- THE PRINCIPAL S GUIDE TO EXEMPTIONS - Updated February 2013 1
Index About Exemptions... 3 Application Process... 3 Appeals... 4 Monitoring and Compliance... 4 Revoking or Varying an Exemption... 4 Limit of Two Exemptions Per Student... 5 Situations of Absence Where an Exemption is Not Required... 5 Students Aged 5... 5 EDSAS... 5 Compulsory Education Age... 6 Compulsory School Age... 6 Reasons Temporary for Exemption... 6 Family Travel / Holiday... 7 Ongoing Medical Condition... 7 Conditional or Part-Time Exemptions... 7 Other... 8 Home Education... 9 Pregnancy... 9 Elite Sport Students... 9 Reasons Permanent for Exemption... 10 Full-Time Employment... 10 Special Circumstance Students under 15... 11 Special Circumstance Combination... 11 TAFE / Other Course... 11 Traineeship or Apprenticeship... 11 Special Circumstance Part-Time... 11 Special Circumstance Students Under 15... 12 Appendix 1 ED175... 13 Appendix 2 FORM B... 14 Appendix 3 Employer Letter of Offer... 15 Appendix 4 TAFE / Other Course... 16 Appendix 5 Traineeship or Apprenticeship... 17 Appendix 6 EDSAS FS60-277 Recording Approved Exemptions... 18 Appendix 7 EDSAS FS60-283 Entering an Exemption for a Student of CEA... 24 2
About Exemptions The purpose of this guide is to provide information to Principals about the exemption from school attendance process and the use of the ED175 Exemption from School Enrolment/Attendance and Education Enrolment/Participation. If you have any questions regarding the exemption process or this guide please contact Office for Schools, Exemptions Processing on telephone 8207 1527. Information about the exemption process is also contained on the SA Government website http://www.sa.gov.au/subject/education,+skills+and+learning/schools/school+life/ Exemption+from+attending+school Application Process The student and parent/guardian approach the school seeking an exemption from attendance at school. A counselling process occurs at the school to discuss the student s circumstances. For example, if the exemption is for employment purposes, although there is no quality test for employment, it will be helpful to discuss the employment opportunity in terms of any ongoing education and/or training component and its relevance to the student s future career aspirations. The Principal must ensure that all applications are made on an approved exemption application form, ED175 Exemption from School Enrolment/Attendance and Education Enrolment/Participation (Appendix 1). The Principal must ensure, unless there are exceptional circumstances, that the application is submitted two working weeks prior to the proposed commencement date of exemption. This is to ensure the application is processed and the outcome determined before the commencement date. The Principal should make it clear to the student and parent/guardian any implications of being granted a permanent exemption from school. For example, if a student gained entry to a school through a specialist program, the student may not be able to gain entry back at the school if the student lives outside the school zone. If the exemption sought is temporary (Ongoing Medical Condition and Other/Conditional) and is for less than a period of one month, the Principal can approve the application. If the exemption sought is temporary (Family Travel /Holiday) and is for less than a period of 12 months, the Principal can approve the application. If the exemption sought is permanent (Full-Time Employment, TAFE/Other Course, Traineeship and Apprenticeship) and is in excess of twelve months then the Principal must endorse or otherwise, and forward the completed exemption application form to the Director, Programs and Regional Management (Central Delegate). If the exemption sought is permanent (Full-Time Employment, TAFE/Other Course, Traineeship and Apprenticeship) for a period of twelve months or less, or temporary for a period greater than one month, forward the completed exemption application form to the Director, Programs and Regional Management (DECD Schools), the Executive Director Association of Independent Schools of SA (for Independent Schools) or the Director Catholic Education SA (for Catholic Schools). 3
The complete application needs to include: - The Principal s comments where there are particular implications, or recommended conditions - A copy of the letter of offer from the employer (if applicable) Other relevant supporting documentation. The Principal must ensure that the applying student and parent/guardian are informed that they must continue to participate in schooling or an approved learning program until an exemption is approved, unless there are exceptional circumstances. The Principal, Director, Programs and Regional Management, Executive Director Association of Independent Schools of SA or the Director Catholic Education SA as the Minister s delegates, consider the application for exemption and make a determination as to whether or not it will be approved. The appropriate delegate then provides written notification of the decision to the student, parent/guardian, school and employer prior to the commencement of the proposed exemption