1st Year Enrolment Policy & Procedures 2019-20 - Colaiste ...

 
1st Year Enrolment Policy & Procedures 2019-20 - Colaiste ...
1st Year Enrolment Policy & Procedures 2019-20
Ratified by BOM 7/3/18
College Mission Statement

 “Our college is a vibrant, friendly, learning community where students, teachers and parents are encouraged,
   supported and challenged in pursuit of the highest standards of achievement and academic excellence.

 We foster equality, respect and integrity in our college. We embrace diversity and recognise that everyone is
                               unique and has a positive contribution to make.”

Introduction
The Board of Management is committed to the successful implementation of recent
legislation, in particular the Education Act (1998), the Education (Welfare) Act 2000, the
Education for Persons with Special Educational Needs (EPSEN) Act 2004 and the Equal
Status Act 2000. The Board of Management will fully subscribe to the principles of
partnership, accountability, transparency, inclusion and respect for diversity, parental
choice and equality. The College is committed to the principle of equal access.
The Board of Management reviews its Enrolment Policy each year.
All enrolment applications to the College are subject to the approval of the Board of
Management.
Decisions made in relation to enrolment are governed by Department of Education and
Skills provision regarding class size, staffing provisions and relevant requirements
concerning accommodation and the health and safety of students.
The Board is committed to the provision of an inclusive, safe, learning environment for all
its students.

Programmes available in Colåiste Pobail Setanta
The college operates within the regulations laid down by the Department of Education and
Skills and follows the curricular programmes prescribed by the DES in accordance with
Sections 9 and 30 of the Education Act 1998. The college offers the following
programmes:
    •   Junior Certificate
    •   Optional Transition Year
    •   Leaving Certificate Traditional programme
    •   Leaving Certificate Vocational programme (if option subjects satisfy the DES
        regulations)
    •   Leaving Certificate Applied programme
Department of Education Regulations
Eligibility for admission to the college includes the following DES regulations:

    •   Applicants must have reached twelve years of age by January 1st of their first year
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        in post primary school and should be no older than is appropriate to their peers.

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•   Applicants from other countries should have reached a comparable standard of
        education.
    •   Students and parent(s)/guardian(s) must be willing to accept the College Learning
        Code. (Confirmation in writing that the Learning Code has been received and
        accepted is required.)

Coláiste Pobail Setanta Guidelines for Enrolment
Coláiste Pobail Setanta is a recognised Centre of Excellence for Innovative Teaching and
Learning. Student Personal Devices are used as a Teaching and Learning tool to deliver the
curriculum to students. A student personal device must be purchased for each individual
student (cost for academic year 2017/18 was €740). The voluntary contribution to the
college for 1st years is €150 and covers administration costs as well as locker rental, school
journal, photocopying, student awards, insurance etc. All additional years the Voluntary
Contribution is €50 per year.

Enrolment Period for first year 2019: Tues. May 1st to Thurs. May 31st 2018.
Priority will be given to applicants as categorised in the Selection Criteria, Appendix 2.
Only a parent/officially appointed guardian may register a student in the College. ID will
be required: passport, driving licence.
Parent(s)/guardian(s) and the applicant must be available to attend all meetings associated
with the enrolment process.
Enrolment Applications from students usually resident abroad will not be processed until
the applicant is a resident in Ireland.
Siblings wishing to enrol in the same year group will be treated as one application.
College policy documents must be read and signed by parent(s)/guardian(s) as part of
the enrolment process.
The following documents must accompany all enrolment applications:

   •    Fully completed Enrolment Application form
   •    Original birth certificate, Long Form
   •    Two passport photos
   •    Proof of address X2 to be established by the College Authority.
   •    Photo ID of Parent/Guardian
   •    School Report
   •    Educational/Psychological Report if applicable

Selection Criteria for First Year 2019

Places will be offered in the following order.
   1. Siblings of existing students and children of staff
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       An existing student is defined as a student registered in and attending Coláiste Pobail
       Setanta fulltime during the period May 1st 2018 - September 2nd 2018.

