) places
on total numbers. Places within the enrolment buffer can not be offered to non-local
enrolments. The gap will allow for new local enrolments as the year progresses.
We will nominate classes where vacancies exist if the buffer is not reached on total
numbers. In some cases, classes may already be filled – for example there may be ten
vacancies across the school but no vacancies in Year 1 because the existing Year 1 class
grouping has reached or exceeded the departmental staffing formula.
Ie. Enrolment = 123 + buffer 6 = 129
Proof of residency within the Arcadia Vale enrolment zone is required.
Placement Panel:
If non-local places exceed availability the Enrolment Placement Panel will consider all nonlocal enrolment applications.
The panel will consist of:
1. The Principal
2. An elected staff member
3. A parent representative from the P&C
The Principal, who will have the casting vote will chair the panel. The panel will only access
information provided on the enrolment form and not oral or other submissions.
The decisions made by the placement panel must be made within the context of the agreed
enrolment ceiling and the buffer retained for local students arriving later in the year.
Criteria for Non-local Enrolment Applications:
This policy will apply to enrolment applications made for the Year 2015 and beyond.
The criteria for considering the acceptance of non-local enrolments will include the
following:
*
*
*
*
*
*
*
Siblings already enrolled at Arcadia Vale Public School
Proximity and access to Arcadia Vale Public School
Safety and supervision of the student before and after school
The need for specialist programs offered at the school
Compassionate circumstances
Change of residence
Ability of the school to meet special needs – academic, behavioural, social
The criteria do not present in priority order. Each application will be assessed on a case by
case basis with parents provided with an explanation (in writing if required) on the outcome
of the application.
Waiting Lists:
Waiting lists may be established for non-local students and are current for one year. Parents
will be advised in writing if their child has been placed on a waiting list and his or her
position on it. The size of the waiting list should reflect realistic expectations of potential
vacancies.
Appeals:
A parent may appeal the decision of the placement panel by writing to the Principal. The
Principal will seek to resolve the matter. Appeals must be in writing within one (1) week of
the placement panel’s notification.
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If the matter is not resolved the School Education Director will consider the appeal and
make a determination.
The purpose of the appeal is to determine whether the stated criteria have been applied
fairly.
Procedures for Enrolments in Particular Instances:
Students with Disabilities:
The Department of School Education provides a range of services and resources to support
the education of students with disabilities. These include:
 targeted funding, specialist teachers, teachers aides and consultancy service to
support students enrolled in regular classes;
 special school [e.g. physical, behavioural];
 modifications of buildings to facilitate access;
 provision of specialised equipment and technology; and
 special transport services.
When considering the enrolment of a student with a disability at Arcadia Vale Public School,
all these provisions are to be considered.
The decision where to enrol a student with a disability, and with what level of support, will
depend on a number of factors including the students needs, the expressed desires of the
parents or caregivers, the capacity of the system to provide the level of support services
required generally, as well as the availability of support services at alternative locations.
In many situations it will be possible to enrol a student with a disability at Arcadia Vale
Public School with the necessary level of specialist support. In some circumstances the level
of support required, or the specialist nature of that support, may necessitate alternative
enrolment options being considered.
In each case, when a student with a disability presents for enrolment, it is the responsibility
of the Principal to ensure that an appraisal of the student’s educational needs is carried out.
For some students, appraisal will have occurred as part of a planned transition process. For
others, the appraisal will take place at the time enrolment is sought.
Appraisals will involve parents or caregivers and will entail consideration of the students
support needs in areas such as curriculum, mobility, social skills, personal care and
communication. It will often involve consideration of supporting documentation from
medical practitioners and other health and education professionals. District special
education consultants will be consulted to assist in this process, in particular, to identify the
resources which may be available to support enrolment.
Requests for enrolment in special classes or special schools are considered by a District
Placement Panel.
Transfer Enrolments:
Students from other government or non government schools, interstate and New Zealand
will be enrolled by Arcadia Vale Public School consistent with this policy.
Temporary Residents:
The temporary resident visa allows for the enrolment on a temporary basis of school aged
students in a New South Wales government school. The principal will consult with the
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Temporary Resident Program to facilitate the issue of an Authority to Enrol for all visa
holding students. Students will not be enrolled until an Authority to enrol has been issued.
Enrolment is only for the period specified on the visa and Authority to enrol.
Student Visas:
Enrolments of international full fee paying students must be arranged through the
International Student Programs, Communications and Marketing Directorate, Temporary
Resident Program.
At this stage international students studying in New South Wales institutions may enrol their
school aged dependants at New South Wales government schools following the issue of an
Authority to Enrol. The child dependant can only be enrolled while a parent is studying in
New South Wales and the enrolment must not exceed the period stated on the Authority to
Enrol and visa.
Refusal of Enrolment:
The Principal may refuse the enrolment of a student on the grounds of previously
documented violent behaviour if the school is unable to access resources ensuring the safety
of all students and staff.
Further information regarding this Enrolment Policy may be obtained by contacting:
The Principal
Arcadia Vale Public School
Glade Street
Arcadia Vale 2283
Phone: [02] 49751181 Fax: [02] 49754237
Attachments:
Arcadia Vale Public School Non-Local Application Form.
Consultation
The Enrolment Protocols and Procedures have been developed in consultation with the
following stakeholders:
Stakeholder Group
Staff
P&C
Date of Consultation
8.09.15
15.09.15
Mode
Staff Meeting
P&C Meeting
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Arcadia Vale Public School
APPLICATION FOR NON-LOCAL ENROLMENT
Student Name …………………………………..
Date of Birth ……………………………..
Grade level enrolment is sought K, 1, 2, 3, 4, 5, 6 ( circle)
Address ……………………………………………………………………………………………
Phone ……………………………….
1.
Do you have other children at this school?
2.
Do you have other children who may wish to attend next year? YES
3.
How will your child travel to and from school each day?
Car
4.
6.
bus
walk
YES
bike
NO
NO
other ___________
Are there any medical conditions which require special facilities (e.g. ramps,
showers, etc). If so please specify:
If necessary, do you have access to after/before school care arranged for your child?
YES
NO
NOT REQUIRED
7.
Are there any special circumstances, which the panel should know about? If so,
Please give details:
________________________________________________________________
________________________________________________________________
8.
Does your child have any special needs in relation to behavioural, social or
Education management? Please give details (e.g. language/learning difficulties).
9.
Are you prepared to provide documentary evidence as to your child’s past
Education /behavioural /social record. (eg report card) (For student other than
kindergarten)
YES
NO
10. Please add any other evidence to support your application. What are the reasons for
your application?
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
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