Student Management Systems

The Ministry’s SMS project has now finished and the main funding assistance offer for schools to move to an accredited SMS has ended. However, the Ministry’s relationship with SMS vendors is far from over - we are working with both accredited and non-accredited SMS vendors to provide data sharing services to schools. Any SMS vendor can participate. See the Data Sharing Services section to find out more about the different data sharing initiatives.

Frequently asked questions about SMS

1. Do schools have to have an SMS?
   No, it is not (and has never been) compulsory to have an SMS.
2. Do vendors still need to be accredited?
   No. The last accreditation results were released in 2005 so accreditation status is no longer an up-to-date indication of quality. SMS vendors should be striving towards having data sharing approval in the initiatives that are important to their school clients, regardless of whether they were accredited or not.
3. Which SMS vendors are working with the Ministry?
   The Ministry is working with vendors of ten SMS products - eTAP, IES, Integris, KAMAR, Karant, MUSAC, PC School, Phoenix, SchoolMaster and Synergetic. Contact details for each of these vendors can be found on our Vendor contacts page.
4. Is there any funding assistance available for my school?
   The main funding assistance offer has now ended - the Ministry offered funding assistance for schools to move to accredited SMS between 2005 and 2009. However, under certain circumstances we may be able to help your school purchase an SMS. Please contact the SMS Services team to discuss your school’s situation.
5. Can my school access funding to move to another accredited SMS?
   No. The objective of the funding assistance was to help every school use an accredited system. If you are already using an accredited system but are not happy with it, the Ministry cannot fund you to move to another accredited system. The SMS Services team is happy to raise any issues with vendors on your behalf so please contact the SMS Services team to discuss your concerns.
6. Is there any other help available for schools that are purchasing an SMS?
   Yes. The SMS Services team is able to provide information and advice to help schools with their decision-making process when purchasing an SMS. Several helpful documents can be found on the Publications page. Please contact the SMS Services team if you would like any advice.
7. What is a "hosted" SMS?
   A hosted solution means the school accesses the SMS via the web without having to install it onto a computer. Data is stored offsite and managed securely on the school’s behalf and any changes to the system are made by the provider, so the school doesn’t have to install upgrades. Hosted systems offer advantages over locally installed solutions for many schools, although you will need high speed internet access to make it run effectively. Some bigger schools with complex needs may also prefer to install locally to develop a system that will meet their needs. Many staff find ease of access from home to be an advantage of a hosted SMS.

Which SMS product are schools using?

The following graph shows SMS market share, based on the March 2009 roll return data submitted to the Ministry by schools. Figures are the numbers of schools using the product.

SMS market share - March 2009