Under section 77A (3) of the Education Act 1989, I make the following rules.
These rules apply to all user schools.
For non-user schools, the Rules for Student Enrolment Records published in the New Zealand Gazette, 18 February 1999, No. 21, page 498, and any amendments to those rules, will continue to apply.
Definitions
In these rules, unless the context otherwise requires:
“Authorised user” means a person who has completed
a user authorisation form and who has been provided with access to ENROL by the Ministry.
“ENROL” means the enrolment management system established by the Ministry to provide a central enrolment record for all school students. The system is accessed at:
www.leadspace.govt.nz
“Ministry” means the Ministry of Education.
“Non-user school” means a school that is a full primary school, special school or a composite school that enrols students in Year 1 and above. These schools will not be using ENROL.
“Parent” means a person who is a student’s mother, father or guardian.
“Student” means a person enrolled in a user or non-user school as an intermediate or secondary student, whether as a domestic student or a foreign student.
“Task” means an action, which has been initiated by ENROL, that a user school must complete.
“User school” means an intermediate school, a secondary school, or a composite school that enrols students in Year 7 and above only.
Rule 1 – Principals’ responsibilities for the use of ENROL
The principal of a user school must ensure that:
a. every student enrolled at the school is recorded in ENROL in accordance with these rules;
b. the data in ENROL relating to the students currently enrolled in the school is maintained accurately and promptly by the school’s authorised users;
c. enrolment changes are updated in ENROL within the timeframes specified in these rules;
d. that tasks generated by ENROL, which relate to a student enrolled or previously enrolled in the school, are completed as soon as possible, but within five school days;
e. the Ministry of Education is advised immediately an authorised user no longer requires access to ENROL;
f. all reasonable steps are taken to ensure that school employees are aware of their obligations in respect of the appropriate use and protection of personal information in ENROL; and
g. parents are provided with the Ministry of Education information sheet in accordance with Rule 7.
Rule 2 – Authorised use of ENROL
a. An authorised user in a user school must use ENROL only for the purpose of facilitating and monitoring the accurate and efficient enrolment of students.
b. An authorised user in a district health board must use ENROL only for the purpose of updating the student’s enrolment record with hearing and vision test results.
c. An authorised user in a user school must not share a user logon or password with any other person and must protect the password to prevent unauthorised access to the system.
Rule 3 – Enrolling students
When enrolling a student, a principal must ensure that:
a. when a student, whether domestic or foreign, enrols in
a user school, ENROL must be checked to confirm whether an enrolment record already exists for the student. A new record will be required if the student comes from a non-user school, is returning from overseas or is entering a New Zealand school for the first time;
b. he or she creates a record for a student who does not have an existing enrolment record in ENROL. A new record must have all mandatory fields, including the legal name;
c. the ENROL records for existing students are updated with the following information when a student changes schools during the year:
? criteria used to confirm the student’s eligibility
status, e.g. New Zealand citizen, New Zealand resident, dependent of a person holding a valid work permit;
? type of verification document used to verify the eligibility status and the serial number; and
? citizenship;
d. where a student wishes to be enrolled under an alternative name, that name must be entered in the Aliases field on the same enrolment record as the student’s legal name;
e. ENROL is updated within five school days of the student being confirmed as attending the school;
f. where there is a conflict over the enrolment of a student, i.e. when one user school is enrolling a student who has been confirmed as still enrolled at and attending another user school, the two principals will liaise to resolve the issue, and
g. if the “Keep Information Private” checkbox is activated, he or she confirms with the parent that this requirement should continue. If the principal clears this checkbox then he or she must be satisfied that appropriate authorisation has been given to remove the checkbox.
Rule 4 – Monitoring the eligibility status of students
a. Where a student, other than those students with eligibility criteria of New Zealand or Australian citizen, or
New Zealand residency, transfers to another school,
the principal of that user school must verify the
student’s continued eligibility status and update ENROL if appropriate.
b. Where a principal in a user school becomes aware that the domestic student eligibility status for a student has changed, he or she must ensure the status in ENROL is updated.
