Central Enrolment Scheme for Funded Kindergarten …...5 Central Enrolment Scheme for Funded Kindergarten 2015 CITY OF KINGSTON 7.2.2 Resident children who meet one or more of the

Central Enrolment Scheme for Funded Kindergarten

Policy

1 Central Enrolment Scheme for Funded Kindergarten 2015 CITY OF KINGSTON

Central Enrolment Scheme for Funded Kindergarten

Contents 1. Purpose of the Policy ................................................................................................ 2

2. Scope ......................................................................................................................... 2

3. Definitions .................................................................................................................. 2

4. Related Documents ................................................................................................... 3

5. Delegation Authority ................................................................................................. 4

6. Policy Statement ........................................................................................................ 4

7. Policy Details ............................................................................................................. 4

8. Decision Guidelines .................................................................................................. 9

9. Transition/Translation arrangements ..................................................................... 10

10. Review ...................................................................................................................... 10

11. Appendices .............................................................................................................. 11

APPROVAL / VERSION NO. Adopted April 2012 – Version 1

VERSION NO: Adopted 23 March 2015 - Version 2

TRIM REF: 15/36381

REVIEW Policy to be reviewed by this date - within 4 years of adoption

RESPONSIBLE EXECUTIVE General Manager Community Sustainability.

POLICY OWNER Manager Family, Youth and Children’s Services.

The electronic version of this document is the controlled version. Printed copies are considered uncontrolled. Before using a printed copy, verify that it is the current. Our Vision: A community in which all families thrive; where children and young people are seen, heard and celebrated.


1. Purpose of the Policy

The City of Kingston Central Enrolment Scheme for Funded Kindergarten (CES) has been operating for approximately twenty-five years. The CES administers the allocation process on behalf of participating kindergartens.

2. Scope

This policy applies to kindergarten service providers who participate in the CES, including:

Council;

Committee; and

Kindergarten Cluster Management.

This policy also applies to all parents/guardians who wish to enrol their child/ren in a funded kindergarten program participating in the CES.

Participating kindergartens should be aware of their legal obligations and responsibilities to comply with the CES policy.

3. Definitions

ACECQA - Australian Children’s Education and Care Quality Authority.

CES – The Central Enrolment Scheme for Funded Kindergartens.

Child FIRST – Child and Family Information, Referral and Support Teams is a community based referral point into family services.

Committee of Management – A volunteer committee of parents/guardians responsible for the day-to day management of a kindergarten service.

DET – Department of Education and Training. The Victorian regulatory authority primarily responsible for the regulation and quality assessment of education and care services in Victoria.

EYLF- Early Years Learning Framework – Curriculum framework to guide the development of the educational program for children.

VEYLDF- Victorian Early Years Learning and Development Framework – Curriculum framework to guide the development of the educational program for children.

Allocation Criteria – The criteria for the allocation of places to participating funded kindergartens within the CES.

Allocation Priority – Allocation criteria assigned to applicants for whom protective concerns have been identified and substantiated e.g. children and/or families who are experiencing vulnerabilities and/or additional needs.

Allocation Process – The process for the allocation of places to participating funded kindergarten programs within the CES.

Alteration – The adjustment of information provided to the CES in the original Application for Enrolment Form.

Application Fee – Payment to contribute to the administration of the kindergarten application and allocation process.

Application Form – The application form for parents/guardians who wish to enrol their child/ren in a funded kindergarten participating in CES.

Ballot – A system in which applicants of equal ranking are selected using a random selection process.

Children with Additional Needs – Children whose development or physical condition requires specialist support:

Within the kindergarten setting

As defined by medical assessment

As defined by DET assessment (as per Early Learning Association Australia (ELAA) (Additional Needs Policy)

Cluster Management – Cluster management brings individual kindergarten services together under a single employer. The major responsibility of cluster managers are management and employment of staff, being the Approved Provider and ensuring compliance with licensing requirements, responsibility for the quality of the program through the management and support of the kindergarten staff and financial management for all the clustered services.


Connection to the Service – An allocation criteria that allows consideration for a child who has previously attended the service, and/or a sibling attended the service within the previous three years.

