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This section outlines the changes to New Zealand Ministry of Education (NZ MOE) roll return requirements for 2013. This coincides with the v64 release of Synergetic.
By convention, where Synergetic field names are different to the NZ MOE fields they are displayed in a bold font whereas the NZ MOE field names are displayed in italics.
Change: |
Description: |
See: |
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Roll count dates have been set for 2013. |
Roll count dates have been set to:
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2013 NZQA standards file available. |
NZQA standards have been updated for 2013. Note: A spreadsheet and text file with information about the standards and changes for 2013 can be downloaded from http://support.synergetic.net.au/Downloads/Other/NZQA. |
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NSN mandatory for July 2013. |
For the July 2013 roll return every student record must have a NSN, except for:
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Zoning information is mandatory in 2013. |
All schools except special schools and correspondence schools must submit zoning information by completing the following fields for each student:
The zoning information also uses a student's:
If your organisation has an enrolment scheme in place, its effective start date must also be defined. See Ensuring roll return settings are correct. |
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Errors and warnings updated. |
Errors and warnings have been updated for:
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Changes to Student type list. |
Some codes on the Student type list have been added and removed:
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Changes to Exchange scheme list. |
Some codes on the Exchange scheme list have been:
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Two codes have been added to the Country of citizenship list. |
Two new codes have been added to the Country of citizenship list:
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STP Programme field documented. |
A list of Secondary tertiary programmes and their codes has been added to this document. |
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Changes to Eligibility criteria list. |
The eligibility criteria list has been updated; all of the codes now have new values. Note: It is not mandatory for schools to complete Eligibility criteria details in 2013. |
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Participation in Early Childhood Education codes updated. |
Although this field is no longer used, the codes have been updated in this document to reflect the current standard. |
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Changes to Non-NQF code descriptions. |
The following codes have been updated to include or UE in their description: 62, 72 and 82. |
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Changes to school name and number codes. |
School names and numbers from the luSchool lookup table have been updated and can be loaded into Synergetic. |
Last modified: 5/03/2013 1:09:17 PM
This section outlines changes to the Roll returns manual arising from changes made to Synergetic (versions 62.46-63.18) and changes to New Zealand Ministry of Education (NZ MOE) roll return requirements for 2012.
Change |
More information |
See... |
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New field on NZMOE tab of Current Student Maintenance. |
You can override the Start date in the NZMOE tab of Current Student Maintenance.
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New field name on NZMOE tab of Current Student Maintenance. |
The Academy field on the NZMOE tab has been renamed STP.
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Resource Level field NZMOE code renamed. |
The Resource level field on the NZMOE tab has a new NZMOE definition.The Ongoing and Reviewable resourcing Scheme (ORRS) has been named Ongoing Resourcing Scheme (ORS). |
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New Student Type available. |
The student type NF has been added. |
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Removal of eligibility criterion. |
The eligibility criterion Holder of Limited Purpose Permit is no longer available. |
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Two new subject codes available. |
Subject code STPR (Secondary Tertiary Programme) and INTS (Integrated Studies) are now available. |
Last modified: 5/03/2013 1:09:17 PM
This section outlines the changes to New Zealand Ministry of Education (NZ MOE) roll return requirements for 2011. This coincides with the v62 release of Synergetic.
Change: |
Description: |
See: |
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Roll count dates have been set for 2011. |
Roll count dates have been set to:
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References to the draft process removed. |
Most references to the draft roll returns process have been removed. Note: The reports are Draft outside each 10-day roll returns period and can be checked but not signed. |
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Two new fields on the NZMOE tab. |
Two new fields have been added to the NZMOE tab of Current Student Maintenance:
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Errors and warnings updated. |
Errors and warnings have been updated because of the new fields added to the NZMOE tab of Current Student Maintenance:
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Some error messages are no longer relevant. |
The following error messages were removed by the NZMOE:
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Two codes have been added to the Indigenous groups (Iwi affiliations) list. |
Two new codes have been added to the Indigenous groups (Iwi affiliations) list:
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Country of citizenship has changed for three countries. |
Several countries have changed their name:
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Last modified: 5/03/2013 1:09:17 PM
This section outlines the changes to New Zealand Ministry of Education (NZ MOE) roll return requirements for 2009. This coincides with the v61 release of Synergetic.
By convention, where Synergetic field names are different to the NZ MOE fields they are displayed in a bold font whereas the NZ MOE field names are displayed in italics.
