Schools Organisation, Capital and Admissions Group: Notes of meeting on 23 September 2025

Item 2. Admissions Consultation for 2027-28  

• SOCA  formally endorsed the proposed changes to the consultation.  Schools reminded of the process and timeframe for consultation and Governing Body determination of admissions policy

Item 3. Amendment to Determined Policies for 2025-26 and 2026-27

• SOCA endorsed the proposed amendment to schools’ admissions policies in line with a recent legal ruling: remove time limitation on in-year admission applications for families of UK Service personnel and Crown servants.

Item 4. Fair Access Data 2024-25

• Fair Access tier 1 decisions and tier 2 decisions over the 2024/25 academic year was noted: 170 primary and 111 secondary entries under tier 1, 46 children were considered under tier 2.

Item 5. In-Year Admissions and Working PANs

• Schools wishing to reduce the admission number must discuss with the local authority to consider the impact on sufficiency of places across the area.
• The DfE and Schools Adjudicator has rejected requests to change the admission number where this impacts negatively on school place sufficiency.

Item 7. Early Years Update

• 11 providers have received funding from the Childcare Expansion Capital Fund.  Just over £671k currently remains in the Devon fund
• Phase 2 of the School Based Nursery Capital Grant Funding has been announced.  5 successful projects were funded in Devon during Phase 1.

Item 8: SW Norse Update

• Overall there has been an improvement in performance across all contractors.

Item 9: School Organisation

• Castlebridge Special School hub opened at beginning of academic year providing places for up to 30 pupils. 
• KEVICC proposal for 20-place SEN Unit from Jan 26 has been approved
• Cranbrook Cobdens Primary school development – timescale for free school presumption process being considered.
• Mindful of upcoming Children and Wellbeing Bill changes for development that all new schools may be other than academies.

Item 10: Capital Maintenance Programme

• 21 school condition schemes have been completed during the summer holidays, including planned, unforeseen and adaptation projects.  A further 32 projects are underway.
• Capital Maintenance Scheme programme now being prepared for 2026/27 with feasibility projects.

Attendance

DCC

Katherine Crompton (Chair) – Capital Programme Manager,  Shona Meek – Senior School Organisation Officer, Andrew Brent – Senior Policy Officer, Heidi Watson-Jones – Executive Assistant (Inclusion & Learning)

Devon Schools Leadership Services

David Perkins – Littletown Primary, Penny Hammett – FORT Federation, Andrew Sweeney – Okehampton College

Special School Heads

DAG

Ian Rogers

Apologies

Fran Butler – Early Years and Childcare Sufficiency Lead, Caroline Harding – NASUWT,

1. Minutes of previous meeting – 20 May 2025

• Outstanding Actions:
• Fair Access Panel representatives from across the county would still be welcomed as DCC Inclusion & Learning moves towards a locality-based format.  Noted DSLS locality meetings are due to take place early October and then would be a good opportunity to encourage additional representations.
• Thanks to schools notifying LA re. flexi schooling arrangements.
• All other actions complete or in hand.
• The minutes were agreed as an accurate record.

2. Admissions – Consultation 2027-28 

• Few changes have been proposed in the 2027-28 consultation.
• A section has been added to emphasise the expectation that where a parent has made an application, and the place has been offered that this will be taken up within 2 weeks otherwise the offer will lapse unless a later start date has been agreed with the school.
• Increased robustness added around waiting lists; parents on a waiting list should accept or decline an offer of a place by the end of the next working day.
• As previously discussed, advice from the Twins Trust has been outlined regarding how multiple birth siblings are placed in a school with more than one class or registration group.
• Schools were reminded that the consultation period will run from 1 November until 16 January 2026 – information must be posted on all school websites and included in school newsletters.
• A Governing Body meeting is required after the consultation period and before the end of February to formally determine admission policy: Governing Boards for foundation and voluntary aided schools; trusts for academies and free schools.  The LA must be notified of the date of determination.
• Faith schools are reminded to highlight any changes to admissions policies to the Diocese.
• SOCA  formally endorsed the proposed changes.

