Application and enrolment forms
Please note: The enrolment form has changed since the beginning of the 2023 school year. All government schools must use the updated enrolment form available on this page. For further details, refer to: Enrolment form factsheet for schools (staff login required).
The department supports Victorian government schools to maintain a fair and transparent enrolment process by providing standardised application and enrolment forms.
Schools have the option to process enrolments in 2 stages:
- Stage 1: Application form (optional) – captures enrolment enquiries or expressions of interest from parents/carers
- Stage 2: Enrolment form (required) – captures detailed student information once there is a confirmed placement offer from the school
Schools can choose the enrolment process that works best for their school and community.
If selecting a 2-stage process, it is strongly recommended that schools use the department’s application form.
Schools must use the department’s enrolment form when enrolling students new to the Victorian government school system. Where schools have an online enrolment process, the questions must align with the department’s form.
Application form
The application form supports parents/carers of eligible students to apply for a place at a government school. It is intended to be used before an enrolment form is completed, and may be used for any year level apart from Year 6 to 7 placement, which has its own form and process.
Information collected in the form allows schools to assess the application in line with the Placement Policy. Schools may request parents/carers provide supporting documentation to confirm a student’s address. When assessing an application, schools may make enquiries to verify the information provided.
Schools may choose whether to have an application stage in their enrolment process. If selecting a 2-stage process, it is strongly recommended that schools use the department’s application form. Specialist schools or schools with specific entry criteria approved by the minister (or delegate) will have additional requirements that may be incorporated into their application form.
The application form is available below and on the CASES21 Portal:
- Application to enrol in a Victorian government school (staff login required)
Optional template outcome emails are available to support schools to respond to applications:
- Application outcome communications to parents/carers (staff login required)
International students
The application form can be used for international students unless they hold a subclass 500 student visa (a student visa in their own name).
A new international student application must be submitted for subclass 500 visa holders at International Student . The International Education Division will formalise the enrolment of these students through the International Student Program.
For further information, please contact the International Education Division at international@education.vic.gov.au or via phone on +61 3 9084 8497.
Enrolment form
Enrolment forms must be completed for all students enrolling for the first time in the Victorian government school system. Most commonly, this would occur at Foundation (Prep) enrolment.
An enrolment form is not required for students transferring between Victorian government schools. Refer to: Student transfers between schools.
Parents/carers complete the enrolment form when all of the following apply:
- enrolling a child for the first time in the Victorian government school system
- the selected school has confirmed a place is available
- they intend to send their child to the selected school.
The enrolment form is available below and on the CASES21 Portal:
- Form to enrol in a Victorian government school (staff login required)
Information collected in the enrolment form aligns with school data collection requirements, including mandatory CASES21 data.
No amendments should be made to the enrolment form.
Declaration
A signature from the following applicable people will be required to complete the enrolment form:
- the parents as set out on the child’s birth certificate or as described in a court order
- an informal carer with a statutory declaration, or other authorised carer with relevant documentation (refer to Decision Making Responsibilities for Students for information about carers and a copy of the applicable statutory declaration)
- the student, if they are living independently.
The signature of one parent on an enrolment form should be accepted where:
- there is only one parent or carer with legal responsibility for the child
- parents are completing separate enrolment forms
- one parent declares they have completed and signed the form on behalf of both parents, and contact details for the other parent have been provided in the form for the school’s use
- one parent has completed and signed the form and the contact details for the other parent are unknown to the enrolling parent and the school.
In all other circumstances, the signature of only one parent on an enrolment form will generally be considered incomplete documentation and principals must follow the steps set out in the Incomplete or missing student information or section in the next chapter.
When parents are not in agreement about the enrolment application, principals and staff should:
- avoid becoming involved
- avoid favouring one parent
- act in accordance at all times with the best interest of the student and school community
- act sensitively
- realise that a resolution, satisfactory to both parents, may not be possible.
Schools should contact Legal Division for further advice as required, including where there are safety concerns about contacting a parent to seek consent to enrol.
Privacy collection notice
Schools must provide new families with the department’s privacy collection and keep all information securely. Enrolment forms and supporting documentation must be managed in accordance with the department’s privacy policies and Victorian privacy laws. Refer to Privacy and Information Sharing for further information.
Records management
Under the Records Management – School Records Policy, schools must retain all application and enrolment forms for 7 years, or for the duration of the student’s enrolment – whichever is longest. Both forms are used to inform enrolment decisions, which may be subject to appeal.
Digital enrolment forms
The enrolment form is now available as a fillable PDF. Schools may continue to provide a hard copy of the form to parents/carers as needed. Where schools have established an online enrolment process based on the previous enrolment form, this will need to be updated to align with the content of the revised form.
Given the personal and health information collected, schools are required to store the enrolment form and supporting documentation in a secure digital format using one of the following options:
- existing student administration system (for example, Compass, Sentral).
- encrypted PDF via email
- new software platform with enrolment functionality (for example, Digistorm).
A privacy impact assessment is required for new systems or when the purpose of existing systems is expanded to include the enrolment process. For further information refer to the PAL guidance on Privacy impact assessments.
Platforms such as Google or O365 should not be used, as they are provided for collaboration and not secure storage of student records. This type of platform can pose a risk of inappropriate access and disclosure of the personal and health information of students.
Identity documents, custody orders and other sensitive documents must not be stored on third party platforms, and the normal practices of sighting them in person or storing physical or digital copies in secure school locations should be continued.
Schools should contact the Privacy team for advice and support to ensure they meet privacy law requirements by email: privacy@education.vic.gov.au or phone: 03 8688 7967.
Sample website wording
Schools should provide consistent and transparent enrolment information to their community.
Schools with restricted zones, enrolment management plans or specific entry criteria set by the minister (or delegate) will need to adjust sample wording accordingly.
If using an application form and enrolment form
Enrolment
If you are interested in enrolling at our school, please complete the Application Form {linked} and send to [insert school email address]. If you require a paper form, please contact the school office on [insert phone number].
An enrolment form will be provided when placement is offered.
Our school follows the Department of Education’s Enrolment Policy for the enrolment, placement, and transfer of students.
Students who live within the school zone are guaranteed a place at our school. To find out whether you live in zone, visit findmyschool.vic.gov.au
All other applications will be considered subject to available space, and prioritised according to:
- students with a sibling at the same permanent address who are attending the school at the same time
- all other students in order of closeness of their home to the school.
If using an enrolment form only (required at a minimum)
Enrolment
If you are interested in enrolling at our school, please request an Enrolment Form from our school office at [insert school email address] or [insert phone number].
Our school follows the Department of Education’s Enrolment Policy for the enrolment, placement, and transfer of students.
Students who live within the school zone are guaranteed a place at our school. To find out whether you live in zone, visit findmyschool.vic.gov.au
All other applications will be considered subject to available space, and prioritised according to:
- students with a sibling at the same permanent address who are attending the school at the same time
- all other students in order of closeness of their home to the school.
For information on how to process the enrolment form, please refer to: Processing enrolment forms and supporting documentation.
Reviewed 04 April 2023