period. Appeals If the parent/guardian wishes to appeal the non-approval of an exemption, the applicant will need write to the Director, Programs and Regional Management (Central Delegate), Level 6 Education Building, 31 Flinders Street, Adelaide SA 5000. This appeal should include as much additional information as possible. This may include letters of support from the school and regional office. Monitoring and Compliance Principals are required to monitor all temporary exemptions (Family Travel/Holiday, Ongoing Medical Condition and Other/Conditional), as necessary within the period of exemption, to ensure compliance with the exemption requirements. Regional offices are required to monitor permanent exemptions on a termly basis for Compulsory School Aged students (students under 16 years old) as follows: If the exemption is granted for the reason of Full-Time Employment the student is required to be monitored until his/her 17th birthday. If the exemption is granted for the reason of TAFE/Other Course, Traineeship or Apprenticeship the student is required to be monitored until his/her 16th birthday. Permanent exemptions granted for students, that are of Compulsory Education Age (16 years old) will be monitored by Office for Schools until the student turns 17 years of age. Revoking or Varying an Exemption The responsibility is placed on the parent/guardian to notify the school should the conditions change for which the exemption was granted. For example, if a student was granted an exemption for Full-Time Employment were to lose his/her job, the parent/guardian would be required to contact the school to discuss re-engagement into school or an approved learning plan. Where the Principal becomes aware that the young person s situation has changed from that stated in the exemption, the Principal must provide the student and parent/guardian with a written explanation of the reasons for the revocation or variation of the exemption. 4
In the case of where an exemption requires variation, for example an extension of a Family Travel / Holiday in excess of 12 months or the change of employer, schools can contact Office for Schools, Exemption Processing on telephone 8207 1527. Limit of Two Exemptions Per Student A Principal must not approve more than two one-month temporary exemptions per student (of compulsory age). Exemptions must not be approved consecutively. Any additional exemptions for a student who has reached this limit will need to be forwarded to the Director, Site and Regional Improvement and Accountability (Central Delegate) for approval. Principals should attach a supporting letter to such applications detailing the reasons for all exemptions. Situations of Absence Where an Exemption is Not Required In addition to exemption, the Education Act makes provision for children of Compulsory School Age and Compulsory Education Age to have allowable absences of prescribed reasons. The prescribed reasons for non-attendance and non-participation apply for short term absences of students which fall within the circumstances described above. For example, if a child needs to be away from school between three and five weeks because of a serious illness (eg Glandular fever), this would fit within the definition of a prescribed reason for non attendance/participation and therefore not require an exemption. Students Aged 5 Students are not required to attend school until they are 6, however if a student aged 5 is enrolled and attending school, he/she is required to attend regularly. Although a 5 year old student is under the age of Compulsory School Age the usual exemption procedures apply. EDSAS All approved exemptions are required to be entered on EDSAS. The following EDSAS fact sheets have been provided as attachments (Appendix 6 & 7) to assists schools; FS60-277 Recording Approved Exemptions FS60-283 Entering an Exemption for a student of Compulsory Education Age. If you require help with EDSAS please contact the Customer Support Centre 8204 1866 or 1300 363 227 for country callers. 5
Compulsory Education Age The Compulsory Education Age Legislation requires all young people between the ages of 16 and 17 to participate full-time in an approved learning program. Approved learning programs include: Traditional secondary school, including studying towards: - SACE (South Australia Certificate of Education) - International Baccalaureate (IB) - Steiner Education (Waldorf Schools) Secondary Certificate Technical and Further Education (TAFE) courses or accredited courses offered by registered training organisations Apprenticeships or traineeships University degrees, diplomas or other university award courses Other programs authorised by the Minister for Education A combination of the above. Where the young person has achieved a SACE (year 12) or achieved at least a certificate 2 (or equivalent qualification), under an approved learning program, there is no requirement for the young person to continue to participate in an approved learning program past the age of 16. If Principals are in any doubt regarding particular circumstances, and whether a particular course or achievement qualifies as an