Advice needed. Just received a letter saying no application has been made for a primary school place but i'v made one

(48 Posts)
Yorkstar Sat 09-Feb-13 14:39:35

Has this happened to anybody else before? Iv submitted an application online and the current status says that my choice of schools has received it so why this letter to panic me on a weekend when I can't contact anybody to clear it up! The letter says that they received no application from our address. I think I did everything correctly but this is my first ds so the first time through the whole process. I'm very worried as the letter states that as they have no application from us we may miss out on our first choice of school which is out of catchment. Such a blood nightmare angry

MariusEarlobe Sat 09-Feb-13 14:46:25

Can you still sign in and view it online? if you can take a picture either using a camera of screen cap it.

If theres a reference online write in down.
Did you get a confirmation email when you applied?

Get as much evidence as you can.
Ring them Monday with it all.

If you can prove you applied and they recieved it they HAVE to treat it as an equal application as its their mistake.

JenaiMorris Sat 09-Feb-13 14:49:00

Sounds like a automated thing sent in error.

Did you get some kind of email receipt when you submitted your application?

annh Sat 09-Feb-13 14:50:25

Where has the letter come from? Is it from the school, it sounds as if it is, otherwise how would anyone know what your first choice is? Is it a faith school for which you should also have completed a supplementary form? Is it possible that you didn't do that?

crazymum53 Sat 09-Feb-13 14:50:35

Did you request a printed paper form that was sent to that address? If you filled in the on-line form instead of returning the printed copy this could be what has generated this letter.
Don't panic if you have the email receipt and reference number that should be OK.

Yorkstar Sat 09-Feb-13 14:58:25

I got a confirmation email yes. Applied middle of December when I had finished viewing all our options. The letter was sent from City of York Council. Iv just logged into my online application and everything is there. My 5 choices and it says the relevant schools have received application. Am desperately hoping it is an admin error.

LIZS Sat 09-Feb-13 14:58:45

Agree with annh that if it is a VA or faith school you may be required to complete a second form and submit direct.

JenaiMorris Sat 09-Feb-13 15:08:03

It really is just a bug in the system. Get on the phone Monday, but don't lose any sleep over it.

VivaLeBeaver Sat 09-Feb-13 15:12:58

It is an admin error and even if it isn't then the fact they've sent you a confirmation email means its their fuck up along the line somewhere. Either your application didn't register in their system properly or the latest email is an error.

Either way they can't penalise you for it and you can prove you've done it so I really wouldn't worry. But ring up and talk to someone on Monday and get them to confirm in an emai lwhat they're doing/what they say so again you've got proof.

Yorkstar Sat 09-Feb-13 15:20:12

Not faith schools. Thanks for advice. Will try not to worry too much and will call first thing Monday

admission Sat 09-Feb-13 16:24:05

If you have a formal email confirmation that you have made an application with the 5 schools named, then you should have nothing to worry about, it is an admin c**k up.
There is plenty of time to get this sorted out with the school admission office as they will not be doing the final lists for at least another month.
This is a good example of the need to make sure that you do copy everything. if you did not have the email you would have a real problem to convince the LA and any admission appeal panel that you had applied correctly.

Yorkstar Sat 09-Feb-13 16:53:44

I definitely have email confirmation that iv submitted application but I can't find a reference number? Do others have a reference number and where might I look for it?

EwanHoozami Sat 09-Feb-13 17:24:10

My confirmation email doesn't have a ref number, although I'm in a different council area to you.

This nearly happened to me - a glitch in the system meant that if you went back into the application system to check that you'd applied, even just logging in, it was treated as opening a new application and voided the original one.

Luckily they sent out a reminder to all those with 'open' applications so I called them up and queried it. there must have been hundreds who didn't bother to query thinking that they'd definitely applied so I sense a large headache in the schools admissions department around now.

Yorkstar Sat 09-Feb-13 17:39:45

Oh god. I may well have gone back in to check - it sounds like something I would do. That's fairly poor on their part though if it wasn't made clear that logging to to check the status would be treated as a new application. Iv logged in to my application today and it says my 5 schools have 'received LEA application'.

