Policy Statement

Responsibility for admitting children through the Fair Access Protocol is shared collectively by eligible schools.

The London Borough of Waltham Forest will seek to ensure that Fair Access placements are distributed equitably and transparently, taking account of relevant circumstances affecting individual schools and the needs of the child.

Purpose

Fair distribution is essential to:

• maintain confidence in the Fair Access Protocol;
• promote inclusion;
• support educational stability;
• avoid placing disproportionate pressure on individual schools; and
• ensure vulnerable children can access suitable education without unnecessary delay. 

Fair distribution does not mean that every school will receive exactly the same number of Fair Access placements.

The Fair Access Panel will consider the circumstances of individual schools alongside the individual needs of the child.

Principles of Fair Distribution

When considering the distribution of placements, the Fair Access Panel will seek to ensure that:

• responsibility is shared fairly across schools;
• no school is expected to accept a disproportionate number of Fair Access placements;
• decisions take account of relevant contextual information;
• individual children's needs remain central to placement decisions; and
• decisions are transparent, evidence-based and capable of reasonable explanation. 

Factors Considered When Identifying a Receiving School

The Fair Access Panel may consider a range of factors when identifying an appropriate receiving school.

No single factor will determine the outcome of a referral.

The Fair Access Panel will consider all relevant information before reaching a balanced, evidence-based decision that is proportionate, transparent and in the best interests of the child. The expansion of the placement factors and the move to a decision-making matrix were specifically recorded as adopted drafting decisions. 

Placements Above Published Admission Number

The Fair Access Protocol may require a school to admit above its Published Admission Number where this is necessary to secure a suitable placement for an eligible child and is consistent with the School Admissions Code.

The fact that a year group has reached its Published Admission Number will not, in itself, prevent consideration of a placement through the Fair Access Protocol.

Any relevant statutory requirements, including Infant Class Size legislation, must be taken into account.

Monitoring Fair Distribution

The Council will maintain appropriate information regarding Fair Access placements to support transparent and equitable decision-making.

Monitoring may include:

• numbers of Fair Access placements by school;
• year groups;
• timing of placements;
• relevant contextual information;
• placement outcomes; and
• patterns or trends that may indicate disproportionate pressure upon individual schools. 

This information will support both individual placement decisions and strategic monitoring of the Fair Access Protocol.

Decision-Making

Fair distribution should not operate as a numerical allocation exercise.

The Fair Access Panel will balance the principle of equitable distribution with the circumstances and needs of the individual child.

Decisions should therefore be balanced, evidence-based, proportionate and transparent, with sufficient information recorded to explain the basis upon which a receiving school has been identified.

The overriding objective is not simply to distribute children between schools, but to secure a placement capable of providing educational continuity and supporting successful and sustainable long-term outcomes.

Process Overview

Referral received
↓
Eligibility confirmed
↓
Referral presented to the Fair Access Panel
↓
Panel considers:

• child's individual circumstances;
• evidence submitted; and
• fair distribution principles. 

↓
Receiving school identified
↓
Decision communicated
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Admission arranged