approved learning program or qualification under an approved learning program, they should seek advice from Office for Schools telephone 8207 1527. Compulsory School Age Under the Education Act 1972 (SA), parents and guardians are responsible for the regular attendance of all children in their care between the ages of 6 and 16 years. The encouragement and maintenance of regular school attendance is also the responsibility of school staff who work closely with parents and guardians to maximise learning opportunities for children. Schools work with parents to encourage attendance and participation to: Provide a safe, success orientated and caring environment. Provide relevant learning programs for all students. Monitor and maintain accurate records of attendance. Ensure non-attendance is followed up through early intervention. Develop strategies to resolve attendance difficulties. Reasons for Temporary Exemption Principals have the authority to approve temporary exemptions for less than one month for the reason of: Family Travel / Holiday (see also Travel / Holiday below for up to 12 months) Medical Other/Conditional 6
If the temporary exemption is for more than one month (other than travel / family holiday) the application requires approval by the Director, Programs and Regional Management (Central Delegate) or the Executive Director Association of Independent Schools of South Australia (Independent Schools) or Catholic Education South Australia (Catholic Schools). For Principal approved temporary exemptions (less than one month), although it is not compulsory it is advisable for Principals to use the ED175 exemption application form. Family Travel / Holiday Students of Compulsory School Age and Compulsory Education Age (6 to 17 years of age) require an exemption if they wish to travel or go on a family holiday during school time. The maximum period for such exemption applications that can be granted is 12 months (there is no minimum). Principals have the authority to approve temporary exemptions for up to 12 months for travel / family holiday. Where students are not enrolling in another school during their family travel/holiday, principals should work with the parent/guardian to ensure there is a plan to keep up with schooling so the student is not educationally disadvantaged during their exemption period. Ongoing Medical Condition Students of Compulsory School Age and Compulsory Education Age (6 to 17 years of age) require an exemption if they have a medical condition that prevents them from attending school. Evidence is required such as a letter from a medical practitioner stating the reasons why they deem the student unable to attend school. For students with a medical condition that may only allow them to attend school part time see Conditional Exemptions. Conditional or Part Time Exemptions The Conditional Exemption Process recognises that while part-time attendance is outside the regulations; there are exceptional and negotiated circumstances where it may be approved. It is distinct from the normal exemption process in that it addresses the requirement for documentation and case-planning for student programmes which would require the student to attend only part of the day/week. The intent of any Conditional Exemption is to have the student transitioning back to full-time attendance over the period of the exemption. Principals must ensure that all Conditional Exemption plans comply with the requirements of the Disability Discrimination Act as described in On the Same Basis DD standards N.B. This is NOT a process which can legitimise non-attendance/truancy, and is only approved for genuine issues which preclude full-time attendance, and only then with supporting evidence. Students must remain in their school programme or approved learning program until their exemption application has been approved. While all children are entitled to a full time education there may be exceptional and negotiated circumstances in which part-time attendance occurs. 1. The parent / guardian has supplied a prescribed reason for non attendance which has been approved by the Programs and Regional 7
Management (Central Delegate DECD) or the Executive Director Association of Independent Schools of South Australia (Independent Schools) or the Director Catholic Education SA (Catholic Schools). 2. A student is experiencing medical or psychological problems that make full time attendance at school injurious to the wellbeing of the student. 