Schools - Transactions

P1 and S1 placements

P1 registrations

Thank you to everyone who attended one of the training sessions on the new P1 registration system. As always with new systems there are teething problems and we are reporting any issues to the developer as and when they arise.

The P1 enrolment and registration guidance manual is now on the Orb - we will advise if and when any changes are made. Click here to download the latest version.

We have received a lot of feedback and we wanted to clarify some of the procedures we have been asked about most frequently.

Verifying the enrolment – out of catchment applications

As advised during training sessions, we are aware a few parents have managed to submit registrations for out-of-catchment schools.

The issue has now been resolved by Gateway Shared Services, but any registrations already submitted must be checked by the school to ensure the parent/carer address on the registration form is in the catchment area for your school as part of the verify stage of the process.

There is an option to reject the enrolment as an out of catchment and a standard email template to send to the parent.

Duplicate enrolments

There may be cases where parents have submitted duplicate enrolments and these are being dealt with by Transactions. We aim to get these completed by next Monday.

If you come across duplicate enrolments, you do not need to process these as Transactions will advise the parent accordingly.

Evidence/checking requirements

This part of the process hasn’t changed. The only change is the way you input/record the information on the new P1 enrolment/registration system.

• Parent/carer responsible for Council Tax – no proof of address is needed - the Transactions Team will check the Council Tax account number against the Council Tax database to verify the address.
• Parent/carer NOT responsible for Council Tax - 2 proofs of address required  – use standard email template and refer to guidance manual for further details if required (Appendix 1)
• Child attends a CEC/partner nursery – birth certificate not required as you can assume the nursery checked this.
• Child does NOT attend a CEC/partner nursery – birth certificate required – use standard email template.
• RC schools - the form does not ask if the child is baptised, but does ask the parent/carer to upload the RC certificate (a question will be added to the form for future years). If the RC certificate has not been uploaded, issue the standard email:

Dear Parent/Carer

Thank you for your online enrolment. I need further information to process your application:

• Please confirm if your child has been baptised in the Roman Catholic faith.

If your child has been baptised, I need you to send me:

• proof your child has been baptised in the Roman Catholic faith (e.g. baptism certificate)

I would be grateful if you could upload the documents and send to (school admin mailbox) in order for your application to be processed.

If you do not have access to scan and upload, a clear photograph of the documentation will be accepted.

Please send this information within 14 days.

Regards

School Administrator

Name of school / address of school / school contact number

Template emails

If you are sending a template email, please remember to insert the school admin email address and update the footer with the school name, address and contact number.

S1 allocations

We check a weekly report for P7 pupils detailing any new starts or changes, i.e. new addresses.  You don't need to tell us about these separately as we'll pick them up automatically.  In most cases we'll check against Council Tax records to confirm the address and then change the allocated school. However, we may contact you if we need some more information.

We will work through these over the next few weeks and send a new letter to the parents to confirm the allocated high school.

Education Maintenance Allowances

We have opened applications to the 'winter' intake - i.e. pupils eligible to leave school at Christmas, born between 1 Oct 2007 and 29 Feb 2008. Pupils who stay on at school after the Christmas holiday are eligible to receive payments from the start of the January term.

Contact us

If you have any enquiries, please use our contact form.