Key dates for out-of-zone applications

These are key dates for advertising and running out-of-zone pre-enrolment processes

Level of compliance Main audience Other

Required

  • Boards
  • Administrators
  • Parents, Caregivers and Whānau

School boards must adhere to the key dates that require them to plan, advertise, and operate their enrolment scheme. Parents, caregivers and whānau are required to respond to any offer of enrolment within the allotted time or their student will forfeit their place at the school.

Out of zone applications and ballots under Alert Level 4

We are aware that schools will have both electronic and paper based applications, and some will have a ballot box at school with applications in it. Parents are unable to drop paper based applications to a school under Alert Level 4. Here are some guidelines and scenarios to help you manage this process during lockdown.

  • If your pre-enrolment period ended before lockdown, you should continue with the process as usual, but arrange to hold the ballot drawing electronically with the supervisor over Zoom or Skype.
  • If your pre-enrolment period ends during lockdown, and you are confident you have all OOZ applications (eg - they are all usually electronic), you should continue with the process as usual, but arrange to hold the ballot drawing electronically with the supervisor over Zoom or Skype.
  • If your pre-enrolment period ends during lockdown, and you are not confident that you have all your OOZ applications, your board should set a second date for applications to be received (which should allow you to have your ballot no later than the end of October). 

A reminder that the reasons a person may go onto a school site are extremely limited and do not include ballot related matters. Please see the school bulletin of 23 August 2021 https://mailchi.mp/education/covid-update-23-august-2021#AccessingYourSchool(external link) for further information.

Here are some scenarios to help you:

Situation

Proposal

What the school should do

Selection process under Alert Level 4

If your school receives out of zone applications electronically and you don’t get paper based ones.

Continue with the process as usual.

Draw up a list from the electronic applications and undertake the selection process in your planned timeframe.

Work with the supervisor to plan for a meeting over Zoom or Skype, so they can oversee the process where names are drawn out, and out- of- zone places awarded.

 

If your school has some paper based applications that were dropped into the school before we went into lockdown, and it has electronic applications too.

As school staff are not able to go to schools to collect paper based applications the ballot date needs to be extended (with a view that the area will not be in Alert Level 4 at the time of the ballot process)

Decide on a second date for OOZ applications. The end of October is the latest that the ballot can be.

 

Advertise this by putting it on your school website (needs to be advertised a month before the close off date).

At the second date run your ballot process.

 

If needed work with the supervisor to plan for a meeting over Zoom or Skype, so they can oversee the process where names are drawn out, and out- of- zone places awarded.

 

If still in Alert Level 4 at the second date contact your regional Ministry office.

 

If your school has electronic and some paper based applications that were dropped into the school before we went into lockdown and if families were able to come into the school  you suspect you may get some more paper based ones.

 

As school staff are not able to go to schools to collect paper based applications, and families can’t go to schools to submit their applications, the ballot date needs to be extended (with a view that the area will be out of Alert Level 4 before and at the time of the ballot process). 

 

Decide on a second date for OOZ applications. The end of October is the latest that the ballot can be.

 

Advertise this by putting it on your school website (needs to be advertised a month before the close off date).

At the appropriate Alert Level (before the ballot process) ensure that ballot forms are available and paper based applications able to be received in a safe way.

 

At the second date run your ballot process.

 

If needed work with the supervisor to plan for a meeting over Zoom or Skype, so they can oversee the process where names are drawn out, and out- of- zone places awarded.

 

If still in Alert Level 4 at the second date contact your regional Ministry office.

 

Key information for boards

Boards of schools with an enrolment scheme must coordinate their pre-enrolment deadlines with other schools with enrolment schemes in their region or city. We also encourage schools with enrolment schemes to share these dates with nearby schools that don’t have a scheme, to help coordinate planning. 

Auckland 2021 ballot dates are available here [DOCX, 13 KB]

Out-of-zone applications

Out-of-zone applications received outside an advertised pre-enrolment period cannot be accepted unless there are out-of-zone places available and a new ballot is held.

Key pre-enrolment dates

Each year, for the following year

Boards

Parents and caregivers

By 1 September Boards must determine:
  • how many out-of-zone places there will be -  either in total, or by year level
  • how many times during the year out-of-zone applications will be invited and processed 
  • whether ballots will cover the whole school or take place for different year levels
  • dates and times for ballots (whether one or multiple)
  • application deadlines for pre-enrolment periods (including for special programmes)
  • whether additional ballots* will be held for applications received outside a pre-determined pre-enrolment period, or placed on a waiting list
If running a special programme:
  • how many in-zone places are available
  • how many out-of-zone places are available
* Additional ballots occur in, and apply to, the same school year an application is received, rather than occurring in the year prior to an enrolment taking effect in the following year.
 
By 15 September Must place a public notice in a medium appropriate to the area served by the school:
  • the number of out-of-zone places available
  • enrolment application deadlines (no later than 15 October)
  • dates of ballots (no later than 30 October)
  • where copies of the school’s enrolment scheme are available
 
For schools with multiple pre-enrolment periods, one month before each enrolment application deadline Must re-issue a public notice (as above):
  • enrolment application deadlines
  • dates of ballots
  • the likely number of out-of-zone places available
 
By enrolment application deadlines   Must submit out-of-zone enrolment applications 
Within 3 school days of a ballot being held Must:
  • advise out-of-zone students the outcome of their application (including those on waiting lists)
  • make ballot results available
 
Within 14 school days of being advised of a ballot outcome   Must confirm whether the offer of a place is accepted or declined

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