Early years admissions policy

East Dunbartonshire Council is committed to the provision of high quality early learning and childcare for all children.

The aim is to provide places that meet the needs and requirements of both children and families, offering flexible, affordable and accessible provision where possible. This document provides guidance on the admission of 0-5 year old children into local authority early years centres, including guidance on the charging of any requested extended hours. The policy also covers the application process for all three and four year old children and eligible two year olds accessing places with a funded provider in partnership with East Dunbartonshire Council. The Early Years Admissions Policy sits within the context of the Education Service Early Years Strategic Plan. The Children and Young People (Scotland) Act 2014 determines the eligibility of children, who are entitled to early learning and childcare and the policy has been updated to reflect the increase to 1140 funded hours.

The pattern of attendance available in local authority early years centres is as follows:

Allocation of places is carried out by locality, following the admissions criteria banding outlined in Section 3. Each locality provides a range of provision. The locality areas are set out below.

All eligible children accessing 1140 hour provision will be entitled to a funded meal, provided during funded hours allocation. Details of the meals provided can be accessed from individual early years centres. Healthy snacks, milk and water will be provided throughout the day for all children.

Funded providers is a term introduced by the Scottish Government to mean any provider of the funded early learning and childcare hours, including local authority provision or providers in the private, independent or third ‘not-for-profit’ sectors, and childminders. In order to become a funded provider within the Council, providers will be required to meet the Scottish Government National Standard for Early Learning and Childcare providers and meet a financial sustainability standard as outlined in the tendering process with the Council. Local authorities are the guarantors of quality provision.

Applicants can choose to use their entitlement with a funded provider and/or a childminder, who is working in partnership with the Council. Providers who are not in partnership cannot claim funding for eligible hours.

Funded provider early years centres and childminders have their own admission policy and delivery models. Applicants should speak with their chosen provider to ensure they are in partnership and have a space available; the funded provider will have responsibility for the allocation of places at their provision. Applicants are required to complete the appropriate online application to secure their child’s funding once their place is confirmed with their chosen provider, within the timescales in section 4.5.

Applicants can access their funding with more than one provider. An example of this is a local authority early years centre and a funded provider early years centre and/or a childminder. Another example is to split funding across two early years centres or childminders in different council areas. To ensure continuity of care for children, it is recommended that applicants take a minimum of two blocks with providers. Applicants can specify on the application form as to how the funded hours are to be allocated.

The criteria for eligibility for funded places is set by the Scottish Government and is as follows:

3.1.1. All children aged four, including those in their deferred entry to primary school year, are eligible for a funded place

3.1.2. Three year old children become eligible for funded early learning and childcare the day after their third birthday

3.1.3. Eligible two year old children become eligible for funded early learning and childcare from the term after their second birthday. The eligibility criteria follows and sets out entitlement for two year old children:

• who are (or have been since they turned two) cared for by the local authority (looked after and accommodated) are eligible as detailed in section 4.2.4
• who are (or have been since they turned two) cared for under a kinship care order, are eligible as detailed in section 4.2.4
• with a parent-appointed guardian
• with a care experienced parent: a parent who has been in residential care, foster care, kinship care, or has been looked-after at home with a supervision requirement at any stage in their life
• from families assessed as requiring support (see LAP section 7), are eligible as detailed in section 4.2.4
• from households in receipt of certain benefits (detailed below), are eligible as detailed in section 4.2.4
  • Income Support
  • Job Seeker's Allowance (income based)
  • Any income related element of Employment and Support Allowance
  • Incapacity or Severe Disablement Allowance
  • State Pension Credit
  • Child Tax Credit (but not Working Tax Credit) where income is less than £18,725.
  • Both maximum Child Tax Credit and maximum Working Tax Credit and income is under £8,717*
  • Support under part VI of the Immigration and Asylum Act 1999
  • Universal Credit (this can be claimed if income is less than £726* per month).

*This figure is subject to change

The following criteria sets out the process for allocating funded hours places for all eligible three and four year old children.

Applications for the purchase of extended hours in local authority early years centres will be made where capacity allows, and will be prioritised as per the admissions criteria set out in section 3.2.

