Allocation of State Education

Version Number

3.4

Implementation Date

20/09/2016

Scope

All state schools

Purpose

​The Education (General Provisions) Act 2006 (Qld) (“the EGPA”) provides that all students enrolled in Queensland state schools (i.e. primary, secondary, special, and special purpose schools, schools of distance education and centres for continuing education) are entitled to an allocation of state education. The allocation encompasses the compulsory schooling and the compulsory participation phases.

Students enrolled in or attending secondary or special schools and undertaking a combination of studies, for example, vocational education and training subjects, TAFE courses or part-time school-based apprenticeship/traineeship arrangements, will generally be regarded as undertaking full-time education. State school students in the compulsory participation phase will generally be considered to be enrolled in a full-time capacity for the purposes of calculating semester allocation.

This procedure outlines procedures and decision-making processes for the allocation of state education to all students, including additional semesters beyond the basic semester allocation. Decision-makers should consult the Guidelines for Allocation of State Education throughout the process.

Overview

​The basic allocation of state education is 26 semesters for all students who begin schooling in the Preparatory (Prep) year at a state school before they turn six years and six months. This allocation is irrespective of the student’s prior registration in a pre-Preparatory program or a special education program prior to the Prep year.

Students whose parents have delayed their entry into Prep by 12 months will receive an allocation of 26 semesters of state education. These students:

  • are entitled to the basic allocation, if they begin the Prep year before they turn six years and six months, or
  • at the discretion of the school principal, will receive a remaining allocation of 26 semesters, if they turn six years and six months during January prior to the first day of school.

Students who commenced schooling in Year 1 prior to 2007 (i.e. before the introduction of the Prep Year in Queensland) are entitled to a basic allocation of 24 semesters of state education, not 26 semesters.

For a student who received a basic allocation, the remaining allocation is the basic allocation less the number of semesters of state education already provided to the student.

For a student who did not receive the basic allocation, a state school principal can calculate the remaining allocation for the student upon receiving an application for enrolment. This applies to students who:

  • received schooling at a non-state school; 
  • received home education under chapter 9, part 5 of the EGPA; 
  • received schooling outside Queensland; 
  • at any time before the end of semester 2 in 1997, was enrolled at a state school (excluding students enrolled in Years 1-12 at the end of semester 2 in 1997);
  • are beginning schooling in year 1 or later; or
  • turned six years and six months of age before beginning schooling.

Students who have been enrolled for their basic allocation of semesters and who want to receive additional semesters of state education can apply to the:

The application must be made more than 12 weeks before the start of the semester, or the first of the semesters, to which the application relates. The decision-maker may allow the due date for applications to be extended.

Students who have been enrolled for their basic allocation of semesters prior to turning 16 and who want to continue their enrolment may remain at school until the end of the semester in which they turn 16 without making an application for additional semesters.

If a student has been granted one or two additional semesters and then transfers to another state school prior to completing these semesters, it is preferred that the principal of the new school honours the decision made by the previous principal to ensure continuity of education.

Decisions relating to semester allocation and additional semesters are documented in writing by the decision-maker, detailing relevant personnel involved, evidence gathered to inform decision-making and reasons for the decision. If the applicant is not satisfied with the decision, they can request that these decisions be reviewed.

Responsibilities

​Principals:

Regional Directors (or other delegate of Director-General):

  • if satisfied with application, grant 3rd or 4th additional semesters
  • if satisfied with application, grant 5th or 6th additional semesters (note: 5th and 6th additional semesters can be granted by Regional Directors, not delegates)
  • review principal’s decision regarding student’s remaining allocation of state education if a submission has been made against a principal's decision
  • review principal’s decision on additional one or two semesters if a submission has been made against a principal's decision.

Assistant Director-General, State Schools:

  • review Regional Director’s (or other delegate of Director-General’s) decision regarding 3rd or 4th additional semesters.

Process

Principal:

Basic Allocation

  • recognise that students who begin schooling in Prep at a state school before turning six years and six months are entitled to the basic allocation of 26 semesters
  • recognise that students with delayed entry into Prep are entitled to an allocation of 26 semesters (no additional forms are required for this)
  • recognise that students who commenced schooling in Year 1 prior to 2007 are entitled to a basic allocation of 24 semesters.