3. Where an agreed educational program is delivered off-site on behalf of the school and the attendance at that programme is less than the full-time requirements of that programme. A strong case must be made to request more than one month exemption from full-time schooling. Documentation and planning is essential for any part time exemptions from schooling. In addition to the ED175 form a Form B must also be completed. Detailed information is required to support the exemption application request. For example: A documented plan which includes: 1. Details about the student or child and nature of the issue that precludes full-time attendance 2. Details of possible reasonable adjustments considered 3. Details of the part time or non-attendance sought. Planned review process which includes a timeline demonstrating how time at school will increase. Parent approval in writing, for both the school approved exemption and the request to the Director. Individual Education Plan, Negotiated Education Plan/or draft, meeting minutes, parent letters, other DECD, Independent or Catholic support (dependent on sector) involved and other agencies involved. The delegation to approve Conditional Exemptions from attendance sits with the Principal for periods not exceeding four weeks, and for longer periods with the Director Programs and Regional Management, Director, Special Education (Central Delegates for DECD) or the Executive Director Association of Independent Schools of South Australia (Independent schools) or the Director Catholic Education (Catholic schools). Other For all other exemptions, Principals are required to include additional information so that the Director Programs and Regional Management (DECD Schools) Executive Director Association of Independent Schools of South Australia (Independent schools) or the Director Catholic Education (Catholic Schools)will be able to make an informed determination to approve the application. 8
Home Education A separate process exists for obtaining approval to be exempt from school for the purpose of home education. In the first instance an Application for Exemption from Attendance at School for the Purposes of Home Education is required to be completed. The application is available on request from the Home Education Project Officer, Office for Schools telephone 8226 1327. On receipt of the application, the Home Education Project Officer will arrange a time to conduct a home visit to discuss in detail the application. Following the home visit, a report and a recommendation regarding the approval of an exemption from attendance is then made to the Director, Site and Regional Improvement and Accountability for consideration. A letter is then forwarded directly to the applicant and school advising of the decision. If the application is successful, an exemption of up to 24 months will be granted. Principals can grant a temporary exemption for less than one month for home schooling after they are satisfied that an Application for Exemption from Attendance at School for the Purposes of Home Education been lodged by the parent/guardian with the Home Education Project Officer, Office for Schools. For home education exemptions in excess of one month Director, Site and Regional Improvement and Accountability has sole delegation for Government, Independent and Catholic Schools Pregnancy An exemption for a pregnant student is not to be encouraged. A student can be granted an exemption for pregnancy from the 36 week stage in their pregnancy to 3 months after the birth of the child. Only in exceptional circumstances should a student be granted an exemption before the 36 week stage in the pregnancy, unless there is a medical reason why the student can not attend school. A medical certificate that states that due to medical reasons the student is unfit to attend school is required for a student to be granted an exemption. Principals should ensure: That there has been adequate individual counselling with a female student counsellor or a female staff member identified for female students and/or family counselling with appropriate community organisations That the counselling includes information such as the full range of educational options available to the student both then and in the future, and other community services that are able to assist (eg Child and Youth Health, Community Health centres) That female students are encouraged to continue their education.. Elite Sport Students It may be appropriate for a student to seek exemption for a period of time to attend a preparation phase for a major event and/or attendance at a major event(s). This is likely to be at a national rather than state level. Permanent exemption to engage in a full time sporting program would be an exception and would require careful consideration as this essentially means the student is looking to pursue a career in that sport. This may be difficult for students at this age. 9
Contact should be made with the appropriate peak sporting body to validate the purpose and need for exemption and to explore the support this body provides young players with for their education. It should also be considered whether appropriate credit can be given to the student s involvement in the program as a part of their studies, for example, SACE/VET. Students involved at this level should be encouraged to continue their education in other settings if necessary, for example, Open Access, TAFE. Reasons for Permanent Exemption All permanent exemptions for the reason of: Full-Time Employment TAFE/Other Course Traineeship Apprenticeship Regardless of duration, require an exemption form (ED175) to be completed and lodged for approval with the Director, Site and Regional Improvement and Accountability (Central Delegate). It is the Department of Education and Children s Services policy