The following three local authority early years centres offer places for children under the age of two for both supported placements and paying places. Those seeking a supported place must first contact their Health Visitor and discuss the request for assistance process (see section 7).

Local Authority Early Years Centres

• Cleddens Early Years Centre, Bishopbriggs
• Hillhead Early Years Centre, Kirkintilloch
• Lennoxtown Early Years Centre, Lennoxtown.

An online application can be submitted to request a supported place or paying place. Applicants should be aware that a place for a child under two years does not automatically mean they will transition to a two year old place within that early years centre, as this is dependent on capacity within centre. Where possible, the transition will be facilitated to provide continuity for the child.

The following set of criteria sets out the process for allocating places for children six weeks to two years. These spaces are ring-fenced for East Dunbartonshire Council residents.

The local authority early years centres detailed below offer provision for children aged two years old. Funded providers may have capacity for eligible two year old children; applicants must secure places with funded providers prior to applying for funding.

Area: Bearsden
Locality: Bearsden/Milngavie/Torrance
Local Authority Early Years Centres: Bearsden Early Years Centre, Castlehill Early Years Centre, Colquhoun Park Early Years Centre

Area: Milngavie
Locality: Bearsden/Milngavie/Torrance
Local Authority Early Years Centres: Clober Early Years Centre, Oakburn Early Years Centre

Area: Bishopbriggs
Locality: Bishopbriggs
Local Authority Early Years Centres: Auchinairn Early Years Centre, Cleddens Early Years Centre

Area: Kirkintilloch
Locality: Kirkintilloch/Lenzie/The Villages
Local Authority Early Years Centres: Lairdsland Early Years Centre, Gartconner Early Years Centre, Hillhead Early Years Centre

Area: Lennoxtown
Locality: Kirkintilloch/Lenzie/The Villages
Local Authority Early Years Centres: Lennoxtown Early Years Centre

Area: Lenzie
Locality: Kirkintilloch/Lenzie/The Villages
Local Authority Early Years Centres: Lenzie Meadow Early Years Centre

Area: Milton of Campsie
Locality: Kirkintilloch/Lenzie/The Villages
Local Authority Early Years Centres: Craighead Early Years Centre

Area: Twechar
Locality: Kirkintilloch/Lenzie/The Villages
Local Authority Early Years Centres: Twechar Early Years Centre

The early years centres detailed in point 4.2.1 provide eligible places, paying places and supported places (see section 7). In order to ensure eligible two year old children are able to access their funded entitlement, a certain amount of two year old places must be kept within local authority early years centres.

Applicants should complete the online application form. A birth certificate, council tax bill and utility bill must be uploaded at the time of completing the application. Proof of entitlement is also required for applicants for an eligible two year old place; this must be evidenced within three months of the child’s agreed start date, so this may require to be re-submitted after the initial application period. If supported hours have been agreed via the multi-agency locality panel (see section 7), an application form is required prior to the child commencing a place. If the first and second choice early years centre cannot be allocated, the nearest early years centre to the home address within the locality will be offered. Two year old eligible places can be accessed from the term after the child’s second birthday. Children who are not eligible and have applied for a paying place can access early learning and childcare from their child’s second birthday, subject to availability. Applicants will also be required to complete an application for their child’s three and four year old place.

Eligible two year olds will be entitled to begin their place on the term following their second birthday, as set out below:

• If a child is born from 1 March to 31 August, they will be eligible to start in August
• If a child is born from 1 September to 31 December, they will be eligible to start in January
• If a child is born from 1 January to 28 February, they will be eligible to start in April.

The following criteria sets out the process for allocating places for children aged two years.

Children will be eligible for funded hours from the day after their third birthday. For children whose birthday falls on a holiday, funding will commence the first day after the holiday. Funding is allocated in line with the delivery model as set out in section 2.

Applicants should complete the appropriate online application form (see section 4.5). Applications will be open from January until the last day of February each year.

