©This document may be copied for internal use only Admissions, Attendance and Registration School Policy Including EYFS This policy reflects GEMS current guidelines and practice. GEMS is not liable for any error in print or otherwise. This version Replaces previous version September 2015 December 2011 Updated to take account of SIMS implementation and revisions to Regulations GEMS Admissions, Attendance and Registration Policy - updated August 2013 ©This document may be copied for internal use only Contents Rationale ...................................................................................................... 3 Aims ............................................................................................................. 3 Responsibilities ............................................................................................. 3 Criteria for Admission ................................................................................... 3 Process for Admission ................................................................................... 4 Admission of International Students including those from Outside the EU ..... 5 Recording Admissions................................................................................... 6 Pupil Transfer ............................................................................................... 7 Appeals ........................................................................................................ 7 Attendance Targets ....................................................................................... 7 Recording Attendance ................................................................................... 7 Monitoring Attendance and Lateness ............................................................ 9 Holidays During Term Time .......................................................................... 9 Study Leave ................................................................................................... 9 Annex 1: Regulatory Requirements for Admission and Attendance Registers ................................................................................................................... 10 Annex 2: Terms and Conditions .................................................................. 13 Annex 3: Recording pupil visits/assessments ............................................. 25 Annex 4: Family Questionnaire .................................................................. 40 Annex 5: Enrichment On-Entry Recommendation for Pupil Admission ......... 46 Annex 6: Registration Codes (extract from Advice on School Attendance, DfE 2012) .......................................................................................................... 47 Annex 7: Application for Absence During Term Time .................................. 53 Annex 8: Information Required in order to Process Confirmation of Acceptance for Studies (CAS) for International Students outside of the EU. .. 54 Annex 9: Sponsorship of International Students Outside the EU Managed by an Agent Prior to School Entry ..................................................................... 55 Annex 10: The Common European Framework of Reference for Languages (CEFR) ......................................................................................................... 57 GEMS Admissions, Attendance and Registration Policy - updated September 2015 (JL) 2 ©This document may be copied for internal use only Admissions, Attendance and Registration Policy Rationale: The GEMS policies of customer service, hospitality and marketing underpin the admission of pupils. Once a pupil is accepted, the school will be actively involved in encouraging his/her full attendance at school as this is a key determinant of achievement. The maintenance of admission and attendance registers in accordance with the Pupil Registration Regulations (2006 and subsequent amendments) must be met. Linked policies and cross-references: Compliments and Complaints Policy; Marketing Policy; Assessment, Recording and Reporting Policy; Scholarships and Bursaries Policy; Child Welfare and Safeguarding Policy; Education (Pupil Registration) (England) Regulations 2006 and amendments; Advice on Pupil Attendance – DFE 2012; ISI Regulatory Requirements (sections 103 – 117); Home Office UK Visa and Immigration (UKVI) website. Point of reference: Education and Operations Committees; Aims To have a clear and transparent policy for admission that meets statutory and regulatory requirements including the requirements of the Home Office UK Visas and Immigration (UKVI) for pupils applying for admission outside of the EU. To ensure that regulatory requirements for maintaining admission and attendance registers are met. To implement consistently the procedures for monitoring and responding to unacceptable or exceptional levels of attendance and punctuality. Responsibilities: The Prep School Registrar and Head of Admissions are responsible for managing enquiries and the administration of admissions up to the point of school entry. The headteacher is responsible for interviewing parents and prospective pupils and ensuring that the school can meet the child’s needs. This may include an entrance assessment depending upon the age of the child. Criteria for Admission The school’s ability to meet the needs of the pupil. (The national figure of 20% of pupils per year group with specific learning difficulties is used for guidance). An available space in the appropriate age group. Pupils should not be admitted into a year group outside of their age group unless there are exceptional circumstances. Pupils from outside the EU meet immigration requirements. GEMS Admissions, Attendance and Registration Policy - updated September 2015 (JL) 3 ©This document may be copied for internal use only Process for Admission If there is available space, the parents/guardians/child are invited to visit the school. Arrangements for the child to be assessed in order to judge whether the school can meet his/her needs may be made at the same time. Part-time pupils between the ages of 5-18 may not be admitted unless there are exceptional circumstances (e.g. re-integration after a period of prolonged absence). Parents are required to register their child following an assessment which will confirm if we are able to offer a place. Registration includes the payment of a non-refundable administration fee. If a pupil is transferring from another school, the school must be contacted to obtain the pupil’s records and to ascertain that there are no outstanding fees or issues. A place will not normally be offered if there is an outstanding debt from the previous school. Parents must carefully read the current Terms and Conditions prior to signing the acceptance form and pay a deposit to secure the place. Particular attention must be drawn to the payment of ‘fees in lieu of notice’ if a pupil is withdrawn from the school without giving a term’s notice. Once parents have signed the Terms and Conditions (contract), it becomes binding and a date of entry is agreed and confirmed in writing with the parents/guardians. Parents/guardians also receive written information about the school, term dates and the induction procedure. If the parents are separated a copy must be sent to both parents. Unless there is a court order in place prohibiting either of the parents from receiving school communications, both parents will be be copied into regular updates on progress and devlopment and parent evening invitations. If there is not a space available, the pupil will be placed upon a waiting list. Priority will be given to pupils who have a sibling attending the school. Priority is also given to the children of staff but this is not guaranteed. Consideration may also be given to maintaining a gender balance. Admission of Pupils with Additional Learning Needs The school is non-denominational and welcomes staff and children of all ethnic groups, backgrounds and creeds. At present, our physical facilities for the disabled are limited but we will do all that is reasonable to ensure that the school’s culture, policies and procedures are made accessible to children who have disabilities and to comply with the legal and moral obligation to accommodate the needs of applicants and pupils who have disabilities for which, after reasonable adjustments, we can cater adequately. The School shall do all that is reasonable to detect and deal appropriately with a learning difficulty which is considered to be an ‘additional learning need’. It is important that the school is advised of the nature of any GEMS Admissions, Attendance and Registration Policy - updated September 2015 (JL) 4 ©This document may be copied for internal use only additional learning need before a child comes in for an assessment. Learning support at Sherfield includes meeting the needs of pupils regarded as especially able, as well as for those assessed as having particular learning needs. We believe all children should have access to the full curriculum and generally do not withdraw children from lessons. As per clause 3b of the Terms and Conditions, if a pupil has additional learning needs that require a level of support that is above what is normally provided by the school, such support will incur an extra charge. Any such charge will be agreed with the parent prior to implementation, invoiced with the school fees and reviewed termly. (Pupils with a statement of special educational needs must be admitted and provided for in accordance