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2. Students who attend any of the following three primary schools (as listed in no particular
       order) Mary Mother of Hope National School, St Benedict's, Scoil Ghráinne and who
       also live in the catchment area. See Appendix 1 Catchment area Map.
   3. All other students residing in the catchment area. See Appendix 1 Catchment area Map,
       2018.
   4. Other Applicants may be considered when applications from all applicants listed 1-3
       have been satisfied.
   5. Applications received after the closing date specified on the Enrolment Application
       Form will be placed on a Late Applications List in the order in which they were received
       by the college.
Note:
Siblings wishing to enrol in the same year group will be treated as one application but
multiple places.
If any category 1-4 is oversubscribed, the Board will arrange a special meeting to randomly
select Students to decide the order in which places in that category will be offered.

Proof of Residence
Only the applicant's primary permanent residence will be considered for the postage of
enrolment in the college.
The onus will be on parent(s)/guardian(s) to offer evidence with regard to the criteria required
concerning proof of permanent residency in the catchment area
The Board of Management reserves the right to make enquiries to ascertain proof of residence,
including reference to the Electoral Register.
Parent(s)/guardian(s) of applicants will be required to produce two original recent documents
as outlined below. This documentation cannot be more than three months old.
Acceptable documents for verification of permanent residency in the catchment area:

   •   Utility Bill; electricity, home phone, gas. Mobile phone bills are not acceptable.
   •   Original statement (not an e-statement) from a Bank/Building Society/Credit Union
   •   Letter from department of Social Protection/Revenue

Random Selection
If any category 1- 4 is oversubscribed, then the Board will arrange a special meeting to
randomly select students to decide the order in which places in that category will be offered.

The following persons will be required to be present in order for this meeting to proceed:

Chairperson of the Board
Secretary to the Board
At least one parent representative
At least one community representative
An independent person to oversee the process

Parent(s)/guardian(s) will be contacted in writing within 21 days after this meeting, outlining
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the process and informing them of their number on the waiting list in that category.

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A parent/guardian may contact the College at any stage to enquire about the status of enrolment
and their current position.

Waiting Lists
Waiting lists will be formed in each category which is over subscribed. Waiting lists places
will be allocated to each applicant at the Random Selection Meeting.
Any further places which become available will be offered according to the Waiting List
number allocated to each applicant at the Random Selection meeting.
The College will contact each applicant in turn as a place becomes available.
If an applicant does not respond to the College within the stated time the place offer will be
withdrawn and offered to the next applicant on the waiting list in that category.
Applicants will be notified in writing of this withdrawal.

Waiting Lists will remain live until May 31st 2019, after this date, if a parent guardian
wishes their son/daughter to remain on the waiting list for a place in the College, they must
reapply and complete a new Enrolment Application Form.

Late Applications
Enrolment Applications received after 5pm on Thursday May 31st 2018 will be placed on the
Late Applications List, (Category 5), in order of the date on which the fully completed
Enrolment Application was received by the college.

These enrolment applications will be only be considered after all on time enrolment
applications have been processed.

Any places which become available in Category 5 will be offered in this date order.
The College will contact each applicant in turn as a place becomes available.
If an applicant does not respond to the College within the stated time frame, the place offer
will be withdrawn and offered to the next applicant on the waiting list in that category.
Applicants will be notified in writing of this withdrawal.
This Late Applications List will remain live until May 31st 2019. After this date, if a
parent/guardian wishes their son/ daughter to remain on the waiting list for a place in the
college, they must reapply and complete a new Enrolment Application form.

THE BOARD HAS SET ENROLMENT FOR FIRST YEAR 2019 AT 210 STUDENTS

Enrolment Process and Procedures
The Board decided in spring of 2018 the total number of places available in first year
2019/2020. The Board will offer 210 places for September 2018.
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Enrolment Application Forms will be circulated in late April to all Fifth-Class students in the
three listed primary schools; Mary Mother of Hope National School, St Benedict's, Scoil
Ghráinne.

Enrolment Application forms will also be available for collection at college reception.

