electronic Attendance Register (eAR) tracks attendance

How to use the electronic Attendance Register (eAR), applying to get it, codes for recording attendance, and resources about using it.

electronic Attendance Registers (eAR) are the only approved Ministry method for recording attendance on your Student Management System (SMS).

eAR is part of a school's SMS and provides student attendance data in a consistently coded format. The software also contains a powerful analysis tool that can create many and varied statistical reports.

Getting the best out of eAR

To maximise the impact of using eAR, you need to develop a reliable attendance management process and ensure staff accurately complete their data entry every day.

The 2009 Attendance Survey showed that approximately 16% of students (35,000) in secondary schools are absent part or all of each day. This includes all reasons and durations of absence.

Teachers enter this data in eAR on a period-by-period basis and then school staff verify the reasons for the absence.

Applying to use eAR

To apply to use eAR, you must complete the Application to use electronic registers form [PDF, 162 KB].

Resources about using eAR

These resources help you introduce eAR into your school.

Attendance codes

The Attendance Code Set is a list of the codes and how to apply them.

The sheet explaining attendance codes includes examples of when to use each one.

We have added a new code ‘G’ for students who are on holiday during term time. The holiday is treated as an unjustified absence.  Make sure all staff know about the change.

Guidelines on attendance and truancy

The Guidelines on attendance and truancy [DOC, 261 KB] provide:

  • information about attendance legislation
  • definitions
  • policy considerations
  • protocol considerations
  • information on the limitations of the paper register (E19/1)
  • information to schools, as well as listing considerations that will enable a school to develop its own policy and protocols.

eAR template policies and protocols

These templates provide a starting point for schools wanting to introduce or update attendance policies and protocols.

Three samples of attendance policies [DOC, 29 KB]

Three samples of attendance protocols for primary schools [DOC, 66 KB]

Three samples of attendance protocols for secondary schools [DOC, 44 KB]

eAR frequently asked questions

eAR frequently asked questions [PDF, 91 KB] cover:

  • the background and development of eAR
  • how to implement eAR
  • the advantages of eAR.

eAR tips for best practice

eAR tips for best practice [DOC, 253 KB] cover suggestions and advice from experienced practitioners and is suitable for all schools.

Last reviewed: Has this been useful? Give us your feedback