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Making an in-year application

1. Making an in-year application

How you make an application will depend on why you wish to move school. If you wish to move schools but are not moving house, you will need to speak to the headteacher of your existing school for an application form. If you are moving house you can use our online application form. If you are moving to grammar school your child will need to take a transfer test.

You can only make an in year application 6 weeks before you intend to move schools.

If you wish to for child to start in September 2018 please see our Timeline for in-year September 2018 entry.

Find the schools near to you

Use our 'Find your child a school place' service to find information about the schools you are interested in including catchment areas, OFSTED report, admission numbers, and the admission rules.

Check for school places

Many Buckinghamshire schools will already be full and may only have occasional vacancies when a child leaves the school. 

Check school spaces 

As vacancies can change on a daily basis any information about vacancies received direct from a school, is only valid at the time the information is provided.

Fair Access Protocol

We have a Fair Access Protocol which ensures that vulnerable groups of children can quickly access school places and that all schools take an equal number of children who may, for a variety of reasons, need more support. These children can take precedence over all other children on a school's continuing interest list. Please note that removing your child from their current school when you do not have an alternative school place for them will not give them priority under Fair Access.

2. Changing school if you are not moving house

Please read the In Year Admission Guide before you make your application.

There is no guarantee that your preferred school will be able to offer your child a place.

If you wish to make an in year application starting in September 2018 please see our timeline.

Step 1 Who you apply to

The in-year application checker will let you know who you need to apply to. 

Step 2 Applying to the Admission & Transport Team

The Head Teacher at your child's current school, will provide you with the application form.

Step 3 Completed application forms

Once you and your Head Teacher have completed the application form, send it to us;

  • Via our contact us form 
  • By post to Admission & Transport Team, County Hall, Aylesbury HP20 1UZ

Any incomplete a forms received will delay your application

Step 4 We will write to you

Your application will be processed, and we will write to you within 20 school days.

3. Changing school if you are moving house

Please read the In Year Admission Guide 

There is no guarantee that we will be able to offer your child a place at your preferred school.

If you wish to make an in year application starting in September 2018 please see our timeline.

Step 1: Who you apply to

You will either need to apply directly to the school or to the council. The in-year application checker will let you know who you need to apply to.

Step 2: Ensure that you have your evidence

You will need to upload your supporting documentary evidence  with your application . You cannot submit your application without it. Please ensure you know what evidence you will need to provide and that you have an electronic copy of this  evidence before you start to complete the application.

Step 3: Make the application

Complete the online application form. Once you have submitted your application you will receive an acknowledgment email that will confirm that we have your application. Please download our In Year Application Guide to assist you through the process of making an application.

Step 4: We will email you

We will review your application and we will email you to let you know:

  • That we require further evidence. You will be required to log in and submit this via your application. Please download our Tracking My Application & Further Evidence guidance notes to assist you.
    or
  • We are processing your application and we will write to you within 20 school days.

Step 5: You can view your application online

Just log in and select ‘Track your requests’ so you can

  • Track the status of your application
  • if requested provide further information
  • view the date that you will hear from us once we have received a complete application

Step 6: We will write to you

Your application will be processed, and we will aim to write to you within 20 school days.

4. Moving to Grammar School

If you are moving into Buckinghamshire and you are seeking a Buckinghamshire grammar school place your child will need to be tested to establish whether a grammar school would be appropriate. However, there is no guarantee of a Buckinghamshire grammar school place through this process even if a child qualifies.

 

Step 1 Who you apply to

You will either need to apply directly to the grammar school or to the Admission & Transport team. The in-year application checker will let you know who you need to apply to. 

Step 2 Submit evidence

You will need to upload your supporting documentary evidence  with your application. You cannot submit your application without it. Please ensure you know what evidence you will need to provide and that you have an electronic copy of this evidence before you start to complete the application.

Step 3 Make the application

Complete the online application form. Once you have submitted your application you will receive an acknowledgment email that will confirm that we have your application.

Step 4: We will email you

We will review your application and we will email to let you know:

  • That we require further evidence. You will be required to log in and submit this via your application.
    or
  • We are processing your application and we will write to you within 20 school days.

Step 5: You can view your application online

Just log in select ‘Track your Previous Requests’ so you can

  • Track the status of your application
  • if requested provide further information
  • view the date that you will hear from us once we have received a complete application

Step 6: We will write to you

Your application will be processed, and we will aim to write to you within 20 school days.

Your application will be processed, and we will contact you with the test details.

Exceptional circumstances

If you have not moved into Buckinghamshire and have other exceptional circumstances why your child should move to a grammar school straight away you will need to be provide evidence from your child’s current school and/or other independent source.

If your child is tested and qualifies, please refer to the school to determine how long the qualification will be valid.

If your child will require a place in Year 10 or Year 11

All Buckinghamshire Grammar schools undertake their own testing for entry in to Key Stage 4. Each school’s decision to deem your child qualified for admission applies only to that school. Some schools commence their GCSE courses in the summer term of Year 9 and will manage their KS4 admission process in preparation for this point.