For students resident in the catchment area but not attending one of the three named primary
schools, enrolment information and Enrolment Application Forms will be forwarded on
request to the parent(s) /guardian(s).

Students attending the College and the local community are reminded of the
enrolment to first year by:
   • Signage at the main gate of the college
   • Notice in local paper
   • Scheduled text messages
   • Notification on the college website

Students wishing to apply to first year 2019/2020 in CoIáiste Pobail Setanta must complete an
Enrolment Application Form and return it to the school office on/by5pm on May 31st 2018.

Enrolment Application forms will only be accepted if they are fully completed and
accompanied by all the required documentation
The provision of incomplete or inaccurate information will render the enrolment application
void and any offer of a place in the college will be withdrawn.
Due to the pattern of oversubscription to our college, the BOM strongly advises
parents/guardians to also apply to other schools.

A receipt will be issued for each enrolment application received by the College.
Parent(s)/guardian(s) who do not receive a receipt are advised to contact the College
immediately.

All Enrolment Applications will be considered by the Board.

No offer of a place in Coláiste Pobail Setanta can be made to any applicant until the Board of
Management has approved the stated quota of enrolment applications.

The Board will contact all applicants in writing in June 2018 informing them if they are being
offered a place in first year 2019.

Formal Enrolment for first Year September 2019
Formal Enrolment meetings will be held in the college in September 2018.
A parent or officially appointed guardian must attend the Formal Enrolment in September with
the student. Parents/ Guardians should bring ID with them to the Formal Enrolment Meeting.
The Formal Enrolment Meeting is a vital stage in the enrolment process, as the
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parent(s)/guardian(s) and student formally accept college policies at this meeting.

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No student will be enrolled without attendance at this Formal Enrolment Meeting.
Non attendance at this meeting will result in an applicant receiving a letter from the College.
If this letter is not responded to by 14 days of the date stated in the letter, this applicant will
be withdrawn and this place offered to the next applicant on the Waiting List in that category.
The applicant will be notified of this withdrawal by letter.

Tús Maith (Positive Start) Programme
This is a programme Coláiste Pobail Setanta has developed with Mary Mother of Hope
National School, St Benedict's & Scoil Ghrainne to create a continuum of learning and to
help prepare students for the transition from primary to post primary school.

January 2019
Student Profile forms are sent to primary schools.
Options Evening for parents/guardians is held the college
February 2019
Assessment Test and Options Information for Students in Coláiste Pobail Setanta.
Completed Options Form deadline for return to Coláiste Pobail Setanta.
Contact with primary schools to prepare applications to the NCSE for supports for students
with Special Educational Needs. Coláiste Pobail Setanta applies to the SENO for students with
Special Educational Needs.
March 2019
The first year yearhead and Learning Support co-ordinator liaises with the 6th class and
Learning Support teachers to plan the transition for students coming to Coláiste Pobail Setanta.
April 2019
Student Mentors start a series of workshops for 6th class students in the three named primary
schools; Mary Mother of Hope National School, St Benedict's, Scoil Ghráinne.
Primary school teachers visit Coláiste Pobail Setanta to observe classes.
Coláiste Pobail Setanta staff visit primary schools to observe 5th and 6th Class lessons.
May 2019
Coláiste Pobail Setanta writes to each student confirming their subject options and language
choices. Students are invited to the Welcome Evening at the end of May when they meet the
other students who will be in their tutor groups. Student Mentors organise Transition
Workshops for the classes. Parents attend a presentation based on the Transition from Primary
to post Primary School.
June 2019
Individual visits to Coláiste Pobail Setanta for students with Special Educational Needs.
August 2019
The principal writes to each student with details of the start date in August, and an outline of
their first induction day.
Deployment of Student devices.
September 2019
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Settling in activities for all first year classes.

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October 2019
Informal tutor group Coffee Mornings for parents of new first years.
6th class teachers meet the first year tutors in Coláiste Pobail Setanta for the final handover
meeting.

