The Enrolment Process

  1. Collect an Enrolment Application form from the Civic Centre at 45 Princes Highway, Werribee or from a Council Kindergarten, or print a copy from the Wyndham City website (ensure you also print a copy of the map and timetable).
  2. Complete all relevant personal details on the Enrolment Application Form. (N.B. Only parents or legal guardians can sign the Enrolment Application Form. Proof of legal guardianship must be provided with the Enrolment Application Form.
  3. Choose your preferences on the sheet provided in number order. Start with number 1 for your most preferred group. You can select as many or as few preferences as you wish. Please note that Council cannot guarantee your first preference of session or location. The more preferences you provide, the higher the likelihood of you receiving a Kindergarten place. However, you should only indicate preferences you would be willing to accept.
  4. Sign and return your completed Enrolment Application Form with the $30 Application Fee and a copy of your child’s birth certificate and other supporting documentation:
    • In person at the Civic Centre, 45 Princes Highway, Werribee; or
    • By mail to Kindergarten Enrolment Officer, Wyndham City Council, P.O. Box 197, Werribee, VIC 3030. (Attach a cheque or money order for application fee. Do not send cash.)
    • The application must be submitted by 30 June to be considered for first round offers.
  5. The Central Enrolment System allocates places according to Council’s priority of access criteria (see overleaf for criteria).
  6. First round offers will be mailed to families by the end of September. You must respond to a first round offer within 10 days to confirm whether you wish to accept the place or would rather wait for a place in another Kindergarten or group.  N.B. Parents or representatives must be contactable by Council at all times. Failure to respond may result in the offer being cancelled.
  7. If there are no suitable vacancies, your child will remain on a waiting list until a place becomes available at one of your preferences.
  8. Attendance at Kindergarten in the first week confirms the uptake of your child’s place at that Kindergarten. Failure to attend Kindergarten, failure to contact the Kindergarten in your child’s absence, or un-contactable by the Kindergarten may result in your child’s place being cancelled

Priority of Access Criteria

In accordance with The Kindergarten Guide, the Department of Education and Training’s (DET) funding criteria, Wyndham City has developed an enrolment policy that:

  • Promotes fair and equitable access to kindergarten programs
  • Supports all eligible children to access a kindergarten program, including those who face barriers to participation
  • Does not inadvertently present barriers to participation

A points-based weighting system is used to allocate places. Preference will be given to enrolments received prior to the first round enrolment closing date in the following order:

  1. Child is eligible for a second year of funded kindergarten or child withdrew from the previous year of kindergarten prior to receiving funding.
  2. Sibling/s attended the first preference kindergarten in the last three years (or it was their first preference).
  3. Home address falls within the same suburb as the first preference kindergarten.
  4. Family lives, works, studies or attends child care in Wyndham.

Where two or more children have the same points value, the Central Enrolment System will allocate randomly.

N.B. Council reserves the right to consider factors such as group size, group dynamics and other special considerations when allocating places to families in order to act in the best interest of all children and families.

Late Applications

Applications submitted after 30 June are considered late applications and will not be included in the first round of allocations. All applications will be included in subsequent allocation rounds, with a higher priority (or points value) given to applications received by the first round cut off of 30 June.

Reserved Places for High Priority Children

DET specifies that enrolment policies must assist children at risk of disadvantage to access a funded kindergarten program. It defines ‘high priority children’ as follows:

  • Children at risk of abuse or neglect
  • Children of Aboriginal and/or Torres Strait Islander descent
  • Children with additional needs, defined as children:
  1. Who require additional assistance in order to fully participate in the kindergarten program
  2. Who require a combination of services which are individually planned
  3. Who have an identified specific disability or developmental delay

Two places per group will be reserved until 30 October to accommodate ‘high priority children’ who do not receive a place in accordance with the standard priority of access process outlined above.

Wyndham City will endeavour to provide a funded kindergarten place to all ‘high priority children’. However, this may not be at their preferred kindergarten group. After 30 October, any vacant reserved places will be made available to eligible families on the waiting list as per the standard priority of access allocation process.

