Guide to using ENROL - DHB users
Find out how to enter the results of vision and hearing tests into the ENROL system.
Licensing Criteria Cover
The ENROL system
There are some clear enrolment rules for using ENROL.
Refer to Circular 2013/21 for information about enrolment processes to follow when students enrol in your school.
In these rules, unless the context otherwise requires:
"Authorised user" means a person who's been provided with access to ENROL by the Ministry.
"ENROL" means the enrolment management system established by the Ministry to provide a central enrolment record for all school students. The system is accessed through our ENROL Register.
"Ministry" means the Ministry of Education.
"Parent" means a person who's a student's mother, father, or guardian.
"Principal" means the principal of a registered school.
"Student" means a person enrolled in a registered school as a student, whether as a domestic student or an international student.
"Task" means an action initiated by ENROL that a school must complete.
Rule 1 — Enrolling a student
1.1 When enrolling a student, every principal must ensure that:
- ENROL is checked to confirm whether an enrolment record already exists for the student
- ENROL is updated within 5 school days of the student attending the school — a student isn't officially enrolled at the school unless indicated as such within ENROL
- where a student who isn't a New Zealand citizen, Australian citizen or New Zealand resident transfers to another school, ENROL is updated with:
- the student's eligibility status
- the type of verification document used to verify the eligibility status and the serial number and expiry date, and
- the student's country of citizenship
- where a student wishes to be enrolled under an alternative name, that name is entered in the "Aliases" field on the same enrolment record as the student's legal name
- the principal liaises with the principal of another school if a student applying for enrolment is still enrolled at and attending that other school, and
- the principal checks whether, if the 'Keep Information Private' checkbox is activated, this requirement should continue (Rule 5(i) explains when this checkbox should be used). If the principal clears this checkbox, then he or she must be satisfied that the parent has authorised this.
Rule 2 — Creating records in ENROL
2.1 Every principal must ensure that new ENROL records are created only for:
- new entrants, or
- international students entering a New Zealand school for the first time, or
- students who are returning to the New Zealand school system from overseas who haven't previously attended a New Zealand school since ENROL has been in use.
2.2 When creating a new ENROL record for a student, every principal must ensure that the student doesn't have an existing record and that all the mandatory fields in the new record are completed.
Rule 3 — Updating ENROL when students leave school
3.1 Every principal must ensure that:
- ENROL is updated within 5 school days with the applicable leaving reason(s), teaching and learning note(s) where necessary, and the last day of attendance when:
- the school's been advised that the student's no longer attending the school
- the student's been absent for 20 school days without the principal being informed that the absence is only temporary, or
- the student's been absent for fewer than 20 school days but the principal has reasonable cause to believe they will not return to school
- supporting information is kept on the student's file in the school when teaching and learning notes are included on a student's ENROL record
- the names of students younger than 16 who are suspended or excluded remain on ENROL until the earliest of:
- the day the student is enrolled at another school, or
- the day the student is given an exemption under section 21 or 22 of the Education Act 1989
- the names of students who have turned 16 and who have been suspended remain on ENROL until the earliest of:
- the day the student is enrolled at another school, or
- the day the student is expelled from the school, or
- the day the student leaves school; or
- 1 January after the student’s 19th birthday
- students that have applied for an exemption under section 21 or 22 remain on ENROL unless the exemption is approved by the Ministry. The Ministry will then update the student’s record in ENROL with the last day of attendance at the school.
Rule 4 —Non-enrolment notifications
4.1 Every principal must ensure that:
- the non-enrolment notification form is completed within 5 school days when a non-enrolment notification task is sent to a school from ENROL
- all contact details for the student held by the school, and any additional information (for example, involvement with other agencies) that will assist with locating the student, are entered on the non-enrolment notification form. Comments must include information about what the school has done to resolve the student’s non-attendance before the student withdrew from school.
Rule 5 — School and other user responsibilities
5.1 Every principal must ensure that:
- ENROL is updated for all the school’s students, which includes those students who are attending offsite centres such as: special education satellite classes, Teen Parent Units, Activity Centres, Alternative Education, Secondary Tertiary programmes, and Regional Health Schools
- every student enrolled at the school is recorded in ENROL in accordance with these rules
- the data in ENROL relating to the students currently enrolled in the school is maintained accurately and promptly by the school's authorised users
- enrolment changes are updated in ENROL within 5 school days
- tasks generated by ENROL, which relate to a student enrolled or previously enrolled in the school, are completed as soon as possible, but in any case within 5 school days
- the Ministry is advised immediately when an authorised user no longer requires access to ENROL
- all reasonable steps are taken to ensure that school employees are aware of their obligations in respect of the appropriate use and protection of personal information in ENROL
- the school provides parents and students with the information brochure provided by the Ministry when the student enrols. The information brochure will explain:
- the purpose of ENROL
- who the authorised users of ENROL are and their obligations and responsibilities in respect of their use of ENROL
- that information related to the student’s enrolment will be available to the next school
- that parents and students are entitled to request access to and/or correction of, their personal information held in ENROL from the current school of enrolment or the Ministry, and
- students’ entitlements and parents' obligations in respect of enrolment
- the 'Keep Information Private' checkbox is activated on the student’s ENROL record where the principal has reasonable cause to believe that:
- a relevant protection order under the Domestic Violence Act 1995 or a relevant restraining order under the Harassment Act 1997 is in place, or
- the student or a family member is under a witness protection programme under the Evidence Act 1958, or
- the student is likely to be at significant risk if the checkbox is not activated
- authorised users at the school comply with all relevant legislation when responding to requests for information from a student or parent
- the school's own enrolment record is completed and signed by the parent(s) and/or student
- a copy of the school's enrolment form for the student is retained after the student has left the school in accordance with the School Records Retention/Disposal Schedule approved under the Public Records Act 2005
- E19/22A forms for students who were enrolled under the previous paper system are retained after the students have left the school in accordance with the School Records Retention/Disposal Schedule approved under the Public Records Act 2005
- authorised users at the school use ENROL only for the purposes of:
- facilitating the accurate and efficient enrolment of students, and
- monitoring and ensuring student enrolment and attendance
- authorised users do not share a user logon or password with any other person and the password is protected to prevent unauthorised access to the system
- authorised users who are from a district health board use ENROL only for the purpose of updating a student’s enrolment record with hearing and vision test results.
Rule 6 — Schools exempt from using ENROL
6.1 These rules apply to the principals of all schools except for those that have received a written exemption from the Secretary for Education.
6.2 The Secretary for Education may set conditions for any such exemption.
This notice revokes the following notice.
- Rules for Student Enrolment Records published in the New Zealand Gazette, 11 October 2007, page 2093.