Appeals
The Board of Management of Coláiste Pobail Setanta shall not refuse to admit as a student, a
child in respect of whom an enrolment application has been made except where such a refusal
is in accordance with the policy published under Section 15 (2) (d) of the Education Act 1998;
Education (Welfare) Act 2000 (Section 19 (I)).
Should a student's enrolment application be refused by the Board, the parent(s)/guardian(s)
have the right to appeal to the DDLETB (Dublin and Dun Laoghaire Education and Training
Board).
The parent(s)/guardian(s) will be informed in writing of the Boards decision and the reasons
why the student was not accepted will be clearly stated.
The right to appeal will be restated (Circular M49/01) and the parent(s)/guardian(s) will be
advised of how to appeal the decision of the Board to DDLETB (Dublin and Dun
Laoghaire Education and Training Board).
Appeals must be made in in writing to the DDLETB within 14 days of notification by the
Board of Management of its decision.
If an appeal to DDLETB is unsuccessful, parent(s)/guardian(s) will be informed in writing
and advised that they may further appeal the decision of DDLETB to the Department of
Education and Skills. This should be done within the time frame outlined in the letter from
DDLETB.
The parent(s)/guardian(s) and the Board of Management of Coláiste Pobail Setanta will be
informed in writing of this decision of this appeal.

Enrolment in Croí
All enrolment applications to Croi must satisfy the criteria as outlined in the General
Enrolment Policy,
Extra considerations pertaining to Enrolment Application to Croi:

Introduction
Croí is funded and resourced by the Department of Education and Science. This College policy
has regard to the funding, resources, services and space available in Croí.

The Croí Admissions Team processes all enrolment applications to Croí. The team will review
the professional report accompanying each enrolment application and any enrolment is subject
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to the approval of the team.

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The members of the Croí Admissions Team are;
Principal and Secretary to the Board, Deputy Principal, and the Croí Co-ordinator.
The Croí Admissions Team will advise the college Board of Management regarding all
enrolment applications to Croí. The Board of Management must approve all enrolment
applications to Croí.
All students in Croí should enrol in the college as part of the mainstream enrolment process.
This ensures the possibility of inclusion in mainstream classes when the students are ready in
the future.

A waiting list will come into effect when the number of applications for Croí is higher than
the spaces available. An applicant’s place on the waiting list is indicated by the sequence
their application form was drawn during the Random Selection Process. In the case of
Category 1 applications for Croí, a further Random Selection draw will take place to assign
places on that waiting list.

Inclusion
We are committed to the principle of inclusion in this college.

It is our aim that students who use Croí will be supported to join mainstream classes when able
to do so.

We are also committed to the development of Programmes and opportunities within our college
which encourage and support the inclusion of mainstream students in Croí.
Additional Criteria for Enrolment in Croí
In addition to fulfilling the enrolment criteria as outlined in the general enrolment policy, each
applicant must have both
       1. A professional diagnosis of Autistic Spectrum Disorder (ASD).
                                    &
       2. A professional recommendation for placement in an Autism Unit.
The professional report must also include recommendations regarding extra supports/resources
and educational interventions needed to best aid that student to progress.

Selection Criteria for Croi
Applicants should apply to the college as part of the general enrolment process in order to be
able to access mainstream classes in the future.

Places will be offered in the order as outlined in Selection Criteria Appendix 2 of this
Enrolment Policy

Unsuccessful applicants will be placed on a waiting list and will be contacted by the Croí
Admission Team should a place become available.
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Please note that the fulfilling of the enrolment criteria does not necessarily ensure enrolment in
the Croí Centre if:
    •     The necessary resources pertaining to the enrolment are not available
    •     There is no space in Croí
    •      The educational provision for the students already enrolled will be affected
    •      If the college cannot meet the needs of the applicant.
    •      If the college cannot meet the conditions/recommendations outlined in the
          professional report.
Planning for enrolment in Croí
Enrolment Application Forms will be available from Tuesday May 1st to Thursday May 31st
2018.

Fully completed Enrolment Applications will be accepted by the college from Tuesday May
1st-Thursday May 31st 2018.

Enrolment applications will only be processed when all the documentation required is
provided.

