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Step 4: Complete the in-year application form

Summary of this step

You must fill in the appropriate application form and return it.

You should read the information to help you complete your application before filling in the form.

Which form to use

There are two different application forms available:

  • A form for schools that receive applications direct: form SMA
  • A form for schools that we receive applications for: form CMA

You must use the correct application form. You can find out which form to use by:

Completing form SMA (for schools that receive applications direct)

  • Download and complete application form SMA (pdf)
  • You can express a preference for only one school on this form. However you can complete more than one copy of this form if you want to apply to more than one school.
  • Return the completed form directly to the school you are applying for.
  • If the school named on your form requires supplementary information forms (check the directory of Surrey schools or the school's own website), you must complete the supplementary forms as well, and return them directly to the schools. Supplementary information forms provide schools with additional information they may need to be able to apply their admissions criteria. Do not complete a supplementary form unless you have named the school on your application form – completing a supplementary information form alone is not a valid application.

Completing form CMA (for schools that we receive applications for)

  • Download and complete application form CMA (pdf)
  • You can express a preference for up to three schools on this form.
  • You must name the schools in the order you prefer them, with your most preferred school first. This information is not shared with the schools and will not disadvantage your application.
  • Return the completed form to:
    Admissions team, Quadrant Court, 35 Guildford Road, Woking, Surrey GU22 7QQ.
  • If any of the schools named on your form require supplementary information forms (check the directory of Surrey schools or the schools' own websites), you must complete the supplementary forms as well, and return them directly to the schools. Supplementary information forms provide schools with additional information they may need to be able to apply their admissions criteria. Do not complete a supplementary form unless you have also named the school on your application form – completing a supplementary information form alone is not a valid application.

Information to help you complete your application

All of the information below is important and may affect the place that is offered to your child - please take the time to read it.

Who should apply

The person applying should be the person with parental responsibility for the child. If you are unsure of your status you should submit your application with a covering letter explaining your situation.

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The address to use

The address on the form must be the child's current permanent place of residence. This will usually be the parents' address.

  • If the parents don't live together, the address must be of the parent the child spends most time with – usually the parent receiving child benefit (where applicable). If there is equal shared custody of the child, it is left to the parents to decide which address to use.
  • You should not use a business, relative or carer/childminder's address.
  • We will not accept a temporary address if the main carer of the child still owns a property that has previously been used as a home address, nor if we believe it has been used solely or mainly to obtain a school place when an alternative address is still available to that child.
  • An application can only be made from one address and only one application per child can be made.

We will need proof of where you live – usually your council tax bill or if you are not responsible for council tax some alternative evidence, which should be a copy of your signed tenancy agreement and a recent utility bill.

We will check the address on your application against the records we hold for your child's current school and we may also check council tax records or write to ask you to provide further proof of your address.

Any offer of a school place based on where your child lives, is conditional on your child living at that address on the date the offer is made.

We will investigate any applications where there is doubt about the address being given. Use of false information may lead us to withdraw an offer of a place, even after a child has started at a school.

More information on how we will investigate applications is available in our Address of Convenience Assessment Protocol (PDF) and if you wish to made a referral please use the Address of Convenience Referral Form (PDF).

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If you change address after applying

If you move after applying, you must let us or the school know immediately confirming the date you moved and providing evidence of your new address, for example, a copy of your signed tenancy agreement or confirmation of exchange with the date of completion.

A new address can only be considered once a house move has taken place and we reserve the right to seek further verification from you.

If you do not tell the school or us about a move, or about a declared house move that has failed to take place we may withdraw any offer of a school place we have made.

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Looked after and previously looked after children

If the child is currently looked after by a local authority you should not complete the in-year application form. Instead their social worker should complete our in-year admission for children in care form in order to apply for a school place.

If the child was previously in care but left through adoption, a child arrangement order or special guardianship order, you must indicate this on your application form and provide supporting evidence from their social worker.

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Applying under exceptional medical or social criteria

If you wish to apply under a school's exceptional medical or social criteria you must provide relevant information, including medical evidence where appropriate, to support your case at the time of your application.

The exceptional social or medical circumstances might relate to either the child or the parent/carer. Supporting evidence from a professional is required such as a doctor and/or consultant for medical cases or a social worker, health visitor, housing officer, the police or probation officer for other social circumstances. This evidence must confirm the circumstances of the case and must set out why the child should attend a particular school and why no other school could meet the child's needs. If you are applying for exceptional priority for a school that is not your nearest, you must explain why nearer schools cannot meet your child's needs.

Providing evidence does not guarantee that a child will be given priority at a particular school and in each case a decision will be made based on the merits of the case and whether the evidence demonstrates that a placement should be made at one particular school above any other.

Common medical conditions and allergies can usually be supported in all mainstream schools, therefore priority under a school's exceptional medical criterion would not normally be given for these. Some mainstream schools have units attached which provide specialist provision for children with an Education, Health and Care Plan which names the school. The facilities in these units are not normally available to children in the mainstream school and as such priority under a school's exceptional social or medical criterion would not normally be agreed for a mainstream place on the basis of a specialist unit being attached to the school.

In addition, routine child minding arrangements would not normally be considered to be an exceptional social reason for placement at a particular school.

We reserve the right to refer medical evidence to our designated medical officer, where necessary, to assist us in making a decision about medical priority for a school place.

Places may be allocated under this criterion when places are first offered at a school and the local authority may also ask schools to admit over their published admission number at other times under this criterion.

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Siblings

If you believe your child is eligible for sibling priority at one of your preferred schools, you must include their details on your application.

For community and voluntary controlled schools we define a sibling as:

  • a brother or sister (with the same parents) whether living at the same address or not, or
  • a half brother or sister, adopted or fostered brother or sister or step brother or sister living as part of the same family unit at the same address, Monday to Friday

If you fail to tell us about an eligible sibling in your application this could result in your child receiving a lower priority for a school place.

Siblings must already be on roll at the school you are applying for (or another school which operates a shared sibling priority) and be expected to still be on roll at that school on the date of the child's admission.

Academies and foundation, free, trust and voluntary aided schools may have different definitions of siblings and also different criteria regarding them. You should contact these schools directly for details.

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Your reasons for preference

The application form has space for you to give a reason for naming a school as a preference but you do not have to complete this. Any information included will be considered, but reasons given will not usually affect how places are prioritised.

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Fair access admissions

Our Fair Access Protocol for primary schools (PDF) and secondary schools (PDF) ensure that, outside the normal admissions round, unplaced children are offered a place at a suitable school as quickly as possible and that all schools in Surrey admit their fair share of children with challenging behaviour, whether or not the school is oversubscribed.

You are asked to answer the questions on fair access admissions honestly and accurately to ensure that qualifying children can be offered a place at a suitable school quickly.

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Headteacher statement from previous/current school

Once you have completed sections 1 to 10 on the form you must ask the headteacher of your child's current/most recent school to complete the headteacher statement. Your form cannot be progressed without this. If you return your form without the headteacher statement completed we will return it to you. In all cases we reserve the right to contact your child's current or previous school to discuss your application for a school place.

If you have moved to the United Kingdom and your child has not yet attended a school in the United Kingdom, you do not need to get the headteacher statement completed but should return the form with a covering note.

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Supporting evidence

Please don't forget to include any supporting evidence, for example: proof of address, medical evidence that we need to see. Please enclose a self-addressed and stamped envelope (with the correct postage) if you would like any original documents returned.

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Continue to step 5: Outcome of your application

Files available to download

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