Consultation

When developing an enrolment scheme a board must consult with persons and organisations it considers appropriate.  In particular, the Act states that a board must consult with:

• the parents of students at the school; and
• the people living in the area for which the school is a reasonably convenient school; and
• the students and prospective students of the school (depending on their age and maturity); and
• the boards of other schools that could be affected by the proposed enrolment scheme.

With regard to consultation with students, the Act is not specific about the age range of students who should be consulted.  The Ministry will expect to see evidence of consultation with the student body in cases where a school caters for students at Year 9 and above.

Boards should note that consultation means more than just informing others of their intentions.  There are two elements to consultation.  The legislation requires a board to “discover and consider” the views of those it consults.  This means that an objection cannot simply be ignored.  The board must make a considered response to the person or group objecting, even if there is ultimately no change to the content of the scheme.

Boards will choose whatever method of consultation is appropriate for them.  It is possible to streamline consultation without sacrificing thoroughness.

• Consultation for various groups can be combined, eg 

The board may organise a public meeting to which both parents and members of the wider community are invited.

Consultation with other boards may be by way of a meeting to which representatives of all other relevant boards are invited. 

In cases where several boards in an area are developing schemes at the same time, they might perhaps meet jointly to consult each other and to check that all the home zones mesh neatly.

• Where consultation is by way of letter, the letter should state a deadline for reply and the board should follow up any non-reply with a phone call.  A file note can be made recording any lack of response to the phone call.

The Ministry is specifically required to be satisfied about the adequacy of a board’s consultation before approving an enrolment scheme.  Even though the content of a scheme may appear satisfactory, the Ministry will not approve the scheme if there is little or no evidence that the board has complied with the consultation requirements.

Boards should keep a written record of consultation, and a copy of the key items can then be sent to the Ministry as proof of appropriate consultation.  The following suggestions are examples of information that the board might provide to the Ministry.

(a) Where consultation has been in writing (eg with other boards):

• provide a copy of the letter sent to other boards; and
• list the boards to whom the letter was sent; and
• provide copies of the responses received; and
• in cases where responses were critical of some aspect of the scheme, show the action taken by the board eg a copy of the board’s written reply, a record of a subsequent meeting, an explanation of any amendment made to the proposed scheme.

(b) Where consultation has been by way of a public meeting (eg with the community and/or parents, with the school’s student council):

• provide a copy of the minutes of the meeting, which should include an outline of how the board responded to views which were at variance with the board’s stated position (including views expressed in subsequent letters from individuals).

(c) Where consultation has been by way of a survey of some kind (eg with parents and/or students):

• provide a copy of the survey form; and
• provide an analysis of survey results (including the response rate); and
• outline how the board responded to views which were at variance with the board’s stated position.