The College staff will liaise with the following when planning a student’s enrolment in the
College and Croí:

        Current primary school staff

        Support staff working with the student
        Parents/guardians

        SENO
 A number of meetings/visits will take place and an individual transition plan will be
 developed.
Review Arrangements
All enrolments in Croí are subject to regular review. Each student's progress will be reviewed
each semester. The aim of the review is to:

    •     Evaluate the student's progress to date
    •     Revisit the IEP (individual educational Plan) and amend/update if needed
    •     To assess the need for any other supports/further assessment
    •     To recommend to the SENO if this is the case
    •     To assess the ability of Croí and the college to meet the student's needs
    •     To recommend a more suitable placement if necessary and appropriate
Health Service Executive (HSE) Input
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Essential support services are provided by the HSE.

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Coláiste Pobail Setanta has no control over these services. We merely act as a relevant setting
for their provision.
All questions/queries about these services must be addressed to the HSE

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Appendix 1 Catchment Area Map, 2018/19.

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Appendix 2

Selection Criteria for First Year 2019

Places will be offered in the following order.

1.      Siblings of existing students and children of staff

An existing student is defined as a student registered in and attending Coláiste Pobail Setanta
fulltime during the period May 1st 2018 - September 2nd 2018.

2.     Students who attend any of the following three primary schools (as listed in no
particular order) Mary Mother of Hope National School, St Benedict's, Scoil Ghráinne and
who also live in the catchment area. See Appendix 1 Catchment area Map.

3.    All other students residing in the catchment area. See Appendix 1 Catchment area Map,
2018.

4.     Other Applicants may be considered when applications from all applicants listed 1-3
have been satisfied.

5.     Applications received after the closing date specified on the Enrolment Application
Form will be placed on a Late Applications List in the order in which they were received by
the College.

Note:

Siblings wishing to enrol in the same year group will be treated as one application.
If any category 1-4 is oversubscribed, the Board will arrange a special meeting to randomly
select Students to decide the order in which places in that category will be offered.

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Appendix 3 Transition Year Enrolment Policy

               All Third Year students are eligible to apply for Transition Year.
What exactly is the Transition Year?
The Department of Education and Skills guidelines on the Transition Year Programme states
that as its mission, Transition Year seeks
“to promote the personal, social, educational and vocational development of pupils to
prepare them for their role as autonomous, participative and responsible members of
society”.
The Transition Year Programme is not compulsory. The maximum number of available
places will be dependent upon staffing, facilities and resources and will be determined
annually by the Board of Management. For the academic year 2018/19 the maximum number
of places available is expected to be 48 (2 x classes of 24) due to practical class size
restrictions. This is subject to annual review.
An information evening will be held early in Semester 2 (October) for all parents of Third
Year in relation to Senior Cycle Options. Students can choose between four course
programmes:
-       Transition Year (TY)
-       Traditional Leaving Certificate (TLC)
-       Leaving Certificate Vocational Programme (LCVP)
-       Leaving Certificate Applied Programme (LCA)
A presentation will also be made to all third year students in Semester 2. Application Forms
for TY will be issued to interested students in January of Third Year. These forms must be
returned to the Front Office on the date stated on the Application Form.
As stated there are a limited number of places available in Transition Year. All applicants
will be assessed in terms of their suitability to Transition Year using the following criteria.
Students applying for places in Transition Year will be eligible in accordance with the
following order of priorities
    •   Current students of 3rd Year in Colaiste Pobail Setanta
    •   Current students of Colaiste Pobail Setanta on the waiting list for Transition Year

1.      Students apply for a place on a formal application form, witnessed by their
parent(s)/guardian(s). The formal application form will require some research into the
Transition Year Programme and clear reasons why they are applying for a place. It will also
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outline the commitment that they will give if they are offered and accept a place. It will be

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impressed upon applicants that this is a critical factor in the application process.

