How to update your out of area applications settings
This guide provides instruction on how SASS or Principals can update the online enrolment settings to provide accurate information to parents.
When a parent commences a digital Out-of-Area (OoA) application, the first page they will see is the Parent Interface (PI) landing page. The PI landing page provides insight into a schools ability to accept out-of-area enrolments, based upon the schools cap status, as well as a summary of the OoA applications process at this school.
Updating your out of area applications settings - jump to the correct section:
Accessing the School Interface (SI)
To navigate to the ‘School Online Enrolment Settings’ click on the cog icon in the header of School Interface (SI).
Before making changes to these settings, SASS should speak with their school principal, to have the changes approved.
There are two tabs in the online enrolment settings:
- Parent communication (response timeframes)
- School cap & selection criteria
These settings are available at any time and can be updated as frequently as required throughout the year.
How to update your response timeframes
Response time frames in the Parent Interface landing page
The PI landing page advises parents how long it will take for an Out-of-Area application to be assessed.
Schools can change the timeframe to suit their existing processes for responding to applications.
Response time frames in the School Interface landing page
Schools can update the response timeframes in the settings page, to let parents know when their application will be assessed.
Select a time frame from the dropdown list for;
- Enrolments for this year
- Enrolments for next year
How to update your cap status
There is a drop-down menu that allows schools to select their cap status. The options available in the drop-down are:
- under cap
- approaching cap
- over cap
When a school selects their cap status, it will change the message on the Parent Interface (PI) landing page. This message gives parents an understanding of the schools ability to accept out-of-area applications.
The system will also include guidance on what the status of your school should be; this recommendation comes from the data in Scout.
Note: Schools and/or principals do not need to go to Scout to confirm their status – the Online Enrolment System will display the status indicated through Scout. ‘Cap status’ is a field available to DELs in Scout; Principals may not have visibility of this data.
Message displayed on the PI landing page
When a school selects their cap status, it will change the message on the Parent Interface (PI) landing page. This message gives parents an understanding of the schools ability to accept out-of-area applications.
If the school is UNDER CAP, the message on the PI landing page will read:
- We currently can consider out-of-area applications. However, placement is not guaranteed.
If the school is APPROACHING CAP, the message on the PI landing page will read:
- If places are available after local enrolments have been processed we can consider out-of-area applications. Placement is not guaranteed for out-of-area students.
If the school is OVER CAP, the message on the PI landing page will read:
- Our school is at capacity. As per the department's policy, we are not considering out-of-area applications unless exceptional circumstances apply. The capacity of our school has been set to support student wellbeing, quality education, and avoid overcrowding.
Schools with an 'NA' cap status
There are schools who do not have a cap status in Scout – these schools are listed as ‘NA’ (not applicable). NA is often displayed for schools with less than 150 enrolled students, however there are other scenarios where a school may not be assigned a cap status.
The message displayed on the PI landing page will be the same as for approaching cap schools.
Schools with an ‘NA’ status will still be able to adjust their response timeframes and selection criteria. However the ‘school cap’ section will not be editable.
