Parent Email Templates - OoA applications
When an Out-of-Area (OoA) application is actioned in the Online Enrolment School Interface (SI), SASS have the option to send an automated email to parents to confirm the outcome of their application.
This page provides more information about the content of those emails.
Templates
Initial outcome of OoA application
Offered
A confirmation will only be sent to the parent if the school opts in by ticking the box.
When offering an OoA applicant a place, the email will include a link to the enrolment page on the school website. From there, parent/carers will be able to proceed with the full application online, or decline the offer.
The Offer email will read:
Dear [Parent/carer],
The out-of-area application for John Smith to enrol at [school name] Public School has been assessed and John is being offered a place at our school.
Please note that our school cannot guarantee that an out-of-area enrolment application will be successful in the future for any other siblings.
Next steps
1. Go to our school’s Enrolment page.
2. Follow the link to the online enrolment sign-in page.
3. Sign in with the same details you used to start your application.
4. Accept or decline the offer.
Please note: If you do not require a place, please sign in and decline the offer so we may contact another student. Places are limited and other children may be on the wait list.
To finalise the offer, please submit a full enrolment application within 14 days. Once you have submitted the application, we will confirm the enrolment with you.
Declined
A confirmation will only be sent to the parent if the school opts in by ticking the box. The decline email will provide the contact details of the applicant’s local school.
The Decline email will read:
Dear [Parent/carer],
We have assessed the out-of-area application for John Smith to enrol at [school name] Public School. Unfortunately, we are unable to offer a place.
All information provided was considered and the application was assessed in accordance with the department’s enrolment policy.
John is entitled to enrol at your local school and we encourage you to contact the school directly to discuss how they will meet John’s educational needs and to apply to enrol.
According to School Finder, John’s local school is [school name] Public School.
[insert school details: school name; address; school phone number; website]
If you wish to discuss the outcome of your application, please contact the school.
Withdrawn
A confirmation will always be sent when an application is withdrawn. Details of the dedicated parent support line will be included in the footer of the email.
The Withdraw email will read:
Dear [Parent/carer],
This email is to confirm that your out-of-area application for John Smith to enrol at [School name] Public School has been withdrawn.
If this doesn’t seem right, or if you have any further questions, please contact us directly.
Change status: offer to declined
When an out-of-area enrolment is initially offered there may be scenarios where the place is not accepted or where SASS need to decline the placement.
To change the status of an offered place, SASS should return to the detailed view of the application in the SI and select the 'Change status' button.
Not accepted
This status is to be used when a parent gives verbal or written confirmation that they will not be accepting the OoA place at your school.
A confirmation will always be sent when an application is changed from 'offered' to 'not accepted'.
The Not Accepted email will read:
Dear [Parent/carer],
This email confirms that you have declined your out-of-area enrolment offer for John Smith at [school name] Public School.
If you have any further questions, please contact us directly.
Offer expired
Whilst the OoA offer will not technically expire in the system, schools may use this status if an OoA offer has not been accepted or progressed within a reasonable time frame. Use of this status is at the discretion of the school.
A confirmation email will only be sent to the parent if the school opts in by ticking the box.
The Offer Expired email will read:
Dear [Parent/carer],
This email advises that our offer of a place for John Smith to enrol at Castle Hill Public School has expired.
If you have any further questions, please contact us directly.
Decline
There may be scenarios where an offer needs to be rescinded, this may be if a parent has provided false information in their application. Use of this status change is uncommon and is at the discretion of the school.
A confirmation email will only be sent to the parent/carer if the school opts in by ticking the box.
The Declined (post offer) email will read:
Dear [Parent/carer],
The out-of-area application for John Smith to enrol at [school name] Public School has been reassessed. We are unable to offer John a place at our school.
All information provided was considered and the application was assessed in accordance with the department's enrolment policy.
John is entitled to enrol at your local school and we encourage you to contact the school directly to discuss how they will meet John's educational needs and to apply to enrol.
According to School Finder, John's local school is [school name] Public School. [insert school details: school name; address; school phone number; website]
If you have any further questions, please contact us directly.
Change status: declined to offered
If an OoA application is initially declined, there are scenarios where this decision may be reversed. For example, if an application is successfully appealed or if more places become available.
Offer post appeal
If an application was declined and then successfully appealed by the parent/carer, SASS can change the status to 'offered post appeal' using the change status button.
A confirmation will only be sent to the parent if the school opts in by ticking the box.
The Offer Post Appeal email will read:
Dear [Parent/carer],
The out-of-area application for John Smith to enrol at [school name] Public School has been updated. Following an appeal to reassess the application, John is being offered a place at our school. Please note that our school cannot guarantee that an out-of-area enrolment application will be successful in the future for any other siblings.
Next steps
1. Go to our school’s Enrolment page.
2. Follow the link to the online enrolment sign-in page.
3. Sign in with the same details you used to start your application.
4. Accept or decline the offer.
Please note: If you do not require a place, please sign in and decline the offer so we may contact another student. Places are limited and other children may be on the wait list.
To finalise the offer, please submit a full enrolment application within 14 days. Once you have submitted the application, we will confirm the enrolment with you.
Decline post appeal
If an application was declined and then unsuccessfully appealed by the parent/carer, SASS can change the status to using the change status button.
A confirmation email will only be sent to the parent if the school opts in by ticking the box.
The Declined (post appeal) email will read:
Dear [Parent/carer],
Your appeal on the outcome of the out-of-area application for John Smith to enrol at [school name] Public School has been assessed by the principal. The appeal has been unsuccessful and we are unable to offer John a place at our school.
All information provided was considered and the appeal was assessed in accordance with the department's enrolment policy.
John is entitled to enrol at their local school and we encourage you to contact the school directly to discuss how they will meet John's educational needs and to apply to enrol.
School Finder lists John's local school as [school name] Public School. [Insert school details: school name; address; school phone number; website]
If you have any further questions, please contact us.
Offer (other)
If an application was declined and then needs to be changed to offered (for a reason other than an appeal) SASS can change the status to 'offered post appeal' using the change status button.
A confirmation will only be sent to the parent if the school opts in by ticking the box.
The Offer (other) email will read:
Dear [Parent/carer],
The out-of-area application for John Smith to enrol at [school name] Public School has been reassessed and John is being offered a place at our school. Please note that our school cannot guarantee that an out-of-area enrolment application will be successful in the future for any other siblings.
Next steps
1. Go to our school’s Enrolment page.
2. Follow the link to the online enrolment sign-in page.
3. Sign in with the same details you used to start your application.
4. Accept or decline the offer.
Please note: If you do not require a place, please sign in and decline the offer so we may contact another student. Places are limited and other children may be on the wait list.
To finalise the offer, please submit a full enrolment application within 14 days. Once you have submitted the application, we will confirm the enrolment with you.