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PROPOSAL PAPER THIS IS A CONSULTATIVE DOCUMENT (West Dunbartonshire Council)

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THIS IS A CONSULTATIVE DOCUMENT

PROPOSAL PAPER

16 March 2020

Proposal: The purpose of this consultation is to review and improve the

placing request criteria for mainstream schools (primary and secondary).

The proposal document relates to all schools in West Dunbartonshire

Council.

This document has been issued by West Dunbartonshire Council for consultation in

terms of the Schools (Consultation) (Scotland) Act 2010.

1. PROPOSAL

___________________________________________________________________

1.0 PROPOSAL

1.1 It is proposed that the Council’s Admissions and Placing Requests Policy

(PP5.1) is changed to amend the current arrangements relating to placing

requests for primary and secondary schools, and further amended to provide

clarification on proof of residency required for catchment schools.

2.0 BACKGROUND / LEGISLATIVE REQUIREMENT

2.1 Children attend their local catchment-area school, and catchment schools are

allocated in relation to the location of the permanent residence of the

child/young person. However, the right of parents to make a placing request

for their child/children to be educated in a school other than their catchment

school is recognised.

2.2 The Admissions and Placing Requests Policy sets out the arrangements for

the placing of catchment pupils and the process for considering placing

requests. The Policy covers the following areas:

 Children resident within the catchment area

 Children resident outwith the catchment area, but living in West

Dunbartonshire (placing requests)

 Children outwith West Dunbartonshire area

2.3 Placing request criteria are used to determine the allocation of places for

children in situations where there are more children seeking places in a

school than there are places available. The same placing request criteria are

also used to allocate places in schools where the number of catchment

children exceeds the number of spaces available in the school.

2.4 In the past 2 years, it has not been possible to grant all placing requests

which resulted in a number of statutory appeals to the Placing Requests

Appeals Panel. A subsequent analysis of the outcomes of the Placing

Request Appeals Panel identified that the Admissions and Placing Requests

Policy, which was last updated in 2015, requires to be reviewed to ensure it is

fit for purpose.

2.5 Placing requests are part of the entry requirements for schools, and changes

to placing request criteria are covered by the Schools Consultation (Scotland)

Act 2010 and require statutory consultation in line with the Act.

3.0 DETAILS OF PROPOSED CHANGES

3.1 The current criteria are detailed in Appendix 1 and have worked well in most

cases. However, feedback from the Placing Requests Appeals Panel,

parents and others suggest that not all criteria is perceived to be fair and/or

clearly understood. The proposed changes are detailed below:

1. Children residing within West Dunbartonshire

There is no change to this criteria and priority will always be given to

children residing within the West Dunbartonshire area, and they are

assessed on the detailed criteria.

2. In relation only to denominational schools, those children/young people

who have been baptised in the Roman Catholic (RC) Church and

whose parents/carer have the same religious beliefs as the school.

This is a new criteria and supports families who can evidence their

commitment to the denominational school. It does not exclude parents

from making a placing request to the denominational school it just

means priority will be given where the same religious beliefs as the

school can be demonstrated.

3. Children with relevant medical conditions who require facilities or

support available only in the requested school. All applications under

this category should be supported by documentary evidence provided

by your/family doctor and the community paediatrician.

The criteria has been expanded to clarify to parents that the medical

condition relates to the child and that they need to demonstrate that the

support required can only be provided at the placement school.

4. Children who have siblings already in the school and who will continue

to attend the school for the session the application is being made. The

number of siblings at the school will be taken into consideration.

This criteria is already in place and supports families with more than

one child/young person already in the school. The criteria has been

expanded and multiple siblings will be given higher consideration.

5. Children from single-parent families where, for example, proximity of

school to the parent’s place of work/study would be advantageous for

the care and well-being of the child.

The criteria is already in place, however it has been widened to include

situations where the single parent is studying rather than just their

place of work.

6. Travel distance from home to school by a suitable walking route.

Those living closest to the school ranking highest.

This criteria caused confusion with some parents who believed this

meant priority was given to those furthest from the school and the

criteria has been reworded to provide clarity.

7. Suitability of particular teaching methods to the child’s needs or the

availability of subjects which he/she was previously studying.

This criteria remains unchanged.

8. Children/young people from outside West Dunbartonshire (priority in

order of categories 2-7)

Only after children/young people resident within West Dunbartonshire

are considered would we consider children outside the area..