Connection to the City of Kingston – An allocation criterion that allows consideration to a child, whose parent/guardian works, volunteers, studies or is using childcare in the City of Kingston.

Deferral (4 year old) – Is where a parent/guardian chooses to delay an eligible child/ren’s start to funded kindergarten. Once the child commences the kindergarten program, this is considered their funded year of kindergarten.

Early Start Kindergarten – A DET program that provides free or low cost kindergarten to eligible three year old children where programs are delivered by a qualified teacher.

Eligible Child – A child who is eligible to apply for a place in a participating kindergarten.

Enrolment Application Form – The application form for parents/guardians who wish to enrol their child/ren in a funded kindergarten participating in CES.

Funded Kindergarten – also known as four year old kindergarten.

Health Care Card – A concession card that entitles the person to cheaper medicines and concessions.

Kindergarten (also known as Preschool) – The term kindergarten refers to both kindergarten and preschool. Kindergarten is a universal early childhood program funded by the Victorian Government for children in the year prior to commencing primary school.

Kindergarten Central Enrolment Officer – The Kingston City Council employee responsible for administering the CES.

National Quality Framework – Derived from the National Legislative Framework for Early Childhood Education and Care, the National Quality Framework lists the National Standards and sets the national benchmark for the assessment of quality in education and care services.

Protective Services - A government agency that responds to reports of child abuse or neglect.

Proximity to Kindergarten – Based on residential address this criterion refers to children:

Whose residential address is within a two kilometre radius of the kindergarten service; or

Whose residential address is outside the borders of the City of Kingston municipality, yet the address falls in within a two kilometre radius of the kindergarten service.

Resident – A person living in the City of Kingston.

Second Year Enrolment – A child is eligible for a second year of funded kindergarten if the family and teacher assess the child as having delay in at least two outcome areas of learning and development detailed in the VEYLDF and he or she will benefit from a second year of kindergarten.

4. Related Documents

This Policy is underpinned by the following legislation and policy documents:

The National Legislative Framework, which is established through an applied laws system and consists of:

National Quality Framework;

Education and Care Services National Law;

Education and Care Services National Regulations;

National Quality Standard for Early Childhood Education and Care and School Age Care;

Belonging, Being and Becoming: The Early Years Learning Framework for Australia; and

National Partnership Agreement on Early Childhood Education.

Commonwealth legislation and related documents:

Age Discrimination Act 2004;

Disability and Discrimination Act 1992;

Racial Discrimination Act 1975; and

UN Convention on the Rights of the Child.

State

Equal Opportunity Act 2010;

Privacy and Data Collection Act 2006;

Victorian Charter of Human Rights and Responsibilities Act 2006;

Child Wellbeing and Safety Act 2005;

Victorian Auditor General Early Childhood Development Services: Access and Quality 2011;

http://en.wikipedia.org/wiki/Governmental_agency

http://en.wikipedia.org/wiki/Child_abuse


Local Government Act 1989;

The Victorian Kindergarten Guide 2014;

Victorian Early Years Learning and Development Framework;

Dardee Boorai – the Victorian Charter of Safety and Wellbeing for Aboriginal Children and Young People 2008; and

Department of Education Training – Municipal Association of Victoria Partnership Agreement.

Local Government

Family and Children’s Services Strategy incorporating Municipal Early Years Plan (2012-2017)

5. Delegation Authority

Manager Family Youth and Children’s Services

6. Policy Statement

Kingston City Council recognises that supporting the healthy development of children has significant long term benefits for building strong resilient communities. Council provides a CES on behalf of participating kindergarten service providers within the municipality. The aim of this policy is to ensure that the CES is transparent and is delivered in a fair and equitable manner.

The objectives of this policy are:

To ensure the maximum number of children within the City of Kingston, receive a kindergarten preference;

To support participating Kindergarten Committees of Management and Cluster Managers, to offer four year old Kindergarten places within the City of Kingston;

To support each participating Kindergarten and Cluster Manager with regular and current enrolment information in an accurate and timely manner;

To provide a transparent and equitable process for allocation offers of Kindergarten places; and

To ensure enrolment data is collated and monitored for effective future planning of kindergarten services.

