27 JULY NEW ZEALAND GAZETTE 2031

applicants within the grouping must be offered enrolment. Otherwise, a ballot will be required, and all applicants within the grouping must be included in the ballot.

16. If out of zone applications are received after the advertised deadline, they must be set aside, unless they are clearly postmarked with a date before the date of the advertised deadline.

Balloting procedures

17. All applications received by the pre-enrolment deadline, or clearly postmarked with a date before the date of the advertised deadline, must be included in any ballot that is necessary within a particular priority group.

18. All ballots must be supervised by a Justice of the Peace, a practising lawyer, a sworn member of the Police, or a local government returning officer, provided that the person is not also a member of the school’s board of trustees, or a person employed by the school’s board of trustees, or a person with a family connection to a child whose name has been included in the ballot. At the conclusion of the ballot, this person must sign a statement certifying that a copy of the current Secretary’s Instructions was sighted and that the ballot complied with those Instructions and was properly carried out. This statement must be retained by the board.

19. The supervisor must exercise such scrutiny and oversight over all equipment, processes and procedures associated with the particular form of balloting draw adopted by the board as is necessary to ensure the security and proper operation of the ballot.

receives, 6 are from siblings of present students. All of these must be enrolled. The next to be considered are siblings of former students, of which there are 9. All of these must be enrolled. Similarly, the 2 children of board employees must also be enrolled. This leaves 53 other students, who must be balloted because only 23 places remain.

The situation in a primary school which has decided to hold a ballot twice a year is more complex. Suppose that the school has determined that it will have room for 80 new entrants in the following year. Let us also suppose that its research suggests that 55 places are likely to be filled by in-zone students who will start school at some time during the course of the year. In the pre-enrolment period for out of zone students who will seek enrolment at some stage during the first half year, let us suppose that it receives 20 applications, including 2 siblings of current students, 5 siblings of former students and 13 other students (none of whom are the children of board employees). All must be enrolled, because the limit of 25 available places has not been exceeded. At the time of the next pre-enrolment period for places in the second half year let us suppose that there are 23 applications, including 3 siblings of current students, 6 siblings of former students 1 child of a board employee, and 13 others. The 3 siblings of current students must all be enrolled, because 5 places still remain. The 6 siblings of former students, however, will have to go into a ballot for the 2 remaining places. The child of the board employee and the 13 other students will not be able to be enrolled.

Parents should be informed that the application arrived too late to be included in the ballot and they should be offered the opportunity to have their child’s name included in the next ballot that will be held.

A check should be made to ensure that there is only one application in respect of each person seeking enrolment.

A sample “Supervisor’s Completion Certificate” is provided in the draft notices which are attached as Appendix 2 to the Secretary’s Guidelines for the Development and Operation of Enrolment Schemes.

From time to time the Secretary may amend these Instructions. Boards need to ensure that they are working from the current Instructions.

There are several balloting procedures which boards might consider appropriate. Three are described below:

a. The names of applicants are printed in a list which is then cut up so that one name appears on each identical piece of paper. The pieces of paper are then put into a receptacle from which they are drawn out blind and the order of drawing is noted. The supervisor must assure himself/herself that the total number of names on the list corresponds with the total number of actual applications.

b. A numbered list of applicants’ names is prepared and numbered identical balls or marbles are placed in a receptacle, from which they are drawn out blind. The order of drawing is noted against each name on the list. The supervisor must assure himself/herself that the range of numbers on the marbles is the same as the range of numbers on the applications.

c. A numbered list of applicants’ names is prepared. A corresponding range of numbers is generated by a