3.2 The criteria will be applied in the order shown above. If, for any category, the

number of requests exceeds the number of places available the next

succeeding criteria will be used to prioritise those requests until all priority

criteria have been exhausted. If, after this process, there are still more

placing requests than places available a ballot will be held to allocate the

places available. The Admissions and Placing Requests Policy will be

amended to clarify that the ballot will be organised by the Senior Education

Officer, with parents being notified of the arrangements for the ballot, and

invited to attend.

3.3 In addition it is proposed to amend the policy to provide clarity on the

documentation required to provide proof of residency which would include:

 The child’s birth certificate

 Council tax direct debit mandate

 Recent child benefit statement

 Bank statement, (or if not available a utility bill) showing transactions

within the previous 3 months

 Mortgage statement with address or solicitor’s letter confirming missives

have been concluded, or a signed and independent witnessed residency /

tenant agreement for at least one year.

3.4 The proposal is also to amend the policy to include a statement which

confirms that if a parent applies for a catchment place prior to taking up

residence the place will not be allocated until the child is actually resident in

the property and evidence of proof of Council Tax is provided.

3.5 In addition it is proposed to clarify that the Council will conduct checks to

establish accuracy of information supplied which may include visits to

premises to confirm residence. If fraudulent information is provided, the

school place may be withdrawn even if the child/young peson has enrolled in

the school.

4.0 EDUCATIONAL BENEFITS STATEMENT

4.1 The placing request process/system would be more readily accessible in

terms of its clarity and processes and the following points contribute to the

educational benefit of the proposal.

Pupils

4.2 The revised Policy will ensure a fairer and more transparent system that

allocates places. All schools would be covered by a clear, accessible system

for submitting placing requests and children would benefit as the criteria

would be applied fairly and consistently. The consultation also aims to provide

greater clarity for stakeholders, including children. The proposal continues to

ensure that pupils attending their designated catchment schools are always

afforded priority for school places. In exceptional circumstances where it may

not be possible to allocate all catchment children a place in their designated

catchment school, the proposed revision of the Policy clearly sets out the

priority for allocating school places.

Parents, Carers and Local Community

4.3 There is a need to ensure clear information for parents, in order that they can

make informed decisions about their child’s education. The proposed new

arrangements will provide clarity and will be communicated in a clear

accessible format. The proposal will not adversely impact on local, social or

economic activities. The limited variation to the policy will have no effect on

the sustainability of communities and there would be no impact on the existing

arrangements for communities to use schools.

Other users of the schools

4.4 There would be no change.

Future Pupils (within 2 years of the publication of the proposal paper)

4.5 All mainstream schools would be applying the same criteria.

Effect on Staff and School Management Arrangements

4.6 There will be no implications for any teaching or support staff in any schools

nor any impact on school management arrangements as a result of the

proposed changes.

Other pupils in the council area

4.7 Provision of a fair and transparent process.

Any other likely effects of the proposal (if implemented)

4.8 There may be children/young people whose ‘relative’ position is altered due

to the changes. However overall we believe that reviewing the criteria would

lead to greater benefits which could outweigh any disadvantage caused.

How we would intend to minimise or avoid any adverse effects that may

arise from the proposal (if implemented)

4.9 Equitable application of the policy would ensure fairness and transparency,

ensuring equality for all.

The benefits, which we believe, would result from implementation of the

proposal

4.10 There would be greater clarity around the criteria used to allocate places, the

documentation required for proof of residency, and the awareness of the

checks which would be made. We believe this would eliminate any concerns

about fraudulent claims of residency within a catchment area.

5.0 DATE OF CHANGE

5.1 If the proposal is agreed the changes will be implemented for admissions from

Session 2021/2022.

6.0 CORRECTION OF THE PROPOSAL PAPER

6.1 If any accuracy or omission is discovered in this proposal document, either by

the Council or any other person, the Council must investigate and decide

what, if any action is required

6.2 If relevant information has been omitted, or if there has been an inaccuracy,

the Council will take the appropriate action, which may include the issue of a

correction notice, the publishing of a corrected Proposal Paper or the revision

of the timescale for the consultation period. In that event, relevant consultees

and Education Scotland will be advised. The Council must inform the person

who made the allegation of the action taken.

2. CONSULTATION

___________________________________________________________________

1.0 LEGISLATION

1.1 A formal consultation is required under the Schools (Consultation) (Scotland)

Act 2010 for any proposal to change the Council’s Admissions and Placing

Requests Policy.

