Before applying for a in-year school place
Please ensure you have read our other guidance pages
"We process more than 5,000 in-year applications a year, with around 3,000 of those between May and August for a place in September. Apply early, use all three preferences, include your catchment school and attached the correct documentation so we can process your application on time" Admissions Team Leader
- If you are changing from one Cambridgeshire school to another you will need to supply a student details form to your current school. Once this has been completed, it needs to be attached and sent with your application.
- If you are applying under academic or religious grounds, you may also need to complete a Supplementary Information Form (SIF) and send this to the school so they have it when they receive a request for a school place from us.
- You will make one application per child and the application will be based on your child’s home address.
- You should specify three schools, in order of preference. It is strongly recommended that you select your catchment school as one of your three preferences.
- Use all three preferences. If you only apply to one school, and there are no places available, we may allocate a school that you would not have chosen. You will also be responsible for getting your child to and from that school.
- Check that you are not including any schools that administer their own in-year admissions as one of your three preferences (see frequently asked questions below).
- If you are moving, or have moved address, you will need to attach proof of address with your application (see frequently asked questions below).
Frequently asked questions
You can make an in year application from the 2 May 2023 onwards via the Citizen Portal. Please see timeline:
2 May 2023
In Year application process opens for school places to commence for September 2023
7 June 2023
Applications close for a response before the end of this academic year
14 July 2023
Offers to applications made between 2 May and 7 June will be informed by this date
7 June 2023 onwards
Applications received after this date will be processed in date order
The Admissions team will not be able to make any offers during the holiday period if a school is not available to respond to allocation requests.
Applications received after 5 July 2023 may not hear before the start of the new term 2023/2024.
The application can only be considered from your child’s home address. This is the address where your child will be living when they are allocated a place.
If your child lives at more than one address:
- their main residence will be where they spend the majority of their school nights (Sunday to Thursday)
- if they divide their time equally between two addresses further evidence may be required to identify the child's home address
Only one application must be submitted. If more than one application is received, or we are made aware of a dispute between parents, we will place all applications on hold until:
- one joint application is made, signed by all parties; or
- written agreement is provided from both parents; or
- a court order is obtained confirming which parent's application carries precedence
We check home addresses as part of the application process. If an application is found to be fraudulent we will withdraw the place.
If you want an allocation to be made based on your new address, proof of address is required before your application is processed.
- If proof is not attached to the application form, the application will be placed on hold, while we request this information.
- Proof of address must be in the name of the person making the application.
We require a 'copy' of one of the following documents:
(You can send a digital copy, scan or take a photo of it - file types accepted include: jpeg; pdf; docx; png;).
Your Council Tax bill for the current year
Documents below must be dated within three calendar months
- A rental agreement for a minimum of six school weeks signed and dated by both the tenant and the landlord
- A letter from your Solicitor confirming exchange of contracts on the new property you are purchasing stating the full postal address. Preferably with a completion date.
- If you are moving in with a friend or relative we will need a letter from the friend/relative confirming that you are coming to stay with them (mentioning you all by full name) and we will also need to see a recent utility bill for the friend/relative dated within the last three months.
- A notice to quit (if returning to a property you own, that is currently tenanted)
We will withdraw school places which have been gained using false information or documentation.
As well as providing proof of your address (see previous question), you will also need to attach a 'copy' of one of the following documents as proof of age.
- The child’s birth certificate or
- The child’s passport (this must be valid) or
- European Economic Area (EEA) Identity cards
You will need to apply directly to the following schools as they administer their own in-year applications.
Note: If you are applying through the in-year application form because you missed the deadline for normal admission rounds (year of entry), you can still include these schools as one of your three preferences on the in-year application form.
- Burrowmoor Primary
- Chesterton Primary School
- Crosshall Junior School
- Chesterton Community College
- Coleridge Community College
- Earith Primary School
- Glebelands Primary School
- Gorefield Primary School (from 12 April 2021)
- Great Staughton Primary School
- Hinchingbrooke School
- Isle of Ely Primary School
- Kimbolton Primary Academy
- Kingsfield Primary School
- Leverington Primary Academy
- Middlefield Primary Academy
- Murrow Primary School
- Parkside Community College
- The Round House Primary Academy
- Thomas Eaton Primary Academy
- Trumpington Community College
- Winhills Primary School
- Wintringham Primary School
- Cambridge Academy for Science and Technology
Apply online using our Citizen Portal
Processing your application and allocations
When we have received a valid application, along with the appropriate documentary evidence, we aim process your application within 10 school days and email your offer to you. If your application is incomplete, has errors or omissions, your application could be delayed. We will advise you of any issues using the email address registered in your Citizen Portal account.
Please allow 10 school days before you enquire about the progress or status of your application.
- If we can meet your first preference, we will offer your child a place at that school.
- If we cannot meet your first preference but can meet your second preference, we will offer your child a place at that school. Your child’s name will then be added to the waiting list of your first preference school.
- If we cannot meet your second preference, but can meet your third preference, we will offer your child a place at that school. Your child’s name will be added to the waiting list for your first and second preference schools.
If we cannot meet any of your preferences, we will offer your child a place at your catchment school if;
- you have not already expressed it as a preference; and
- there are places available at the school.
Alternatively a place will be allocated at the nearest school where a place is available. Your child’s name will be added to the waiting list of all your preferred schools.
"Under no circumstances should you withdraw your child from their current school before an alternative school place has been allocated." Admissions Manager
Accepting your offer for a school place
You will receive your offer by email and by letter (second class post). You can accept your offer through your Citizen Portal account that you used when you applied during round one, or contact the school.
- You will need to accept the school place that has been offered within ten school days. If you do not want to accept the place please contact the school as soon as possible.
- If your child’s name is on a school’s reserve list and a place becomes available, you will need to accept the place within five school days.
If a school is oversubscribed and cannot offer your child a place, they will add your child to a waiting list. This means your child may be accepted if a place becomes available.
Children are added to the list in the order of the school's oversubscription criteria. If there are multiple children who meet the same criteria, those who live closest to the school will be higher up the list.
Your child will remain on a waiting list, until:
- you are offered a place by an independent appeal panel;
- a place becomes available;
- you are offered a place at a school you ranked as a higher preference but were previously refused due to oversubscription; or
- you submit a new application.
Your child’s name will remain on the school’s waiting list until the end of the academic year. You will then need to submit a new application for a place.
Every school has a limited amount of places called the Published Admission Number (PAN). The number of students a school can accept depends on the school's size and layout. Oversubscription criteria are rules on how to offer places when the school receives too many applications.
Different schools use different criteria, for example some prioritise religious belief. Find out more on researching schools and catchments page.
If we have not been able to offer your first preference school, we will send information on the appeals process in your offer letter. We also have a web page explaining our appeals process.
The Fair Access Protocol ensures that vulnerable children get a place as soon as possible.
Contact the Admissions Team
New Shire Hall