Roll returns process

The roll return submission process is performed starting from the Roll Count day and must be concluded within 10 days from this date.

For example, in 2017 the two Roll Count days are:

• 1st March 2017, with the period concluding on 14th March 2017
• 29th June 2017, with the period concluding on 13th July 2017.

Note: The 2017 roll count periods are slightly longer than 10 days to avoid concluding on weekends.

Roll returns are submitted by preparing, approving and submitting eReturns using the MOE tab of the Import/Export Student Data window. See Import/Export Student Data - MOE tab.

There are two roles involved in the roll returns process:

• Preparer
  • validates data
  • generates the roll return
  • previews the roll return aggregate reports to ensure the student data is correct
  • requests approval from the Approver
  • submits the eReturn once the roll return is approved.

Note: Preparers must have the STU|StudentImportExport|MOE|PrepareRollReturn security permission. See Group Security Maintenance - Groups View in the System maintenance manual.

• Approver
  • confirms whether student data in the roll return aggregate reports submitted for approval is correct
  • approves or rejects the roll return.

Note: Approvers must have the STU|StudentImportExport|MOE|ApproveRollReturn security permission. See Group Security Maintenance - Groups View in the System maintenance manual.

Preparing roll returns for approval

Note: You must have the STU|StudentImportExport|MOE|PrepareRollReturn security permission to complete these steps. See Group Security Maintenance - Groups View in the System maintenance manual.

To prepare a roll return for approval the Preparer:

1. Validates student data. See Validating student data.
2. Generates the roll return. See Generating roll returns.
3. Previews the roll return aggregate reports to ensure the student data in the reports is accurate. See Previewing roll return reports.
4. Requests approval from the Approver. See Requesting roll return approval.

   The Approver receives an Action Centre message notifying them of the roll return pending approval. See Approving roll returns (below).

Approving roll returns

Note: You must have the STU|StudentImportExport|MOE|ApproveRollReturn security permission to complete these steps. See Group Security Maintenance - Groups View in the System maintenance manual.

To approve a roll return the Approver:

1. Views the roll return aggregate reports submitted for approval to confirm that the student data is accurate. See Viewing reports submitted for approval.
2. Either the Approver:
   • Rejects the roll return. See Rejecting roll returns.

   If a roll return is rejected:

   • Preparer receives an Action Centre message notifying them that the roll return has been rejected.
   • Preparer must repeat the Preparing roll returns for Approval process (above) from step 1.
   • Approves the roll return. See Approving roll returns.

   If a roll return is approved:

   • Preparer receives an Action Centre message notifying them that the roll return has been approved.
   • Preparer can proceed with the roll return submission process. See Submitting roll returns (below).

Submitting roll returns

Note: You must have the STU|StudentImportExport|MOE|PrepareRollReturn security permission to complete these steps.

To submit a roll return the Preparer:

1. Connects to the Ministry of Education web service to ensure the connection is working correctly. See Connecting to the NZ MOE web service.
2. Sends the latest MOE file to the Ministry of Education. See Sending the MOE file to the NZ MOE web service.

   Note: The NZMOE may reject the submitted roll return. If this happens the Approver needs to reject the roll return. See Rejecting roll returns.

Last modified: 20/02/2017 1:06:05 PM

© 2017 Synergetic Management Systems. Published 20 July 2017.