This policy principle is to:

Adhere to the relevant Legislation, Regulations and Policy;

Promote fair and equitable access to kindergarten programs; and

Support all eligible children to access a kindergarten program, including those who face barriers to participation.

7. Policy Details

7.1 Eligibility and Age Restrictions

7.1.1 In accordance with Victorian Kindergarten Guide 2014, a child is eligible for one year of funded

Kindergarten.

7.1.2 All children must be four years of age by the 30 April in the year they are to attend kindergarten.

7.1.3 Eligible children are entitled to one funded year of Kindergarten, unless the child;

7.1.3.1 qualifies for an additional year of funded kindergarten;

7.1.3.2 qualifies for the Early Start Kindergarten program.

7.2 Priority Allocation and Application Classification

7.2.1 All applications will be subject to an application classification process. Classifications are based on

selection criteria categorised between levels 0 - 6.


7.2.2 Resident children who meet one or more of the following criteria will be offered a place at their first preference kindergarten (Level 0).

7.2.2.1 Resident children with additional needs, those known to Child Protection or ChildFIRST,

identify as Aboriginal or Torres Straight Islander, are eligible for Early Start Kindergarten funding, are at risk of abuse or neglect, or are in out of home care;

7.2.2.2 Resident children who are eligible for a second year of funded kindergarten; or

7.2.2.3 Resident children who have deferred.

7.2.3 Non resident children who meet one or more of the following criteria will be offered an available place after the first allocation round in line with the allocation process. 7.2.3.1 Non resident children with additional needs, those known to Child Protection or

ChildFIRST, identify as Aboriginal or Torres Straight Islander, are eligible for Early Start Kindergarten funding, are at risk of abuse or neglect, or are in out of home care;

7.2.3.2 Non resident children who are eligible for a second year of funded kindergarten;

7.2.3.3 Non resident children who have deferred.

7.2.4 Supporting documentation must be provided upon request.

7.2.5 An Allocation Criteria will apply to all other applicants. (See section 5 for Allocation Criteria definitions). Allocation Criteria is as follows:

Level 1. Residents of the City of Kingston, who live within a 2km radius of the service of their

first priority, and have a prior connection to the service;

Level 2. Residents of the City of Kingston, who live within a 2km radius of the service or have a prior connection to the service

Level 3. Residents of the City of Kingston;

Level 4. Non-residents of the City of Kingston who live within a 2km radius of the service of their first priority, and have a prior connection to the service or to the City of Kingston;

Level 5. Non-residents of the City of Kingston who live within a 2km radius of the service of their first priority or have a prior connection to the service or to the City of Kingston

Level 6. Non-residents of the City of Kingston.

7.2.6 Multiple Births and Siblings

7.2.6.1 Children who indicate on the application form that they have a sibling who would be attending in the same year and want to attend the same service will be considered jointly, unless otherwise specified by the parent/guardian.

7.2.6.2 All efforts will be made to ensure siblings are placed at the same service.

7.3 Application Procedure

7.3.1 Application process

7.3.1.1 To apply for a place at a participating kindergarten, the Kingston City Council Enrolment

Application Form must be completed and received by the Council either online or in person at a Council Customer Service Centre.

7.3.1.2 Enrolment Application Forms for participating funded kindergartens will be accepted from 1 May the year prior to the child being eligible for one year of funded kindergarten. For


example, Children eligible for one year of funded kindergarten in 2017 will be eligible to apply from 1 May 2016.

7.3.1.3 Enrolment Application Forms will only be processed when all relevant documentation (if

requested) has been provided.

7.3.1.4 It is the responsibility of the parent/guardian to keep the Kingston City Council informed of any changes to their child’s CES application.

7.3.1.5 Parent/guardian must declare if their child is accessing a funded kindergarten program in another setting. This includes, but is not limited to, funded programs offered in Long Day Care settings.

7.3.1.6 Parent/guardians are advised to retain receipts and correspondence relating to the enrolment of their child.

7.3.2 Application Submission

7.3.2.1 Application forms are available online, or from Kingston City Council Customer Service Offices, Kindergartens, Maternal and Child Health Centres and other relevant locations.

