A strong handoff is not the longest provider list. It is a sequence in which each person knows what they own, what they do not prove, and which decision waits for written evidence.
1Route, institution, and decision authority
Named owner: Family lead plus DES or the named private-school, early-years, or education-provider contact
Evidence to retain: Exact institution and campus, current registration source where applicable, government or private route, year group, curriculum, start date, application path, immigration and residence evidence, and the person or body that makes the decision.
Boundary: An institution register, directory entry, DES application, inquiry, tour, or provider conversation does not prove a seat, placement, grade, support capacity, start date, or family fit.
2Admission, availability, assessment, and contract
Named owner: Named admissions and finance contacts plus the family payer
Evidence to retain: Exact-year availability, waitlist status and date, application completeness, assessment or interview steps, decision deadline, fee schedule, deposit and refund terms, withdrawal notice, sibling outcome, invoice, receipt, and written offer or rejection.
Boundary: A submitted file, waitlist position, assessment, interview, application fee, or deposit is not a universal admission guarantee. Each institution's current written terms control its own process.
3Inspection, curriculum, and academic pathway
Named owner: Family decision-maker plus the school's academic lead or year-group contact
Evidence to retain: Current OES institution record and relevant reports, curriculum and grade mapping, subjects, exam board or qualification path, progress evidence, transition plan, homework and technology expectations, and named follow-up questions for the school.
Boundary: An OES report is evidence from an inspection cycle, not a permanent ranking, admission decision, future-outcome forecast, or substitute for child-specific curriculum and support questions.
4Learning support, health, consent, and safeguarding
Named owner: School support lead, relevant clinician or therapist, parent or guardian, and the receiving provider
Evidence to retain: Reports, plans, accommodations, therapy and medical summaries, vaccination or screening records, medication and allergy instructions, consent and custody records, emergency contacts, confidentiality route, safeguarding or complaint contacts, and a dated transition review.
Boundary: A policy, diagnosis, previous accommodation, provider listing, or inspection does not prove current capacity, placement, treatment, confidentiality, or an individual safeguarding conclusion.
5Early years, childcare, and backup care
Named owner: Named centre or care provider plus the parent, guardian, employer, and backup adult
Evidence to retain: Current registration source where applicable, age range, hours and closures, start and settling-in plan, staffing and safeguarding questions, illness policy, meals, naps, authorised pickup adults, fees and notice terms, ECAP eligibility only where relevant, and a backup-care plan.
Boundary: Registration or an OES record does not prove a current place, operating hours, quality for one child, subsidy eligibility, staffing on a future date, or fit with the family's workday.
6Housing, transport, calendar, and family operations
Named owner: Family logistics lead plus the school, transport provider, employer, and authorised backup adults
Evidence to retain: Exact address and residence evidence, catchment where relevant, school-day route tests, drop-off and pickup windows, bus or transport scope, parking, sibling handoffs, term and closure dates, after-care, camps, parent travel, work flexibility, and first-week contingencies.
Boundary: A nearby address, map pin, public-transport route, advertised bus, or generic drive time does not prove catchment, a school place, daily journey time, pickup authority, after-care availability, or reliable backup.
