Data privacy and ENROL

What are ENROL users’ obligations to help ensure data privacy in ENROL?

Every authorised ENROL user:

• must use ENROL only for the purpose of facilitating and monitoring the accurate and efficient enrolment of students
• must not share a user logon or password with any other person and must protect the password to prevent unauthorised access to the system.

What are principals’ obligations to help ensure data privacy in ENROL?

Every principal must ensure that:

• the Ministry of Education 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.

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What does the Ministry of Education do to help ensure the privacy of ENROL data?

Access:

Access to ENROL within the Ministry of Education is restricted to staff who need it for its intended purpose.

Monitoring:

The Ministry monitors the use of ENROL:

• ENROL keeps track of every time school users look up details of a student who is not enrolled at their school
• ENROL keeps track of every time a user looks up details of a students for which the check-box “Keep Information Private” is activated.

Training:

The Ministry provides training to users before it enables users to update data in ENROL. To apply for access, and get ENROL training, users must complete a new user form on the Access to ENROL page.

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Can I look up the details of a student who is not at my school, to make sure this is the person I want to enrol?

Yes. Enrolment is the purpose of ENROL.

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In which circumstances can I look up the details of a student who is not at my school?

You can do this when you plan to enrol a student and need to look up details other than their name and date of birth to make sure this is the right person.

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Can I use ENROL to find the whereabouts of my friends’ children?

No. You can use ENROL only for enrolment related purposes. If you use ENROL for another purpose you will be in breach of your user obligations and your access to ENROL may be terminated by the Ministry of Education.

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Can I look up the details of my school’s past students?

No. Student details on ENROL can only be accessed to facilitate enrolment at your school. If you use ENROL for another purpose you will be in breach of your user obligations and your access to ENROL may be terminated by the Ministry of Education.

The report "Leavers and where they have gone" is a more appropriate way to access enrolment information for past students.

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Can I give my username and password to my colleague so that they can update ENROL in my absence?

No. Under no circumstances can passwords be shared. If colleagues need to use ENROL, they need to ask the Ministry for their own logon. Access to ENROL is closely monitored; therefore it's extremely important that users are clearly identified.

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One of my students is in a difficult family situation and their whereabouts is confidential. How can I make sure ENROL can not be misused to find this student?

The `Keep Information Private' check-box can be activated on the student's ENROL record in the following circumstances:

• when the principal is notified that one of the following exist:
  • a protection order under the Domestic Violence Act 1995
  • a restraining order under the Harassment Act 1997
  • the student or a family member is under a witness protection programme under the Evidence Act 1958
• where the principal has reasonable cause to believe the student is likely to be at significant risk if the check-box is not activated.

Then the student’s current school and address will be invisible to users from all schools except yours.

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What is the "Keep Information Private" check-box?

This check-box is visible in the Student Details screen, just above the student’s name and can be activated in the Edit Student screen.
If activated, it means that either:

• a protection order exists under the Domestic Violence Act 1995
• a restraining order exists under the Harassment Act 1997
• the student or a family member is under a witness protection programme under the Evidence Act 1958 or 
• the principal of the student’s current school has reasonable cause to believe the student is likely to be at significant risk if the checkbox is not activated.

Only users from a student’s current school can clear the "Keep information Private" check-box, and they can do so only if they are satisfied that appropriate authorisation has been given to remove the check-box.

If the check-box is activated only users from the student’s current school can see the student’s address. And the student’s current enrolment information (including current school) will not be available to users from other schools, even in the Students Details screen.

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Can I clear the Keep Information Private check-box?

Only users from the school where the student is currently enrolled can clear the check-box. When enrolling a student, if the check-box is activated, the principal must confirm with the parent that the requirement should continue. The check-box can be cleared only if the principal is satisfied that appropriate authorisation has been given.

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Who should I contact if I need more information?

Please contact the e-Admin Contact Centre:
Phone (04) 463 8383
Email e.admin@minedu.govt.nz [no spam].