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Including Multiple Children in One Exemption Application

4/25/2020

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Another FAQ lately is: "Do I have to write a separate application for each child, or can I include multiple children in one application document?" The short answer is "It depends"- but lets look at the details:
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The Ministry's "Official" Application Forms

The current Ministry of Education application forms (published 2016) are designed to be used for a single, individual child. This is because at the time of publishing, the Ministry felt strongly that "each child must have an individual application." However, since that time through ongoing meetings and conversations with the Ministry, they have come to see the sense in being able to include more than one child in a single application in some circumstances. As a result, they have promised updated forms that allow for the inclusion of information on more than one child in a single form, but that hasn't happened yet.
Meanwhile, keep the following in mind:
  • You do not have to use their forms for your full application. It is, however, best to use Section One of their forms - that is the part that asks about name, date of birth, parents details etc etc, and includes an important declaration. It's a waste of effort to replicate this section elsewhere, and all the info it asks for MUST be included. Since on the current forms this is only set up for one child, then I recommend you complete one copy of Section One (it's only 3 pages and can be filled in on the computer and saved) for each child. 
  • For the rest of the application, use your own document, such as one written in Word or Google Docs and then converted to pdf before sending to the Ministry. My exemption guide pack contains a template in Word. (This advice applies whether you're applying for 1 or more children)
  • When writing in your own document, you may include multiple children if it sensible to do so, but bear the below advice in mind.
  • If you want to use the Ministry's application forms for the full application (Sections 1-4), you will have to do them individually until the new forms come out.

Including multiple children in one application

If you are writing exemption applications for 2 (or more) children who are very close in age and/or in stage of learning - eg twins, or often children 1-2 years apart in age, or where one is behind or advanced, bringing them closer in level, or in some cases where the program is very multi-child, such as unit studies based - then it often makes a great deal of sense to combine their information in one application. Otherwise you might be essentially supplying two almost identical sets of documents, with just the name changed. If you feel like that's you, or close, then yes, write them in one document if you like. 

Note, however, that is is absolutely ESSENTIAL that if you choose to do this, that you show sufficient and suitable information that demonstrates that you are taking into account each child's particular needs, which might include areas of strength or weakness, particular learning needs, next steps in learning, or individual preferences in things like sports, music etc etc.
Here are some examples of applications I would write as one, and the ways I would personalise them:
  • Twins working at essentially the same level. If their program of learning is identical (and it may well be) I'd make a particular effort to include info on what each one enjoys or wants to focus on, or needs to improve in. Eg Jack might want to learn to play the drums and take part in rugby. John might play the guitar and prefers soccer. Or Jill might love to write stories and needs to develop her writing-reviewing-editing process while Jane has strong ideas and would enjoy the challenge of writing succinct, persuasive letters to the Editor. Anything relevant where you can include some personalisation will benefit your application.
  • Two children close in age, working at the same level in literacy but a year apart in math. I would include the different math program/topics for each child, but much of the rest would be the same. Again, I would add personal interests, individual goals etc whereever applicable. 
  • Multiple children where the family is using a strongly unit study approach with all children working on the same topics together. This one is a bit trickier to do all in one, but I would outline each subject content, then show how it will be tailored to each child - for example in literacy and numeracy you would set tasks and have specific goals and next steps for each child according to their age/stage/ability. Likewise in Science and Social Studies while they may study the same topics, they would apply that learning in different ways - an older child writing an essay after doing research, for example, while a young one might draw pictures and add captions with parental help, and meanwhile the middle child is expected to write a short report or complete some worksheets or whatever.
Note: No matter how you format your applications, you must have different topic plans for each child (even if you are planning to have them all take part in each topic). So if it's all in one document, have Topic Plan 1, Topic Plan 2 etc, each centred around a different child.
For the last few years, I have written or supported families writing quite a number of multi-child single applications through all regions of the country. Most have been twins or children just 1-2 years apart working at the same level. In only one case I know of, did the Ministry turn around and insist they needed completely separate documents for each child (it happened to be twins). So the parent changed the name/s in the document and printed two copies. I hope that that office later realised it was a bit silly. If someone strikes this, I would be happy to discuss the situation and provide support if needed. 

When should you NOT put them all in one document?

The reality is that a lot of the time it's actually EASIER to write the applications separately. That doesn't mean it's double or triple or whatever the work - you write one, then use it as as template for the others, saving a lot of time. It's ok to have a lot of similar or same content in applications for different children - that is normal - so long as their individual needs are covered where applicable. 

​But by doing them individually, it can be much easier to just focus on the one child at a time and what their individual program looks like. Unless your children are very close in age/ability and are therefore doing essentially the same program as discussed above, it makes more sense to write them up individually. If you're trying to cram a lot of different info about multiple children into one document, it could become very long and potentially confusing.
After you've written the first application, just save an extra copy, use the Replace function to change the name throughout, and then go through and edit the parts that need modifying for the next child - likely to be primarily English and Math, then Science and Social Studies depending on your planned approach, and the rest is most likely just about individual interests where they apply. You also must have a different Topic Plan for each child, regardless of the format of your applications. 

