Local Authority approach to Planned Admission Numbers (PAN) determination and consultation

Relating to the Education Policy and Strategic Programme

The County Council, as the Admissions Authority, is responsible for determination of admission arrangements, including PAN, which must be determined annually for Community and Voluntary Controlled schools; where a change is suggested, this must be undertaken in consultation with the governing bodies and wider stakeholders, including parents.

Voluntary Aided Schools, Foundation schools and Academies are their own Admission Authorities and are responsible for setting their own PANs. Where a change is suggested this must be done in consultation with the County Council and other stakeholders including parents.

As the co-ordinating authority for admissions, Norfolk County Council will work with all groups to ensure alignment with local planning across Norfolk. We can display any suggested PANs changes where appropriate, for Academies, Voluntary Aided Schools and Foundation Schools on the relevant My School web page (password-protected).

Although consultation is not required to increase or to keep the same admission number, admission authorities must notify the local authority of their intention to increase the admission number and reference to the change should be made on the school's website.

Consultation must occur at least once every 7 years, even if no changes have been made during that time.

Background and context

The Education Policy and Strategic Programme establishes a vision for sustainable, high-quality educational provision. Central to this vision is the principle that every child is entitled to access an appropriate school place within a reasonable distance of their home.

To ensure effective resource allocation and to plan for current and future demographic trends, the local authority regularly reviews capacity of schools and anticipated Planned Admission Numbers. These are in turn reviewed to reflect changes to population and sustainable options for communities.

The determination of PANs is a statutory process, subject to consultation and review on an annual basis. This ensures that schools are neither over- nor under-subscribed, and that the distribution of places supports educational excellence, community cohesion, and operational efficiency.

Objectives of the consultation

The consultation may seek to:

Gather the views of stakeholders on their current PAN and consider if requires changes to PANs for the next academic year.
Ensure that PANs are set fairly, taking into account local demographics, projected pupil numbers, and the existing school estate.
Promote a transparent, evidence-based approach to determining admission numbers.
Support schools in managing resources effectively by setting realistic and sustainable pupil numbers.

Key messages for stakeholders

The local authority recognises the importance of effective school place planning in supporting educational outcomes and community wellbeing.
The PAN consultation period is a key opportunity for all stakeholders to influence decisions about the future structure of education in the area.
No decisions will be made without clear and effective engagement.
The authority is legally required to act in accordance with the School Admissions Code and all other relevant legislation

Consultation process

The local authority will conduct any PAN consultation in accordance with statutory guidance and best practice in engagement. The process will consist of several key stages.

Pre-consultation analysis

Prior to launching the formal consultation, the authority will complete a detailed analysis of:

Current PANs and actual enrolment figures for all maintained schools and academies.
Latest and projected population data, including anticipated housing developments and birth rates.
Feedback from previous rounds of consultations.
School site capacity and suitability, including any planned capital works or expansion projects.

This evidence base will shape the suggested changes circulated with schools when deciding if PAN changes may be required.

Stakeholder engagement

A consultation will be open to a wide range of stakeholders, including:

Headteachers, governing bodies, and trust boards of all affected schools and academies.
Parents and carers of current and prospective pupils.
Neighbouring local authorities and other education providers.
Community representatives and local councillors.

Consultation documents will be distributed electronically and made available on the authority's website, supported by a programme of targeted area review meetings, and opportunities for written submissions.

Consultation period and feedback

The consultation period is open from 1 October until 31 January, which will provide opportunity for any specific consultations to be open for a period of not less than six school weeks, commencing from the publication date as may be required. All responses will be logged, collated, and analysed by the Place Planning Team. The authority is committed to providing a summary of key themes and emerging issues as the consultation progresses, as well as a full report at its conclusion.

Decision-making and implementation

Following the consultation, recommendations will be formulated and presented to the School Planning and Infrastructure Group and then reported to Children's Service Leadership Team. Final decisions on PANs will reflect evidence gathered, stakeholder feedback, and statutory requirements. The authority will communicate outcomes widely to ensure all stakeholders are aware of any changes and the rationale behind them.

Determination of any planned admission numbers will be made by 28 February. The Local Authority will not impose a solution but seek agreement to planned admission numbers of children in communities, supporting parents to choose strong local schools.

Principles guiding the consultation

The approach to consultation will be underpinned by these principles:

Transparency: All information, data, and proposals will be communicated clearly and accessibly.
Inclusion: The process will pro-actively engage all stakeholders, to ensure all voices are heard.
Evidence-based decision-making: Recommendations will be grounded in robust data and clear analysis.
Responsiveness: The authority will respond to concerns, queries, and suggestions both during and after the consultation.

Next steps

Get in touch if you wish to make any suggested changes to PAN, so we can host information on the School Finder website. Use the contact details below if you wish to discuss it further.
The consultation window will remain open until the end of January each year.
Stakeholders will be able to contribute via online forms and email.
All feedback will be carefully considered before any changes are finalised.

Contact and further information

For further information about the Planned Admission Number consultation process, contact the Place Planning Team at [email protected].

The local authority looks forward to collaborating with all partners to ensure that the outcome of the PAN consultation supports the ambitions of the Education system across Norfolk and continues to provide the best possible educational opportunities for every child and young person in our community.