If a three year old child is returning to the same local authority or funded provider early years centre for their four year old place (as per admissions criteria 2b), the returning 4 year old place will be allocated without the need to resubmit a new application. Early years centres will contact parents of three year old children in January to confirm if their child will be returning to the same centre. If parents wish their child to return to the same local authority early years centre, but wish to amend their child’s attendance pattern, they must complete the online alteration form. This alteration form is not required if the child is returning to the same funded provider early years centre. If a parent wishes to change the early years centre that their returning four year old attends, they will be required to complete a new 3 and 4 year old application (as per admissions criteria 3b).

To apply, you will need:

• A birth certificate, council tax bill and utility bill should be uploaded at submission of the application
• Any parent having difficulty accessing the online application should contact Early Years Shared Services or their nearest local authority early years
• Any applicants that require formal support through Request for Assistance by Social Work, Health or Education, are still required to complete an application form as described above
• Information about applying for places and the date for the receipt of completed application forms are advertised in the community via social media, the Council website and early years centres
• The Council endeavours to allocate first choice placement however, a second choice of early years centre is requested should a place not be available at the first choice early years centre
• If the first and second choice early years centre cannot be allocated, another local authority early years centre within the locality will be offered
• All late applications received after the closing date will be subject to available places.

Parents have the legal right to defer their child’s entry to primary school if their child’s fifth birthday falls on or between the first day of the school term in August and the last day of the following February.

From August 2023, a change in Scottish Government legislation means that all children are automatically entitled to 1140 hours of funded early learning and childcare for their child’s deferred entry year.

Children who have their fifth birthday between 1st March and the first day of term in August must start school. Exceptions are only made in extraordinary circumstances, and where it would be considered in the best interests of the child to further delay their school start date. This would normally only apply to children with significant additional support needs.

If the child is eligible and resides in East Dunbartonshire and the parent wishes to defer their child’s entry to primary one, the following must take place:

• Register their child in catchment primary school to hold place until deferred entry year is allocated and accepted. The online application link opens around the middle of If child later accepts the deferred entry year and rejects the primary one place, the parent must re-register their child for primary school again in the following year
• Inform current early learning and childcare provider of intention to defer the child’s entry into primary school and intention to either remain at current provision or move to a different Parents should be aware of the implications in terms of allocation priority if changing provider, see section 3.2
• Completion of a Deferred Entry to Primary School Application. Applications open around the end of November, and close on the last day of January. Applications received on time will be included in the early years allocations and admissions process. Late applications received after the closing date will not be considered until the allocations process is complete – around May; this may have implications in terms of available spaces in early years centres.

Notification of deferred entry places will take place around the middle of March. On receipt of this notification, Parents/Carers must either accept the additional year of 1140 hours of funded early learning and childcare and give up their child’s place in primary one, or decline the early years place and retain their child’s primary one request.

Application processes and deadlines for submissions

The Council works with neighboring authorities and has a Cross Boundary Protocol in place. Applications for children aged three to five years old and eligible two year olds who are residents in other Council areas may apply for a place with any provider in East Dunbartonshire. Funding will commence the first Monday of the month following the child’s third birthday. For eligible two year old cross boundary placements, the funding will commence the term following the child’s second birthday.

Applications will only be considered after all eligible East Dunbartonshire applications have been allocated. Therefore it is advised that applicants also submit an application to their resident authority in the case that the cross boundary application cannot be met.

Applicants must apply for funding adhering to the process and timescales outlined in section 4.5.

As per the Cross Boundary Protocol, any late applications received after the last day in February are not guaranteed funding.

East Dunbartonshire residents may wish to apply for a place in an early years centre in another council. Applicants should contact the relevant local authority directly for advice on their admissions process. Applicants are advised to also submit an application to East Dunbartonshire (see section 4.5) in the case that their cross boundary application cannot be allocated.

The early years calendar runs from 1 August (or agreed start date) to 31st July. The following information sets out when allocations are carried out and when parents can expect to be offered an allocation.

