ࡱ>  :bjbj}} .2+     8VJ<ay: xxxxxxx$C{}fy y  y j  x x fnt=ÙQjqDx1y0ayr[~[~tt&[~ t yyW~ay[~ : School Admission and Fair Access Report Schools Forum 21st November 2019 Purpose of the Report The purpose of this report is to provide members of the Schools Forum with an overview of the work of the School Admission and Fair Access service over the last 12 months. The report identifies activity both delivered and planned to address the challenges facing the service and seeks School Forum approval to fund the service at 1.618m for 2020/21, an increase of 0.026m from the previous financial year (2019/20). Report Summary The service has undergone significant change since the 2018 report was made to Schools Forum. The change process has focussed on a staffing restructure, the admission process and IT and culture change. Further improvement and modernisation is required which will include a review of the appeals system. The fair access protocol was implemented in January 2018 and has been critical in improving the in-year admissions process for some of the most vulnerable and challenging children in Ƶ, improving the effectiveness of the system, relationships and supporting compliance. The proposed increase of 0.026m is to support the revenue cost of the Schools Portal training environment for schools which allows school staff to be trained to use the new portal in a real environment (0.010m) and to mitigate the increase in pupil tracking referrals, an increase of over 20% in the last 12 months (0.016m). Introduction & Background The School Admission and Fair Access Service provides the following key functions: Primary & Secondary normal admissions round (and year 2-3 and 14-19 transfers) In-year admissions Fair Access Appeals Admission arrangements Pupil tracking The service underwent an initial review, commencing in early 2017, which identified a number of key themes for modernisation and improvement as previously identified in the 2017 and 2018 reports. These have all informed the service staffing redesign, which is scheduled to conclude by the end of January 2020. 3.3 The Council administers the appeals process for all council, community and voluntary-controlled schools and also provides a commercial service for academies and other schools. 3.3.1. 145 secondary transfer appeals were submitted for all council, community and voluntary-controlled schools and three were upheld by the independent appeal panels (compared to 131 submitted in 2017/2018 with also three upheld) 3.3.2. 762 secondary transfer appeals were submitted for academies and other schools whose appeals are administered by BCC and 39 of these were upheld by the independent appeal panels (compared to 538 submitted in 2017/18 and 28 upheld) 122 reception appeals were submitted for all council, community and voluntary-controlled schools and four were upheld by the independent appeal panels (compared to 172 in 2017/18 with one upheld) 98 reception appeals were submitted for academies and other schools whose appeals are administered by BCC and one of these was upheld (compared to none in 2017/18) Secondary Transfer September 2019 intake offers as at 1 March 2019 14, 907 Ƶ pupils applied to transfer to secondary school and were offered places on national offer day (1 March 2019) 858 families preferences were not met and were placed by BCC at one of the nearest schools to their home with places available Reception 2019 intake offers as at 16 April 2019 14, 184 Ƶ pupils applied to transfer to primary school 233 families preferences were not met and were placed by BCC at one of the nearest to their home with places available. During the course of the 2017/2018 academic year, the Pupil Tracking (PT) Team received a total of 4701 in-year referrals. This is an increase of 993 on the 2016/2017 academic year. These referrals are comprised of Pupil Movement Forms (PMFs), children referred to the team from NSP (No School Place team), SENAR and EHE, and details of new starters and leavers from Independent schools. This figure does not include siblings of those referred to the PT Team. An estimate of the overall figure of in-year children tracked by the team is in the region of 8000 for the 2017/2018 academic year. The indications are that Pupil Tracking will continue to see further increases in activity alongside the full roll out of the new schools portal. The Fair Access protocol is designed to ensure school places are allocated in-year to the more vulnerable and challenging children who are experiencing difficulties in accessing a school place. 564 children have been placed since January 2018 (to July 2019) via the new Fair Access protocol; this includes all placements via the primary and secondary central panel and the Secondary Local Sharing Panels. The average length of time from referral to entering in school (in school days) has reduced from 36 days in 2017/18 to 28 days in 2018/19. The Councils school admissions arrangements and co-ordinated scheme were consulted upon as required and both the arrangements and co-ordinated scheme were formally agreed and published at:  HYPERLINK "/info/20119/school_admissions/1063/determined_admission_arrangements_2020" /info/20119/school_admissions/1063/determined_admission_arrangements_2020 Service Modernisation and Improvement 4.1 The 2018 report identified the 3 stages required to support the improvement and modernisation of the service. Below is an update against each stage and related activity; Stage 1: Stabilised leadership and increased leadership capacity delivered. A permanent Head of Service and Senior Leadership Team were in place from August 2019 Stage 2: New Fair Access Protocol launched January 2018. All admissions information is now published in an on-line prospectus and 99+% of all applications are made online. There has been increased join up with colleagues in the contact centre (work shadowing for example). The reduction in the number of appeals (significantly less than the 2017 figure) is one example of the success in channel shift activity. Stage 3: The new Fair Access Protocol and related governance arrangements are now embedded supporting a culture change across the school system. The move to a 100% paperless admissions system for primary, secondary rounds, Year 2-3 and 14-19 transfers will be delivered for 2019/20. Following focussed work by the Admissions team and BCCs contact centre the number of applicants applying online increased to