Roll count dates have been set for 2016.

Roll count dates have been set to:

• 1 March 2017
• 29th June 2017.

State and State integrated schools (excluding partnership schools) with students in Year 9 and above have additional roll count dates set to:

• 1 June 2017
• 1 September 2017.

Roll returns process

New Roll return process.

Roll returns are now submitted digitally and completed as part of a step-by-step approval process involving two security resource roles:

• Preparer:
  • validates data
  • generates roll returns
  • previews roll return reports
  • requests approval from the Approver.
• Approver:
  • views the reports submitted for approval
  • approves or rejects the roll return.

Roll returns process

New address validation fields added to the Home Address tab.

You can use the new address validation fields on the Home Address tab of the Community Maintenance window to validate community member addresses against online address records.

Community Maintenance - Home Address tab

New fields added to the MOE tab.

You can use the new fields on the MOE tab of the Import/Export Student Data window to:

• complete the roll returns process
• export roll return aggregate reports for audit purposes.

Import/Export Student Data - MOE tab

Exporting the roll return aggregate reports

Roll count dates have been set for 2016.

Roll count dates have been set to:

• 1 March 2016
• 1 July 2016.

State and State integrated schools (excluding partnership schools) with students in Year 9 and above have additional roll count dates set to:

• 1 June 2016
• 1 September 2016.

Roll returns process

Subjects have been reordered.

Environmental Sustainability, Equestrian and Defence moved to be in alphabetical order within their subject groupings.

Subject codes

Error 654 updated.

Error 654 now only applies to returning adult students instead of any adult.

Roll return errors 291-905

Error 665 updated.

Error 665 now excludes leavers.

Roll return errors 291-905

Error 677 updated.

Error 677 now only applies to Funding Year Level 9 and above.

Roll return errors 291-905

Warning 670 updated.

Warning 670 now allows for FTE to be greater than 0 for STP codes 19 and 22.

Roll return warnings

New errors and warnings.

Errors and warnings have been added:

• new errors:
  • 682
  • 683
• new warnings
  • 681
  • 684
  • 685
  • 686.

Roll return errors 291-905

Roll return warnings

Errors and warnings have been removed.

Errors and warnings have been removed due to superseding:

• warning 680 (superseded by new errors 682 and 683)
• errors:
  • 162 (superseded by 679)
  • 163
  • 164.

Roll return warnings

Roll return errors 1-290

Audit requirement 2 not required for 2016.

Audit class lists are not required for 2016 but school should still have the option available to print them.

Roll return audit requirements

New STP codes.

New STP codes added:

• 23 - MIT Trades Academy (MIT)
• 24 - Murihiku Trades Academy (SIT)
• 25 - Te Wananga o Aotearoa (TWoA).

This change also affects warning 671.

Secondary tertiary programme

Roll return warnings

Roll count dates have been set for 2015.

Roll count dates have been set to:

• 2 March 2015
• 1 July 2015.

State and State integrated schools (excluding partnership schools) with students in Year 9 and above have additional roll count dates set to:

• 28 May 2015
• 1 September 2015.

Roll returns process

Errors and warnings have been updated.

New errors and warnings have been added:

• Funding Year Level
  • 675-679 (new errors)
  • 680 (new warning).

Some errors and warnings have been removed:

• Funding Year Level
  • 165-66 (removed warnings)
  • 167 (removed error)
  • 168 (removed warning)
  • 169 (removed error)
  • 611 (removed error)
  • 618-19 (removed warnings).

Some have been updated:

• STP (Secondary tertiary programme)
  • 671 (warning) now includes STP code 98.

Change to the Zone Status (M6) aggregate report

Zone status (M6) aggregate report entries now default to correct values when the report is produced.

For example, adults will default to Out of Zone even if they reside In Zone.

Zone status

Roll return aggregate reports

Changes to the Subject Code list.

New Subject Codes have been added:

• SENV Environmental Sustainability
• EQUE Equestrian
• DEFE Defence.

Subject codes

New code added to the Exchange scheme list.

New code added to the Exchange scheme list:

• 18 - New Zealand Switzerland Exchange.

Exchange scheme

New code added to the STP Programme list.

New code added to the STP Programme list:

• 98 - STP Pilot Programme.

Secondary tertiary programme

New STAR Funded Course Date field.