not to approve exemptions from attendance for students under the age of 15 for the reasons of Full-Time Employment, Traineeship, Apprenticeship, TAFE or Other Course unless there is a special circumstance. Strong recommendations must come from the school and regional office with supporting documents before such applications will be considered. It is the Parent/Guardian s responsibility to submit evidence to the school when required. Supporting evidence is required for the reasons of Full-Time Employment, TAFE/Other Course, Traineeship, Apprenticeship, Medical and Other/Conditional when applying for an exemption. Applications without supporting evidence may be delayed or not approved. Full-Time Employment Before an exemption for employment purposes is granted, students of Compulsory School Age and Compulsory Education Age (6 to 17 years of age) must have a written offer of paid employment (unpaid work or work experience is not an acceptable reason for exemption) as per the following conditions: Students of Compulsory School Age (under 16) must be employed in 30 hours or more per week employment. Students of Compulsory Education Age (16 to 17) must be employed in 25 hours or more per week employment. Evidence is required, such as a letter of offer from the employer. The letter is required to be on company letterhead and indicate the commencement date and that the required weekly hours are met. A template is attached (Appendix 3) for the employer to use as a letter of offer. Application for exemption for employment will usually be approved providing the employment meets the hourly requirement (30hrs/week for under 16 year olds, 25hrs/week for 16 year olds). Students must remain at school or have an approved learning plan until their exemption application has been determined. 10
Special Circumstance Students Under 15 Exemptions have previously been granted for students aged 14 where: There is a short period until the student s 15th birthday The student is a chronic truant All other avenues have been exhausted. Strong written recommendations must be provided by the school detailing the reasons why the application should be approved before such applications will be considered. Special Circumstance Combination The minimum hours of employment for an exemption is a strict requirement, however it can be combined with a TAFE or Other Course to make up the required minimum hours. For example, a 15 year old student can be granted an exemption for employment of 24 hours per week if it is combined with a 6 hour per week TAFE Course. TAFE/Other Course With the introduction of the Youth Compact in 2010 schools are required to facilitate students under the age of 17 to enrol in TAFE/Other course. More information about the Youth Compact is available from the Youth Compact Implementation Handbook. An exemption is only required for students under the age of 16 who have gained a certificate 2 or SACE (year 12). A flow chart is attached (Appendix 4) to help schools understand when an exemption is required for a student to attend TAFE/Other Course. Traineeship or Apprenticeship Students of Compulsory School Age (under 16 years old) require an exemption from school to undertake a fulltime Traineeship or an Apprenticeship. Evidence is required, such as a copy of the contract of training or letter of offer from the employer (Appendix 3). Students of Compulsory Education Age (16 to 17) do not need to apply for an exemption but they will be required to submit appropriate evidence to the school before they can leave. Such students can be made left on EDSAS. School based apprenticeships do not require an exemption as the student is considered to be in a schooling program. A flow chart is attached (Appendix 5) to help schools understand when an exemption is required for a student to participate in a Traineeship or an Apprenticeship. Special Circumstance Part Time Where the Traineeship or Apprenticeship is part-time it must meet the minium weekly hourly requirements as per Fulltime Employment conditions: Students of Compulsory School Age (under 16), 30 hours or more per week employment. Students of Compulsory Education Age (16 to 17), 25 hours or more per week employment 11
Special Circumstance Students under 15 Exemptions have previously been granted for students aged 14 where: There is a short period until the student s 15th birthday The student is a chronic truant All other avenues have been exhausted Strong written recommendations must be provided by the school detailing the reasons why the application should be approved before such applications will be considered. 12
Appendix 1 ED175 APPLICATION FOR EXEMPTION FROM SCHOOL ENROLMENT / ATTENDANCE AND EDUCATION ENROLMENT / PARTICIPATION and fact sheet (Sample original available from http://www.decd.sa.gov.au/portal/community.asp?group=matters&id=exemptions) SAMPLE SAMPLE SAMPLE 13
Appendix 2 FORM B - FOR CONDITIONAL AND PART TIME ONLY TO SUPPORT THE ED175 APPLICATION FOR CONDITIONAL EXEMPTION FROM SCHOOL ENROLMENT / ATTENDANCE AND EDUCATION ENROLMENT / PARTICIPATION (Sample original available from www.decd.sa.gov.au/docs/documents/1/formbforconditionalandpar.doc SAMPLE 14