3. Admissions – Amendment to Determined Policies for 2025-26 and 2026-27

• An amendment has been drafted for all 2025-26 and 2026-27 admissions policies for approval.
• The 16-week limit for Crown services and military personnel to make an in-year application has been removed in line with a recent ruling.
•  Colleagues in schools and Trusts are requested to consider this recommended amendment and confirm their approval or rejection of the advice.
• SOCA endorsed the proposed amendment to schools’ admissions policies

4. Admissions – Fair Access Data 2024-25

• SOCA noted the Fair Access tier 1 decisions and tier 2 decisions over the 2024/25 academic year.
• 170 primary and 111 secondary entries under tier 1
• Tier 2 decisions are for children who are harder to place in a mainstream school.  46 children were considered under tier 2.
• Alternative Provision for 10 children was agreed for those not yet ready for reintegration into education.
• Moving forward a locality-based Fair Access Panel arrangement will be convened fortnightly to meet 20 school day turnaround for Fair Access cases. 
• Queried how schools refuse admission on behaviour grounds.  Noted that schools may not request further information from previous school, however there is an exception which permits refusal to admit on grounds of challenging behaviour if the child is already known to the admitting school.
• If the child meets the criteria of challenging behaviours (as per the Admissions Code), then the Fair Access Protocol may be used.  Will be looking to new Inclusion Partner roles to support schools and the LA to manage this going forwards.
• Considered how the locality model will work in practical terms depending on whether the school is located on a Devon locality border, or a ‘hard’ border to another local authority. 
• Placements closest to the previous catchment school are considered in the first instance to reduce transport impact.  Schools judged by Ofsted as inadequate are not requested to accept learners under Fair Access.

5. Admissions – In Year Admissions and Working PANs

• Noted that the Published Admission Number is relevant to intake years, and after that time, this number remains as a guide admission number for the cohort unless it is amended in response to a change in circumstances in the school – e.g. loss of accommodation
• These circumstances must be supported by a clear rationale.  Admissions Appeals Panel may uphold challenges which cannot be substantiated by a school.
• Schools wishing to reduce the admission number must discuss with the local authority to consider the impact on sufficiency of places across the area.
• The DfE and Schools Adjudicator has rejected requests to change the admission number where this impacts negatively on school place sufficiency.

6. Admissions – Twins and multiple birth siblings

• SOCA noted a request for information be shared with schools to clearly outline that where twins or multiple birth siblings are admitted to a school, it is the headteacher’s decision about which classes the children would be placed in.
• Guidance is available from the Twins Trust around taking parental views into account.
• SOCA agreed wording that has been developed and added to draft admissions arrangement policies for all schools to cover this.

7. Early Years Update

• 11 providers have received funding from the Childcare Expansion Capital Fund.  Just over £671k currently remains in the Devon fund
• Phase 2 of the School Based Nursery Capital Grant Funding has been announced.  5 successful projects were funded in Devon during Phase 1.
• Schools may register interest for Phase 3 if places will not be delivered by September 2026 and money spent by September 2027 (if they have been successful at Phase 1) – for up to £150k capital funding to repurpose space for nursery provision. ACTION: KW/SM to check eligibility to apply for phase 2 funding if an unsuccessful application had been previously submitted in phase 1.
• A letter of support from the LA is required to accompany the expression of interest. 
• Priority will be given to schools that do not currently have nursery provision or are looking to widen provision to meet childcare sufficiency demand.
• Guidance will be shared with schools on process and timeline. A webpage has been set up to inform our schools School based nurseries – Information for childcare providers
• SOCA consider developments at former children’s centre buildings.
• Noted Great Torrington CC will be leased to DCC, who will then sub-let to a childcare provider.
• Holsworthy CC – noted this is formerly a VC schools (not VA)
• All centres will have provision for 0-2 year olds available all year round and some also have 3 and 4 year old places.
• Schools are reminded to update the nursery admissions documents
• Noted data around take up of early years and childcare places for under 5 year olds, and Early Year Pupil Premium.
• Noted that childcare sufficiency will have a renewed focus to ensure that places are available where they are needed – in local communities and also closer to parents’ workplaces. ACTION: KW to liaise with Fran to ascertain if statistics are in line with predicted expectations.
• Noted there is a key role for responsibilities around liaison and consultation with responsible bodies – for VA and VC schools, the local authorities, Diocese (if a CofE school) and governing bodies around any capital adjustments to ensure full knowledge of proposals and oversight of the works. The LA Built Environment Team should be included in consultations and approval processes for capital works at academy schools.