JenaiMorris Sat 09-Feb-13 17:40:47

Don't panic! As admission says, you've plenty of time to sort this.

notjustamummythankyou Sun 10-Feb-13 14:33:23

Yorkstar - I'm in the York LEA too, and there isn't a reference number on the confirmation email.

I haven't received the same letter as you, but I really wouldn't worry. If your online status says you have applied and you have got the confirmation sent afterwards, then it looks like all is well. Give them a buzz tomorrow morning to check.

nosily wonders what schools the OP has applied for

Yfronts Sun 10-Feb-13 18:34:18

Print out the page with your school choice details from the computer and email it to the LEA

Yorkstar Sun 10-Feb-13 19:29:13

Am armed and ready to call at 8am. This has caused me too much stress this weekend.
not just we are based to the south west of the city smile

notjustamummythankyou Sun 10-Feb-13 19:52:27

Ah! We're north east.

I know the council recommended giving all five options, but I only gave two. We're in the catchment for our preferred school anyway, so fingers crossed it'll all work out. Our second option is only a short walk away and, well, any other options are just too far or, um, not preferable smile .

I'm sure everything will be fine and it's just a bit of an admin error. Come back and tell us what they said!

I imagine this is nothing but a glitch that will be sorted very quickly on Monday morning however one thing did pop into my mind for you to check, have you double checked your address is entered correctly on the online application and is entered the sand way as it appears on the letter they sent you (eg. The letter says: 6 Any Road York Y35FG and you online application may read: Dunromin, Any Road York Y35FG).
As I say I imagine all is fine and it is a glitch on their end rather then an error on yours (I know I checked and checked and checked ds application last year, paranoid I was! Every time I went fully into it to fully rather then just viewing the over view it re submitted my application and was very clear about that, would have been impossible to accidentally leave the application open and un submitted but different LEA so?) but the address thing keeps popping into head.

Yorkstar Mon 11-Feb-13 08:35:52

Iv phoned City of York council whose number was on the letter to call. I gave ds's name and DOB and they have no records sad
The lady who I spoke to said can I just put another application in. I said no (quite upset on the phone at this point) I said I didn't want it to be treated as a late application when iv already submitted one. I have confirmation of the email and I can log into my online account which still says that the LEA for my 5 preferred choices have received my application. I have asked to speak to somebody who knows more about the process so am awaiting a call. Sat here in tears sad

ImpatientOne Mon 11-Feb-13 08:38:58

Oh that's awful Yorkstar sad

I hope she's just a useless jobs worth and you get someone more helpful on the return call.

JenaiMorris Mon 11-Feb-13 08:52:46

She's a jobsworth who thinks you're a chancer.

You have that email, you can take a screen shot of the application. It'll be fine.

tiggytape Mon 11-Feb-13 09:01:33

Don't cry Yorkstar - it will get sorted out.
One of the admission experts will help I am sure but in the meantime make sure you have printed out the email confirmation that you have and saved a back-up copy of it too. It is vital that you keep hold of this as it is your proof that the mistake is theirs not yours.

I am certain they will find your application eventually but the absolute worst case scenario (just telling you this to make you feel better - I don't think it will come to this) is that they don't find it, make you apply again and then allocate you a school you don't want a s a result. You would then appeal on the grounds of an LA mistake and you would win. It is about the only time people ever win Infant School Appeals in fact. Admin errors are rare but when they happen, there is a special clause in the Appeals process that enables you to win even though virtually no other set of circumstances succeed at these appeals.
Your child would be admitted even if it breached the class size laws and that it is why it is crucial you keep all your proof and log every telephone call via email

So send an email now to admissions saying 'further to my telephone call with XXXX at 8:15am this morning, I am very concerned to hear that you have no application on file for [insert child's name and DOB]. I assure you the application was made on [insert December date] and that I have email verification that the application was accepted. I will print off and post a copy of that email to you today and would ask that you look into this matter urgently to trace my application. I do not wish to be treated as a late applicant with the disadvantage that brings when in fact I have not applied late and can prove this"

or words to that affect. They've messed up. It will almost certainly be fixed. But, just in case, you need to focus on keeping every piece of proof just in case it comes to appeal and that includes documenting all phone calls.

Yorkstar Mon 11-Feb-13 09:05:01

Thanks for that advice Tiggy I will do that. Still waiting to be called back.

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