2.       Each applicant’s maturity and record in relation to attendance, punctuality &
behaviour will be reviewed together with their participation in the life of the College over the
last three years.
3.     Each application will be considered in terms of the student’s needs and suitability to
the programme.
4.     Each student will have to complete an interview process.
     Students who are unsuccessful in the first round will be placed on a waiting list.
The T.Y. Admissions Committee will be responsible for assessing applications and offering
places. The committee will comprise of the Programme Coordinator, Principal/Deputy
Principal and members of the Pastoral Care Team. The Yearhead/Tutors will also play a role
in the decision making process.
Offer & Acceptance of Places:
       It is expected that interviews for the TY process will be conducted in January
following receipt of the completed application form by the deadline.
         It is intended that places will be offered by post to successful applicants before the
Mid Term Break. Applicants who are unsuccessful will be informed in writing within the
same time frame and will be advised of their right to appeal the decision initially to the
Principal and subsequently to the Board of Management, if unhappy with the result of the
initial appeal.
       Students accepting a place must complete and return the Acceptance Form within the
date specified on the Application Form. This form must be signed by the applicant and
witnessed by a parent/guardian. Failure to return the acceptance form to the College
administration office within the specified time frame may result in the place being forfeited.
        An initial deposit of €50.00 will be required at this stage and must be paid online,
students must return the Acceptance Form after paying this fee. This deposit is transferrable
for other Senior Cycle Courses Voluntary Contribution in the event of the student or
Parent/Guardian changing their mind regarding their acceptance of a place in TY
The cost of Transition Year may vary from year to year. The cost of Transition Year to each
students for the Academic Year 2018-19 is €360
      A student may forfeit her/his place if they are involved in any serious breaches of the
Behaviour and Learning Policy/Code.
At this stage both the student and his/her parent(s)/guardian(s) are expected to give an
undertaking to arrange three x 1 work-experience placements for the specified periods during
the academic year. They will be expected to submit the completed Work Experience Forms
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to the Front Office in relation to these placements.

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Timelines for Senior Cycle Options 2017/18

 Semester 1 (October)                        Information Evening for
                                             Parents/Guardians on Senior Cycle
                                             Options at Coláiste Pobail Setanta.
                                             Senior Cycle Programmes Information
                                             Booklet issued to all parents/guardians.
 Semester 1 (October)                        Information Session for all 3rd Year
                                             students on Senior Cycle Programmes.
 Nov./Dec./Jan.                              Students discuss programme options with
                                             students, teachers, parents and Guidance
                                             Counsellors.
 Early January                               Application Forms for TY issued to
                                             students
 Mid January                                 Closing date for completed Application
                                             Form (Stated on the form)
 Late January                                Transition Year Interview Schedule
 February                                    TY Letters of Offer
 Late February                               TY Letters of Acceptance and Deposit
                                             returned
 Early March                                 CAT 4 Testing for all Third Years
 Early March                                 Leaving Certificate Applied Application
                                             Forms issued and Interviews held
 Late March/Early April                      5th Year subject Options confirmed
 May                                         5th Year classes finalised taking
                                             cognisance of TY students
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Transition Year Application Form 2018/19

Students Name_________________________Date of Birth_________________________

Class Name____________________________Tutor_______________________________

What extra-curricular activities have you been involved in to date?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
What leadership initiatives have you been involved in to date?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Please state clearly, 3 reasons why you should be considered for a place on the Transition
Year Programme.
1__________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2__________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3__________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
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Please state clearly, three personal qualities that you possess that would make you a suitable
candidate and why?
1._________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2._________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3._________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Please state clearly, the one thing that you hope to achieve from your involvement in the
Transition Year Programme.
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Any other Module that you would like to see included in the TY programme and why.
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

Parents/Guardian Name (Print)__________________ Signature_______________________

Students Signature_____________________________Date_________________________
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Alternative Course of Studies.

Students who have been successful in securing a place in Transition Year and who wish to
pursue a course of studies away from the College for the academic year in question may
apply to the Board of Management for permission.

There are a number of requirements that must be met in order for the BOM to facilitate this
request.

The students must have secured a place in Transition Year.

The alternative course of studies must be approved by the BOM

There must be no waiting list for Transition Year so that the BOM can facilitate re-enrolment
into TY before the end of the academic year in question.

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