2.0 CONSULTEES

2.1 The Proposal Paper is available to interested parties, either online from the

Council’s website and copies of the proposal document will be made available

to the consultees below, free of charge as prescribed by the Act. Copies of

the document will be placed in the Council Offices, 16 Church Street,

Dumbarton, G82 1QL, all Schools, and Libraries.

2.2 Views on the proposals are being sought from a range of interested parties

including:

 Parents/carers/children (establishments affected by the proposals)

including those expected by the Council to attend any affected school

within two years of the date of publication of the proposal paper

 Parent Council Groups/PTA’s

 All staff members in establishments affected by the proposals

 Trade Union representatives of the above staff

 Community Councils

 Archdiocese of Glasgow

 Neighbouring Councils (as appropriate)

 Other users of the school premises

3.0 CONSULTATION PROCESS

Consultation Period

3.1 The consultation period will run from Monday 16 March 2020 until midnight on

Wednesday 13 May 2020, which includes a period of 30 school days.

3.2 An advertisement will be placed in the relevant local newspapers.

Public Meeting

3.3 Public Meetings will be held as follows:

Wednesday 25 March 2020 – 7.00 p.m.

St. Peter the Apostle High School, Kirkoswald Drive, Clydebank G81 2DB

Thursday 2

April 2020 – 7.00 p.m.

Dumbarton Academy, Crosslet Road, Dumbarton G82 2AJ

Tuesday 21 April 2020 - 7.00 p.m.

Vale of Leven Academy, Main Street, Alexandria G83 0BH

Please let us know in advance of about any access requirements we need to

be aware of to support your participation

3.4 Officers of the Council will be present to discuss the proposal and there will be

an opportunity to ask questions at the meeting. We appreciate that there will

be limited time at the meeting to discuss everything fully and not everyone is

comfortable speaking in a public meeting. To make sure all issues are

covered and everyone gets the opportunity to contribute to the discussion, we

are happy to accept advance notice of specific questions or issues that

individuals would like to raise at the meeting. Advance questions will be

accepted in writing only up to 2 days in advance of the meeting. Individuals

should let us how the proposal would affect them and their family and whether

they would like to be named at the meeting as asking the particular question

submitted. Questions can be submitted by email in advance to:

educationstaffingteam@west-dunbarton.gov.uk

Involvement of Education Scotland

3.5 When the Proposal Paper is published, a copy will also be sent to Education

Scotland. Education Scotland will also receive a copy of any relevant written

representations received by the Council from any person during the

consultation period or, if Education Scotland agree, a summary of the

representations received. Education Scotland will further receive a summary

of any oral representations made to the Council at the public meetings

together with aa copy of any other relevant documentation.

Education Scotland will then prepare a report on the educational aspects of

the proposal not later than 3 weeks after the Council has sent them all

representations and documents as mentioned above. In preparing their

report, Educational Scotland may enter affected schools and make such

reasonable enquiries of such other people as they consider appropriate.

Preparation of Consultation Report

3.6 The Council will review the proposal having regard to the Educational

Scotland report, written representations received and oral representations

made by any person at the public meeting. The Council will then prepare a

Consultation Report. The report will be published in electronic and printed

format and will be published on the Council website. It will be available from

the Council Office, 16 Church Street, Dumbarton free of charge. Anyone who

has made written representations to the Council during the consultation period

will also be informed of the report. The consultation report will be published

and available for further consideration for a period of 3 weeks.

Decision

3.7 The Consultation report will be considered by the Educational Services

Committee, who will come to a decision on whether to implement the

proposal.

4.0 Responding to the Proposal

4.1 Interested parties are invited to respond by making online, electronic or written

submissions on the proposal or any alternative proposal, no later than

midnight on Wednesday 13 May 2020. The Response Form at Appendix 2

can be used for this purpose.

Online – https://www.west-dunbarton.gov.uk/schooladmissionsandplacingrequestpolicy

Email – educationstaffingteam@west-dunbarton.gov.uk

In writing - Laura Mason

Chief Education Officer

West Dunbartonshire Council

16 Church Street

Dumbarton

G82 1QL

5.0 DATA PROTECTION/FREEDOM OF INFORMATION

5.1 Those sending in a response, whether by letter or electronically should note

that personal information i.e. name, address and contact details will not be

made available publicly. Only staff involved in the management and

administration of the consultation exercise, including Education Scotland and

the Elected Members of the Council will be given access to that information.