Applicants wishing to request a change of attendance in a Local Authority Centre must complete an online alteration form. This includes any changes to pattern for a returning four year old place. For changes during term time, a period of four weeks’ notice is required for any change. The early years centre will inform parents if the change can be accommodated. One change per term is permitted. This does not include a change of pattern for a returning four year old place. Any further changes during the same term must be discussed with the early years centre management team and will be considered on an individual basis.

• The hourly rate for early years provision is subject to review annually and will be available under the FAQs section of the Early Years how to apply page of the Council
• An Extended Hours Contract will be issued by email. The extended hours will not commence until parent has completed and submitted the Extended Hours Contract Agreement
• For places where applicants have purchased extended hours, if required, the child will begin their extended contracted hours the following week, to support the child to settle within the early years centre
• Invoices are issued monthly
• Two children attending an early years centre will receive a discount of 15%, applied to the fees for the older child
• Three or more children attending an early years centre will receive a discount of 15% applied to the fees for the two older children
• A 10% discount is applied for any child attending a full time place (50 hours per week)
• Charges will apply for all hours allocated to children over and above any funded.

6.4. Absence

Applicants must inform the early years centre management team of any child with a long-term absence over a period of six weeks. In the event of a child’s long-term illness, parents will not be charged for any contracted additional hours. Supporting evidence may be required.

Each locality, as defined in section 2, has an established Locality Panel. The role of the panel is to review and make decisions on Requests for Assistance for supported early years placements (see section 7) and other issues related to that particular locality.

Locality Panel meetings will take place at key points throughout the year. The Early Years Central Team will chair the Locality Panel, and members will include representation from Health, Social Work and Depute Heads of Centre from the early years centres within the locality.

There will be circumstances where children will require additional support, including supported hours within early years provision. All applications for additional support must be applied for by completing a Request for Assistance (RFA) form. This is usually completed by Social Work, Health or Education. Applications will be reviewed and decisions made by the Locality Panel (see section 7) or the Early Years Community Assessment Team (EYCAT) (see section 8).

There may be occasions when an RFA emergency place is considered out with the Locality Panel meetings. If this is the case, it will be discussed and agreed by no less than three professionals, and their decision will be reviewed and ratified at the next Locality Panel meeting. Supported places are allocated with the expectation that parents will engage with activities and/or groups that will support them to move out of the position of crisis. This may include taking part in parenting or family support group, and/or addiction or mental health support group, and/or a work related activity, such as job seeking, employability program, training or study.

The Depute Head of Centre or other early years centre manager is responsible for informing the originator of the Request for Assistance of the decision of the Locality Panel. The originator is responsible for informing the family of the Locality Panel decision. Parents should be aware that places are agreed for a short period, are subject to regular review and may change, including being reduced or removed.

The admissions criteria (see section 3) should be used unless there are exceptional circumstances. This must be detailed on a RFA application form and supporting evidence submitted. Exceptional circumstances require approval by the Quality Improvement Manager (Early Years) or the Interim Chief Education Officer.

The Early Years Community Assessment Team (EYCAT) is chaired by the ASN and Children’s Services Team, alongside representatives from Educational Psychology, Social Work, Health, and Early Years (a central team and an early years centre representative).

EYCAT meets every four weeks over the school term to review Request for Assistance (RFA) applications received from centres and other professionals who are requesting additional support for a child. Parental consent to share information with the EYCAT panel is part of the RFA process. The views of children and parents are central to the process and are recorded on the RFA and by their early years centre management team.

Applicants referring to EYCAT can request support from a specialist resource. This could include:

• Educational Psychology and/or Early Years Teachers who can provide bespoke support
• Outreach Services: assessment/support by Castlehill, Harestanes or Wester Cleddens Enhanced Learning Resource (ELR) outreach services within the child’s mainstream early years centre.

All early years centres focus on the development of a curriculum for all children. Getting it Right for Every Child (GIRFEC) principles underpin support provided to children. The Council’s Including Every Learner policy details the process to ensure best outcomes for children.

In the first instance, applicants who require clarification of the decisions made regarding admissions to early years centres should contact their early years centre. If further information is required, applicants should contact customer services. Tel: 0300 123 4510.

Parents are able to submit a complaint in relation to the admissions process if required.