Appendix 3 Employer Letter of Offer LETTER OF OFFER FOR EMPLOYMENT To Whom It May Concern This letter is to confirm an offer of employment to the student named below. The conditions of employment include the following: Number of hours per week Description of position Commencement date Employer s signature: Employer s name: Company or business name: Address: Telephone: Employers may prefer to use their own letterhead. 15
Appendix 4 TAFE / Other course 16
Appendix 5 Traineeship or Apprenticeship 17
Appendix 6 EDSAS FS60-276 Recording Approved Exemptions EDSAS STUDENT MODULE ATTENDANCE INFORMATION EXEMPTIONS FS60-276 Created by: Jenny Stanley Version no: V1.3 Date Last Modified: 1/01/2013 RECORDING APPROVED EXEMPTIONS Absences marked with an E code require approval before they can be entered on EDSAS. Less Than 12 Months Temporary Exemptions (Travel / Family Holiday only) If the application for exemption sought is Temporary and is for Travel/Family Holiday only and is less than a period of 12 months (minimum of 1 day), the principal can approve the application. Follow Steps 1 to 4, 5a, 6. Once the exemption has been entered on to EDSAS, these absences are required to be marked with an E code Over One Month Temporary Exemptions (Medical and Other / Conditional) If the application for exemption sought is Temporary for a period greater than one month (or 12 months or greater for Travel/Family Holiday, then the Principal must endorse or otherwise, and forward the completed exemption application form to either the Director, Special Education or the Director, Programs and Regional Management for approval. Once approval has been granted and an exemption certificate has been issued follow steps 1 to 4, 5b, 6. Once the exemption has been entered on to EDSAS, these absences are required to be marked with an E code All Permanent Exemptions (Full-Time Employment, TAFE / Other Course, Traineeship and Apprenticeship) If the application for exemption sought is Permanent, then the Principal must endorse or otherwise, and forward the completed exemption application form to the Executive Director, Preschools and School Improvement or the Director, Programs and Regional Operations for approval. Once approval has been granted and an exemption certificate has been issued follow steps 1 to 4, 5c, 6. This process requires the students status to be changed to a V status code Home Education Exemptions A separate process exists for Exemptions for the Purpose of Home Education, schools will receive written notification from the Home Education Project Officer once an approval has been granted, this notification will also include instructions on how to record such exemptions on EDSAS. Students of Compulsory Education Age (16 year olds) NOTE: there is an extra step when recording an Exemption for a Compulsory Education Age student please see: FS60-283 Entering an Exemption for a student of Compulsory Education Age 18
Step 1 In the Student Module /Student Details Part 1../ Select student by double clicking on their record or highlight the student then click on open. Step 2 List Box - double click - Personal Part 2. Step 3 List box - double click - Exemption Details. 19
Step 4 Choose new Step 5a * Please note this step is one for Temporary exemptions for less than one month (or less than 12 months for Travel/Family Holiday).* ** For Temporary exemptions over one month (or 12 months or more for Travel/Family Holiday) go to Step 5b ** *** For Permanent exemptions go to Step 5c *** Enter the exemption dates - Exemption From and Exemption To Enter Reason for example: F Travel / Family Holiday M Medical O Other / Conditional Tick the Approved box Enter P (for Principal) in Approved by 20
You will receive this message if the exemption is longer than 4 weeks (other than Travel/Family Holiday) and has not been approved by the Director, School and Regional Operations (DECD). Step 5b * Please note this step is for Temporary exemptions over one month (or 12 months or more for Travel/Family Holiday)* ** For Permanent exemptions see Step 5c ** If the exemption is Temporary do not tick the Permanent box Enter the exemption dates - Exemption From and Exemption To Enter Reason for example: F Travel / Family Holiday M Medical O Other / Conditional Tick the Approved box Enter D for Director, School and Regional Operations (DECD) approved in Approved by this will activate the Exemption number field Enter the Exemption Number Enter notes if appropriate 21
Step 5c *** Please note this step is for Permanent exemptions *** If the exemption is Permanent tick the box you will be prompted with the following box. Go back to the Personal Part 1 screen and change the Student s status to a V code Go back to Personal Part 2 Enter the exemption dates - Exemption From, the Exemption To should be automatically filled in until the student 17 birthday Enter Reason for example: E Fulltime employment A Apprenticeship / Traineeship T TAFE / Other course Tick the Approved box Enter D for Director, Site and Regional Improvement and Accountability (DECD) approved in Approved by this will activate the Exemption No. field Enter the Exemption No. Enter notes if appropriate 22
