Enrolment

Determining permanent residence

Every child is guaranteed a place at their designated neighbourhood school (referred to as local school). Parents and carers may seek enrolment for their child at a school that is not their local school. The child should be enrolled in that school if it 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 prospective student’s permanent residence (referred to as permanent address). To do this, a school can request proof of address documentation. This can be done for both in-zone and out-of-zone enrolments, 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 individual circumstances when determining their permanent address. The wellbeing and education of a prospective student should not be disadvantaged because of the inability of a parent or carer to provide proof of address.

Meaning of ‘permanent address’

A student’s permanent address is the place at which they live at the time of seeking enrolment.

If a student lives at multiple addresses, their permanent address is the place at which they spend most of their weekdays.

If a student spends an equal amount of time at multiple addresses, any of these addresses can be used as their permanent address for enrolment.

When a student lives at multiple addresses, their family is required to choose one address for enrolment. This does not mean that a student can be enrolled at multiple local schools, rather that the student is entitled to enrol in the local school of the chosen address. The final choice of which school the student 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.

Determining a student’s permanent address

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

When requesting proof of address, schools may ask parents and carers to provide documentation using the Residential address check (PDF). The residential address check is intended as guidance only and schools can accept less than 100-points of documentation at their discretion. Documents should show the same full name and address of a parent or carer as recorded on the school enrolment application form.

Schools must not keep any 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 proof of address documentation may occur after the parent or carer 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 student can be offered enrolment at the school. The school must also clearly communicate to parents and carers that the enrolment application may not be successful if proof of address cannot be provided. Schools may use the sample wording when requesting evidence of permanent address (DOCX) (staff login required).

If it comes to light that the address provided on the application form is not the student’s genuine permanent address, 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 is the permanent address for enrolment. 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. For more information, refer to: Statutory declarations.

Statutory declarations can be used as part of the information provided by parents and carers to demonstrate their child’s permanent address. Statutory declarations should be considered by a school when reviewing an enrolment application. In the event a school receives a statutory declaration and is unsure about its validity, the school should consult with their regional office. In these instances, schools should assess all information available and decide on a prospective student’s enrolment 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 speak with the parent or carer to ensure that reasonable consideration has been given to the family’s individual 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 genuinely reflects a family’s current permanent address.

If a rental agreement does not cover the first day of attendance, a school may request that further information is provided closer to the student starting at the school. Schools can make an enrolment offer conditional on a parent or carer providing additional documents (such as a renewed rental agreement) before the prospective student’s first day of school and may withdraw an enrolment or placement offer under certain conditions. For more information, refer to: Withdrawal of an enrolment or placement offer.

Determining permanent address as a condition of enrolment or placement offer

If a school is making an enrolment or placement offer that is conditional on a parent or carer satisfying proof of address requirements, the conditions must be made explicit in both the initial letter of offer and in any subsequent communication.

Inability to provide evidence of permanent address

Schools must ensure enrolment practices do not disadvantage children of families 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 and children who have recently arrived in Australia, including refugees. In these cases, schools must seek advice from their regional office before declining an enrolment application on the basis that the parent or carer is unable to provide proof of address.

Note: department policy allows schools to use the address of a specialist service, crisis or other temporary accommodation, or school address if required, as the permanent address of a child or young person experiencing family violence, to protect the child or young person from harm.

Verification of permanent address

Schools can make reasonable enquiries to verify a permanent address provided by parents or 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
• checking whether there are any regulations or codes limiting the occupancy of apartments to one person per apartment, for a rental property that is a studio or a one-bedroom unit.

Multiple families may live together at the same address, and schools must be understanding of such arrangements when verifying the permanent address of a student.

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

If a school does not accept that the address provided on an enrolment application form (and any other supporting documentation) is the genuine permanent address of a student and the school does not have sufficient accommodation for all applicants, they may decline the application, 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, a student’s permanent address changes or it comes to light that the address provided on an application form was not the genuine permanent address of the student, a school may be able to withdraw an enrolment or placement offer. Withdrawal of an enrolment or placement offer can only take place 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 student; and
• the enrolment or placement offer and any subsequent material provided to the student and their parent or carer expressly states that the offer may be withdrawn prior to the first day of attendance if the student’s permanent address changes or the school becomes aware that the address provided on the application form was not the genuine permanent address of the student.

Prior to withdrawing an enrolment or placement offer, schools must consult with their regional office. Schools must also consider the impact on a student’s safety, wellbeing and education before withdrawing an offer.

If the regional office is supportive of withdrawing the enrolment or placement offer, the school must provide written communication to the parent or carer notifying them of the outcome and informing them of their right to appeal the decision. For more information, refer to: Appealing enrolment decisions.