Roll return aggregate reports

The roll return aggregate reports contain the data grouped and summed from the MOE file. See Roll returns process.

Not all of the aggregate reports are required from all schools at March or July. For example, primary schools (school type 20 and 21) do not submit report J10 (Subjects studied >=20hrs) as they do not offer subjects as part of their curriculum.

History:

• Reports M1 and J1 are no longer in use. Report J6 was first introduced in 2004.
• In 2003 reports J6, J8 and J11 were renumbered for 2004 onwards as J7, J8, J9 and J10 respectively.

Roll return aggregate report descriptions

Additional rules for roll return aggregate reports

The following students are included in the roll return:

• Students who attended the school for tuition on roll count date (either 1st March 2017 or 29th June 2017).
• School leavers who have left school before the March roll count date (1st March 2017) this year and from 1st March 2016 last year will be included in the roll return aggregate reports SL1 and SL2 only and according to the selection criteria outlined for those reports.
• Students who were absent on the roll count date due to medical or domestic reasons. The appropriate documentation explaining the student’s absence must be provided. For example, medical certificate, letter or record of phone call from the parent or guardian justifying the student's absence.
• Students who were suspended or attending an activity centre, health camp or hospital class on roll count date.
• Students who were temporarily overseas provided the school has documentary evidence of their intention to return to the school and their absence does not exceed 15 consecutive weeks in the current school year.

Under certain circumstances the following students will be excluded:

• Students who attend more than one school. These students must be counted on the Roll of the school where the majority of the instruction occurs. Boards of Trustees may exchange funds to compensate for a time a student spends at another school.
• Some Teen Parent Unit students - Students coded TPRE and TPRAE (eligible and enrolled TPU students) must not be counted anywhere in host school returns since they are resourced separately.

Students that should always be excluded from roll returns:

• EM – External student
• NA – Not attending
• SF – Student in a separately funded unit
• SA – Student in a Satellite class of a Special school
• KT – Kura Teina Student
• home-schooled students.

Roll returns for Teen Parent Units

The NZ MOE does not require roll return aggregate reports for Teen Parent Unit (TPU) students – the roll returns for TPUs are completed manually. In order to assist the host schools of Teen Parent Units to compile and check the data they need to complete the TPU roll returns, Contact Synergetic Management Systems to create lists with details of the various TPU student types.

Only some of the students in Teen Parent Units are included in the roll returns, specifically TPREOM, TPRAOM and TPAD. These students are to be counted on the roll of the host school for resourcing purposes. The details regarding these students are further defined in the rules and instructions for each of the individual roll return aggregate reports.

Exchange students

An exchange student is defined as an international student studying in New Zealand under an exchange programme. These International exchange students are treated as regular students (or adults depending on their age) for the purposes of the Roll Returns. If however, an exchange student is paired with a domestic student involved in the same exchange, and the domestic student is counted on the roll, then the exchange student cannot be counted.

Tip: If a domestic student and an exchange student are both at roll return at the same time clear the Include in Roll Return field on the NZMOE tab for the exchange student. This will stop the number being one too high.

Last modified: 20/02/2017 5:07:26 PM

© 2017 Synergetic Management Systems. Published 20 July 2017.