Enrolment in Public Schools Procedures

3.1.1 Publish enrolment information

The principal will:

• publish accurate information to promote enrolment;
• implement place-based approaches to encouraging enrolment; and
• accept, consider and respond to all applications for enrolment.

3.1.2 Enrolment information

The principal will:

• request that parents provide sufficient enrolment information to allow a confident decision to be made regarding the enrolment application;
• inform parents of the requirement to maintain up to date enrolment information and notify the school of any change to their child’s circumstances;
• if enrolment information cannot be provided or is incomplete, take the family circumstances into account when processing the enrolment application; and
• at the request of the parent, negotiate with the principal of an alternative school to share enrolment information held by that school.

3.1.2.1 All enrolments

The principal will:

• notify parents in writing of the outcome of their application;
• determine the most appropriate year level for a student in collaboration with the parent when required;
• plan for accommodation to be available for eligible students for the duration of their enrolment at the school; and
• assist parents to find an alternative school when a student who is not guaranteed a place cannot be offered enrolment.

For new enrolments in the current school year, principals will process the application and finalise the enrolment in a timely manner to minimise the student’s time out of a school.

For new enrolments to commence in the following year, the principal will:

• accept enrolment applications during the current school year; 
• provide advice about when the application will be assessed; and
• finalise the enrolment of all Kindergarten students and Pre-primary to Year 12 students who are not guaranteed a place after the application closing date which is the first Friday of Term 3 each year.

3.1.3 Pre-compulsory: Kindergarten

The principal will:

• assess all Kindergarten enrolment applications for the following year after the enrolment application closing date;
• not enrol students already enrolled in another public or private school, unless the student is transferring; and
• advise parents in writing where Kindergarten enrolment does not guarantee Pre-primary enrolment at the same school.

3.1.3.1 School with a local intake area: applications for enrolment exceed the kindergarten places available

For a school with a local intake area, the principal will give enrolment priority in the following order:

• First priority - A child residing in the local intake area who will have a sibling enrolled at the school for that year, and who lives nearest to the school.
• Second priority - A child residing in the local intake area who will not have a sibling enrolled at the school for that year, and who lives nearest to the school.
• Third priority - A child residing outside the local intake area who will have a sibling enrolled at the school for that year, and who lives nearest to the school.
• Fourth priority - A child residing outside the local intake area who will not have a sibling enrolled at the school for that year, and who lives nearest to the school.

3.1.3.2 School without a local intake area: applications for enrolment exceed the kindergarten places available

For a school without a local intake area, the principal will give enrolment priority to Kindergarten students from those living nearest to the school to those living furthest from the school.

3.1.3.3 Confirming the immunisation requirements for kindergarten enrolments

At the time of finalising the enrolment, the principal will:

• enrol a Kindergarten student where they have:
  • an Australian Immunisation Register (AIR) Immunisation History Statement that is ‘up to date’ and not more than two months old; or
  • an AIR Immunisation History Statement that shows an active catch up schedule and is not more than two months old; or
  • a valid immunisation certificate issued by the Chief Health Officer;
• where a Kindergarten student’s immunisation status is ‘not up to date’ determine whether the student is eligible to enrol as an exempt child (link for staff use only) due to a particular family circumstance;
• not enrol a Kindergarten student where:
  • the immunisation status is ‘not up to date’ and they are not eligible to enrol as an exempt child; or
  • acceptable evidence of immunisation status is not provided; and
• reconsider a declined Kindergarten enrolment when parents provide acceptable evidence of their child’s immunisation status.

3.1.4 Compulsory: Pre-primary to Year 12

3.1.4.1 Pre-primary enrolment applications

The principal will:

• determine a process to manage Pre-primary enrolment applications, including from enrolled Kindergarten students, taking into account the school context; and
• assess all applications for Pre-primary enrolment.

3.1.4.2 Pre-primary to Year 12 enrolments

For a school with a local intake area, the principal will:

• assess all enrolment applications;
• enrol eligible students who reside within the local intake area;
• assess enrolment applications from outside the local intake area after the application closing date only if there are available places within available classroom accommodation and organisation of classes;
• give enrolment priority to students from outside the local intake area in the following order:
  • First priority - A student qualifying for an approved specialist program for that year.
  • Second priority - A student who will have a sibling also enrolled at the school for that year, other than a sibling in an approved specialist program, and who lives nearest to the school.
  • Third priority - A student who will not have a sibling enrolled at the school for that year or with a sibling in an approved specialist program and who lives nearest to the school.

For a school without a local intake area, the principal will:

• assess all enrolment applications; and
• give enrolment priority to students from those living nearest to the school to those living furthest from the school.

The principal of a school with a Gifted and Talented program will enrol a student who accepts an offer for the Gifted and Talented program at the school.

The principal of a school with an Intensive English Centre will enrol a student who is eligible for the specialist English language program at the school.

The principal of the WA College of Agriculture will enrol a student who is eligible for a program provided by the school.

The principal of the School of Isolated and Distance Education (SIDE) will enrol a student who is eligible for a program provided by the school.

The principal of the School of Special Educational Needs: Behaviour and Engagement will enrol a student who is eligible for the Midland Learning Academy.

The principal of Canning College will enrol a student from Year 10 to 12 who is eligible for a program provided by the school.