7.3.2.2 Application forms are available online at www.kingston.vic.gov.au/centralenrolment

7.3.2.3 Enrolment information is available from Kingston City Council Customer Service Offices, Kindergartens, Maternal and Child Health Centres. This information can be mailed to families by the Kindergarten Central Enrolment Officer on request, or viewed and downloaded online at www.kingston.vic.gov.au/centralenrolment

7.3.2.4 Support from the Kindergarten Central Enrolment Officer is available to help people complete the application form if required.

7.3.2.5 As part of the CES auditing process, parents and guardians may be asked by the Kindergarten Central Enrolment Officer to provide the following documentation to demonstrate:

o Proof of the child’s Date of Birth (E.g. copy of birth certificate, birth extract, or a copy of the Child’s Health Record accompanied by a Statutory Declaration verifying your child’s date of birth to be true and correct);

o Current proof of the applicants residency (E.g. copy of a rates notice or amenities bill that includes the parent/guardian’s name and address and is issued within the last 3 months);

o Proof of applicant child or sibling’s prior connection to the service (E.g. acceptance or confirmation letter from the kindergarten, receipt for fees paid or a graduation certificate);

o Current proof of working, studying or using childcare in the City of Kingston (pay slip, enrolment notice or childcare payment advice).

7.3.3 In the instance where incorrect information is supplied by the parent/guardians on the Enrolment Application Form, applications may be re-classified against the criteria and or offers may be retracted.

7.3.4 Parent/guardians are encouraged to nominate three kindergarten preferences on the Enrolment Application Form. It is advantageous to nominate three preferences, but only if a family is willing to accept choices nominated.

7.3.5 Parent/guardians are required to sign a declaration on the Application Form to signify all information provided is true and correct.

7.3.6 The Kindergarten Central Enrolment Officer will confirm receipt of the application and application details by letter or email as stated in the Kingston City Council’s Customer Service Charter.

http://www.kingston.vic.gov.au/centralenrolment

http://www.kingston.vic.gov.au/kindergarten


7.4 Procedure for applications received after each allocation round.

7.4.1 Applications that are received after the first allocation round will be entered into the data system before subsequent second and third round offers are made.

7.4.2 Applications that are received after the allocation process will not be placed at a disadvantage to existing applications.

7.5 Registration Fee

7.5.1 All Enrolment Applications, except for Current Health Care Card holders etc, require payment of a non-refundable registration fee that must accompany the Enrolment Application Form.

7.5.2 Payment is made to Kingston City Council.

7.5.3 Fees will be reviewed annually through Council’s budget process.

7.6 Allocation and Offer of Kindergarten Places

7.6.1 Kindergarten allocations commence in mid July of each year. Council will send out letters of

offer to the family. Parent/guardian must respond directly to the kindergarten by the date stated in their letter of offer to secure a place. Failure to do so will result in the allocated space being deemed as available for reallocation.

7.6.2 List of first preference offers will be forwarded to all kindergartens followed by subsequent lists, in line with the communication strategy.

7.6.3 Three kindergarten allocation dates will be included in the communication strategy available to services in January before the application process. In June, all kindergartens will be sent a reminder of these dates.

7.6.4 Round 1: Offers made to residents only; that is applications that are classified Level 1 – 3 inclusive, and will include first preference only. Council will generate a list of offers based on allocation criteria, and send a letter of offer to successful families.

7.6.5 Round 2: As for Round 1, with the exception of including both residents and non residents where applicable. Round 2 allocations will commence 10 working days after the response date of the first allocation round. All applications received since the previous allocation round must be processed before the second allocation process.

7.6.6 Round 3: All three preferences, Council will generate a third list of offers for each kindergarten that has vacancies. This round will include families who have indicated the kindergarten to be either their second or third preference. Round 3 allocations will commence 10 working days after the response date of the second allocation round.

7.6.7 Applicants who do not receive a kindergarten offer after the 3rd allocation round will be contacted by the Kindergarten Central Enrolment Officer to explain their options and seek advice on how the applicant wants to proceed.

