SUNNYSIDE KINDERGARTEN

5 Cooinda Place, East Malvern Victoria 3145

1. AUTHORISATION

 

This policy was adopted by the Sunnyside Kindergarten Committee of Management at the Committee Meeting on 3 October 2008.

 

2. REVIEW DATE

 

This policy shall be reviewed every 3 years.

 

3. SCOPE

 

This policy applies to the Committee, staff and parents/guardians who wish to have their children enrolled at the service or have children already enrolled at the service.

 

4. BACKGROUND AND LEGISLATION

 

4.1 Background

 

A range of selection criteria is used by services in selecting children for a preschool program.

 

4.2 Legislation

 

· The Children’s Services Act 1996

· The Children’s Services Regulations 1998

· The Equal Opportunity Act (Victoria) 1995

· The Sex Discrimination Act (Commonwealth) 1975

· The Disability Discrimination Act (Commonwealth) 1992

· The Human Rights and Equal Opportunity Commission Act (Commonwealth) 1986

· Privacy Act

 

5. DEFINITIONS

 

Children with Additional Needs:  Children whose development or physical condition needs specialist support.

 

Deferrals:  A child who does not attend in the year when the child is eligible for a funded preschool place or officially withdraws from the service on or before the last day of Term 1.  These children are considered by DEECD not to have accessed a year of funded preschool and are therefore eligible for DEECD funding in the following year.

 

DEECD: Department of Education & Early Childhood Development (formerly Dept of Human Services).

 

Enrolment Application Form:  A form to apply for a preschool place at the service.

 

Letter of Offer:  A letter offering a place at the service.

 

Acceptance Form:  A form which parents/guardians are required to complete to accept an offer of a place at the service.  This form must be accompanied by the payment of a holding deposit.

 

Holding Deposit:  Deposit required to confirm acceptance of an offer of a place at the service.

 

Confidential Record Form:  A form which collects details about the preschool child.  This is completed after a place has been offered by the service and accepted by the applicant.

 

Enrolment Waiting List:  A list to which a child’s application details are added once the enrolment application fee has been processed.  This list is not a confirmation of place at the kindergarten but rather a confirmation that an application for enrolment has been received and processed by the kindergarten.

 

Fees:  A payment for a place within a program at the service.  These include term fees, etc.

 

Enrolment Application Fee:  A payment to apply for a preschool place at the service.

 

Selection Criteria:  The criteria under which applications for the enrolment of children are accepted for a service and places in the programs offered by the service are allocated.

 

Siblings:  Sisters and brothers.

 

Vacancy:  A place in a program that becomes free as a result of a child leaving the service or is available because all places are not filled.

 

Vacant Funded Place:  A government funded place at the service from which a child has withdrawn.

 

6. POLICY STATEMENT

 

6.1 Values

This service is committed to:

· Equal access for all children based on the selection criteria set out in this Policy.

· Compliance with the Children’s Services Regulations 1998.

· Compliance with the DEECD funding requirements relating to the enrolment of children in government funded preschool places.

· Maintaining confidentiality in relation to the details on enrolment forms.

 

6.2 Purpose

· This policy will outline for current and future users, staff and the Committee:

· The criteria for enrolment at the service.

· The process to be followed when enrolling a child.

· The basis on which places within the programs are allocated.

 

7. PROGRAMS

 

After consultation with the current and future users of the service, the Committee will determine the programs and hours of attendance to be offered at the service, based on enrolments received and the financial viability of the programs to be offered

 

8. GENERAL ENROLMENT PROCEDURES

 

8.1 Applications for a Place

 

· Enrolment applications for children to attend the service will be accepted any time after the birth of a child.

· Enrolment Application Forms are available from the service.

· A separate Enrolment Application Form must be completed for each child, for each proposed year of attendance at the service.

· An enrolment application fee of $10.00 per form must accompany each application.  This fee is not refundable.

· Completed Enrolment Application Forms are to be forwarded to the Kindergarten.  It will be recorded and then forwarded to the Enrolment Secretary.  A receipt will be issued to confirm a place on the enrolment waiting list.

· Access to completed Enrolment Application Forms will be restricted to the Enrolment Secretary (or delegated person), Assistant Enrolment Secretary, Director, Teacher, Staff Administrator, President, Secretary and Treasurer, unless otherwise specified by the Committee.

 

8.2 Applications for Children with Additional Needs

 

Children assessed by the DEECD specialist children’s services team as having additional developmental needs may access a second year of funded preschool.  Strict eligibility criteria apply to the second year of funded preschool.  (Refer to the DEECD preschool funding criteria.)