Remaining Allocation

Upon receiving an application to enrol at a state school, in circumstances where the basic allocation does not apply: 

  • consider the supporting material gathered about the student’s previous education
  • consider all relevant matters, including:
    • the age, ability, aptitude and development of the student; and
    • the need to take account and promote continuity of the student’s learning experiences; and
    • whether the enrolment is compulsory or non-compulsory; and
    • if the student’s enrolment is non-compulsory – the student’s commitment to complete a course of study
    • whether a state school principal has already made a remaining allocation decision prior to this application for enrolment (without being binding, it is the department’s view that in such circumstances the enrolling principal should not disturb the existing decision except in exceptional circumstances or where the change is to increase the remaining allocation).  
  • make a preliminary calculation of the student’s remaining allocation of semesters of state education within a reasonable time after receiving application for enrolment 
  • advise the student of the preliminary view of the calculation using form ASE-3a: Notice to student on enrolment - preliminary view on remaining semester allocation 
  • as soon as practicable send a copy of ASE-3a to the parent (unless it is inappropriate to do so)
  • allow the student five school days to either submit further information or request the principal reconsiders the preliminary view  
  • consider a submission (if received), and either affirm or vary the preliminary view
  • ​immediately advise the student of the decision
  • advise the student of the decision in writing, within seven days of the initial advice, using form ASE-3b: Notice to student on enrolment – decision on remaining semester allocation and enclose form ASE-17 – Information for students/parents – reviews against decisions on allocation of semesters of state education 
  • as soon as practicable send a copy of form ASE-3b and ASE-17 to the parent (unless it is inappropriate to do so).

Remaining Allocation Notice

In relation to a student who is enrolled in Semester 2 at a state school and who has a remaining allocation that will not be more than four semesters, 

Information for Repeating Students

Students may only repeat a year of state school with the approval of the school principal. When deciding whether to approve a student to repeat a year level, principals should refer to the Guidelines for Schools – Repeating a year level.

In relation to a student who has received approval to repeat a year of education

Granting Additional One or Two Semesters

Upon receiving an ASE-1: Application for additional one or two semesters of state education

  • consider the application within a reasonable time, allowing for the need to collect and analyse results of any relevant student assessment 
  • consider the supporting material gathered about the student’s previous education
  • consider all relevant matters, including:
    • whether the student is of compulsory school age;
    • the likely educational outcome of the student attending the school for the additional semester or semesters; and
    • the likely impact on the resources of the state school of additional semesters
  • make a preliminary view of the decision regarding the student’s application for additional semesters and advise the student of the preliminary view of the decision using form ASE-7a: Notice to student – preliminary view on additional one or two semesters 
  • as soon as practicable send a copy of ASE-7a to the parent (unless it is inappropriate to do so) 
  • allow the student five school days to make a submission in respect of the ASE-7a
  • consider such a submission (if received) within a reasonable time 
  • make a decision to either grant or not grant the additional one or two semesters 
  • advise the student immediately and then give notice in writing within seven days using form ASE-7b: Notice to student – decision on additional one or two semesters and enclose form ASE-17 
  • as soon as practicable send a copy of ASE-7b and ASE-17 to the parent (unless it is inappropriate to do so).

Regional Director only:

Review of Principal’s Decision: Remaining Allocation or Additional One or Two Semesters

If a student or parent is not satisfied with the principal’s decision regarding the student’s remaining allocation or application for additional one or two semesters, the student or their representative may make a written submission to the Regional Director against the decision within 30 school days after notice of the decision was given to the student (or later if permitted by the Regional Director).

Upon receiving a submission against the principal’s decision: 

  • immediately consider the submission,
  • consider the principal’s decision, and either
    • affirm the decision, or 
    • vary the decision, or
    • set aside the decision.
  • advise the student of the decision and within seven days of initial advice, provide student with written notice of the decision using ASE-12: Notice to student – submission for review of decision (enclosing ASE-17
  • as soon as practicable send a copy of ASE-12 and ASE-17 to the parent (unless it is inappropriate to do so) and a copy of ASE-12 to the school principal.