Supporting Documentation - Proof of DOB, Residency or Working, Studying in Wyndham

The following documentation must be provided with your Enrolment Application Form:

Proof of Date of Birth

One of the following legal forms of proof of date of birth must be provided:

  • A copy of your child’s Birth Certificate
  • A copy of your child’s Passport
  • A copy of your child’s Health Record accompanied by a statutory declaration verifying your child’s date of birth to be true and correct. (A statutory declaration is required to support this document as the Child Health Record is a handwritten document that is not considered a legal document.)

N.B. If the last option is provided at the time of enrolment, please be aware that a copy of the birth certificate will still be required prior to commencement of Kindergarten.

Proof of Residency

For residents, proof of residency in Wyndham must be provided in one of the following ways:

  • Copy of a Rates Notice (issued within the last 12 months)
  • Copy of the relevant building permit if you are moving to Wyndham
  • Copy of a tenancy agreement or utility bill (issued within the last 3 months)
  • Copy of a current Health Care Card displaying current address

Proof or working, studying, or using childcare in Wyndham

For non-residents of Wyndham, enrolment applications can be submitted with some proof of working, studying or using childcare in Wyndham. Proof can be provided in the following ways:

  • Copy of a payslip/letter from employer
  • Copy of a school/university enrolment
  • Copy of a childcare payment receipt or Childcare Benefit letter from Centrelink

N.B. Other families may apply, but should note that residents, ratepayers or families who work, study or use childcare in Wyndham will be given priority to access Kindergarten places.

Other Relevant Documentation

The following forms of documentation may be provided for ‘high priority children’:

  • Referral or letter from Child Protection, Child FIRST/Family Services, Maternal and Child Health Nurse
  • Proof of attendance at Early Start Kindergarten
  • Approval for Kindergarten Inclusion Support Package
  • Referral or letter from a doctor, Early Intervention Service, other specialist agencies, a Maternal and Child Health Nurse or Enhanced Home Visiting Nurse in regard to additional needs or significant medical conditions
  • Child Disability Health Care Card

Responding to an Offer

The Kindergarten Enrolment System allocates places according to the priority of access criteria. If you are allocated a place at one of your preferences, you will receive a letter of offer or a phone call with a request for one of the following confirmation options:

  • Accept – if you are happy with the offer, simply choose to accept it
  • Decline and Wait – if you do not wish to accept the place you are offered, you may decline the place and remain on the waiting list for your other preferences
  • Cancel – if you decide you do not wish to attend a Wyndham City Kindergarten at all, you may cancel your application and you will be removed from the waiting list altogether

If a response to an offer is not received by the due date, your child’s name will be removed from the Central Enrolment System and the place offered to the next family on the waiting list.

Waiting List

Where the system is unable to allocate a child a place, they will be placed on the waiting list until a place becomes available for them at one of their preferences.

A child’s position on the waiting list is constantly changing, depending upon factors such as new applications and whether other families accept places or whether they choose to transfer or cancel and go back on the waiting list.

Modifications to your Original Application

Families may advise the Kindergarten Enrolment Officer by telephone, in writing or in person as to any change to their original application details. It is your responsibility to ensure all contact and other details are correct.

Changes to preferences of Kindergarten group and hours can be made at any time prior to allocation. You may change all preferences to suit any change in needs.

Cancellations

Families must notify Kindergarten Staff and the Enrolment Officer on 9742 8147 of their intention to leave the service. If the Kindergarten Enrolment Officer is not informed, fees will continue to be generated for that place.

Please note that if you cancel your kindergarten application and subsequently decide to re-enrol, you will need to notify the Enrolment Officer on 9742 8147 to reinstate your application. The application will return to the waiting list and will be processed as a new application, with points assigned according to your status as at your new lodgement date.  The normal processing fee of $30 will be waived.

Additional and/or High Support Needs

Families should provide details of any diagnosed additional needs or medical requirements in the relevant sections of the Enrolment Application Form, and are encouraged to attach any supporting documentation.

