Guidelines for Helping to Draft an Enrolment/Admissions Policy

Introduction

The following guidelines have been agreed between CPSMA, Church of Ireland Board of Education and INTO to assist schools in drafting an enrolment/admission policy as provided for by the Education Act (1998).

These guidelines set out:

a summary of the key provisions from the Education Act (1998) which relate to enrolment, and
guidelines in relation to drafting an enrolment/admissions policy.

The Education Act

In summary, Section 15, subsection (2) of the Education Act states that:

"A board shall… publish, in such a manner as the board with the agreement of the patron considers appropriate, the policy of the school concerning admission to and participation in the school, including the policy of the school relating to the expulsion and suspension of students and admission to and participation by students with disabilities or who have other special educational needs… and ensure …that …the right of parents to send their children to a school of the parents’ choice are respected…"

The key principles outlined in the Education Act which should underpin any enrolment policy are:

• Inclusiveness, particularly with reference to the enrolment of children with a disability or other special educational needs;
• Equality with respect to maximum access and participation in the Guidelines towards drafting an Enrolment/Admissions Policy

CPSMA, Church of Ireland Board of Education and INTO have agreed the following guidelines which we hope will be of assistance to schools in complying with the Education Act. The guidelines are subject to any specific directions of the patron of the school and to "such directions as may be made from time to time by the Minister" (Education Act ‘98/15d).

The guidelines recommend that the school’s enrolment/admissions policy should contain two sections, namely:

A: General Information; and
B: The Specific Procedures for enrolment in the particular school.

However, it is a matter for each school to draft its own enrolment policy based on the specific circumstances applicable in the school.

A: General Information

General introduction:

In introducing its enrolment/admissions policy, the board of management should state that it is setting out its policy in accordance with the provisions of the Education Act 1998, that the board of management trusts that by so doing parents will be assisted in relation to enrolment matters and that furthermore, the chairperson of the board of management, (insert name and address) and the principal teacher, (insert name and school contact details) will be happy to clarify any further matters arising from the policy.

The policy should then proceed to detail some general information about the school which should include:

• the school’s name, address and contact details;
  
• the school’s denominational character and the name of the patron;
  
• the total number of teachers in the school, specifying that the number includes the principal teacher, the number of class teachers and whether there are any additional support teachers to cater, for example, for pupils with special needs or other, such as remedial or home/ school liaison;
  
• the range of classes taught including any special classes, whether the school is a junior/senior school or whether the full range of classes are taught and whether the school is single sex or mixed;
  
• a statement that the school depends on the grants and teacher resources provided by the Department of Education and Science and that it operates within the regulations laid down, from time to time, by the Department. The statement should make it clear that school policy must have regard to the resources and funding available;
  
• a statement that the school follows the curricular programmes prescribed by the Department of Education and Science, which may be amended from time to time, in accordance with Sections 9 and 30 of the Education Act (1998);
  
• a statement which should clarify that within the context and parameters of Department regulations and programmes, the rights of the patron as set out in the Education Act, and the funding and resources available, the school supports the principles of:
  - inclusiveness, particularly with reference to the enrolment of children with a disability or other special educational need;
  - equality of access and participation in the school;
  - parental choice in relation to enrolment;
  - respect for the diversity of values, beliefs, traditions, languages and ways of life in society.
  
• any other relevant general information pertaining to the school, such as the opening hours etc.

B: The Procedures

CPSMA, Church of Ireland Board of Education and the INTO recommend that the board of management’s enrolment/admission policy should outline the school’s procedures for the purposes of enrolment and keep those procedures under regular review.

These procedures should address the following:

1. Application procedure:

The board of management should indicate whether parents who wish to enrol pupils in junior infants will be required to come to a central venue, such as the school or whether the enrolment process is by way of written application only. The board may also specify a particular time of year for enrolment, e.g. second/third term etc.

The board should specify that it will communicate generally to the school community through appropriate channels, e.g. newsletter, parish bulletin, other appropriate media, outlining the application for enrolment procedures.