Change: |
Description: |
See: |
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Roll count dates have been set for 2009. |
Due to a fluid calendar and different school start dates each year, the NZMOE (New Zealand Ministry of Education) considers that stating 1 March and 1 July as regular count dates is no longer tenable. From 2009 they will be instructing the exact roll count dates. The March roll count date has been set to Monday 2nd March 2009. If schools start on the 2nd February then there are 20 school days until 2nd March. This gives schools 20 days to meet the audit requirements for including non enrolled students. Note: The dates do not apply to the age calculated tables. Age will always be calculated on 1st March and 1st July. Students who start school on 2nd March will need to be pre-enrolled on Sunday 1st March to include them in the roll count. The July roll count date is 1st July 2009. |
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Error 179 has been updated to match in with the new roll count dates. |
The dates have been changed due to different roll count dates. Variables have been introduced to simplify all of the date-specific topics. |
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Student naming conventions have been updated. |
The NZMOE are looking to bring the student naming conventions into line with the Department of Internal Affairs (DIA). For example, the name of a New Zealand citizen should not:
The NZMOE are now using the student's middle name. Synergetic has supported the middle name for some time, so no change will be required. Please ensure that your students' middle names are not included in the first Given field but are included in the second Given field.
The NZMOE has highlighted an issue arising at some schools relating to a student's legal and preferred name. The student's legal name must be entered in the Surname and the two Given names. The student's preferred first name can be entered in the Preferred field. |
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Post School Activity needs selecting for students who left in 2008. |
During the 2008 March Roll Return there was an issue with the Post School Activity field for some schools, where Error 643 occurred if a student did not have a value for their post school activity. At the time, the Ministry of Education allowed a temporary fix, allowing schools to bulk populate the field with a value of 11. This work around will not apply in 2009 so the post school activity must be selected for students who left in 2008.
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Eligibility Criteria list has been updated. |
Eligibility criteria need to be added for each new student enrolled in 2009, using the NZMOE tab of Current Student Maintenance. It was not mandatory in 2008.
The following changes have been made to the list:
The table will be updated automatically by Synergetic during an upgrade. |
Current Student Maintenance - NZMOE tab Maintaining lookup tables in the System maintenance manual |
Verification Document list has been updated. |
Verification documents need to be added for each new student enrolled in 2009, using the NZMOE tab of Current Student Maintenance. It was not mandatory in 2008.
The following changes to the list have been made:
The table will be updated automatically by Synergetic during an upgrade. |
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Exchange scheme list has been updated. |
The available exchange schemes that can be used from 2009 onwards have been updated:
These are updated for relevant students using the NZMOE tab of Current Student Maintenance.
Validation error 624 has been updated for the new code (13). Code 06 still remains because some students, particularly leavers, may still be in the country on the scheme. |
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Country of Citizen list has been updated for tertiary institutions. |
Any remaining country codes for tertiary institutions have been removed. This does not affect schools. |
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Errors 181 and 182 have been updated. Error 183 has been removed. |
The descriptions for errors 181 and 182 have been updated. The NZMOE now checks that the school number is a valid school number during these checks. The description now includes the following comment: or check that the lookup table is correct. Error 183 has been removed as the school number check has been combined with errors 181 and 182. |
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Change to error 261. |
The description for error 261 has been changed, as checking is performed against the student type TPAD (Returning adult student attending Teen Parent unit). TPAD was misspelled in the NZMOE specification. |
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Error 274 has been removed. |
Error 274 has been removed. It has been deemed to be redundant by the NZMOE. |
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Additional rules for aggregate reports have been updated. |
The additional rules for the roll return aggregate reports have been updated to reflect the roll count dates for 2009.
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NSN is mandatory from 2009 onwards. |
The National Student Number (NSN) is mandatory from 2009 onwards. It is entered using the Codes tab of Current Student Maintenance.
NSNs are retrieved using the ENROL application, which is a central register of student enrolments developed by the NZ Ministry of Education for schools to use via the world wide web. |
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New Get/Check NSN function on the NZMOE tab of Current Student Maintenance. |
Changes have been made to the NZMOE tab of Current Student Maintenance for getting and checking NSN (National Student Numbers) in New Zealand schools. The NSN field has been added to the NZMOE tab, in addition to being available from the Codes tab.
New buttons have been added to the NZMOE tab.
Seven topics have been written describing how to manage student NSNs and identity data in New Zealand schools. The introduction has been updated with a link to this information. |
Current Student Maintenance - NZMOE tab |
Add change logging if modifying the Entry Date, FTE or Leaving Date fields. |
A topic has been updated with an example of the Student Change of Status Report (For Roll Returns).
Two topics have been updated, providing additional details on the Important Data Change window that is displayed when any of the three fields listed are changed.
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Printing Student Change of Status report for roll returns Current Student Maintenance - School tab Current Student Maintenance - Entry tab
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Topic renamed. |
The eReturns set up and configuration topic has been renamed to SMS data exchange set up and configuration. This better reflects the fact that SMS (school management system) data exchange is used by two functions now:
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This section outlines the changes to New Zealand Ministry of Education (NZ MOE) roll return requirements for 2008.
By convention, where Synergetic field names are different to the NZ MOE fields they are displayed in a bold font whereas the NZ MOE field names are displayed in italics.
Change: |
Description: |
See: |
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Eligibility Criteria |
New NZ MOE field. The Eligibility field is new on the NZMOE tab of Current Student Maintenance. It also has an accompanying lookup table, with preset values that can be loaded.
