In-year transfers

- Introduction
- Apply for an in-year school transfer
- Supporting evidence
- Applying for a school place if you are a family arriving from Ukraine
- Refusals and appeals
- Applications for University Technical Colleges (UTCs)
- Children with an Education, Health and Care Plan (EHCP)
- Fair Access Protocol

You must complete an in-year school transfer application for your child if you:

• move into Gateshead and need a school place
• already live in Gateshead but wish to change your child's school to another school in Gateshead

The application form allows you to express a preference for up to three schools in Gateshead. We strongly advise you apply to three schools, as places at some schools are extremely limited. You may want to contact your chosen schools prior to submitting your application to confirm they have places.

The offer of a place at any school is dependent on the availability of places in the relevant year group at the time of application.

Please be aware that year groups in some schools may be full and may not have places available when you move house or decide to transfer your child from one school to another.

You can request a school transfer up to a maximum of six weeks before the school place is needed. However, if your request is for your child to transfer school at the start of a new academic year in September, you must apply for a school place at least six weeks before the start of the summer holidays. You can check term dates on our webpage.

You can only make one application per academic year for the same school.

You can only reapply for a place at that school if the school you have requested now has places available.

We cannot process requests for schools that are outside of Gateshead. You must contact the relevant local authority and request their in-year transfer form.

We cannot process applications for Emmanuel College.

Supporting evidence

You may need to provide supporting evidence with your application form.

If you are completing an online application, you can take a photograph of the required document and upload the image.

If you are new to the UK from overseas

We will need proof of your child's date of birth. Please provide a copy of:

• their passport
• their birth certificate
• a stamped UK entry visa, if appropriate

If you are moving home

We will need a copy of the exchange of contracts or a rental agreement before we consider the new address. We cannot offer school places on the basis of intended future changes of address unless you can provide the relevant documentary evidence.

Serving members of the UK armed forces or crown servants

The Council follows the appropriate legislation and guidance in relation to school admissions to ensure service children are treated appropriately.

The school admissions team collect data on service children using the school's admission form.   The council acknowledges that service families are subject to movement within the UK and from abroad. Although the council is not able to reserve places for blocks of pupils, we will consider requests from personnel moving to Gateshead.

Places will be allocated, subject to a place being available in the relevant year group, prior to moving. If we are unable to allocate a place at that time, parents will be refused and offered the right to appeal.

Families of UK service personnel and other crown servants can apply for an in-year transfer 12 weeks in advance of your relocation if you attach an official Ministry of Defence, Foreign Commonwealth Office or Government Communication Head Quarters letter which confirms the relocation date and quartering address.  If you are moving during the summer holidays, and require a September start,  you can apply for a place from the beginning of April.

Your child won't take priority in a school's admission criteria, but we can process your application in advance of your move as stated above.

When admitting the children of UK service personnel to infant classes outside the normal admissions round, schools are able to exceed the 30 pupils per class limit that normally applies.

Looked after children (LAC), previously looked after children and children in state care outside of England who have been adopted

Documents that we can accept as proof of looked after or previously looked after status:

• adoption certificates or orders that reference section 12 of the Adoption Act
• adoption certificates or orders that reference Section 46 of the Children's Act
• any Child Arrangement Order
• any Special Guardianship Order that mentions Section 14A
• any residence order issued prior to 22/04/2014
• written confirmation from an involved council employee (ideally the assigned social worker)
• a document saying they are currently in public care
• a document saying they were formerly in public care

We will also require a letter or email from the social worker involved with the child to say that they are in agreement with the application.

Medical evidence

If you are applying under the social/medical category, you will need to provide independent evidence from a health professional such as a consultant. This should state the school you are applying for is the only school your child can attend, and the reason why.

Proof of parental responsibility

Where there is any doubt about parental responsibility, we will ask you to provide proof. In such cases, whatever you choose to provide will be entirely up to you. However, it must indicate that you have parental responsibility.

Examples of documents that prove parental responsibility include:

• the child's birth certificate
• a parental responsibility agreement entered into by birth parents
• a copy of a court order giving parental responsibility
• a Child Arrangement Order in respect of a child Adoption Order upon taking office as a formally appointed guardian of the child

This should be accompanied with proof that you are the person named, for example a copy of your passport.
 

Applying for a school place if you are a family arriving from Ukraine 

You can find information on the Gov.uk website (opens new window)

Please email schooladmissions@gateshead.gov.uk or phone 0191 433 8589 or 433 5232 if you have any further questions with regards to admission to schools.

You can complete an online application, or a paper form can be requested from the Admissions Team. 
 

Refusals and appeals 

If we cannot offer your child a place at one of your chosen schools, we will let you know which other schools have places available. 

We will also notify you in writing of your right to appeal. Appeal forms are available from the School Admissions Team. 

Completed appeal forms must be returned to:

Strategic Director
Corporate Services and Governance
Civic Centre
Regent Street
Gateshead
NE8 1HH. 

Your appeal will be heard within 30 school days following the date of receipt. 

Vacant places may arise before the date of the appeal hearing. Where this happens, the school will offer the vacant place to the child that is top of their waiting list. They will use the admission criteria set out within their admission policy. 

Appeal forms for Voluntary Aided Schools are available from the school.

If year groups are full the school will maintain a waiting list. Any vacancies which may arise will be offered using this list. If you would like your child's name placed on the waiting list for a school, you must contact the school to request this. If a place becomes available and is offered to your child, you must then complete a school transfer form to take up this offer. 
 

Applications for University Technical Colleges (UTCs)

UTC's are technical colleges for 14-19 year olds set up by universities and businesses. Visit our applications for UTCs page if you would like to find out more information and how to apply for a University Technical College (UTC).
 

Children with an Education, Health and Care Plan (EHCP) 

School transfer requests for children with an EHCP (opens new window) will be referred to the Special Educational Needs Team. They will work with parents to secure a place at a school where the specific needs of the child can be met. 
 

Fair Access Protocol 

Fair Access Protocols exist to ensure that access to education is secured for vulnerable children and young people who are without a school place and where a placement in a mainstream school or alternative provision is appropriate. For further information and to read the protocol and guidance visit our fair access process page.