Rule 5 – Recording when students leave a school
a. The principal of a user school must ensure that ENROL is updated with the appropriate leaving reason(s), teaching and learning note(s) where necessary, and correct last day of attendance when one of the following occurs:
? the school has been advised that the student is no longer attending the school;
? the student has been absent for 20 school days
without the principal being informed that the absence is only temporary; or
? the student has been absent for less than 20 days
but the principal has reason to believe they will not return to school.
b. The principal of a user school must ensure that when teaching and learning notes are included on a student’s ENROL record, supporting information has been kept on the student’s file in the school.
c. When the principal of a user school has ascertained
the last day of attendance at their school, he or she must ensure that the student’s record in ENROL is updated with that information within five school days.
Rule 6 – Non-enrolment notifications
a. When a non-enrolment notification task is emailed to
a user school from ENROL, the principal of that user school must ensure that the non-enrolment notification form is completed and emailed to the Ministry as soon as possible but within five school days.
b. The principal of a user school must ensure that all contact details for the student held by the school, and any additional information (e.g. involvement with other agencies) that will assist with locating the student, are entered on the form.
Rule 7 – Access to information held in ENROL
a. The principal of a user school must provide parents and students with the information sheet provided by the Ministry when the student enrols. The information sheet will explain:
? the purpose of ENROL;
? who the authorised users of ENROL are and their obligations and responsibilities in respect of their use of ENROL;
? that information related to the student’s enrolment will be available to the next school;
? that parents and students are entitled to request access to and/or correction of, their personal information held in ENROL from the current school of enrolment or the Ministry; and
? students’ entitlements and parents’ obligations in respect of enrolment.
b. The principal must ensure that the “Keep Information Private” check box is activated on the student’s ENROL record in the following circumstances:
? the principal is notified that one of the following exist:
– a protection order under the Domestic Violence Act 1995;
– a restraining order under the Harassment Act 1997; or
– where the student or a family member is under a witness protection programme under the Evidence Act 1958; or
? where the principal has reasonable cause to believe the student is likely to be at significant risk if the checkbox is not activated.
c. Principals must comply with all relevant legislation when responding to requests for information from a student or parent.
Rule 8 – Records to be retained by schools
The principal of a user school must ensure that:
a. the school’s own enrolment record is completed and signed by the parent(s) and/or student;
b. a copy of the school’s enrolment form for the student is retained for seven years after the students have left the school; and
c. the E19/22A forms for all students whose enrolment details are entered into ENROL are retained for the period of seven years after the students have left
the school.
Rule 9 – Updating the enrolment record when a student transfers to a non-user school
a. Where a student, who has previously been registered in ENROL, transfers to a non-user school, the principal of the non-user school, the principal of the last user school, and the Ministry, must follow the process outlined below to maintain the student’s record in ENROL once it has been created. Schools will need to follow this manual process until all schools are using ENROL.
Process details
Student moves from a user school to a non-user school,
e.g. a full primary or a composite non-user school
i. In response to a request for the student’s enrolment record (or E19/22A) from the principal of the non-user school, the principal of the last user school must:
? confirm that the student’s record in ENROL is updated with the last day of attendance, leaving reason(s) and teaching and learning note(s) if required, in accordance with Rule 5;
? provide a printout of the student’s updated ENROL record to the new non-user school;
? inform the Ministry of the new non-user school of enrolment by sending an email to:
enrol.support@minedu.govt.nz
ii. The Ministry will confirm the student’s enrolment in the non-user school and update the ENROL record.
Student in a non-user school, who has previously been registered in ENROL, transfers to another school
iii. If the principal of a non-user school becomes aware the student has transferred to another school, the principal must update his or her copy of the student’s enrolment record with the last day of attendance, leaving reason(s), teaching and learning note(s) if required, and intended destination if known, and provide a copy of the updated enrolment record to the Ministry.
iv. The principal of the non-user school must keep a copy of the updated enrolment record along with the E19/22A forms that the school holds for its other students.
v. If the principal of the last non-user school receives a request for the student’s enrolment record (or E19/22A), he or she must advise the Ministry of the student’s new school by sending an email to:
enrol.support@minedu.govt.nz
The Ministry will confirm the student’s enrolment
with the new school, update ENROL and provide a copy of the updated enrolment record to the new school.
vi. If the student transfers to a user school, the principal of the user school completes their enrolment process as outlined in Rule 3, and advises the Ministry by sending an email to:
enrol.support@minedu.govt.nz
The Ministry will confirm the last day of attendance
at the previous non-user school, if not previously
advised by that school, and update ENROL to complete the enrolment process.
Dated this 10th day of July 2006.
HOWARD FANCY, Secretary for Education.