When random allocation is used
Random allocations of school places are necessary when there is more than one applicant ranked equally, according to the published admission criteria and there are insufficient places available to allocate one to all the equally ranked applicants.
This occurs where applicants live equidistant from a school, because the usual method of measuring distance to the school results in two unrelated applicants having the same distance measurement.
Each random allocation event only holds for the allocation of the currently available school place. On any waiting list, there will be a further random exercise for any further places where there are remaining applicants who are equally ranked.
In making a random allocation, it is important that there is scrutiny from a person who is not involved in the allocation process.
Roles of people involved in random allocation
- Independent Scrutineer (IS)
- This is a person who ensures the process is carried out in a correct and transparent way. The IS must be independent of the school for which the allocation is to be made and must be independent of our Admissions and Transport team.
- Admissions Officer (AO)
- This is an officer from our Admissions and Transport team who is responsible for carrying out the administration of the random allocation procedure and recording the results, under the scrutiny of the IS.
- Person who makes the draw (P)
- This must be a person independent of the school for which the allocation is to be made and must be a person who is not part of our Admissions and Transport team.
The process
This entire process is to be carried out in sight of, and under the scrutiny of, the IS.
- 1. AO allocates each pupil to be included in the draw a number, and records it on the ‘Random Allocation Cross Reference Sheet’. This is placed in a sealed envelope.
- 2. AO prepares as many equal sized pieces of white paper as necessary, and numbers these consecutively (1, 2, 3, etc.)
- 3. AO folds each numbered sheet and seals them all in identical envelopes (envelopes with no visibly identifiable differences).
- 4. AO shuffles the envelopes and hands them to P, who shuffles the envelopes again, picks one envelope and opens it.
- 5. AO records the first number drawn on the ‘Random Allocation Record sheet’.
- 6. If more than one place can be offered, they continue to draw envelopes and record numbers until all the available places are allocated.
- 7. AO then opens the previously sealed envelope containing the ‘Random Allocation cross reference sheet’ and records the numbers drawn on the ‘Random Allocation cross reference sheet’, marking clearly which child(ren) has(have) been allocated a place and which have not.
- 8. Once the process has been completed, AO, IS and P should sign and date both the ‘Random Allocation Record sheet’ and the ‘Random Allocation cross reference sheet’ in order to certify that the procedure has been carried out correctly.
Video conferencing version of the process ( to be used if Covid-19 restrictions are still in place)
This entire process is to be carried out on-camera, in sight of, and under the scrutiny of, the IS.
- 1. AO allocates each pupil to be included in the draw a number and records it on the ‘Random Allocation Cross Reference Sheet’. This is placed in a sealed envelope.
- 2. AO prepares as many equal sized pieces of white paper as are necessary, and numbers these consecutively (1, 2, 3, etc.)
- 3. AO folds each numbered sheet and seals them all in identical envelopes (envelopes with no visibly identifiable differences).
- 4. AO shuffles the envelopes and shows them to P, who may request the envelopes to be shuffled again. P advises AO which envelope they wish to select, and AO opens it in view of the camera.
- 5. AO records the first number drawn on the ‘Random Allocation Record sheet’.
- 6. If more than one place can be offered, they continue to draw envelopes and record numbers until all the available places are allocated.
- 7. AO then opens the previously sealed envelope containing the ‘Random Allocation cross reference sheet’ and records the numbers drawn on the ‘Random Allocation cross reference sheet’, marking clearly which child(ren) has(have) been allocated a place and which have not.
- 8. Once the process has been completed, AO, IS and P should electronically sign and date both the ‘Random Allocation Record sheet’ and the ‘Random Allocation cross reference sheet’ in order to certify that the procedure has been carried out correctly.