New STAR Funded Course Date field on the NZMOE tab under Current Student Maintenance to determine which students received Secondary Tertiary Alignment Resource (STAR) funding during the previous or current school year.

Current Student Maintenance - NZMOE tab

Roll count dates have been set for 2014.

Roll count dates have been set to:

• 3 March 2014
• 1 July 2014.

State and State integrated schools (excluding partnership schools) with students in Year 9 and above have additional roll count dates set to:

• 29 May 2014
• 1 September 2014.

Roll returns process

NSN is mandatory for 2014.

From 2014 National Student Numbers (NSNs) are mandatory in all roll returns.

Current Student Maintenance - Codes tab

Changes to the business rules for Zoning status.

The following changes have been made to zoning status:

• Once a student is INZN they stay INZN for the time of their enrolment.
• Boarders are always INZN unless their first attendance is before the enrolment scheme effective date.
• TPU students (TPRE, TPRAE and TPAD) are NAPP (non-applicable).
• Secondary tertiary programme (STP) students are not counted in the Zoning table (M6). See Secondary Tertiary Programme.

Zone status

Errors and warnings have been updated.

Errors and warnings have been updated for:

• Type:
  • 178 (modified warning).
• Subject 1 to Subject 15:
  • 242 (modified error).
  • 243 (modified warning).
• Hours per year:
  • 313 (modified error).
• Boarding status:
  • 635 (modified error).
• Academy, Date of Birth:
  • 654 (modified error).
• NSN:
  • 668 (modified error).
• Leave reason:
  • 669 (new error).
• STP:
  • 670 (new warning)
  • 671 (new warning)
  • 672 (new warning)
  • 673 (new warning)
• Subject:
  • 674 (new error).

Roll returns errors and warnings

Synergetic assigned errors have been updated

New errors have been updated for:

• Address Line 1 to Line 3:
  • 900 (new error).
  • 905 (new error).

Roll returns errors and warnings

Changes to the Subject code list.

Schools can now select Subject code NAPP (non-applicable) for students that can be counted in the return but have no subjects.

For example, students attending an activity centre, health camp, hospital school or Child, Youth and Family (CYF) centre.

Subject codes

Changes to the Student type list.

Some descriptions on the Student type list have been changed:

• TPAD students are now called Teen Parent Other Adult Students and are no longer counted in school roll return tables.
• TPRAE students are now called Teen Parent Enrolled Continuing Adult Students.

Student type

Changes to the Exchange scheme list.

Some codes on the Exchange scheme list have been:

• added:
  • 16 NZ Germany Exchange - Dusseldorf
  • 17 Your Education.
• removed:
  • 2 ARK International Educational Travel & Exchange
  • 3 ASSE NZ
  • 4 EF Foundation
  • 5 IGO International Ltd
  • 13 NZ/France Student Exchange.

Exchange scheme

Changes to the Reason for Leaving list.

There is a new leave reason J Eligibility Expired.

Reason for leaving

Changes to the Country of citizenship list.

The following country name has been updated in the Country of citizenship list: PSE Palestine, State of.

Country of citizenship

Partnership Schools starting in 2014.

Partnership Schools will start in 2014. They do not have to provide May and September roll returns.

Not applicable

Changes to the STP Programme code list.

Some changes have been made to the Secondary tertiary programmes code list.

Secondary tertiary programme

Roll count dates have been set for 2013.

Roll count dates have been set to:

• 1 March 2013
• 1 July 2013.

  Note: From 2011 onwards, only State and State integrated schools, with year 9 students and above, also perform roll returns in June (31 May 2013) and September (2 September 2013).

Roll returns process

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.

Loading lookup tables for external systems

NSN mandatory for July 2013.

For the July 2013 roll return every student record must have a NSN, except for:

• students who have left school
• student types EM and NF.

Current Student Maintenance - Codes tab

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:

• on the NZMOE tab:
  • Student Type. See Student type.
  • Zone Status. See Zone status.
  • STP. See Secondary Tertiary Programme.
• on the School tab:
  • FTE
  • Year Level and Schooling Year Offset. See Funding year levels.

The zoning information also uses a student's:

• first attendance date
• last attendance date.

If your organisation has an enrolment scheme in place, its effective start date must also be defined. See Ensuring roll return settings are correct.

Zone status

Current Student Maintenance - NZMOE tab

Current Student Maintenance - School tab

Errors and warnings updated.

