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In-year transfers

What is the process?

'In-Year transfers' are when pupils transfer from one school to another during an academic year (not at the start of one) and need an immediate school placement. This could be because you're moving home, or are unhappy with the school they currently attend (and the Headteacher was unable to resolve your concerns).

We receive and decide whether to accept in-year applications ourselves; it isn't decided by Hampshire County Council (although they facilitate the admissions process for us).

The general process for joining us is outlined below and, although it may seem daunting, it is quite simple, and we are here to help you as much as we can throughout.

The process may vary slightly depending on the time of year and which 'round' of applications you fall into. We'll let you know when you speak to us.

 

1. Give us a call!

Please phone the office on 023 80 862530 to let us know you're interested in a place at the school. We can check what spaces we have available, and arrange for a meeting or tour with our Leadership Team. 

Depending on the time of year, we may already have some Open Day/Evening sessions which you'd be welcome to join.

2. Come to meet us

We'd love to show you around the school and answer any questions you might have, in person. We'd encourage your child to come along too, as it's important that they feel comfortable and involved with the decision about their school, where that's possible. Other family members are also welcome.

You'll be given a pack to take away, with lots of useful information in it.

3. Apply for a Place

If you would like your child/ren to join Oakfield, please log in to the Hampshire Admissions Portal to apply for a place:  https://www.hants.gov.uk/educationandlearning/admissions

We'll let you know in writing if you've been successful within 10 working days (and in no more than 15 days), although we always aim to respond far sooner than that. If you're applying during the school holidays, you'll receive a response at the start of the next term.

Note on how to log into the portal: You should hopefully have set up a username and password on the Hampshire Admissions Portal when you applied for your child's first school place, and you will need to use the same details to log in. You can reset your password if you can't remember it, or contact admissions.team@hants.gov.uk if you're stuck.

4. Accept the Place

If your application is accepted, please log on again to the Hampshire Admissions Portal to accept the Place and agree a date for your child or children to start at Oakfield Academy (within the next 4 school weeks).

If we receive multiple applications for a single place, it will be allocated on a first-come-first-served basis; so it's important to accept the place as soon as possible. 

We can arrange a 'taster day' before your child starts full-time with us, if they're nervous and would prefer a more gentle start.

5. Complete our Registration Form

After your place is accepted, please complete our online Registration Form, which requests all the important information we'll need to set up your child's profile and to help us to understand and meet their needs. It takes around 30 minutes.

Link - Oakfield Registration Form

If you are registering more than one child to start with us, please complete a form for each child.

6. Bring in your documents

We'll need to verify your child's identity before they start with us. Please bring their original birth certificate or UK Passport to the school office (in reception) to be photocopied.

We also need to see proof of address for the parent/guardian that the child lives with. Please bring in any two of the following original documents:

  • Driving licence (photocard)
  • A recent Council tax bill showing both your name and the home address
  • A recent Utility bill (gas, electricity, water) showing both your name and home address
  • A recent bank statement showing both your name and the home address.

7. Eligibility for Free School Meals (Pupil Premium)

We'll assess whether you might be eligible for free school meals when we review your application form, and will let you know if you qualify. 

If you do, you'll also receive £100 to help you pay for school uniform, clubs, school trips, and music lessons.

8. Get your school uniform

The Uniform page on our website details everything your child will need to start. They won't need pens, pencils or other stationery, as the school will provide this.

We understand uniform can be expensive. If you are struggling, or need uniform urgently, please do speak to us as we may have second-hand items you can have / borrow.

A Fresh Start

If your child is already attending a local school and things aren't working out, we strongly encourage you to talk and work with the school and staff, and give them time to make it right. 

Sometimes, however, it's time for a fresh start. We'll manage as much of the transfer as possible, but please ensure you let your current school know your decision.

We'll put you in touch with our Pastoral team here at Oakfield. Their role is to listen to any worries or concerns you might have about starting with us, and to do their best to make the move go as smoothly as possible.

Junior School

As the only primary school in the local area, children remain with us once they start school aged 4, until they are ready for secondary school.

So if your child is currently in Year R, 1 or 2 / attending an Infant School, they can continue attending Oakfield when they reach the Junior stage/Year 3, without the upheaval of transferring again to a junior school.

Moving Home

We know just how stressful moving home can be, and that you may be relocating from another area (or country!)

If you can't make a tour, we'll schedule time over the phone to answer all the questions you have and talk a little more about us.

We'll do our best to introduce you to the local area, and our friendly PTA will soon make you feel right at home!

Important: ​​We will request copies of information from your child's previous school. Please ensure they are aware of the move and are expecting us to contact them, or there may be a delay in your child starting with us.

The information we request will include any academic information as well as safeguarding and pastoral notes/files which will be passed onto the appropriate people in school.

If you're concerned or need support along the way, we'll do our best to help you.

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