Step 6 Save and close. 23
References: FS60-283 For student status code and other EDSAS fact sheets go to; https://ssonet.central.sa.edu.au/ Administration - Data / Info Services School Information - Fact Sheets Included on the www.sa.gov.au website is; Exemption from School Enrolment/Attendance and Education Enrolment/Participation (ED175) and Fact Sheet Form B - for conditional and part time exemptions only (TO SUPPORT THE ED175) Appendix 7 EDSAS FS60-283 Entering an Exemption for a student of CEA EDSAS STUDENT MODULE FS60-283 Created by: Jenny Stanley Version no: V1.5 Date Last Modified: 12/02/2013 FS60-283 Entering an Exemption for a student of Compulsory Education Age PLEASE NOTE: DURING THE END OF YEAR ROLLOVER PROCESS ACTIVE STUDENTS WHO TURN 16 AT ANY TIME DURING THE FOLLOWING YEAR WILL AUTOMATICALLY HAVE A COMPULSORY EDUCATION RECORD CREATED, THIS RECORD HAS TYPE: APPROVED LEARNING PLAN AND CATEGORY: SECONDARY EDUCATION RECORDED AND IS LOCATED IN THE STUDENT S PERSONAL PART 2 LIST BOX. If a student has been granted an exemption and is aged 16, then the CEA Approved Learning Plan Secondary Education record requires an end date to be created and a new Exemption record should be created as the student s current record. Where the student is leaving school to enter an apprenticeship or traineeship, and is aged 16, this meets the requirements of an approved learning program, under the legislation. Therefore, no exemption is required and these students can be treated as normal for any student leaving, ie their status changes to Left. Once the student leaves the school for these pathways, DECD obligation to monitor them ceases. Please Note: Students who are a Youth Compact Enrolment (YCE) must maintain an Active status to be eligible for education training provision. Do not change students to Left. NB: The CEA Category details must be imported from SACE Board Website at least once a year. This should be done before the End of Year rollover. Please see Fact sheet FS60-183 24
Step 1 Step 2 The student should already have a Compulsory Education Age (CEA) record with Secondary Education as the Category. In the Student Personal Information Part 2 double click on the C-Compulsory Education Age in the list box, see figure 1 Step 3 Step 4 figure 1 EDSAS will then automatically navigate to the View Student Compulsory Education Age Records screen. Click on Edit and enter an End Date for the end of the student s Approved Learning Plan, see figure 2. figure 2 Step 5 Click on Save, a warning message will then pop up to remind the user that a current record ( a record without an end date) must exist for a student aged 16, see figure 3 25
Step 6 Complete the record as follows. figure 3 - The CEA Type should be recorded as CXMP - Exemption - Category should be recorded with the reason eg. Employ Employment - Start date Step 7 Step 8 Step 9 When completed click on Save. The record for the student has changed so the updated record needs to be exported to DATEX on line. Please see FS60-161 on exporting the CEA records to DATEX. When an exemption is entered for a CEA student the exemption must also be recorded in the Exemption Details screen located in the Student Personal Part 2 List Box. Please see Fact sheet FS60-277. Please note: Attached is a quick guide to situations likely to arise for 16 year old students. This covers what to do in the case of students wishing to apply for an exemption or when they leave school. References: Reference details FS60-161 FS60-277 26
COMPULSORY EDUCATION AGE Quick guide to situations likely to arise for 16 year old students seeking exemptions or leaving school. EXEMPTIONS MANAGEMENT The table below provides guidance as to how to manage any situation where less than full time participation occurs. Some of these situations are acceptable reasons for non-participation or time out and do not require an exemption, whilst others will require a student to apply for exemption. The following guide does not provide a definitive ruling. The ultimate decision resides with the delegate, who will take all circumstances into account, and consider a response which is in the best interests of the young person. Conditional exemptions ie part time attendance will not require any change to EDSAS. Students in this situation will continue to have an Approved Learning Program. Situation Response EDSAS actions in CEA Record 1. Part time study requested Undesirable: the legislation is designed to maintain full time participation for 16 year olds. If student has extenuating circumstances, such as financial hardship, No change 2. Part time employment (when attending full time) 3. Full time employment less than 25 hours is proposed conditional exemption may be necessary Acceptable: no exemption required Not acceptable No change No change 4. Full time employment more than 25 hours proposed Acceptable: exemption required CXMP EMPLOY 5. Youth Compact Enrolment Full time program (TAFE) 6. Family caring responsibilities for short periods 7. Family caring responsibilities for extended periods No exemption required. Maintain Active enrolment status. Carer responsibilities are a prescribed reason for non-attendance. Include in ALP if possible. This is really a request for part time enrolment or an exemption if student unable to participate. See Item 1 or item 11. No change No change No change 8. Home schooling Acceptable: exemption required CXMP HOME 9. Illness or injury (short No exemption required (sick certificate only) term) 10. Illness or injury where Exemption required, supported by sick medical advice supports certificate. Open Access College enrolment non attendance or child may be appropriate. is unable to attend. 