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In-year admissions

Applications during the school year 2018/2019 (in-year admissions)

If you have moved into the local area during the school year 2018/2019 or you are already resident in South Gloucestershire and wish to move your child to another school, you will need to complete the South Gloucestershire in-year application form. The form can be used for application to any school within the South Gloucestershire local authority area and is available at www.southglos.gov.uk/admissions. Alternatively, you may contact individual schools or South Gloucestershire Council on 01454 868008.

For in-year admissions, completed application forms should be returned to the relevant admission authority. The application form should be returned to the relevant admission authority of the first preference school.

Admission authorities explained

  • South Gloucestershire Council is the admission authority for community and voluntary controlled schools. Application forms for community and voluntary controlled primary schools should therefore be returned direct to South Gloucestershire Council’s Admissions and Transport Team
  • The relevant academy trust is the admission authority for an academy
  • The individual schools governing body is the admission authority for individual voluntary aided schools

Applications for voluntary aided schools and academies should therefore be returned direct to the individual school.

Own admission authority schools, academies and voluntary aided schools may also require parents/carers to complete a supplementary information form to enable the school to collect additional information in order to apply their over-subscription criteria.

The process

In-year applications for South Gloucestershire primary schools can be made for any year group. You may express a preference for a particular school or schools. Your application will be considered against the admission criteria. The admission criteria for community and voluntary controlled schools are set out in the How are places allocated section. Please refer to the Admission to voluntary aided primary schools and academies section for details of individual admission policies for these schools/academies.

Own admission authority schools will, on receipt of an in-year application, notify the local authority of both the application and its outcome. The admission authority must inform parents/carers of their right of appeal against the refusal of a place.

Community and voluntary controlled schools will, on receipt of an in-year application, notify South Gloucestershire Council’s Admissions and Transport Team of both the application and its outcome and inform the parent/carer of their right of appeal against the refusal of a place.

Where an application for a voluntary aided school or academy is received by the local authority in error, the application will be forwarded to the relevant admission authority without delay.

When the local authority receives an application form for a primary school place where a voluntary aided school or academy is named as a second or third preference, a copy of the application form will be forwarded to the school or academy within five school days if the community or voluntary controlled school cannot be offered.

Where an academy or voluntary aided school receives an application form where another school is named as a lower preference, a copy of the application form will be forwarded to the relevant admission authority (voluntary aided school, academy or South Gloucestershire Council as the admission authority for community and voluntary controlled schools) within five school days if a place cannot be offered.

Offers of a school place (in-year admissions)

Where a child can be offered a place at more than one school, the final offer will be the highest ranked school with a place available.

The local authority will normally notify parents/carers of the outcome of their application for a community or voluntary controlled primary school within 10 school days of the date of the application.

Voluntary aided schools and academies will normally notify parents/carers of the outcome of their application within 10 school days of the application.

Parents/carers will be expected to respond within two school weeks of the offer of a place at a community or voluntary controlled school otherwise the offer of a school place may be withdrawn.

Where a parent/carer has been offered a place for their child in a community or voluntary controlled school, they will be expected to take up the offered place within four school weeks otherwise the offer of a place may be withdrawn.

Where a place has been withdrawn this will be confirmed in writing.

In the case of a parent/carer being refused a place at their preferred school(s), they will be informed of their right of appeal.

If a suitable school place cannot be secured using the normal admission arrangements, a school place may be identified in accordance with South Gloucestershire Council’s Fair Access Protocol. The Fair Access Protocol does not override a parent/carer’s right to express a preference for a school nor a parent/carer’s right of appeal for a preferred school (except in very limited circumstances). However, there is no duty for local authorities or admission authorities to comply with parental preference when allocating places through the Fair Access Protocol.

Waiting lists (in-year admissions)

Where a place at a preferred community or controlled school cannot be offered, parents/carers may request that their child’s name is placed on a waiting list. The waiting list for community and voluntary controlled schools will be maintained until the end of the academic year for which the application was received and then discarded.

If a place becomes available at a community or controlled school, the place will be offered in accordance with the published over-subscription criteria and not by reference to the length of time a child’s name has been on a waiting list.

If the local authority, after using all advised contact details, is unable to contact a successful applicant for a place within two school weeks, the available place will be offered to the next child to qualify for a place. Where an applicant decides to place their child(ren)’s name on a waiting list, it is the responsibility of the applicant to keep the local authority informed of updated contact details.

Children who are the subject of a direction by the local authority to admit or who are allocated to a school in accordance with the Fair Access Protocol will take precedence over those on a waiting list.

General information

Parents/carers can make enquiries concerning the availability of school places within the administrative area of South Gloucestershire by contacting South Gloucestershire Council’s Admissions and Transport Team. Own admission authority schools will, on request, provide information to the local authority on the availability of school places.

A child’s home address is considered to be where the child lives most of the time with his or her parents) or carer(s). An admission authority may request documentary evidence of a child’s home address.

An offer of a school place may be withdrawn in some circumstances:

  • where the application was fraudulent or deliberately misleading; or
  • where a parent/carer had not responded to the offer within a reasonable time; or
  • where it is possible to offer a higher named preference

Once an admission authority has determined its admission arrangements, a copy will be published on the website and displayed on that website for the whole offer year (the academic year in which offers for places are made).

Children with Statements of SEN or an EHC Plan are placed in schools through the arrangements set out in the SEN Code of Practice and associated regulations and not the general admission arrangements.