 

8.3 Offer of Places

 

· Places will be offered to eligible children who are on the enrolment waiting list in accordance with the selection and admission criteria          of the service.  A letter of offer will notify applicants who have been successful in obtaining a place.

· Failure to respond to a letter of offer by the given date will indicate the applicant no longer requires a place at the kindergarten and his/         her name will be removed from the relevant enrolment waiting list.

· Applicants who have been unsuccessful in obtaining a place will be notified as soon as possible after all places have been filled.

 

9. ENROLMENT IN THE THREE YEAR OLD PROGRAM

 

9.1 Eligibility

 

Children are eligible for attendance in the 3 year old program provided they have turned 3 years of age on or prior to 31 January in the year of attendance and prior to commencement.

 

9.2 Selection Criteria for 3 Year Old Program

 

Admission is offered according to the following criteria listed in priority order.  Children who satisfy a number of these criteria will have preference.

 

(1)            Children who were eligible to attend in the previous year but deferred or withdrew from the program on or before the last day of Term One.

(2)            Children who live within a 3km radius of the kindergarten at the time places are being offered.

(3)            Children who have had a sibling in the program at Sunnyside and who are enrolled on or before 31 July of the year preceding that in which offers for the nominated 3 year old program are made.

(4)            Children who have had a parent in the program at Sunnyside and who are enrolled on or before 31 July of the year preceding that in which offers for the nominated 3 year old program are made.

(5)            Children who are enrolled for the 4 year old program at Sunnyside in the following year.

(6)            Children who live outside a 3km radius of the kindergarten but whose primary place of residence is within the City of Stonnington at the time places are being offered.

(7)            Date of application.

(8)            Other children.

 

The Committee and staff may resolve at a Committee Meeting to admit a child to the kindergarten without having regard to the above priorities.  The final decision rests with the Director, 3 Year Old Teacher and the Committee.

 

9.3 Vacancies Arising After the Commencement of the Kindergarten Year

 

Vacancies arising after the commencement of the kindergarten year as a result of a child withdrawing from the program will be filled as follows:

 

(1)            Any child who deferred from the 4 year old program on or prior to the last day of Term 1 and who has not previously attended the 3 year old program at Sunnyside.

(2)            From the existing waiting list in accordance with the selection criteria specified in Clause 9.2 above.

 

9.4 Offers of Places in the 3 Year Old Program

 

· Offers of places for the 3 year old program will be posted to applicants in the first week of Term 3 in the year preceding attendance.

· Second and subsequent round offers will be made immediately following receipt back to the Enrolment Secretary that an offer has been declined.

· Failure to respond to a letter of offer by the due date will indicate that the applicant does not wish to accept the place and the place will be offered to the next child on the waiting list.

· A non-refundable deposit of $200.00 per child is required to confirm the child’s place.  Any requests for exceptions should be made to the committee in writing.

· A receipt will be issued and the deposit will be deducted from the Term 4 fees in the year of attendance.

· Applicants who are not successful in obtaining a place will be notified in writing as soon as possible after all places have been filled and will remain on the waiting list in the event that a vacancy arises.

 

9.5 Deferrals

 

If you receive an offer for the 3 year old program but decide to defer your child’s place, you will be guaranteed a place in the 3 year old program the following year subject to payment of the $200.00 holding deposit.

 

10. ENROLMENT IN THE FOUR YEAR OLD PROGRAM

 

10.1 Eligibility

 

The following children are eligible for attendance in the 4 year old program:

· Children who will have turned 4 years of age by 30 April in the year they would attend kindergarten.

· Children who have received funding for a second year of 4 year old kindergarten.

· Children who were eligible to attend in the previous year but deferred or withdrew from the service on or before the last day of Term 1.

· Children turning 6 years of age in their year at preschool who have been granted an exemption from school entry age requirements by their regional office of the Department of Education, Employment and Training.  (Refer to the DEECD preschool funding criteria.)

· Children who are younger than the eligible age but whose parents/guardians have submitted a written request for their child to attend school the following year to their regional office of the Department of Education, Employment and Training (DEET).  A copy of the written request must be attached with the application.  Parents/guardians are advised that very few requests are approved by DEET.  If the child attends preschool early but does not proceed on to school the following year, the child will be unable to access another year of preschool unless they are funded by DEECD for a second year.  (Refer to the DEECD preschool funding criteria.)

 

10.2 Selection Criteria for the 4 Year Old Program

 

Admission is offered according to the following criteria listed in priority order.  Children who satisfy a number of these criteria will have preference.