3.1.5 Students beyond compulsory age

3.1.5.1 Continued enrolment beyond compulsory age

The principal and Director of Education will:

• assess a request from a student in their final year of compulsory education for one additional year of enrolment at the school;
• prior to approving the request, take into account the:
  • availability of an appropriate education program and classroom accommodation;
  • educational history of the student;
  • individual circumstances of the student; and
  • other available options for the student;
• advise the student of the outcome of the request and any conditions that apply to the continued enrolment; and
• provide information about how to request a review by the Minister for Education if they are not satisfied with the principal’s decision.

3.1.5.2 New enrolment beyond compulsory age

The principal of Sevenoaks Senior College will approve enrolment of students up to, but not older than, 19 years of age.

The principals of Canning College, Cyril Jackson Senior Campus and North Lake Senior Campus, and a regional Director of Education can approve the enrolment of a student beyond compulsory age and will:

• accept an enrolment application from a student beyond compulsory age;
• confirm a Consent Form for a National Police History Check has been lodged;
• assess the application and advise the applicant of the decision in writing; and
• finalise the enrolment for approved applicants.

The principal of a regional school will refer an enrolment application from a student beyond compulsory age to the relevant Director of Education for consideration.

Prior to approving an enrolment application from a student beyond compulsory age, the principal or Director of Education will take into account the:

• direction provided by the Department’s Screening Unit;
• availability of an appropriate education program and classroom accommodation;
• educational history of the person; and
• individual circumstances of the person.

3.4.1 Recording enrolment information

The principal will:

• manage confidential enrolment records in accordance with the Department’s Records Management Policy and Procedures;
• comply with the School Curriculum and Standards Authority record keeping requirements;
• share enrolment information as required to meet the Department of Education’s reporting requirements or obligations to other Government departments or agencies; and
• provide access to enrolment records as required under the Freedom of Information Act 1992 and/or the School Education Act 1999.

3.4.1.1 Removing an enrolled student from the school's current roll

The principal will not remove a student’s name from the current roll unless:

• it is believed on reasonable grounds that the student:
  • has enrolled in another school in Western Australia or elsewhere;
  • no longer resides in Western Australia and is not expected to return to the school;
• the student’s parent is registered as their child’s home educator;
• the student’s enrolment has been cancelled;
• the student has been granted an exemption from enrolment or the Notice of Arrangements does not entail school attendance;
• the parent of a Kindergarten student has advised that the student is being withdrawn from the school and will not enrol at another school;
• a student is beyond compulsory age and it has been confirmed by the student or the parent that they will no longer be enrolled at the school; or
• confirmation has been received from Student Tracking (link for staff use only) that the whereabouts of a student is unknown.

3.4.2 Transfer of student records

The principal will:

• manage notice of transfer between Western Australian schools, including transfers from primary to secondary school or between public and private schools or home education;
• use the Interstate Student Data Transfer Note (ISDTN) for students who move from interstate; and
• manage the transfer of records in accordance with the Department’s Records Management Policy and Procedures and Manage enrolment records (link for staff use only). 

3.4.3 Retention of enrolment records

The principal will:

• retain all enrolment records in accordance with the Department’s Records Management Policy and Procedures  and Manage enrolment records (link for staff use only).

The Director of Education will manage enrolment records when a school is permanently closed.

3.5.1 Declining an enrolment

The principal will:

• decline an enrolment if the student cannot be enrolled in accordance with these procedures;
• provide the parent with a declined application letter (link for staff use only) at the earliest opportunity if an enrolment application is declined; and
• also provide the Declined Enrolment Applications – Parent Information.

The Director of Education will:

• review a principal’s decision to decline an enrolment at the request of the parent;
• determine if the enrolment should be declined; and
• provide written advice to the parent about:
  • the Director of Education’s decision and the reasons for the decision;
  • other public school/s at which the student may enrol; and
  • how to request a review by the Minister for Education if they are not satisfied with the Director of Education’s decision.

3.5.2 Cancelling an enrolment

3.5.2.1 Enrolment information at the time of enrolment is false or misleading

If cancelling an enrolment, the principal will:

• provide the parent with written advice that a student’s enrolment may be cancelled and the reason for the cancellation;
• provide the parent with a reasonable opportunity to show why the enrolment should not be cancelled;
• if the enrolment is cancelled, provide the parent with written advice of the date on which the cancellation becomes effective; and
• provide the parent with information about how to request a review by the Minister for Education if they are not satisfied with the principal’s decision.

3.5.2.2 Enrolment information is not up to date

If cancelling an enrolment, the principal will:

• provide the parent with written advice that a student’s enrolment may be cancelled and the reason for the cancellation;
• provide the parent with a reasonable opportunity to show why the enrolment should not be cancelled;
• if the enrolment is cancelled, provide the parent with written advice of the date on which the cancellation becomes effective; and
• provide the parent with information about how to request a review by the Minister for Education if they are not satisfied with the principal’s decision.

3.5.2.3 Enrolment is found to be inappropriate

If cancelling an enrolment in response to a principal’s request, the Director of Education will:

• take into account the educational impact of requiring a student to enrol at an alternative school;
• provide the parent with written advice that a student’s enrolment may be cancelled and the reason why this is being considered;
• provide the parent with a reasonable opportunity to show why the enrolment should not be cancelled;
• if the enrolment is cancelled, provide the parent with written advice of the date on which the cancellation becomes effective, the reasons for the decision and other public school/s at which the student can be enrolled;
• provide the parent of a child with disability with written advice about how to request a review of the decision by the Director General within 28 days; and
• provide the parent with information about how to request a review by the Minister for Education if they are not satisfied with the decision.