over 99%. Support is offered to families who cannot access the internet at home at schools and libraries. The service staff restructure to modernise the overall service shape and individual posts and responsibilities will be completed in January 2020. A long-term IT solution to support the particularly significant challenges for both in-year and normal admissions round and provide opportunities to reduce costs once in place is being rolled out from September 2019 with a new schools portal available for all schools. This will enable schools to enter and receive information (e.g waiting lists, in-year applications) in real time, removing the manual process for exchanging information. An initial review has been undertaken of the appeals service to move towards full cost recovery for the traded element of the service. The proposed new structure has separated the co-ordination of the appeals function from the presenting function. Review work with Legal Services colleagues is continuing. Improvements to the current in-year admissions process are supported by the IT solution (see above) Modernisation activity and recruitment continue at a pace whilst managing the continued requirement of business as usual. National and Statutory Context All school admission services make an important contribution to the safeguarding of children and young people by ensuring that every child is offered a school place. Ƶ and other local authorities, track children who are out of school because their parent/carer has refused a school place and take appropriate action. The Admission Service provides and supports the provision of a range of statutory requirements as identified within the Schools Admission Code 2014 and pupil registration regulations 2006. The Code applies to admissions to all maintained schools in England. It should be read alongside the School Admission Appeal Code and other guidance and law that affect admissions and admission appeals in England. This Code imposes mandatory requirements and includes guidelines setting out aims, objectives and other matters in relation to the discharge of functions relating to admissions by the bodies listed below: Admission authority of maintained schools as defined in Section 88 (1) (a) and (b) of the SSFA 1998 Governing bodies and local authorities (when not admission authorities) School Adjudicators Admission Appeal Panels These bodies have a statutory duty to act in accordance with the relevant provisions of the Code. All Academy Schools (including those that are Free Schools), University Technical Colleges and Studio Schools are required by their funding agreements to comply with the Code and the law relating to admissions. It is the responsibility of admission authorities to ensure that admission arrangements are fair and compliant with this Code. Where a school is the admission authority, this responsibility falls to the governing body or Academy Trust. The table below identifies the types of school with related governance and admission authorities. Type of schoolWho is the Admission AuthorityWho deals with complaints and arrangements?Who is responsible for arranging/providing for an appeal against refusal of a place at a school?AcademiesAcademy TrustSchool AdjudicatorAcademy TrustCommunity SchoolsLocal AuthoritySchool AdjudicatorLocal AuthorityFoundation SchoolsGoverning BodySchool AdjudicatorGoverning bodyVoluntary aided schoolsGoverning BodySchool AdjudicatorGoverning bodyVoluntary controlled schoolsLocal AuthoritySchool AdjudicatorLocal Authority Benchmarking data for admissions funding in 2018 illustrated that Ƶ is funded at a lower rate per pupil (8 per head) compared to the England average (9). Recommendations To approve the budget of 1.618m to support the delivery of an efficient and effective service an amount which continues to be below the England average per pupil based on the data as presented in the 2018 report. Alan Michell Interim Head of Service Schools Admissions and Fair Access Service Tel: 0121 303 2268 Mob: 07712436961 Appendix A Secondary Transfer September 2018 intake Offers as at 1st March 2018 Figures in red denote difference to 2017 figures Ƶ Pupils 14,907 Ƶ pupils applied to transfer to secondary school (down 464) 73,705 preferences were expressed (down 2,140) 14,660 (99.93%) applications were made on-line* Preferences for all Ƶ children and Other Local Authority children offered a Ƶ school Total Pref Offers NO.%% Difference from 2017First1040570%-1.63Second214014.35+0.34Third10467.01+1.28Fourth6164.13+0.55Fifth3992.67+0.77Sixth2611.75+0.40Total14,86899.70+2.29 858 (5.8%) were offered a school that was not one of their preferences 1,425 (9.6%) were offered a school outside Ƶ *237 SEN applicants cannot apply online Extra District Pupils Applying to Ƶ 1,957 pupils who live in another local authority applied for a place at a Ƶ school. 3,716 preferences were expressed Appendix B Reception statistics for September 2019 Offers made as of 16th April 2019 Figures in red denote difference from 16th April 2018 to 16th April 2019 Ƶ Pupils for Reception 2019 14006 Ƶ pupils applied online for a Reception place for September 2019 (an increase 455 for online applications). A total of 38,788 preferences were expressed. There are an additional 40 SEN (Special Education Needs and Review) & 87 deferred paper applications, a total of 127. The total number of applications (14006+127) for school places in Ƶ is 14133 (an increase of 157 applications from 16th April 2018) Total Pref Offered (include OLA applicants)NO.Nos shown as a % of Total% Difference from 2018First1241588.64%- 4.26Second9046.45%+ 1.25Third3282.34%- 0.2LA Placed offers2321.66%+ 0.16Deferred & SEN1270.91%N/ATotal14006100% 467 (3.29%) Ƶ children were offered a school place in neighbouring authorities (-0.2%) Other Local Authority Children Applying to Ƶ Schools 461 pupils who live in another local authority applied for a place at a Ƶ school (+85) Total Pref Offers NO.% (pref expressed)% Difference from 2018First16727%-1.8Second325%+2.4Third243.8%+2.5Total22336%+3.3      PAGE \* MERGEFORMAT 1 !'()8:<EIJKLMİyhTF5 hHh$CJOJQJ^JaJh$CJOJQJ^JaJ&hOhu5>*CJOJQJ^JaJ hoz5>*䴳ϴ)<h<5>*CJH*OJQJ^JaJ h<5>*CJOJQJ^JaJ h/5>*CJOJQJ^JaJ&hOhX5>*CJOJQJ^JaJ&hOhq5>*CJOJQJ^JaJ&hOhH5>*CJOJQJ^JaJ&hOh^5>*CJOJQJ^JaJ ()KLMc    v w J K c $a$gdW $^a$gdW $^a$gdW $ & Fa$gdW $h^ha$gdW $ & Fa$gdW $ & Fa$gdW$a$gdW$a$gdWMbcd| % . 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