Fair access allocation and admission record

CalmComplianceForm template

Fair access allocation and admission record

Version: v1
Updated: 7 October 2026
Reviewed: 7 October 2026

Audience: Maintained and academy admission authorities in England that are subject to the relevant local authority fair access protocol.
Jurisdiction: england

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Complete this record when a child is allocated to the school under the applicable local authority fair access protocol. Record the allocation, the admission decision and the available evidence of whether the child was admitted.

Record details

School record reference

Required

Use the school's internal reference for this allocation and admission record.

For example, FAP-2025-001

Name or role of person completing this record

Required

Enter the name or role used in the school's record-keeping system.

For example, admissions officer

Date this record was completed

Required

Enter the date on which this record was completed.

Day
Month
Year

Child and allocation

Child identifier

Required

Use the school's existing pupil or application identifier. Do not enter more personal information than is necessary for this record.

Enter the existing identifier

Allocating local authority

Required

Enter the local authority responsible for the applicable fair access protocol.

Enter the local authority name

Fair access protocol name or identifier

Required

Enter the name, version, publication date or other identifier of the protocol used for this allocation.

Enter the protocol name or identifier

Local authority allocation reference

Required

Enter the reference supplied by the local authority or other allocating body.

Enter the allocation reference

Date of allocation

Required

Enter the date on which the child was allocated to the school under the protocol.

Day
Month
Year

Allocation context

Required

Select all descriptions that apply to the allocation, based on the information provided by the local authority.

Choose all that apply

Child was unplaced
Child was identified as vulnerable
Difficulty securing an in-year school place
Other context recorded in the applicable protocol
Other

If other, please specify

Allocation summary

Required

Summarise the local authority's allocation decision and any relevant information supplied with it. Do not add information that is not supported by the allocation record.

Record the allocation decision and relevant details

Protocol and admission decision

Protocol record checked

Required

Confirm that the applicable local authority fair access protocol and the allocation record have been checked before recording the admission decision.

Tick when complete

Admission decision status

Required

Select the current status. If the child has not yet been admitted, record the reason and next steps below.

Choose one

Admitted
Admission arranged but not yet started
Awaiting admission arrangements
Allocation or protocol query unresolved
Other status recorded
Other

If other, please specify

Date of admission, if admitted

Complete this field only if the child has been admitted to the school.

Day
Month
Year

Admission outcome and actions

Required

Record how the admission decision was communicated, any arrangements made, and any outstanding action. If the child was not admitted, explain the current position without treating the allocation as completed.

Record the outcome and any actions

Evidence and follow-up

Evidence reviewed or recorded

Required

Describe the records reviewed or created, such as the local authority allocation notification, protocol record, admission register entry or internal admission correspondence. Do not upload documents in this form.

List or describe the relevant records and their dates or references

Location of supporting records

Required

State where the supporting records are held within the school's approved record-keeping system.

Enter the approved record location or reference

Follow-up date, if required

Complete this field if further action is needed to resolve admission arrangements or update the record.

Day
Month
Year

Person or role responsible for follow-up, if required

Complete this field if further action is required.

Enter the responsible person or role

Additional notes

Record any other relevant factual information, including changes to the allocation or admission status.

Enter additional notes

Fair access allocation and admission record