Roll Returns

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.

20th March 2009

Change:	Description:	See:
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.	Draft and Official roll returns processes
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.	Roll return errors and warnings
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: be unreasonably long (that is, the name should be less than 100 characters long including spaces) include punctuation marks, brackets or numbers (however, names that contain hyphens and apostrophes are acceptable) be a single letter. 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.	Current Student Maintenance - Personal tab
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.	Current Student Maintenance - School tab
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: codes have all been changed to five digit codes codes have been sorted into a new order three entries have had their descriptions changed the Unknown entry has been deleted from the allowable values. The table will be updated automatically by Synergetic during an upgrade.	Current Student Maintenance - NZMOE tab Eligibility criteria 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: codes have all been changed to five digit codes codes have been sorted into a new order two entries have had their descriptions changed. The table will be updated automatically by Synergetic during an upgrade.	Current Student Maintenance - NZMOE tab Verification document
Exchange scheme list has been updated.	The available exchange schemes that can be used from 2009 onwards have been updated: 06 Kiwiana Exchange has been removed 13 NZ / France Student Exchange has been added. 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.	Current Student Maintenance - NZMOE tab Exchange scheme Roll return errors and warnings
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.	Country of citizenship
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.	Roll return errors and warnings
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.	Roll return errors and warnings
Error 274 has been removed.	Error 274 has been removed. It has been deemed to be redundant by the NZMOE.	Roll return errors and warnings
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.	Roll return aggregate reports
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.	Current Student Maintenance - Codes tab
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 Managing New Zealand student NSNs and identity data Roll returns
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.	Printing Student Change of Status report for roll returns Current Student Maintenance - School tab Current Student Maintenance - Entry tab
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: eReturns Get/Check NSNs.	Electronic roll returns (eReturns) SMS data exchange set up and configuration