Enrolments
Why is it important that enrolment information is kept up to date in ENROL?
ENROL will alert the Ministry of Education each time a student has been non enrolled for more than 20 school days (or earlier if the last school submits a manual non-enrolment notification).
- If users are too slow at recording enrolments this could result in false non-enrolment notifications.
- On the other hand, if users do not record withdrawals correctly this could result in students missing out on education without the ministry being notified.
Who has to complete enrolments in ENROL?
School administrators have to complete enrolments and withdrawals in ENROL.
How do I complete an enrolment in ENROL?
For a single enrolment, you first have to find the student you want to enrol.
Select the tab 'Find a Student'. Enter the student’s complete name and date of birth, or the student’s National Student Number, if you know it. The system will present you with one or more records that match your criteria.
Note: A student new to the New Zealand schooling system is likely to have no record in ENROL database, and you will have to create it.
Click on the record of the student you want to enrol to enter the 'Student Details' screen, but select the record carefully. If the existing date of birth does not match your student’s date of birth, it is probably the record of another student.
In the 'Student Details' screen click the 'Enrol' button. You will then have to enter the student’s 'First Day of Attendance' and 'Current Year Level'.
If the student is in Year 1, you will have to enter the 'Early Childhood Attendance'. Please avoid the options “Unable to establish if attended” and “attended but type unknown” unless the student comes from overseas. The data provided in this question is critical to measure the participation of children in Early Childhood Education services.
What is a batch enrolment?
A Batch enrolment is the enrolment of a group of students who all started at your school on the same day and come from the same previous school.
How do I perform a batch enrolment?
To perform a batch enrolment:
- Click on the 'Batch Processing' tab at the top of the ENROL screen
- Select the batch update required: Update First Day of Attendance
- Select the gender of the incoming group (if necessary)
- Enter the school from which the students are transferring (contributing school), and their 'Leaving Year Level' from that school
- Click the button 'Find Students' to access the next screen
- All leavers from the contributing school that match your selection criteria will be listed – identify the students who have started at your school by clicking in the 'Update' check box in the right hand column next to their name(s)
- Enter the correct 'First Day of Attendance' (note that this cannot be a date in the future), as well as their 'Entry Year Level'
- Click Enter
- On the next screen, check and confirm that the enrolment details are correct
- At the conclusion of all enrolments, generate the ‘Students with Teaching & Learning Notes’ report which will list any recently enrolled students that have a note applied. In such cases you should contact the previous school for details.
If a student’s name does not appear in the leaver’s list from the contributing school, it may be because the contributing school has either not yet withdrawn the student, or withdrawn the student using the incorrect leaving year level. In this case, search for the student individually and enrol them, which will prompt the contributing school to action the withdrawal.
What if the student I am enrolling is currently enrolled at another school?
You can create a pending enrolment and the previous school will receive the task to withdraw the student.
A student with a pending enrolment will not be listed on the report 'Detailed information of students currently enrolled at my school' but will be on the reports 'Detailed student information of Student Count' and 'Pending enrolments'.
What is a non-enrolment notification (NEN)?
The non-enrolment notification (or NEN) is an electronic form which is submitted to NETs (Non-Enrolment Truancy Services) to initiate the tracking of a non-enrolled student in an attempt to locate them and assist them back into school.
NEN tasks are usually generated automatically by ENROL – this occurs if a student has been withdrawn from a school and does not enrol into another school within 20 school days. ENROL will generate a task for the last school attended to complete a pre-populated form with as much additional information as possible. Once completed, the form is submitted by the user and sent electronically to the ministry.
Schools can also manually submit an immediate NEN when withdrawing an ‘at risk’ student by selecting the ‘Send non-enrolment notification now’ check box on the 'Attendance and Transfers' screen. Again, a pre-populated form is displayed on screen, and as much additional information should be added as possible before electronic submission.
How do I cancel an enrolment?
You can not cancel an enrolment that has been completed. However you can withdraw the student, selecting the 'Last Day of Attendance' to be the same as the 'First Day of Attendance', thus making the enrolment only one day long. Select the same 'Leave Reason' as for the previous withdrawal.
A pending enrolment can be cancelled. To cancel a pending enrolment:
- Enter the student’s name and date of birth in the 'Find a Student' tab
- Set the School option to 'Not at my school' and click the button 'Find a Student'
- All students matching your criteria will be displayed. Click on the student’s name or National Student Number to access the student detail screen
- Click the button 'Enrol' at the top right corner of the screen
- Click the button 'Remove Enrolment'
I can’t find the student I want to enrol - what should I do?
If the student is new to the New Zealand schooling system you will probably have to create a new record, but it is best practice to search for the student first, just in case.
A student who has been enrolled in a school in New Zealand since 2006 should be in the database. If you can’t find the record, try checking the option “Also include archived students” and ask the caregivers if the student might be known under another name.
In the middle of doing my batch enrolment, ENROL timed out. Was the batch enrolment completed or should I repeat the process?
If it appears that a time-out problem has occurred when processing batch enrolments you should wait for a few minutes, then check the report 'Detailed information of students currently enrolled at my school' to see if the enrolments were processed. If the students are not listed in this report, please repeat the batch enrolment.
Who should I contact for help about batch enrolments?
For help using ENROL please contact the e-Admin Contact Centre:
Ph: (04) 463 8383
Email: e.admin@minedu.govt.nz