Errors and warnings have been updated for:

• NSN:
  • 651 (modified error)
  • 668 (new errors).
• NF Student type:
  • 666, 667 (new errors).

Roll returns errors and warnings

Changes to Student type list.

Some codes on the Student type list have been added and removed:

• KT (removed)
• NF (new).

Student type

Changes to Exchange scheme list.

Some codes on the Exchange scheme list have been:

• added:
  • 14 Student Exchange Australia New Zealand
  • 15 Tahiti Exchange.
• removed:
  • 6 Kiwiana Exchange (NZ).

Exchange scheme

Two codes have been added to the Country of citizenship list.

Two new codes have been added to the Country of citizenship list:

• PSE Palestinian Territory, Occupied
• SSD South Sudan.

Country of citizenship

STP Programme field documented.

A list of Secondary tertiary programmes and their codes has been added to this document.

Secondary tertiary programme

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.

Eligibility criteria

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.

Participation in early childhood education

Changes to Non-NQF code descriptions.

The following codes have been updated to include or UE in their description: 62, 72 and 82.

Non-NQF qualification codes

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.

Loading lookup tables for external systems

New field on NZMOE tab of Current Student Maintenance.

You can override the Start date in the NZMOE tab of Current Student Maintenance.

Current Student Maintenance - NZMOE tab

New field name on NZMOE tab of Current Student Maintenance.

The Academy field on the NZMOE tab has been renamed STP.

Current Student Maintenance - NZMOE tab

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).

Updating current student details for roll returns

New Student Type available.

The student type NF has been added.

Student type

Removal of eligibility criterion.

The eligibility criterion Holder of Limited Purpose Permit is no longer available.

Eligibility criteria

Two new subject codes available.

Subject code STPR (Secondary Tertiary Programme) and INTS (Integrated Studies) are now available.

Subject codes

Roll count dates have been set for 2011.

Roll count dates have been set to:

• 1 March 2011
• 1 July 2011.

  Note: From 2011 onwards, only State and State integrated schools, with year 9 students and above, also perform roll returns in June and September.

Roll returns process

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.

Roll returns process

Two new fields on the NZMOE tab.

Two new fields have been added to the NZMOE tab of Current Student Maintenance:

• Academy
• Document Expiry Date.

Current Student Maintenance - NZMOE tab

Errors and warnings updated.

Errors and warnings have been updated because of the new fields added to the NZMOE tab of Current Student Maintenance:

• Academy
  • 221, 225 (modified errors)
  • 653, 654, 655 (new errors)
  • 656, 664 (new warnings).
• Document Expiry Date.
  • 657 through 662 (new errors)
  • 663 (new warning).

Roll returns errors and warnings

Some error messages are no longer relevant.

The following error messages were removed by the NZMOE:

• 181, 182, 184, 185, 281.

Roll returns errors and warnings

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:

• 1008 Ngati Kauwhata
• 2111 Ngai Tai, area unspecified.

Indigenous groups (Iwi affiliations)

Country of citizenship has changed for three countries.

Several countries have changed their name:

• Bolivia, Plurinational State of
• Moldova, Republic of
• Venezuela, Bolivarian Replublic of

Country of citizenship

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

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.

Current Student Maintenance - NZMOE tab

Eligibility criteria

Loading lookup tables for external systems

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.

Current Student Maintenance - NZMOE tab

Verification document

Loading lookup tables for external systems

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

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.

Roll return errors and warnings

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).

Student Type

Reason for leaving

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

Roll return errors and warnings

Post school activity

Loading lookup tables for external systems

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.

Current Student Maintenance - Codes tab

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.

Community Maintenance - Name tab

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.

Current Student Maintenance - Entry tab

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.

Current Student Maintenance - Entry tab

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.

Current Student Maintenance - School tab

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.

Current Student Maintenance - School tab

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.

Current Student Maintenance - School tab

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.

Reason for leaving

Current Student Maintenance - School tab

Loading lookup tables for external systems

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.

Instructional year level

Updating classes for roll returns

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.

Community Maintenance - Home Address tab

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.

Current Student Maintenance - School tab

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.

Community Maintenance - Home Address tab

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.

Country of citizenship

Revised codes

Iwi code list has changed.

Indigenous groups (Iwi affiliations)

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.

Roll return audit requirements