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Verification Document |
New NZ MOE field. The Verification Doc field is new on the NZMOE tab of Current Student Maintenance, as shown above. It also has an accompanying lookup table, with preset values that can be loaded. |
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Serial Number |
New NZ MOE field. The Serial No field is new on the NZMOE tab of Current Student Maintenance, as shown above. |
Current Student Maintenance - NZMOE tab
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Validation rules |
The following validation rules have changed: 133, 179, 191, 224, 242, 261, 271, 273, 275, 300, 500, 501, 502, 503, 613, 622, 625, 626, 631. The following error validation rules have been added: 631, 642, 643, 644, 645, 646, 647, 648, 649, 650, 651. The following warning validation rule has been added: 652. |
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School leavers |
Additional student types and reason codes added to attainment validations but there has been no change to requirements for the leaver aggregate reports (tables). |
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Post School Activity |
New NZ MOE field and validation rules. The Post School Activity field on the School tab of Current Student Maintenance is used. It also has an accompanying lookup table, with preset values that can be loaded.
To minimise the effort required in the 2008 transition year, the default value for this field has been set to 11 - Employment and further education/training. This avoids the problem of having to enter a post school activity for all of the past school leavers at your organisation. |
Current Student Maintenance - School tab |
NSN |
Revised special instructions and new errors including check digit validation. The NSN field should contain the NSN number that is provided by NZQA exclusively. There should be no duplicate NSNs and a check digit query should be run on all NSNs. The NSN field on the Codes tab of Current Student Maintenance is used.
For students, whether primary or secondary, who have not been allocated an NSN, this field should be left blank. However, in 2008 NSNs will be allocated to all school children via the ENROL management system. |
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Surname and First Name fields |
Revised special instructions. That is, these fields should not contain brackets or multiple spaces before or after hyphens or apostrophes. In Synergetic, the Surname and Given fields on the Name tab of Community Maintenance are used.
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First Attendance Date |
Revised NZ MOE field name and table column headings for aggregate reports M2 and J2. In Synergetic, the Entry Date field on the Entry tab of Current Student Maintenance is used for the First Attendance Date.
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First Schooling |
Revised NZ MOE field name. In Synergetic, the Initial Schooling Date field on the Entry tab of Current Student Maintenance is used for the First Schooling.
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Funding Year Level |
Revised NZ MOE field name and headings in roll return aggregate reports (tables). In Synergetic, the Year Level field on the School tab of Current Student Maintenance is used for the Funding Year Level. It also has an accompanying lookup table, with preset values that can be loaded.
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FTE |
Default changed to 1. Also, error 224 revised to exclude 0 from acceptable range. In Synergetic, the FTE field on the School tab of Current Student Maintenance is used for the FTE.
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Last Attendance |
Revised NZ MOE field name. In Synergetic, the Leaving Date field on the School tab of Current Student Maintenance is used for the Last Attendance.
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Reason for leaving |
Revised categories for Reason in the Reason for leaving table. In Synergetic, the Reason field on the School tab of Current Student Maintenance is used for the Reason for leaving. It also has an accompanying lookup table, with preset values that can be loaded.
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Instructional Year Level |
The NZ MOE field Instructional Year Level replaces Learning Zone. The table column headings are changed on the J10 aggregate report. In Synergetic, the Normal Year Level field on the General tab of Class Maintenance is used for the Instructional Year Level.
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Address Fields |
Additional special instructions for the address fields, included below: Preferred structure for address fields: Line 1 / Address1: Street number and name Line 2 / Address2: Suburb City / Address3: Town / City Postcode / Address4: Postcode When entering double quote speech marks in address fields 1 to 3, text must be represented by a pair of double quote characters. For example, "Taylors Hill" Cornwall Road should be entered as ""Taylors Hill"" Cornwall Road. In Synergetic, Line 1, Line 2, City and Postcode fields are used on the Home Address tab of Community Maintenance are used.
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Current Year Level |
New NZ MOE field and validation rules. In Synergetic, the Year Level and Schooling Year Offset fields on the School tab of Current Student Maintenance are used to set the Current Year Level.
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Privacy Indicator |
New NZ MOE field. The Silent Address field on the Home Address tab of Community Maintenance is used for the Privacy Indicator.
Note: Only use under exceptional circumstances. If you select this option, the community member is automatically excluded from all communications. |
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International |
The term International replaces Foreign and Overseas for international students. This has also resulted in changes to the column headings and fields in the M2, J2, J5 and J6 aggregate reports (tables). |
N/A |
Revised codes |
Country of citizenship code list has changed. |
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Revised codes |
Iwi code list has changed. |
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Audit changes |
Audit Requirement 2 - Changed wording of declaration on the Audit Class List report. Additional instructions regarding manual class attendance registers. New Requirement – Read only and drill down access to Synergetic for the Ministry’s Resourcing Auditors to sort students by audit code. |
Last modified: 5/03/2013 1:09:17 PM
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See Also Roll return errors and warnings Ensuring roll return settings are correct Electronic roll returns (eReturns) Roll return audit requirements |
© 2013 Synergetic Management Systems. Published 15 October 2013.
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