2. Provision of key information by parents:

The board should indicate that certain information will be required when children are being enrolled. A specific enrolment application form may also be provided by the board for this purpose.

• Such information may include:
  • Pupil’s name, age and address;
  • Names and addresses of pupil’s parents/ guardians;
  • Contact telephone numbers;
  • Contact telephone numbers in case of emergency;
  • Details of any medical conditions which the school should be aware of;
  • Religion;
  • Previous schools attended, if any, and reasons for transfer, if applicable, and
  • Any other relevant information (including any such other information as may be prescribed under the Education Welfare Act 2000).
    

   

3. Decision-making:

The school’s enrolment policy should make it clear that decisions in relation to applications for enrolment are made by the board of management of the school in accordance with school policy. (The Education Welfare Act 2000 specifies that when that Act becomes operational, the board of management will be required under the terms of the Act to notify parents of their decision within 21 days of receiving such information as will be prescribed by the Minister under the Act).

The board of management should indicate that as a general principle and in so far as practicable having regard to the school’s enrolment policy, that children will be enrolled on application, provided that there is space available. Accordingly, the board should outline its processes for decision making in the event that applications for enrolment exceeds/is expected to exceed the number of places available.

The board should also have regard for any relevant DES guidelines in relation to class size or staffing provisions and/or any other relevant requirements concerning accommodation, such as physical space or the health and welfare of children.

The board of management should also clarify that it is bound by the Department of Education and Science’s Rules for National Schools which provides that pupils may only be enrolled from the age of four years and upwards, though compulsory attendance does not apply until the age of six years.

The board’s policy should outline its criteria for decision making and the board shall exercise its discretion in the application of the criteria. The criteria may include any of the following though not necessarily in that order:

• Whether there are siblings of the proposed new entrant already attending the school;
• Ages of the children;
• Parish boundaries/Diocesan Policies;
• First come, first served;
• Children of staff members;
• Lottery;
• Any specific provision for children of ethnic minorities, including travellers, refugees, asylum seekers etc;
• Ethos considerations (Equal Status Act/ Section 7), and
• Any other.
  

4. Admission day/date:

The board of management may specify that junior infants may only be admitted to the school on 1 September, or the board may indicate that its policy is more flexible and that, for example, pupils may be enrolled at any time.

5. Enrolment of children with special needs:

In relation to applications for the enrolment of children with special needs, it is open to the board of management, to request a copy of the child’s medical and/or psychological report or where such a report is not available, to request that the child be assessed immediately.

The purpose of the assessment report is to assist the school in establishing the educational and training needs of the child relevant to his/her disability or special needs and to profile the support services required.

Following receipt of the report, the board should assess how the school could meet the needs specified in the report. Where the board deems that further resources are required, it should, prior to enrolment, request the Department of Education and Science to provide the resources required to meet the needs of the child as outlined in the psychological or medical report.

These resources may include for example, access to or the provision of any or a combination of the following: visiting teacher service, resource teacher for special needs, special needs assistant, specialised equipment or furniture, transport services or other.

The school should meet with the parents of the child to discuss the child's needs and the school’s suitability or capability in meeting those needs. If necessary, a full-case conference involving all parties should be held, which may include parents, principal, class teacher, remedial teacher, special class teacher, resource teacher for special needs or psychologist, as appropriate.

It may be necessary for boards of management to decide to defer enrolment of a particular child, pending:

• the receipt of an assessment report; and/or
• the provision of appropriate resources by the Department of Education and Science to meet the needs specified in the Psychological and/or medical report.
  

6. Pupils transferring:

The board of management should specify that pupils may transfer to the school at any time, subject to school policy, available space and in some cases, the approval of the Department of Education and Science.

The Education Welfare Act (2000) contains some specific new provisions in relation to the transfer of pupils including the requirement that information concerning attendance and the child’s educational progress, should be communicated between schools. This Act will be implemented over the period 2000-2002.

7. Code of Behaviour:

The school should append its Code of Behaviour to the school’s enrolment policy (pending the implementation of the Education Welfare Act 2000 and the issue of appropriate guidelines by the National Education Welfare Board).

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