7.6.8 Where a child does not gain access to their first preference kindergarten, offers will proceed as follows:

7.6.8.1 Where a second and third preference have been indicated on the Enrolment Application Form, every effort will be made to place children in a preferred Kindergarten, however if there are no vacancies at the second or third preference kindergarten, alternatives may be discussed;

7.6.8.2 Where no second or third preference has been indicated on the enrolment application form, children will remain on the Central Enrolment Register until a vacancy arises at the Kindergarten of their first and only choice. Families will be contacted by the Kindergarten


Central Enrolment Officer to explain their options and seek advice on how the applicant wants to proceed.

7.6.9 Declining an offer.

7.6.9.1 To decline an offer the parent/guardian must respond to the Kindergarten Central Enrolment Officer in the time allocated in the letter of offer.

7.6.9.2 The application will be returned to the Central Enrolment Register.

7.6.10 Deferring an offer.

7.6.10.1 To defer a place the parent/guardian must respond to the Kindergarten Central Enrolment Officer in the time allocated in the letter of offer.

7.6.10.2 The place will be transferred to the following year’s allocations.

7.6.11 To allow the processing of allocations, administrative cut off dates will apply for each allocation round.

7.6.12 All correspondence will be sent through Australia Post or via email.

7.6.13 Within pre-arranged dates kindergartens will inform Council of:

7.6.13.1 Number of places being offered;

7.6.13.2 Number of reserved places for repeating children;

7.6.13.3 Details of acceptance;

7.6.13.4 All families wishing to defer their allocated place;

7.6.13.5 All families who have declined an offer; and

7.6.13.6 The number of remaining vacancies at the kindergarten (if any).

7.7 Ballot System

7.7.1 Where the total number of applications for a nominated kindergarten is greater than the number

of available places, applications will be selected through random numerical selection referred to as the Ballot System.

7.7.1.1 Each ballot round must include all unplaced applications of equal classification, regardless of submission date.

7.7.2 A model of the allocation process is included in this policy as an appendix.

7.8 Waiting List

7.8.1 At the completion of the three allocations

round offers, children on the Central Enrolment

Register, who have not secured a place at a kindergarten, will be placed on a Waiting List.

7.8.2 The Central Enrolment Scheme operates two waiting lists

7.8.3 The Central Waiting List:

7.8.3.1 Council will maintain a Central Waiting List each year for any family unable to secure a kindergarten place.


7.8.3.2 Applicants on the Central Waiting List will be contacted by mail or email to inform them of their status.

7.8.3.3 Applicants shall remain on the Central Waiting List until access is available at the preferred kindergarten in line with the allocation procedure.

7.8.3.4 If a vacancy occurs within a kindergarten during the course of the year, the kindergarten will notify Council and access shall be offered to next eligible applicant.

7.8.3.5 Allocations from the Central Waiting List will be made utilising the allocation process.

7.8.4 Alternate Waiting List

7.8.4.1 Where a family accepts an offer at a kindergarten not listed as their first preference, parents/guardians are offered the option of remaining on an Alternate Waiting List. This list is maintained in accordance with the allocation process and is only available until the end of second term.

7.9 Alteration of Enrolment Application Information

7.9.1 An Alteration of Enrolment Application Form will be available on request and on Council’s

website (www.kingston.vic.gov.au/kindergarten) for parents/guardians who wish to alter their information in relation to:

7.9.1.1 Change of address or contact details;

7.9.1.2 Change of kindergarten preference;

7.9.1.3 Deferring Kindergarten Year; and

7.9.1.4 Cancellation of Kindergarten Central Enrolment.

7.10 Evaluation

7.11 In order to assess the effectiveness in meeting the Aims and Objectives set out on section 6 of this policy,

Kingston City Council as part of its review process will:

7.11.1 Assess whether a satisfactory resolution has been achieved in regards to issues relating to this policy;

7.11.2 Where appropriate, conduct a family and service provider survey in relation to this policy, or incorporate relevant questions in the general Customer Feedback survey;

7.11.3 Consult with the Kindergarten Central Enrolment Officer and other Council Officers as required;

7.11.4 Consult with kindergarten service providers, families and the community;

7.11.5 Monitor complaints and incidents regarding the enrolment and allocation of 4-year-old kindergarten places for children and families;

7.11.6 Ensure all policy changes or recommendations are endorsed by Kingston City Council.

8 Decision Guidelines

8.1 Grievances and or requests for exceptions regarding the CES processes should be referred initially to the

Kingston City Council Central Enrolment Officer for resolution (See Appendix 2 for more information regarding the Grievance Referral Process).