The Kindergarten Inclusion Support Service (KISS) offers supplementary assistance to Kindergartens to support the inclusion of children with additional needs in the Kindergarten program. Applications are made by the Kindergarten teacher in consultation with parents, early childhood intervention agencies and Preschool Field Officers.

Applications are made in September of the year prior to the child starting Kindergarten and a strict criterion exists for an application to be made.

Preschool Field Officer Service

The Preschool Field Officer (PSFO) is an advisory role that provides up to 11 hours of care (one unit) to eligible children attending a state funded Kindergarten program. The PSFO Service is jointly funded by the State Government and Wyndham City Council, who manages and delivers the service with no additional cost to families.

The service is designed to assist children with:

  • additional needs
  • challenging behaviours
  • a diagnosed disability
  • social and emotional difficulties

N.B. Children receiving Early Intervention Services cannot simultaneously access the PSFO Service.

PSFO  Referral Options

Transition to Kindergarten – PSFOs can assist three year olds, where required, with the transition into a funded four year old Kindergarten program. The PSFO may arrange a visit at the service the child attends as a three year old to observe the child playing and interacting. The PSFO may recommend relevant programming and specialist services and/or agencies to assist with the child’s development and transition to four year old Kindergarten. Referrals commence from 1 August.

Kindergarten Visiting – PSFOs can assist four year olds attending a state funded Kindergarten program by observing the child playing and interacting during a Kindergarten session. From the observations, the PSFO may recommend relevant programming and specialist services and/or agencies to assist with the child’s development and ongoing inclusion. Kindergarten visit referrals may be submitted up until 31 July.

Referral for Preschool Field Officer assistance can be made by a parent, Kindergarten staff or other community health workers. An observation summary will be provided to parents after each initial visit from the Preschool Field Officer, and meetings may be scheduled to discuss specific goals and strategies and/or further referrals.

Please call 9742 8199 if you would like to speak to a Preschool Field Officer about any concerns you may have in relation to your child.

Second Year of Funded Kindergarten

It is recognised that some children may benefit from a second year of funded Kindergarten prior to commencing school, and teachers will use guidelines to assess children who may benefit. Children who have been assessed by the teacher as having delayed development in two or more of the five developmental areas (examples are speech and social relationships) may be eligible for a second year of funded Kindergarten. Applications are sent to the Department of Education and Training (DET) for second year funding approval.  DET will write to parents during Term 4 advising them whether their application is approved.

Where an application for a second year of funded Kindergarten is not approved by DET, the child will not be eligible to enrol for a second year at a Wyndham City Kindergarten.

N.B. Should your child meet the criteria for a second year, a new Enrolment Application Form (different colour for second year children) must be obtained, approved, dated and signed by the teacher for the following year. In order to obtain a second year, parents/ guardians must complete the form, provide proof of date of birth and pay the Application Fee. This form must be submitted by the enrolment closing date of 30 June for first round offers.

Fees

Families are required to pay a non-refundable Application Fee of $30 when submitting their enrolment application form, including applications for a second year of Kindergarten.

Where applications are submitted for twins, triplets or siblings in the same year, a single payment of $30 will be accepted, provided the application forms are submitted at the same time.

Kindergarten Term Fees

Kindergarten fees are compulsory and payment must be made by the due date. If fees are not paid by the due date, the Kindergarten place may be suspended or forfeited.  The Kindergarten fee amounts can be found on the Enrolment Application Form, and may be paid upfront or by term.

Once your child is enrolled, you will receive an invoice for the first term. Families who are allocated a place in the first round of enrolments will receive their Term 1 invoice by the end of October.

