Electronic Attendance Register

What is eAR?

Electronic attendance registers or eAR is the approved Ministry method for recording attendance on your Student Management System. Please note that permissions to use Alternative Attendance Registers have been rescinded.

Requirements

Circular 2010/19 outlines the requirements for all schools using, or intending to use eAR. To apply to use eAR, you must complete the application form available from the Ministry's Resourcing forms page. To find out whether your SMS has been approved by the Ministry to offer eAR, check the data sharing approval summary table.

Resources

There are a range of resources on this page to help you successfully introduce eAR in your school. See the related downloads section below.

Guidelines on attendance and truancy 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 provides a starting point for schools wanting to introduce or update attendance policies and protocols.

eAR frequently asked questions explains:

• the background and development of eAR
• why it was needed
• how to implement eAR
• the advantages of eAR.

eAR tips for best practice contains suggestions and advice from experienced practitioners, suitable for all schools. The tips are in categories and while some tips apply only to secondary schools others are suitable for all schools

Attendance Code Set 2012 provides a list of the new codes applicable since 2008 and an explanation of how each code may be applied.

Case studies are some stories from schools that have successfully implemented eAR. There are primary and secondary school case studies available.

For further information about eAR, please see our roadshows and seminars page for information about upcoming seminars in your area.

eAR changes for 2012

The attendance codes explanation sheet (issued by the Ministry) includes examples explaining when schools should use each attendance code. For 2012 we have clarified some of the examples and added new ones to help schools recognise when to use each code and also to ensure a more consistent use of codes by schools. One new code has been added (Z) and this is for students participating in Secondary-Tertiary programmes, including Trade Academies.

SMS vendors were informed of the changes last year and your SMS should now be up-to-date. While it would depend on the school process followed for attendance collecting and recording, it is suggested that all staff, including office staff, should be alerted to these changes. Please download the pdf file from the bottom of the page labelled "Attendance code explanations 2012".