Regional Director (or other delegate of Director-General):

Granting 3rd or 4th Additional Semesters

Upon receiving an ASE-2: Application for additional semesters of state education (beyond two semesters) in relation to 3rd or 4th additional semesters:

  • consider the application within a reasonable time, allowing for the need to collect and analyse results of any relevant student assessment 
  • consider the supporting material gathered about the student’s previous education
  • consider all relevant matters, including:
    • whether the student is of compulsory school age;
    • the likely educational outcome of the student attending the school for the additional semester or semesters; 
    • the likely impact on the resources of the state school 
    • participation and progress of the student during the additional semesters of state education
    • suitability of other education, training employment or post-school pathways
  • make a preliminary assessment of the student’s application
  • advise the student of the preliminary view using ASE-9a: Notice to student – preliminary view on additional 3rd or 4th semesters 
  • as soon as practicable send a copy of ASE-9a to the parent (unless it is inappropriate to do so) 
  • allow the student five school days to make a submission
  • consider such a submission (if received) within a reasonable time 
  • make a decision to either affirm or vary the decision on granting the additional 3rd or 4th semesters 
  • immediately advise the student of the decision and within seven days of initial advice, provide student with written notice of the decision using ASE-9b: Notice to student – decision on additional 3rd or 4th semesters (enclosing ASE-17
  • as soon as practicable send a copy of ASE-9b and ASE-17 to the parent (unless it is inappropriate to do so)
  • provide written notice to the school in which the student attends using ASE-11: Advice to principal re application for additional semesters, if granting additional semesters stating the:
    • name of the student
    • educational level of the student
    • period of extension and
    • other information that is considered necessary in the circumstances.

Regional Director:

Granting of 5th or 6th Additional Semesters

Upon receiving an ASE-2: Application for additional semesters of state education (beyond two semesters) in relation to 5th or 6th additional semesters:

  • consider the application within a reasonable time, allowing for the need to collect and analyse results of any relevant student assessment 
  • consider the supporting material gathered about the student’s previous education
  • consider all relevant matters, including:
    • whether the student is of compulsory school age
    • the likely educational outcome of the student attending the school for the additional semester or semesters 
    • the likely impact on the resources of the state school 
    • participation and progress of the student during the additional semesters of state education
    • suitability of other education, training employment or post-school pathways
  • make a preliminary assessment of the student’s application
  • advise the student of the preliminary view using ASE-15a: Notice to student – preliminary view on additional 5th or 6th semesters 
  • as soon as practicable send a copy of ASE-15a to the parent (unless it is inappropriate to do so) 
  • allow the student five school days to make a submission 
  • consider such a submission (if received), and make a decision on granting the 5th or 6th additional semesters within a reasonable time of receipt of application
  • immediately advise the student of the decision and then give written notice of the decision using ASE-15b: Notice to student – decision on additional 5th or 6th semesters and enclose form ASE-17 within seven days of this advice
  • as soon as practicable send a copy of ASE-15b and ASE-17 to the parent (unless it is inappropriate to do so)
  • provide notice to the school where the student attends, if granting 5th or 6th additional semesters, stating:
    • name of the student
    • educational level of the student
    • period of the extension, and
    • other information that the Regional Director is reasonably satisfied the principal should be aware of in relation to the decision.

Assistant Director-General, State Schools:

Review of Decision: 3rd or 4th Additional Semesters

If a student is not satisfied with the decision regarding 3rd or 4th additional semesters, the student or their representative may make a written submission to the Assistant Director-General, State Schools, against the decision within 30 school days after notice of the decision was given to the student (or later if permitted by the Assistant Director-General).

Upon receiving a submission against the decision: 

Online Resources

​Forms

Review Date

31/03/2017
Attribution CC BY

Additional semesters

Refers to extra and further semesters of state education. In accordance with the Education (General Provisions) Act 2006 (Qld), a student who does not have any remaining allocation may apply to the principal for no more than two extra semesters of state education (i.e. additional one or two semesters). A student who does not have any remaining allocation and who has been granted two additional semesters of state education may apply to the Regional Director for no more than four further semesters (i.e. additional 3rd, 4th, 5th or 6th semesters).

Compulsory schooling

A child is of compulsory school age if the child is at least 6 years and 6 months, and less than 16 years. However, a child is no longer of compulsory school age if the child has completed year 10. Each parent of a child who is of compulsory school age must ensure the child is enrolled at a state school or non-state school; and ensure the child attends the state school or non-state school, on every school day, for the educational program in which the child is enrolled, unless the parent has a reasonable excuse.

Compulsory participation phase

A young person's compulsory participation phase starts when s/he stops being of compulsory school age (i.e. turns 16 or completes Year 10 whichever comes first) and ends when the person:

  • gains a Certificate of Achievement, Senior Statement, Certificate III or Certificate IV or
  • has participated in eligible options for 2 years after the person stopped being of compulsory school age, or
  • turns 17.

Decision-maker

A decision-maker, for the purpose of allocation of state education, is the relevant delegate of the Director-General.