Enrolment

Determining permanent residence

Every child is guaranteed a place at their designated neighbourhood school (or local school). Families may seek enrolment for their child at a school that is not their local school and should be enrolled if that school has sufficient accommodation. Refer to the Placement Policy for more information.

To support each child’s right to attend their local school, and to make sure the priority order of placement is followed, schools may need to verify a child’s permanent residence. This can occur for both in-zone and out-of-zone children, either before an offer of enrolment or placement is made, or as a condition of the offer.

It is important to consider a child’s personal circumstances when making determinations about their permanent residence. The welfare and education of children should not be disadvantaged because of their inability to provide evidence of address.

Meaning of ‘permanent residence’

A child’s permanent residence is the address at which they permanently reside at the time of seeking enrolment.

If a child resides at multiple addresses, their permanent residence is the address at which they spend the majority of their weekdays.

If a child spends an equal amount of time at 2 addresses, both addresses are considered their permanent address and the child can be enrolled in the local school for either address. However, that does not mean they can enrol at both schools. The final choice of which school the child attends rests with the parents and carers or prospective student if they are an adult or mature minor for the purpose of making enrolment decisions.

Evidence for demonstrating permanent residence

When assessing enrolment applications, schools may request that parents and carers provide supporting documentation to assist them in verifying a child’s permanent residence. Supporting documentation may include copies of rental agreements, exchanged contracts of sale or other official documentation that demonstrates permanent residence.

To obtain sufficient supporting documentation, schools may ask parents and carers to complete a Residential address check (PDF). The residential address check is intended as guidance only and schools have discretion to accept less than 100-points of information as outlined in the checklist. Documents should show the same address and parent’s or carer’s name as recorded on the school enrolment application form.

Schools must not keep copies of supporting documents used to verify a student’s address. Refer to Processing enrolment forms and supporting documentation for guidance on recordkeeping requirements for enrolment documentation.

Requests for additional supporting documentation may occur after the parent has submitted an enrolment application, if deemed necessary by the school. Information to parents and carers must clearly explain that the documentation is required to confirm if the child can be offered enrolment at the school. The school must also clearly communicate to parents and carers that the enrolment application may not be accepted if the requested documentation is not provided.

If it comes to light that the address provided on the application form was not the child’s genuine permanent residence, a school may withdraw an enrolment or placement offer under certain conditions (refer to the section below on Withdrawal of an enrolment or placement offer). The regional office must be informed before an enrolment or placement offer is withdrawn.

Statutory declarations

Schools may also ask parents and carers to complete a statutory declaration confirming they are living at the address and that the arrangement is genuine and intended to be permanent. It is a criminal offence to make a false statutory declaration and, if made on purpose, the person making the statutory declaration is liable to penalties of perjury (refer to Statutory declarations).

The information contained in a statutory declaration is part of the information provided by parents and carers to demonstrate their permanent residence and should be considered by the principal when making a decision about an enrolment application. In the event a school receives a statutory declaration and is unsure about its validity, schools should consult with their regional office. In these instances, schools should assess all information available on each case and make a decision on its own merit with support from the regional office.

Duration of rental agreements

If a school has concerns about the duration of a rental agreement being provided as proof of permanent address, the school should consult with the family to ensure that reasonable consideration has been given to the family’s living circumstances. For example, it is not acceptable to disregard a rental agreement that is shorter than 12 months from the time of submitting the enrolment application if this accurately reflects a family’s residential circumstances.

If a rental agreement does not cover the first day of attendance, a school may seek further information closer to enrolment. Schools can make the enrolment conditional on providing a renewed rental agreement before the first day of school and may withdraw an enrolment or placement offer under certain conditions (refer to 'Withdrawal of an enrolment or placement offer').

Determining permanent residence as a condition of enrolment or placement offer

If you are making an enrolment or placement offer that is conditional on the parent or carer satisfying determining permanent residence requirements, this must be made explicit in both the initial letter of offer and in any subsequent communication.

Inability to provide evidence of permanent residence

Schools must ensure enrolment practices do not unfairly disadvantage families of children who are unable to provide proof of permanent address because of their individual circumstances. This is particularly relevant to children experiencing homelessness, family violence, children in out-of-home care, children of Defence personnel or recently arrived immigrants or refugees. In these cases, schools must seek advice from their regional office before declining an enrolment application on the basis that the family of the child is unable to provide proof of permanent residence.

Note: Department policy does not prohibit schools listing the address of a specialist service, crisis or other temporary accommodation, or school address if required, as the address for a child or young person experiencing family violence, to protect the child or young person from harm.

Verification of permanent residence

Schools can make reasonable enquiries to verify permanent address information provided by parents and carers, such as:

• checking the electoral roll at an Australian Electoral Commission office or the Victorian Electoral Commission head office
• checking with a real estate agent
• for a rental property that is a studio apartment or a one-bedroom unit, checking whether there are any regulations or codes limiting the occupancy of these apartments to one person per apartment.

Schools should remember that multiple families may live together in one residence. Schools should be understanding of these arrangements when verifying permanent residence.

To satisfy privacy law requirements, schools should ensure parents and carers applying for enrolment are aware of the enquiries the school may make to verify the information provided about a child’s permanent residence. Schools must not undertake home inspections or surveillance to verify permanent residence.

If the principal does not accept that the address provided on the enrolment application form (and any other supporting documentation) is the genuine permanent residence of the child, the school may decline the application if it does not have sufficient accommodation for all who apply, in line with the Placement Policy.

Withdrawal of an enrolment or placement offer

There are some circumstances in which schools can withdraw an enrolment or placement offer.

If, after an enrolment or placement offer is made, the child’s permanent residence changes or it comes to light that the address provided on the application form was not the genuine permanent residence of the child, a school may withdraw an enrolment or placement offer in the following circumstances:

• the new address is not within the school zone; and
• where, after the priority order of placement is applied to the new address, a place is not available for the child; and
• the enrolment or placement offer and any subsequent material provided to the child and their parent or carer expressly states that the offer may be withdrawn prior to the first day of attendance if the child’s permanent place of residence changes or the school becomes aware that the address provided on the application form was not the genuine permanent residence for the child.

Prior to withdrawing an offer of enrolment, schools must consult with the regional office. Schools must also consider any safety or wellbeing issues related to the child.

If the regional office is supportive of the school withdrawing the enrolment or placement offer, the school must issue written communication to the parent or carer noting the outcome and ensure the parent or carer is aware that they may appeal this decision (refer to Appealing enrolment decisions).

Template wording for communication of enrolment or placement offers

Sample wording (DOCX) (staff login required) is available to assist schools to communicate enrolment or placement offers in circumstances where enrolment or placement may be withdrawn if certain conditions are not met.