The application process

An educator takes responsibility for completing the application form. This person is usually a:

• registered early childhood teacher, early intervention teacher or keyworker for a child, or
• class teacher for a student.

This educator co-ordinates a process where the parents, specialists, therapists, teachers and others, who all know the student well, provide information about the student's needs.

Applications can be made for children from age 4 years 8 months when they will enrol on their fifth birthday, or within four months of the date they are expected to start school.

An application is made on the ORRS Application Form available online at www.minedu.govt.nz under the Special Education pages at the end of the ORRS Application Form Guidelines. The form is sent to the Ministry of Education's National Office for consideration by a team of verifiers who decide on eligibility.

The verifiers

Ministry of Education verifiers have experience in special education in the early childhood, primary and secondary sectors of education. Each verifier has additional qualifications in a particular area of expertise in special education.

Verifiers work to high professional standards. To ensure their impartiality when making independent decisions about eligibility, each verifier works from a separate location. They are responsible to the Manager Eligibility who is at the National Office of the Ministry of Education.

The verification process

The process usually takes three weeks from the time an application is received at the Ministry's National Office. Verifiers consider the information against each of the nine ORRS criteria, applying them consistently regardless of where the child is to attend, or attends, school.

1. Three verifiers independently consider each application.

2. After each verifier records their independent decision, they discuss the application (usually by teleconference) and make a unanimous decision.

3. The verifiers record the consensus decision on a national database and advise the educator and the parents in writing.

4. If the verifiers have insufficient information to reach a decision they fax the educator to request additional information.

5. Each verifier independently considers the additional information and the decision process is repeated.

6. If the three verifiers are unable to reach agreement, every verifier independently considers the application and takes part in the decision process.

Visits to audit students

If all the verifiers do not reach an agreement and the student's needs appear close to meeting a criterion, then two verifiers may visit the school or early childhood education centre to make sure all relevant information has been presented.

The verifiers then report their observations and review of documentation about the student to the other verifiers. The decision process is repeated and the verifiers' report is included as part of the information about the student's needs.

Unsuccessful applications

The verifiers write a detailed letter to the applicant and parent/s explaining why the student is not eligible for any of the Schemes.

The Ministry of Education expects that other resources will be allocated to meet students' educational needs when they are not verified.

Reviews

Applicants can request, in writing, a review of the verifiers' decision. They must do this within six months of the original application. Reviews are appropriate when there is additional information about the student's needs.

The verifiers consider the review information in conjunction with the original application and proceed with the usual verification process.

A student may have two reviews, usually with a different team of three verifiers each time. After this, every verifier will consider any further reviews or new applications.

The verifiers write a detailed letter explaining the review decision.

Further applications

If a student's circumstances change significantly or there is new information relating to their eligibility, a new application can be submitted six months or more after the last application or review.

Appeals

The verifiers make every effort to help parents reach an understanding of the decision. If, after a number of applications and reviews, the parents are not satisfied with the verifiers' decision they may write to the Secretary for Education to request an appeal under Section 10 of the Education Act (1989).

The appeal process is arranged independently of the verifiers. The Ministry of Education and the parents agree on an approved arbitrator from outside the Ministry to conduct the appeal. The Manager Eligibility presents the Ministry's position at the appeal hearing.

An appeal is a formal process made by the parent or caregiver (and not the school).

If you would like more information on the appeal process please contact your local Ministry of Education Office Student Support Development Officer or call the Special Education Information line on 0800 622 222.