5.2 Consultation responses will be made publicly available on demand. If you

would prefer your comments not to be made public please record this on your

response. Please note however, that the Council may still be obliged to

disclose our response on request due to the Freedom of Information

(Scotland) Act 2002 and so, is unable to guarantee confidentiality.

APPENDIX 1

Current Placing Request Criteria

Guidelines and Criteria for awarding placing requests

Placing requests for primary and secondary schools will be considered against a set

of guidelines which set out the council’s priorities for admission. Placing requests

for specialist settings are considered on the individual needs of the child or young

person. As soon as a decision has been made the parent/carer will be notified of

the result, if a placing request is successful, the parent/carer should make contact

with the school to establish the procedure for enrolment.

The guidelines are summarised below:

Where there are more placing requests for primary or secondary schools than there

places available, priority will be given to those:

 children who are resident within West Dunbartonshire;

 cases which include medical grounds supported by the family doctor and by the

Community Paediatrician; and

 Children who have older siblings in the school.

Other Factors

After these criteria have been applied and if there are more requests than places

available other factors which the Executive Director may wish to take account of

include:

 single parent families, where, for example, proximity of school to the parent’s

place of work would be advantageous for the care and well-being of the child;

 distance between home and school; and

 the suitability of particular teaching methods to the child’s needs of the

availability of subjects which he/she was previously studying.

Where it is not possible to identify priority applications, the local Appeals Committee

will be advised that the only reasonable solution is to draw lots.

APPENDIX 2

Laura Mason

Chief Education Officer

West Dunbartonshire Councill

16 Church Street

Dumbarton

G82 1QL

Proposed Amendments to Admissions and Placing Request Policy

RESPONSE FORM

Your response can be submitted:

Online at: https://www.west-dunbarton.gov.uk/schooladmissionsandplacingrequestpolicy

By Email: educationstaffingteam@west-dunbarton.gov.uk

In writing to: Laura Mason

Chief Education Officer

West Dunbartonshire Council

16 Church Street

Dumbarton

G82 1QL

Your Details:

Full Name

Home Address

Your Interest (please tick)

Resident in West Dunbartonshire

Parent/ Carer Child/Young Person

Staff within WDC school Trade Union

Other (please specify)

Summary of Proposal (please refer to the proposal paper for full details.

It is proposed that the Council’s Admissions and Placing Requests Policy (PP5.1) is

changed to amend the current arrangements relating to placing requests for primary

and secondary schools. It is also propose to amend the policy to provide clarification

on proof of residency required for catchment schools, and the ballot process.

Q1. Indicate whether you agree with proposed revised criteria and rank order

1. Children residing within West Dunbartonshire area.

Yes

2. In relation only to denominational schools, those children/young

people who have been baptised in the RC church and whose

parents/carers have the same religious beliefs as the school.

Yes

3. Children with relevant medical conditions who require facilities or

support available only in the requested school. All applications

under this category should be supported by documentary evidence

provided by your family doctor and community paediatrician.

Yes

4. Children who have siblings already in the school and who will

continue to attend the school for the session the application is

being made. The number of siblings at the school will be taken into

consideration.

Yes

5. Children from single-parent families where, for example, proximity

of school to the parent’s place of work/study would be

advantageous for the care and well-being of the child.

Yes

6. Travel distance from home to school by a suitable walking route.

Those living closest in the school ranking highest.

Yes

7. Suitability of particular teaching methods to the child’s needs or the

availability of subjects which he/she was previously studying.

Yes

8. Children from outwith West Dunbartonshire (priority in order of

categories 2-7)

Yes

Comments:

Q.2 Do you agree with the proposal to revise the ballot process

and for parents to be notified in advance of arrangements for a

ballot, and to be invited to be present when the ballot is being

carried out?

Yes

Comments:

Q3. Do you agree with the proposal to provide clarity on

Yes

documentation required for proof of residency and that where a

claim is fraudulent this may result in withdrawal of the place?

Comments:

Data Protection and Freedom of Information

We need your details for the purpose of collating responses to this consultation. The

Council may check your details with other information held and may share these with

other council services and Education Scotland.

Consultation responses will be made publicly available on demand. Comments will

not be attributed to individuals. If you would prefer your comments not to be made

public please ensure you have ticked the correct box below.

Further information on how the Council handed your personal information can be

found here:.

Q4. Please indicate whether you are happy for your comments to

be made public.

Yes

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