digitisation of enrolment in public schools in new south wales (NSW)
Simplifying enrolment in NSW public schools for parents and giving parents and school staff a fast, digital and convenient way to process applications for public school students.
The ISSue
Parents have to complete a 16-page, handwritten application form when applying to enrol their child in a NSW Government school. The form needs to be printed, hand- filled, then handed in to the school, costing parents significant time and effort.
Upon receipt of the application, school administration staff must manually enter the information into the Department of Education’s system of record, which takes around 35–45 minutes per application.
Students enrolled in NSW public schools (in 2022)
790,849
Avg. time to process one paper application
45min
Segmentation
Key objectives Of the Program
Setup parents to provide accurate information
Streamline process, with particular focus on local enrolment
Reflect deparment’’s revised enrolment policy in the Expression-of-interest process
Reduce admin burden for school staff
Eliminate parent nervousness and anxiety
Eliminate redundant processes
Enhance collaboration between primary and high schools
Improve the quality of data collected
Improve the transition experience for students
Establish trust in local schools
The Solution
Online Enrolment System is a web based system for parents to submit an application to enrol a child in a NSW Government School.
Once completed online applications are submitted to the school through the online enrolment school interface. School Administrative Support Staff are then able to review and edit the enrolment application submitted by the parent/carer and send it through to the Enrolment and Registration Number system (ERN).
Online enrolment is currently available for:
Local enrolments at NSW Government schools
Out-of-area expressions of interest at NSW Government schools
Moving into Year 7 in a NSW Government school
Selective High School Year 7 enrolments (after an offer has been made)
Transitioning from a junior campus to a senior campus at a NSW Government secondary college
The application has three components:
Parent Interface (PI)
Allows parents/carers to submit an online Application to Enrol in a NSW Government School, an Expression-of-Interest (EO)I for Year 7, or an EOI for non-local enrolment.School Interface (SI)
School Administration Support Staff are able to review, manage and edit an enrolment application with reduced data entry before submitting to ERN and completing the student's enrolment.Principal Enrolment Interface (PEI)
Principals can certify enrolments online once they are ready. PEI is integrated with ERN, so updates made will show in ERN.
Schools across NSW use the online enrolment
2033
Outcomes
Avg. time taken to fill enrolment form
FROM
7 days
TO
<30 min
Enrolment support calls/day
FROM
75-100
TO
3
Processing time per application at school
FROM
60-90 min
TO
5 min
Testimonials
-
Really appreciate the time saved data entering and the accuracy of details such as email and mobile phone numbers.
Staff
-
I am very happy with the online enrolment system. It makes it much easier for parents and office staff.
Staff
-
Pretty easy to use. Good checks and balances against sibling enrolment info. Saves a lot of time in data entry.
Staff
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I had filled a paper form and was awestruck to see how quickly I could fill this form, just 5-7 mins whereas it took me close to half hour to fill paper form.
Parent
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I thought it was awesome that our actual names were placed where it had previously shown a generic term.
Parent
-
Honestly, it's really super easy to use.
Parent