8. SW Norse Update

• Noted 97% of service works was within tolerance
• There was some concern around the performance particularly for lifts – ACTION: NC to provide some additional information to explain this.
• Overall there has been an improvement in performance across all contractors.
• Schools were reminded to contact Katherine.crompton@devon.gov.uk where there are any concerns about specific contractors, to enable monitoring of any emerging trends.

Action

• NC to provide some additional information to explain concerns around lift contractor performance.

9. School Organisation Update

• Community Infrastructure Levy funding bid was successful for the new Mosshayne/Tithebarn school.
• Cranbrook Ed Campus expansion has moved forward (600 – 850 places)
• Castlebridge Special School hub opened at beginning of academic year providing places for up to 30 pupils.  Main site will be at Ivybridge.
• Proposal to move Tipton St John Primary resulted in a number of objections.  Additional due diligence to be carried out on a site at Tipton St John.
• Lapford – significant change request to move to a faith school designation.
• KEVICC proposal for 20-place SEN Unit from Jan 26 has been approved
• Noted approvals and requests for extensions of age range.
• Holsworthy CofE Primary – noted Children’s Centre will be transferred to Diocesan Board of Finance Ltd.
• Okehampton College proposal to change age range, including possible phasing out of 6^th form provision.  Dartmoor MAT submission of significant change to DfE has been delayed to ensure all options have been fully considered.
• Ilfracombe Resource Base expansion from 8-10 places approved from 1 Sept 25.
• Noted academy conversions – Lampard Special School (from 1 Sept 25), Tiverton High School (from 1 Jan 26) and Haytor View (from 1 Oct 25).
• Cranbrook Cobdens Primary school development –timescale for free school presumption process being considered, however, mindful of upcoming Children and Wellbeing Bill changes for development that all new schools may be other than academies.

10. Capital Programme Update

• 21 school condition schemes have been completed during the summer holidays, including planned, unforeseen and adaptation projects.  A further 32 projects are underway.
• Capital Maintenance Scheme programme now being prepared for 2026/27 with feasibility projects.
• Castlebridge School, Alexander Centre hub was completed ahead of new academic year.
• Cranbrook Cobdens primary school site has a target opening date of September 2027.  Phase 1 expected to deliver 210 places with two bulge classes.
• Mill Water School Seaton Satellite Unit now being designed  to create 25 places for KS4 pupils.
• Net Capacity Assessments – phase 2 programme (primary school focus) of assessments now underway.  School visits to be expected between now and March 26.
• DfE Solar PV Consent – noted revised guidance expected around solar panel power purchase arrangements which may affect some schools. Schools are asked to liaise with Built Environments Team for support with permissions.
• A reminder that any work that involves the fabric of a building (including installation of PV panels) should always come through the responsible body (LA / Diocese) for approval.  Noted particular complexities

Future meeting dates (via Teams)

• Monday 1 December 2025
• Tuesday 3 March 2026
• Tuesday 19 May 2026
• Tuesday 22 September 2026
• Tuesday 1 December 2026
• Tuesday 2 March 2027