8.2 All grievances shall be accepted and facilitated seeking a satisfactory resolution for all parties in a cooperative and reasonable manner.


8.3 No child shall be disadvantaged when a parent/guardian makes a complaint or expresses a grievance.

8.4 Where grievances are expressed, resolution within Kingston City Council is sought.

9 Transition/Translation arrangements

This policy will commence on 1 May 2015

10 Review

This policy will be reviewed on a regular basis or if there is significant legislative or policy change. Fees will be reviewed annually through Councils budget process.


11 Appendices

11.2 Roles and Responsibilities Model

Australian Children’s Education & Care Quality Authority (ACECQA)

ACECQA is a national entity overseeing important changes to early childhood education and care and school age care in Australia.

Kindergarten Committees of Management and/or Kindergarten

Cluster Managers

Approved provider and day-to-day management of the service.

Development and of policies and procedures related to the Kindergarten operation.

Sets number of kindergarten places offered each year.

Staff employer.

Families

Complete and submit four year old Kindergarten Enrolment Application Form to Council when application date opens.

Retain all receipts and copies of documentation relating to the enrolment of their child.

Keep Council up to date with any changes to enrolment information.

Department of Educational and Timing

Monitor and implement early childhood education and care reforms including National Learning Frameworks and National Quality Standards.

Provide four-year-old kindergarten funding

Kingston City Council Central Enrolment Scheme for Funded Kindergarten

Provide fair and equitable access to four-year old Kindergarten.

Administration of Central Enrolment Scheme.

Maximise access to available four-year-old Kindergarten places.


11.3 Parent/Kindergarten Grievance Referral Process

Parent/Kindergarten Grievance

Kindergarten Central Enrolment Officer facilitates satisfactory resolution

Team Leader Children’s Services Partnerships facilitates satisfactory resolution

Manager Family Youth and Children’s Services facilitates satisfactory resolution

Complaints Manager facilitates satisfactory resolution

Issue referred onto Independent Arbiter for resolution

Issue resolved. No further action required




Page 13

Central Enrolment Scheme for Funded Kindergarten 2015 CITY OF KINGSTON

11.4 Application and Allocation Process

Step 1

• Eligibility - All children must be four years of age by 30 April in the year they are to attend kindergarten.

• Eligible Children are entitled to one funded year of kindergarten unless special circumstances apply

Step 2

• Application - Enrolment Application Forms are available from the City of Kingston and nominated services.

• Parents/guardians are encouraged to nominate three kindergarten preferences on the application form.

Step 3

• Submission - Applications will be accepted from May 1 in the year prior to kindergarten attendance.

• All documentation must be provided with the application.

• Registration fee must be paid on application (where applicable)

Step 4

• Allocation - All applications will be categorised using an allocation criteria.

• All level 0 applicants will receive their first preference.

• Offers willl be made in order of allocation.

Step 5

• Notification - all applicants will be notified by a letter or email sent by Kingston City Council.

Step 6

• Acceptance - To accept or decline an offer the parent/guardian must contact the Kindergarten within the time indicated on the letter of offer.

• To defer an offer the parent/guardian must contact the Central Enrolment Officer

Page 14


Level 0 – Priority Allocation

Count # of Level 1 applications Resident Live within 2km radius Prior connection to service

Kindergarten Offer

All L

eve

l 0 a

pplic

ants

rece

ive o

ffers

Count # of Level 6 applications

Non Resident


Non Resident

Live within 2km radius or

Prior connection service or Kingston


Non Resident

Live within 2km radius

Prior connection to service or Kingston


Resident only


Resident

Live within 2km radius or

Prior connection to service

Unallocated ballot applicants return to Allocation System End of prioritising

process

Allo

ca

tion

Ballo

t

# of L5 < remaining places

# of L1 > remaining places











11.5 Allocation and Ballot Process

Page 15


1230 Nepean Highway Cheltenham VIC 3192 PO Box 1000 Mentone VIC 3194

1300 653 356 131 450

[email protected]

kingston.vic.gov.au