Background and the Initial Email

• During our conversation, Sharon was very approachable and shared that the Department genuinely did not predict the initial email would cause an issue.

• They did not foresee the community’s concerns and have been fielding calls about them all week.

• They are now aware of the distress that was caused and will be mindful of how future changes will be communicated to the community, including consulting with stakeholder groups before release.
• Sharon was highly receptive to feedback, actively asked for advice on how they could have communicated better, and expressed gratitude for advocates representing families.

• Sharon noted that when the Home Education Unit moved from NESA to the Department of Education a year ago, staff had to use the legacy NESA system.

• They have now built a purpose-built system and merged the data to the Department of Education. The email sent this week pertained to this change.

Privacy, Data Security, and Information Sharing

• The new Home Schooling Platform introduces Service NSW multi-factor identification to provide greater data security for parents.

• The Service NSW app is only being used for this multi-factor authentication process.

• The Department explicitly states that no data is being shared with Service NSW.

• All collected data is stored locally on secure Department of Education servers, specifically located in Sydney. The Department explicitly does not use third-party storage, which mitigates a common cause of data breaches.

• Regarding the new mandatory question about a child’s previous school, the Department will only use this to notify principals of the application to prevent stressful attendance follow-ups.

• The Department will not ask principals for any input regarding the merits of a home education application.

Document Uploads and Faster Processing

• The new system is designed to make application processing faster by automating steps like the upload of birth certificates and proof of residency.

• Current applicants do not need to take any action right now.

• The Department will not ask for documents retrospectively for applications currently being processed.

• The new system will pre-populate data from previous applications, meaning parents will not need to re-enter information unless their details change.

• Only when next applying or renewing will parents be required to upload documents.

• The required documents include a birth certificate or other identity document, two documents confirming the home address, and any relevant court or guardianship orders. The core reason for the new document requirements is that the new registration certificate will act as a verified legal document. This will be highly beneficial for families when interacting with institutions like TAFE.

• The Department explains these specific documents are requested because the updated registration certificates will now include the child’s date of birth alongside the registered home address.

• The new portal provides live data, allowing the Department to see exactly where bottlenecks in processing are across different regions. This means they can dynamically reallocate Authorised Persons (APs) or authorise overtime to clear backlogs and speed up processing to avoid delays.
• Families who prefer paper applications can still use them. Department admin staff will manually enter this data, which may add a few extra days to processing time.

Flexibility for Vulnerable Families

• Sharon is acutely aware of the potential issues facing families with histories of domestic violence or insecure housing.

• She reassured us that these concerns will be addressed and that each person’s needs will be met in solving how to record necessary information.

• If standard documents are unavailable, the Department will offer flexible arrangements, such as accepting passports, Blue Books, or hospital birth cards.

• Statutory declarations are an explicitly accepted form of proof if standard documents are unavailable. For example, a declaration from a GP verifying a child’s identity, or a letter from a women’s shelter or a family member verifying residency.

• Staff will work directly and sensitively with families facing genuine difficulties or unstable housing to ensure applications can still progress without standard documents.