Request for annual holiday records for secondary principals
To feed into calculations for Holidays Act remediation for secondary principals, we are asking schools for records of annual holidays.
Overview
The Schools Payroll Remediation Programme is emailing all state and state integrated secondary school board chairs to request secondary principals' annual holiday records. These records show when principals have taken annual holidays and provide their balances at the end of a principal role and will help us progress the main Holidays Act remediation payments.
Why we are asking for records
Principals annual holiday records are held by schools, not in the payroll system. To make a remediation payment based on holidays taken and balances at the end of a principal role, we need to access these records.
It is possible that not all schools will have all records or any historic records available. If insufficient records are available, we will review our approach but the first step is to understand what records are available.
Boards are being asked to provide any records they have, or let us know what cannot be provided, by 25 October 2024. In making this request, we have sought advice from unions and peak bodies. We are also continuing to work with the Sector Working Group members including unions to progress the remediation programme of work.
Privacy Statement: Secondary Principals Annual Holiday Records
What personal information is collected
The information about each principal that will be collected from secondary schools includes:
- annual holidays taken from 1 March 2010 to 5 July 2024
- annual holiday balance at employment end date.
This will be matched against information provided by the Ministry, sourced from current and historic payroll systems:
- full name
- unique identifier (MoE number; job number)
- job start and end dates.
Why we collect your personal information
We are requesting these records to progress Holidays Act remediation for annual holidays.
Who we share your personal information with
Personal information will not be disclosed to any third parties except where necessary for the purposes described above or as authorised or required by law.
How long we keep your personal information
We will retain the information until schools payroll remediation activities have been completed and all legal obligations have been met.
How we collect your personal information
Schools will send us your information via a password protected spreadsheet.
How we keep your personal information safe
We will store the information we receive in a secure Ministry business system accessible only to authorised users. Depending on the quality and completeness of all the data received we may also load it into our remediation calculation database, which is secured to a small number of Ministry users in the Schools Payroll Remediation Programme.
Why we collect your information from boards
Holiday and leave records are required to be held by employers under the provisions of the Holidays Act 2003. In addition, the Education and Training Act requires boards to keep all records that are necessary to enable them to use the Ministry provided payroll service and provide those records to the Secretary of Education on request.
We are therefore requesting these records from your employer to progress Holidays Act remediation for secondary principals’ annual holidays. We consider that an exception to Information Privacy Principle 2 of the Privacy Act applies and that sourcing the information directly from individuals is not required and will not prejudice the interests of the individuals concerned.
Your rights under the Privacy Act 2020
The Privacy Act 2020 gives you the right to access information held about you and request correction of that information. To request access to your information, contact remediation.query@education.govt.nz or call 0800 439 333 (8am – 5pm, Monday – Friday).
Next steps
The Schools Payroll Remediation Programme will develop options on how to remediate for secondary principals’ annual holidays based on the information collected and any other insights gathered through this process. Until it is known what records are available, we cannot confirm how we will remediate.
Contact us
The Ministry has a team available to help provide support for anyone collecting and providing records or for any remediation questions. Contact us by:
- emailing query@education.govt.nz
- calling 0800 439 333 (8am – 5pm, Monday – Friday).
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