You should check with your preferred schools about the timing of their individual testing process for entry into KS4. Few schools are able to accommodate admissions once the KS4 options are set. We would advise you to think carefully before choosing to disrupt your child’s GCSE’s by requiring a school move part-way through.

5. Check for school places

You must submit an In Year application form in order to apply for a school place. A vacancy may be filled by the time your application is processed or there may be other parents also applying for a place for their child who may have a higher priority for a place than your child. However, you may still apply for a school which doesn’t have any vacancies, and if we are unable to offer your child a place then you will have the right to appeal and to request for your child's name to remain on the continuing interest list for the remainder of the school year.   

We aim to update this information on a fortnightly basis but during busy periods this is not always possible.  This information is given as a guide only as the situation can change on a daily basis.  In many cases where the vacancy says YES it may mean there is only 1 place.  

Please note that Admissions and Transport Policies are not linked and the Council’s Transport policy is only to provide free transport to a child’s nearest school.  We will not always provide transport to an alternative nearer school purely on the basis that vacancies exist.  Please refer to the complete transport policy so you understand the implications on transport of the preferences you express.

 

 

6. Providing evidence of your move

You will need to upload your supporting documentary evidence with your application. You cannot submit your application without it. Please ensure you know what evidence you will need to provide and that you have an electronic copy of this evidence before you start to complete the application.

The following evidence will be required to support your in year application:

Type of house move

 Evidence we need

Property sale

  • A solicitor's letter confirming contracts have been exchanged

Or

  • A copy of one of the following documents showing your new address; current Council Tax bill, driving licence, utility bill (showing usage), or doctor’s registration letter for your child.

Property rental

  • A formal lease agreement, provided through an approved letting agency, confirming that your lease has started and showing that you will be living at the address for at least six month (page showing details of new address and last page signed by landlord and tenant).

Or

  • A copy of one of the following documents showing your new address; current Council Tax bill, driving licence, utility bill (showing usage), or doctor's registration letter for your child.

Moving back from abroad to a property you already own

  • Proof that you own the property (e.g. Land Registry document). If the property is currently being leased, we need a copy of the written notice you have given the tenants that you will be returning.
  • Copies for you and your child of both flight details of your return and passports.
  • A copy of the current Council Tax bill and a utility bill showing usage.

Child permanently moving from one parent/carer to live with another

  • Written confirmation from both parents of the new arrangements.
  •  A copy of the current Council Tax bill from the parent with whom the child is moving to live with.
  • Proof that Child Benefit is being paid to the parent with whom the child is going to be living with, or if Child Benefit is not received, a letter from the child’s GP confirming the address at which the child is registered.

Moving from abroad to live in the UK to a rental property

  • A formal lease agreement, provided through an approved letting agency, confirming that your lease has started and showing that you will be living at the address for at least six months (page showing details of new address and last page signed by landlord and tenant).

Or

  • A copy of one of the following documents showing your new address; current Council Tax bill, driving licence, utility bill (showing usage), or doctor’s registration letter for your child.

And

  • Copies for you and your child of both flight details for your return and passports.
  • Proof of residency such as an endorsed passport or entry visa will be required with the application if the child does not hold a full British Citizen passport or an European Economic Area passport.

Refuge (domestic abuse)

  • Written confirmation from the refuge that you are currently residing there.

Any other type of house move

Service Families

Children of UK Service personnel (HM forces) or other Crown Servants must be treated as meeting the residency criteria for a particular area even if no house is currently owned in that area once proof of the posting has been provided. Please provide quarters address, or if not yet available the unit postal address (including postcode). It would be advisable to attach proof of the posting (eg. copy of the Assignment Order) if available.

7. Continued Interest list

We no longer hold waiting lists for community and voluntary controlled schools and other ‘Opt In’ schools.  There is a continuing interest list for each school.  The list is only ranked into order using the schools admission rules when there is a vacancy.  We then contact the parents of the child’s who is top of the list to offer them a place.

The continuing interest list for each school will be held for the remainder of the school year, at which time they will close. Continuing interest lists for primary schools or secondary upper schools will not be carried over to the next academic year. 

If you wish to be considered for a school place for a new academic year you will be required to complete another in-year application form.

We will not contact you to advise you to make a new application but if you have not been offered one of your preferred schools by the end of the school year you will need to re-apply by the start of the new school year to remain on the continuing interest list(s).

8. Timeline for in-year September 2019

Please note that if you wish to make an in year application for a school place starting in September 2019 we will process your application in accordance with the timetable below.  Please note that any applications received before 16 April 2019 will be returned to the applicant.

Primary schools

Applications received between 16 April and 31 May will be processed by 20 July 2019

Applications received between 1 June and 20 July will be processed by the start of school in September 2019*

Applications received after 20 July will not be processed until after the start of school in September 2019

* Please note that for applications received between 1 June to 20 July for Primary applications only, we will endeavour to process by the end of August but this may not always be possible due to school holidays as we may not be able to contact schools to discuss the offer of a place. In many cases it is the school that would make the final decision. 

Secondary schools

Applications received between 16 April and 25 June will be processed by 20 July 2019

Applications received between 26 June and 1 September may not be processed until after the start of school in September 2019 as we will not be able to consult with secondary schools during the summer break.