Early Notification
Linkage to student attendance and engagement
In early February 2010 the Minister of Education approved a range of initiatives (12 in total) to improve student attendance and engagement in schools. One of the initiatives is looking to build schools' IT capability to effectively manage attendance, and the Early Notification (EN) workstream is part of this wider initiative.
Building IT capability
To improve student attendance and engagement, schools’ IT capability must be enriched to make better use of the available software and communication technology. All schools will be encouraged to consider the suitability of electronic attendance registers (eAR) and the advantages offered over and above paper registers. EN extends the benefit of eAR by acting on absence information in a timely manner.
A communications channel with families will also be available through the use of online systems that allows parents and students near real-time access to relevant attendance and achievement information. This could be achieved by allowing parents/caregivers and students:
- restricted access to the SMS or
- access to a portal showing data from the SMS or
- access to a learning management system (LMS) that has data from the SMS.
Truancy rates increase noticeably during years seven and eight and into the secondary school years. Consequently the expected benefits from, and therefore focus of, the implementation of EN and of parent/student access to online information on attendance and achievement will be in intermediate and secondary schools (in this context secondary includes composite).
The overall IT support package is expected to result in a greatly increased use of eAR, EN, and improved use of technology to provide parents/caregivers and students with online access to relevant attendance and achievement information (parent portals and LMS).
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Early Notification
EN is a text (and email) messaging service which allows schools to customise messages to groups of parents/caregivers to quickly inform them of the unexplained absence of their child/children. It also provides a return path to the school's register to update the reasons for a student’s absence.
The manual alternative for obtaining these explanations is very time-consuming, as it involves telephoning each caregiver. Schools using EN are very positive about the benefits and once introduced into the community parents/caregivers are also quick to appreciate it.
EN is used in conjunction with the eAR module of the school's Student Management System (SMS). Because of this, it is expected that schools’ take-up of eAR will be high.
A brochure explaining the Early Notification system can be downloaded below.
Electronic attendance register (eAR)
eAR is part of a school's SMS and provides all schools with student attendance data in a consistently coded format. The software also contains a powerful analysis tool that can create many and varied statistical reports.
To maximise the impact of using eAR, the school has to develop a reliable attendance management process and ensure staff accurately complete their data entry every day.
The 2009 Attendance Survey indicated that in secondary schools (years 9—15) approximately 16% of students (35,000) are absent part or all of each day (this includes all reasons and durations of absence). Teachers enter this data on a period-by-period basis and subsequently school staff verify the reasons for the non-attendance.
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Eligibility and availability details
What have schools been offered by the Ministry?
Each eligible school will receive access to the fully-funded EN service for attendance-related messages for one year.
The one-year period can start any time between June 2010 and May 2011, and will conclude between May 2011 and April 2012. It is predicted that schools will have found the service valuable and from this point pay their own way.
Two vendors specialise in EN. School-links offers a number of other communication tools, however the funding is available for attendance-related EN only. Schools using the service for non attendance-related messaging will need to fund this themselves. Schools using School-links for any combination of their services will receive funding for the attendance-related EN component only.
Is my school eligible?
To be eligible, your school must be:
- state or state-integrated secondary, composite, or intermediate and
- approved (and using) the eAR module of your school's SMS.
Eligible schools have been emailed additional information on these activities, including how to access the fully-funded services. If you think your school is eligible but you have not been contacted, please get in touch with the team.
Where can I get an application form?
The application form for permission to use the electronic attendance register can be found under resourcing forms. You will need to complete this form if you still need to get approval for eAR.
There is no application form to complete for the EN funding - eligible schools have been contacted.
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Frequently asked questions
Will it be compulsory for all schools to have these systems and if so, by when?
There is no intention to make either eAR or EN compulsory.
Which companies are providing the fully-funded EN service?
The following three companies have been selected following an open tender:
Solvam Corporation Ltd (service is called School-links)
Contact Andrew Balfour
Phone 03 365 2733 or 027 433 6067
Email andrew.balfour@school-links.co.nz [no spam]
Website www.school-links.co.nz
TxtStream Ltd (service is called TxtStream)
Contact Derek Waller
Phone 021 742 412
Email derek.waller@txtstream.co.nz [no spam]
Website www.txtstream.co.nz
MGM Wireless (NZ) Ltd (service is called MGM Wireless Early Notification)
Contact Robin Hamon
Phone 09 426 0242 or 021 682 866
Email rhamon@mgmwireless.com [no spam]
Website www.mgmwireless.co.nz
Why would I want to use EN in my school?
- To rapidly inform parents/caregivers if their child is absent without explanation.
- To improve student achievement.
- To reduce unjustified non attendance.
- To save the time and cost involved in phoning parents.
- To prevent casual truancy becoming habit-forming.
- To increase student retention.
- To improve student punctuality.
What if my school already uses EN?
You are still eligible for one year’s Ministry-funded usage for attendance-related messages, provided you meet the two criteria for eligibility, ie your school is a state or state-integrated secondary, composite, or intermediate school and you have been approved for (and are using) eAR.
Is there funding available for eAR?
Yes, the Ministry is also providing eligible schools $500 in funding to assist with implementing eAR. Schools already approved and using eAR will also receive the funding. This funding will be included in the operational grant from July 2010.
How difficult is it to start using eAR?
All the commonly used SMS include the eAR module and the EN interface protocol. This means well in excess of 2,400 schools (95%) have the "right" SMS. The Data Sharing page shows which SMS vendors support eAR and EN.
You need to apply to the Ministry's Resourcing Division using the form labelled Electronic Attendance Register Application Form. This form is available from the resourcing forms section.
Your school's process for collecting the data must be robust.
Does my school have to remain with the EN vendor that we use now?
If your contract expires before May 2011, you can continue your existing service and then consider starting the Ministry funded service with the vendor of your choice on its expiry.
What does my school need to do to get started with EN?
- Refer to your EN funding letter from the Ministry. If you think your school is eligible but you have not been contacted, please get in touch with the team.
- Contact the vendors listed above and consider your options.
- Make your decision and inform the vendor. The vendors will liaise with the Ministry regarding your funded service.
How does the vendor know if our school is eligible?
The Ministry will send all vendors a list of all eligible schools at regular intervals.
How is the funding paid?
The Ministry will pay the vendor in monthly instalments for one year’s service for attendance-related messages from the date of the service starting.
Will my school get a reminder when the free service expires?
Your vendor will remind you the free attendance-related message service is due to expire two months and again one month before the expiry date.
What are the ongoing costs after the first year of free service?
The costing model for each vendor is different and may include:
- an establishment fee
- a monthly service fee
- a cost per text (and email).
It is your responsibility to check the ongoing costs for anticipated EN requirements for your school.
See also the EN funding letter emailed to your school re ongoing costs.
What training is available?
The vendor is responsible for product training.
The Ministry can provide free training on:
- How to implement eAR with strong systems and processes.
- Data verification, including how to ensure the accuracy of data before using it to report on or make decisions.
- Data analysis (Counting Education), including how to use the data to inform decision making.