Agenda item

To receive a report outlining the work undertaken by the School Admissions team.

Carole Burrow and Jackie Whitney took the Forum through a report regarding the School Admissions Process Improvements which was set out in Agenda Pages 17 to 19.

During the discussion of this item the following points were made:

·         School Admissions was part of the Customer and Locality Services.

·         Over the last 12 months a review of all school admissions processes, workload, technology and resources had been undertaken.  A number of improvements and efficiencies including the following had been made:

Ø  Upgraded technology to allowing customers to apply online, at a time and place that suited them;

Ø  Auto acknowledgement emails sent to receipt applications;

Ø  Reduction in print costs and signposting to online information where possible;

Ø  Emailing correspondence, such as offers, considerably reducing the number of paper responses;

Ø  Some automated checking which represented a time saving; and

Ø  Approximately 15,000 calls per year were being redirected through the Customer Services Team.

·         The Forum was informed that the traded services fees generated for 2017 amounted to £16,051.35.

·         Elaine Stewart asked about admission appeals becoming more complex and time consuming.  Carole Burrow commented that place planning could be difficult and that there were minimal places available in some areas and year groups.  Anyone who had applied for a school place and been refused had the right to an appeal.  Carole Burrow also commented that placing children who did not have a Statement of Special Educational Needs but did have complex behavioural, educational or social needs, could be complicated.

·         Families split between a number of different schools was an increasing issue.  Brian Prebble questioned whether the admission criteria could be amended so that siblings were a higher priority.  Carole Burrow commented that there had been a consultation on the matter several years ago.  It was likely that those living in the designated area without siblings might feel disadvantaged by any such change.  The Forum was informed that if a child was diverted to a school any siblings were afforded protected designated area sibling status.  This was highlighted in the Parent’s Guide.

·         Paul Miller asked how far in advance the admissions policy was set.  Jane Winterbone stated that consultation on admission arrangements was carried out approximately 18 months in advance.  Helen Ball asked who decided what information was contained in the consultation.  The Forum was informed that this was discussed by the School Admissions Forum.

·         John Bayes commented that he wanted to see more financial information to provide assurance with regards to the value for money offered by the service.  He questioned how much was spent on appeals.  Carole Burrow commented that the Council had a statutory responsibility to undertake admission appeals.  There were approximately 200 appeals per year.  The majority of money spent on appeals went towards salaries and internal recharges.  Coral Miller was asked to provide a breakdown of the School Admissions budget and savings made.  Jackie Whitney emphasised that there had been a big reduction in printing costs.  The Council was going through the 21^st Century Council process and consideration would be given to refining processes even more where possible.

·         In response to a comment from John Bayes, Jackie Whitney clarified that the Forum would not yet see a change in the relevant budget line as a number of the improvements which had been implemented were reasonably new.

·         Jane Winterbone stated that the Forum would be provided with benchmarking information regarding the spend on school admissions by other similar local authorities.  She emphasised that School Admissions was lean and efficient with a number of good processes in place. 

·         The volume of appeals was unlikely to reduce significantly in future for various reasons.

·         Helen Ball stated that it would be useful to ask schools for their views on the improvements.  Jackie Whitney indicated that there would be a lessons learnt on people, processes and technology following the secondary school applications process.  The views of families and schools on the process would be sought.  This had not yet been undertaken due to resourcing issues.  Mary Parker asked that pre-schools also be consulted.  She emphasised that their printing costs had increased.  Carole Burrow informed Forum members that families could visit the Council offices if they wished and paper copies of the appeal form would be provided.  Jane Winterbone suggested that Mary Parker and Helen Ball be invited to participate in the consultation.

·         Paul Miller asked that the results of the consultation be shared with the Forum.

RESOLVED:  That

1)         the School Admission Update be noted;

2)         Coral Miller provide a breakdown of the School Admissions budget and      savings made at the next Schools Forum meeting;

3)         the Forum be provided with benchmarking information regarding the           spend on school admissions by other similar local authorities.