In Conclusion:

  • The current Ministry forms are designed to be used for one child only, though new ones have been promised. 
  • You can, if you wish, use just Section One of the forms for each child and do the rest of the application/s in another format. (Recommended)
  • Ask yourself, how similar are my children's abilities and intended program? If very similar, then consider writing the rest of the application/s up in one document, showing suitable individualisation. 
  • If the children are working at different levels in a program, or following different programs, then it makes more sense to do their applications individually. 
  • Always have a different Topic Plan for each child.
  • If a regional office insists on separate applications when it's sensible to do them together, feel free to Contact Me for support. 
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Regional Ministry Offices for Home Education Matters

4/2/2020

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The Ministry of Education divides the country into 10 "regions." When sending in an exemption application or needing to contact your regional office about home education matters, it's useful to know which ones cover what region. So here is the current list. Note, there are additional local offices in each region, but those do not deal with home education matters as such - they are only handled by the specific regional offices outlined below.
COVID-19: While we are under lockdown, Ministry staff are working from home. Exemption applications which are emailed to the regional offices will be processed, but those posted in cannot be processed at this time. For all matters during lockdown, it is best to EMAIL your regional office. Put "Home Education" in the subject line.
The email addresses given below are the central ones for each regional office. To ensure your email is directed appropriately, always put Home Education in the subject line.
If you are wanting information and forms to apply to Home Educate, you do not need to contact the offices. Just visit the Ministry's Home Education page, where you can download the forms and find current information. 
​(And for help understanding and completing those forms, see my Exemption Guide)

Regional Offices dealing with Home Education

The following include the contact details you can use when sending in an exemption or are needing to get in touch to update your address, advise your intention to begin/end a school trial, dates for leaving/returning to NZ or anything else related to your child's home education. The lead contacts named below are the specific staff members, where known, who deal directly with home education matters, or oversee such matters in their region.
Northland/Tai Tokerau (everything north of Wellsford)
PO Box 911
Whangarei 0140
Email: 
enquiries.whangarei@education.govt.nz 
Phone: 09 436 8900
Lead Contact: Lyndsay Whitehead
Auckland (from Wellsford to Mercer)
​Private Bag 92644
Symonds Street
Auckland 1150
Email: enquiries.auckland@education.govt.nz
Phone: 09: 632 9400
Lead Contact: Julie Spedding
Waikato (includes Thames-Coromandal, Matamata-Piako, Waipa, Otorohanga, Waitomo and part of Ruapehu including Taumaranui)
PO Box 774
Hamilton 3240
Email: enquiries.hamilton@education.govt.nz
Phone: 07 850 8880
Lead Contact: Candida Hamana
Bay of Plenty/Waiariki (includes BOP, Taupo, Rotorua, Opotiki) - all home education matters are currently handled out of the Tauranga office
PO Box 15564
Tauranga 3144
Email: enquiries.BoP-Waiariki@education.govt.nz
​
Phone: 07 571 7800
Lead Contact: Elizabeth (Liz) Moli
Whanganui (includes: Taranaki, Whanganui and Manawatu regions. Southern boundary is Himatangi corner. Tokomaru is included. Tararua region is not)
Private Bag 3012
Whanganui 4540
Email: enquiries.whanganui@education.govt.nz
​
Phone: 06 349 6300
Lead Contact: Charles Quirk
Napier (Hawkes Bay and Gisborne)
​PO Box 147
Napier 4140
Email: enquiries.napier@education.govt.nz
Phone: 06 833 6730
​Lead Contact: Hana Ruth
Lower Hutt (from Foxton south including most of the Horowhenua, Kapiti, Porirua, Wairarapa and Tararua)
PO Box 30177
Lower Hutt 5040
Email: 
enquiries.lowerhutt@education.govt.nz 
Phone: 04 463 8699
​Lead Contact: Gail Vinnell
Nelson (all of Marlborough, Tasman, West Coast)
PO Box 282
Nelson 7040
Email: 
enquiries.nelson@education.govt.nz
Phone: 03 546 3470
​Lead Contact: Alison Locke
Canterbury (includes Chatham Islands)
PO Box 2522, Addington
Christchurch 8140
Email: 
enquiries.christchurch@education.govt.nz 
Phone: 03 378 7300
​Lead Contact: Fiona Green
Otago/Southland  (home education matters are handled in both Dunedin and Invercargill offices; the lead adviser is based in Invercargill)
Private Bag 1971
Dunedin 9054​
Email: enquiries.dunedin@education.govt.nz
Phone: 03 471 5200 (Otago office)
or 03 211 8000 (Invercargill office)
Lead Contact: Trina Eastwood

The role of Lead Contact: A lead contact is an Education Adviser or Senior Education Adviser who holds the portfolio for home education in their region. This means they take overall responsibility to ensure applications are processed and other enquiries responded to, but they may or may not directly process all exemptions themselves. In four of the offices, the lead contact is also the person who processes all exemptions. In all the other offices there are a number of advisers who process applications, reporting to the lead contact, who may peer review applications before a final decision is made. (All applications are peer reviewed, but by whom varies from office to office).

Resourcing Division

This department deals with the six monthly declarations and Supervision Allowance payments. They are also an alternative department to contact to update your contact details. 
PO Box 1666
Wellington 6140
Email: resourcing@education.govt.nz
Phone: 04 463 8383

Map & Further Contact Details:

The Ministry map of the regions can be viewed HERE
​
For more contact details on all regional offices see the Ministry's website HERE
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