When a state school has more applicants than places, it cannot take everyone, so it uses a published list of rules to decide who gets a place. These are called oversubscription criteria, and understanding them is the single most useful thing a parent can do before applying. This guide explains how they work, what the common criteria mean and how to read a school's rules for yourself.
Who decides the rules?
The body that sets admission rules is the school's admission authority. For community and voluntary-controlled schools that is usually the local authority. For academies, free schools, foundation schools and voluntary-aided schools it is the school's governing body or academy trust. This is why neighbouring schools can have very different rules.
All admission authorities must follow the national School Admissions Code, which sets out what is allowed and what is not. For example, schools cannot interview applicants or ask for financial contributions as a condition of entry for state places.
The usual order of priority
The detail varies, but oversubscription criteria usually run in an order like this. Some groups have priority by law, and the rest is the school's own choice:
- Looked-after and previously looked-after children. These children have top priority by law in every state school.
- Children with an Education, Health and Care Plan (EHCP) that names the school. They are admitted outside the normal process.
- Exceptional medical or social need, where a school allows it and supporting evidence is provided.
- Siblings of children already at the school.
- Distance from home to the school, or living within a catchment area.
- Faith criteria, at faith schools, often requiring evidence such as a baptism certificate or a faith leader's reference.
- Feeder schools, where certain primary schools get priority at a particular secondary.
The exact order, and how each criterion is defined, is what matters. "Sibling" might mean a brother or sister who will still be at the school when your child starts, not simply anyone who ever attended.
How distance is measured
Many families assume "close to the school" is all they need. In practice, the school or local authority measures it in a stated way, most often a straight line from your home to the school gate, or sometimes walking distance. A few hundred metres can be the difference between an offer and a refusal at a popular school. The admissions policy will say exactly how it is measured and which address counts.
Last year's furthest distance offered is often published, and it is a good guide, though it changes every year.
What a catchment area really means
A catchment area is a defined zone around a school that may give priority. Living in the catchment does not guarantee a place if the school is oversubscribed with applicants who rank higher. Some schools have no catchment at all and use distance only.
How to read a school's admission policy
- Find the school's admission arrangements on its website or your local authority's website for the year your child will start.
- Check who the admission authority is.
- Read the oversubscription criteria in order and the definitions, which are usually in the notes.
- Look for how distance is measured and which address counts.
- Check the application process and deadlines. Faith schools often need an extra form (a supplementary information form) in addition to the council application.
- Find the published admission number: the number of places on offer in the year group.
A worked example
Suppose a primary school has 30 places and 45 applicants. Its criteria, in order, are looked-after children, siblings, then distance from the school gate.
- Two children are looked-after, so they are offered places first.
- Eight applicants have a brother or sister at the school, so they come next.
- The remaining 20 places go to the nearest applicants by straight-line distance.
Now compare two families. One lives close by but has no sibling link and happens to be 21st on the distance list. The other lives slightly further away but has an older child at the school. The second family is offered a place and the first is not, even though they live nearer. This is why reading the order of the criteria matters at least as much as where you live.
Common misunderstandings
| What people often assume | What is usually true |
|---|---|
| "We live opposite the school, so we are guaranteed a place." | Higher-ranked criteria, such as looked-after children and siblings, come first, and distance only decides within a group. |
| "Naming one school gives us the best chance." | Schools do not see your ranking, and listing only one gives no advantage. |
| "Catchment means a place." | Catchment is only one criterion, and some schools have no catchment at all. |
| "The distance cut-off is fixed." | The furthest distance offered changes every year with the applicants. |
| "A sibling always gets in." | Siblings usually have high priority, but the definition and the order are set by each school. |
Documents and evidence you may need
Be ready for some applications to need proof. Typical examples include:
- Proof of address such as a tenancy agreement or recent utility bill, especially if you are moving;
- Birth certificate or passport for your child;
- Evidence of a sibling link if the school asks for it;
- Faith evidence such as a baptism certificate or a reference from a faith leader, if the school uses a faith criterion;
- Supporting evidence for exceptional medical or social need, from a professional.
Schools can withdraw an offer if it was based on false or misleading information, so always give accurate details. This includes honest statements about your address.
A timeline for planning
- A year or more before: research local schools, read the admission policies and visit.
- Autumn before the deadline: shortlist, check open days and finish any supplementary forms.
- By the deadline: submit your application through your local authority, listing your preferences in your true order.
- After the offers: accept, join waiting lists and consider an appeal if needed.
The national dates are in school admissions in England.
Choosing preferences sensibly
You list schools in order of preference on one application to your home local authority. Schools do not see your ranking, and listing a single school gives you no advantage. A sensible list usually includes:
- a school you would love, even if it is oversubscribed;
- schools you are realistically likely to get;
- at least one you are confident of getting, so you do not end up with an allocated school you did not choose.
If you do not get your first choice
You will be offered the highest-ranked school on your list that you qualify for, and you can usually join the waiting list for higher choices. You can also appeal. Read our guide to school admission appeals. For the national dates, see school admissions in England.
How we can help
Our consultants help families understand the rules, build a realistic shortlist and plan applications and visits well ahead of deadlines. Find out more about school and nursery placement.