Collection of attendance and enrolment information as a condition of funding

It is a condition of funding that every service provider of a licensed early childhood service must provide the information listed in this chapter to the Ministry of Education, at the frequency specified, through the ELI system or any alternative method the service provider is authorised by the Ministry to use, to enable the Secretary for Education or the Minister of Education to exercise their powers or carry out their responsibilities under the Act, and as 
permitted by Privacy Principles 10 and 11.

Services who do not provide this information to the Ministry through the ELI system or an approved alternative method may have their funding withheld in part or in full.

• Funding payments will continue once:
  complete enrolments and attendance records are submitted to the 
  Ministry, and
• the monthly confirmation of records is completed on time.

Child information collected

The following child information must be collected and sent to the Ministry:

• National Student Number (NSN).
• Official surname and given names (including middle name/s).
• Date of birth.
• Gender.
• Ethnicity.
• Iwi affiliation (if applicable)
• Residential address/es.
• Language/s spoken at home.

Enrolment information collected

The following enrolment information must be collected and sent to the Ministry:

• Start and end date of enrolment.
• Days and time booked (enrolled to attend).
• Hours of 20 hours ECE per week.
• Date of Parents Attestation for 20 Hours ECE.

Attendance information collected

The following attendance information must be sent to the Ministry:

• Actual daily attendance dates and times.
• Actual daily absence dates and times.
• Home-based attendance address.

Service information collected

The following service information must be submitted to the Ministry: 

• Start and end date of service temporary closure. 
• Service closure temporary reason.

Minimum submission frequency

Monthly data is required to be inputted and confirmed as correct by end of the following month.

Licensed early childhood services must begin sending information to the Ministry within 8 weeks of their licence being issued. Enrolment and attendance data should be entered from the date the service’s licence was issued.

When changing SMS or to ELI Web, services must begin sending information to the Ministry within 8 weeks from the cutover date. The cutover date is your first day using the new SMS or ELI Web.

Information about changing systems during a funding period can be found at education.govt.nz.

Funding may be withheld in part or in full if the Ministry does not receive information from your service within 8 weeks

Monthly confirmation

Licensed early childhood services must confirm the accuracy and completeness of their ELI records by the end of the following month.

For example, all records for the month of February (including temporary closures) must be confirmed as accurate and complete by 31 March.