11. Pregnancy Not sufficient by itself to result in nonparticipation. This can be an allowable absence only if the person is sick, eg morning sickness or pain. Following birth, any nonparticipation is covered by family caring, see item 5 or 6. 12. Other personal circumstances preventing full time participation 13. Holiday: one month or more 14. Holiday: less than one month Include in ALP if possible. If not, conditional exemption is acceptable for specific time period. No change CXMP No change No change OTHER Exemption required: Principal approves CXMP OTHER Exemption required: Principal approves No change 27
STUDENTS LEAVING SCHOOL 15. Leaves school to commence apprenticeship, traineeship, or university 16. Leaves to commence employment 17. Leaves school with no pathway to employment or training These are approved learning programs under CEA legislation and 16 year old students do not need exemptions to leave school. Acceptable: Exemption required (see Note 4 above) Students are monitored by DECD until they turn 17. Where the employment involves a traineeship or apprenticeship, follow steps in Note 4. Not acceptable. School attempts reengagement prior to referral for support services. Make the student left. CXMP EMPLOY Refer to Data Management Fact Sheet: Student Attendance 28
DELEGATIONS All delegations must be exercised in accordance with any guidelines published under Section 81A (1) of the Education Act 1972. The delegate may, by written notice, grant or vary an exemption (conditionally or unconditionally) from the requirements of Part 6 of the Education Act 1972 or revoke an exemption for a child of compulsory education age enrolled within a school for a period of no greater than one month. Delegated authority: The Head Teacher of the school in which the child is enrolled. The delegate may, by written notice, grant or vary a temporary exemption (conditionally or unconditionally) for Family Travel/Holiday reasons from the requirements of Part 6 of the Education Act 1972 or revoke an exemption for a child of compulsory education age enrolled within a school for a period of no less than one month and for a maximum of 12 months. Delegated authority: The Head Teacher of the school in which the child is enrolled. The delegate may, by written notice, grant or vary a temporary exemption (conditionally or unconditionally) for Medical or Other/Conditional reasons from the requirements of Part 6 of the Education Act 1972 or revoke an exemption for a child of compulsory education age enrolled within a school for a period of no less than one month and for a maximum of 12 months. Delegated authority: Executive Director Association of Independent Schools of South Australia in relation to children enrolled or intending to enrol in a non-government school other than a registered Catholic school. Director Catholic Education South Australia in relation to children enrolled or intending to enrol in a registered Catholic School. Director, Programs and Regional Management, Department of Education and Child Development, in relation to children enrolled in a registered government school. Director Special Education, Department for Child Development in relation children enrolled or intending to enrol in a registered government school. The delegate may, by written notice, grant or vary a permanent exemption (conditionally or unconditionally) from the requirements of the Part 6 of the Education Act 1972 or revoke an exemption for a child of compulsory education age enrolled within a school for a period of no less than one month and for a maximum of 12 months. Delegated authority: Executive Director Association of Independent Schools of South Australia in relation to children enrolled or intending to enrol in a non-government school other than a registered Catholic school. 29
Director Catholic Education South Australia in relation to children enrolled or intending to enrol in a registered Catholic School. Director, Programs and Regional Management, Department of Education and Child Development, in relation to children enrolled in a registered government school. The delegate may, by written notice, grant or vary an exemption (conditionally or unconditionally) from the requirements of Part 6 of the Education Act 1972 or revoke an exemption for any child of compulsory school age for a period of up to 24 months, including for home school purposes. Delegated authority: Chief Executive, Department for Education and Child Development Executive Director, Preschool and School Improvement Director, Programs and Regional Management 30