 

(1)            Children who have received funding for a second year of 4 year old kindergarten

(2)            Children who were eligible to attend in the previous year but deferred or withdrew from the program on or before the last day of Term One.

(3) Children who attended the 3 year old program at Sunnyside in the preceding year.

(4) Siblings of child(ren) who attended the 4 year old program

(5)            Children who live within a 3km radius of the kindergarten at the time places are being offered.

(6)            Children who have had a sibling in the program at Sunnyside and who are enrolled on or before 31 July of the year preceding that in which offers for the nominated 4 year old program are made.

(7)            Children who have had a parent in the program at Sunnyside and who are enrolled on or before 31 July of the year preceding that in which offers for the nominated 4 year old program are made.

(8)            Children who live outside a 3km radius of the kindergarten but whose primary place of residence is within the City of Stonnington at the time places are being offered.

(9)            Date of application.

(10)          Other children.

 

The Committee and staff may resolve at a Committee Meeting to admit a child to the kindergarten without having regard to the above priorities, eg. a recommendation from DEECD.  The final decision rests with the Director, 4 Year Old Teacher and the Committee.

 

10.3 Vacancies Arising After the Commencement of the Kindergarten Year

 

Vacancies arising after the commencement of the kindergarten year as a result of a child withdrawing from the program will be filled from the existing waiting list in accordance with the selection criteria set out in Clause 10.2 above.

 

10.4 Offers of Places in the 4 Year Old Program

 

· Offers of places for the 4 year old program for children who are currently attending the 3 year old program at Sunnyside and those who have deferred their place in the 4 year old program from the previous year will be made 2 weeks prior to the end of Term 2 in the year preceding attendance.

· Offers of places for the 4 year old program will be posted to other applicants in the first week of Term 3 in the year preceding attendance.

· Second and subsequent round offers will be made immediately following receipt back to the Enrolment Secretary that an offer has been declined.

· Failure to respond to a letter of offer by the due date will indicate that the applicant does not wish to accept the place and the place will be offered to the next child on the waiting list.

· A non-refundable deposit of $200.00 per child is required to confirm the child’s place.  Any requests for exceptions should be made to the committee in writing.

· A receipt will be issued and the deposit will be deducted from the Term 4 fees in the year of attendance.

· Applicants who are not successful in obtaining a place will be notified in writing as soon as possible after all places have been filled and will remain on the waiting list in the event that a vacancy arises.

 

10.5 Allocation of Places Within Groups

 

When accepting an offer of a place in the 4 year old program, parents/guardians will be asked to indicate their preference for group on the acceptance form.  Group places will be allocated on a “first come first served” basis according to date of receipt of acceptance form and holding deposit.  Whilst every attempt will be made to accommodate requests, a place in the preferred group cannot be guaranteed.

 

In the event that the number of acceptances received on any given day for a particular group are greater than the number of available places remaining for that group, the places will be balloted.  The ballot will be conducted by the President, Enrolment Secretary and one other Committee or staff member.

 

The final decision regarding group allocations rests with the Director and the Committee.

 

10.6 Deferrals

 

If you receive an offer for the 4 year old program but decide to defer your child’s place, you will be guaranteed a place in the 4 year old program the following year provided the child meets the eligibility requirements set out in Clause 10.1 and subject to payment of the $200.00 holding deposit.

 

11. KEY RESPONSIBILITIES AND AUTHORITIES

 

11.1 Committee

 

The Committee is responsible for:

· Implementing this Policy.

· Approving any changes to this Policy.

· Dealing with any questions/concerns that arise in relation to any aspect of the Policy.

 

11.2 Enrolment Secretary

 

The Enrolment Secretary (or the delegated person) is responsible for the day to day implementation of this Policy, which includes:

· Providing Enrolment Application Forms at the service that are compliant with the Regulations.

· Secure storage of the completed Enrolment Application Forms.

· Maintaining the confidential status of Enrolment Application Forms and the information contained within the forms.

· Collating enrolments.

· Collecting, receipting and banking enrolment fees.

· Offering places in accordance with this Policy.

· Sending letters to unsuccessful applicants and advising them of their placement on the waiting list.

· Sending letters of confirmation and any other relevant information to families on their acceptance of a place.

· Providing a monthly report to the Committee regarding the status of enrolments and any difficulties encountered.

 

11.3 Issues/Disputes

 

The Enrolment Secretary will refer any issues or disputes to 3 Committee members and a staff member for discussion and resolution and, if deemed appropriate, to a full Committee Meeting.