Payment Options

Term Fees can be paid in the following ways:

  • In person (EFTPOS, cash, credit card, cheque, money order) at the Civic Centre, 45 Princes Highway, Werribee
  • By mail (cheque or money order made payable to Wyndham City Council) with a copy of the invoice addressed to Kindergarten Enrolments, Wyndham City Council, P.O. Box 197, Werribee, VIC 3030
  • Over the phone via credit card by calling 9742 0777
  • Via BPAY, the number for which can be found on your invoice

Kindergarten Fee Subsidy

Each year the State Government provides Council with an annual Kindergarten Fee Subsidy (subject to availability of funds) towards reducing fees for families who meet the following criteria:

The child individually holds, or has a parent or guardian who holds one of the following:

  • Commonwealth Health Care Card
  • Commonwealth Pensioner Concession Card
  • Department of Veterans’ Affairs Gold Card or White Card
  • Refugee Visa (subclass 200)
  • In-Country Special Humanitarian Visa (subclass 201)
  • Global Special Humanitarian Visa (subclass 202)
  • Temporary Humanitarian Concern Visa (subclass 786)
  • Protection Visa (subclass 866)
  • Emergency Rescue Visa (subclass 203)
  • Woman at Risk Visa (subclass 204)
  • Bridging Visas A-E or ImmiCard

or the child:

  • is identified on the birth certificate as a triplet or quadruplet, and
  • the other two or three children on the birth certificate are attending Kindergarten in the same year

or the child:

  • is identified by a parent, carer or legal guardian as being Aboriginal or Torres Strait Islander

and the family

  • does not have ‘approved’ Commonwealth Child Care Benefit applied to the fee paid for the time spent in the funded Kindergarten program.

The subsidy amounts offered by the State Government cover the entire cost of a 15 hour group. Therefore, eligible families will not be required to pay fees.  An invoice will not be issued to families who receive the Kindergarten Fee Subsidy. Subsidy Card holders must provide a copy of their current Health Care Card, Pension Card, approved Visa or other relevant documentation with their Enrolment Application Form.  Eligible families can apply for the subsidy by completing the relevant sections on the Enrolment Application Form and will then be credited the subsidy amount towards terms fees. Council must have a current copy of your card to process the subsidy rebate. Please ensure you provide a copy of your new card as soon as your old one expires to ensure you are not invoiced for the full term fees. Any parent or child who becomes eligible for a Health Care Card or Pension Card at any time throughout the year should immediately provide a copy of the new card to gain approval to receive the Government rebates.

Discounts for Multiple Births

Council provides a reduction in Kindergarten Fees for families enrolling more than one child in the same year. These children do not have to be twins, but can be two siblings attending in the same year.

Families with two children will be charged full fees for the first child and half fees for the second child.  Where there is a third or fourth child, these children will not be charged a fee.

Non Payment of Fees

If fees are not paid by the due date, the Kindergarten place may be suspended or forfeited. Council will enforce a debt collection process to recover outstanding fees.

N.B. Places will not be allocated to children if there is a debt outstanding for the family to Wyndham City Kindergarten Services.

Payment Plans

Council will assist children from families struggling with financial hardship to attend Kindergarten, where required, by ensuring payment plans are available and that they have access to available support from Early Learning Association Australia (ELAA) funding to ensure the child’s ongoing participation at Kindergarten. Please call the Kindergarten Fee Recovery Officer on 8734 5460 should you wish to discuss a payment plan option.

Child Care Benefit (CCB)

All Wyndham City managed Kindergartens are registered with the Family Assistance Office as a Registered Care provider. This is an Australian Government incentive to pass on a Child Care Benefit (CCB) to families as a reduction in fees. Families should check their eligibility with Centrelink prior to requesting a receipt from Council, which can be issued at the end of each term or preferably at the end of the year to make the claim. Families receiving the Kindergarten Fee Subsidy are not eligible for the CCB.

Early Entry

Children who are less than four years of age by 30 April in the year they are to attend a Kindergarten program may lodge an Enrolment Application if a request for early entry to school has been submitted to the DET regional office or to the relevant non-government school. A copy of the written request must be attached with the application. 

However, it is important for parents/guardians to note that most applications for early school entry are unsuccessful. Children granted early entry to kindergarten are not eligible for a second year of funded kindergarten in the following year if the child does not attend school, as specified in the DET funding criteria, and Wyndham City does not accept self-funded applications.

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