Documentation required for the audit
The main focus of the audit will be the school's roll returns.
The full school audit roll
The full school audit roll is an alphabetical list of all students attending the school on the roll return date. It is used to confirm that all students in the school have been included on the roll return, and to identify students other than full-time regular students. Boards should print the full school audit roll and retain it with a copy of the roll return sent to the Ministry.
Documentation required
The Resourcing Auditor will require access to the records oulined below:
- the school's copies of roll return forms
- E19/1 manual registers for the current school year OR electronic attendance registers for every class/group printed at the end of each term of the current school year
- alphabetical list of all students attending the school on the roll return date
- audit class lists
- student enrolment forms (including verification of eligibility)
- staffing entitlement notices
- a list of admissions and leavers
- schools with adult students:
- details of the adult students and their courses
- attendance registers for all adult students for each of their courses
- schools receiving Ongoing Resourcing Scheme (ORS) funding:
- copies of the ORRS notification letter(s)
- schools with international fee-paying and exchange students:
- details of international fee-paying and exchange students, including immigration and insurance documentation, and evidence that the school is currently a signatory to the Code of Practice for the Pastoral Care of International Students
- schools receiving Māori Language Resourcing (Levels 1-4b):
- a list of students enrolled in a Māori Language Programme (Level 1-4b) on the roll count day and the level they were working at
- for schools receiving English for Speakers of Other Languages (ESOL) resourcing:
- the status list showing students for whom these resources are provided
- schools with secondary students:
- Secondary Student Leaving Clearance forms and a list of students in years 11, 12 and 13, with details of the courses they were taking on the roll return date
- schools that have students enrolled under the Alternative Education policy:
- for each student a copy of the approved Alternative Education Verification Form
- schools that have students attending off-campus or at satellite schools (for example, Alternative Education Centres for Extra Support, Activity Centres):
- a copy of the relevant attendance registers
- schools that are receiving Secondary Tertiary Alignment Resource (STAR) funding:
- a copy of the Funding Report Form.
All boards must ensure that the appropriate audit documentation is accurately prepared and retained, and available to the Ministry’s Resourcing Auditors when the school roll returns are audited.
The table below outlines the audit documentation requirements:
| Attendance registers |
Approved Student Management System (SMS) |
Manual roll returns |
- E19/1 manual registers for the current school year, or
- electronic attendance registers for every class/group printed at the end of each term of the current school year.
|
- A full school audit roll printed at the same time as the roll return that was submitted to the Ministry, and retained with the school’s copy of that roll return.
- Audit class lists completed manually by class/subject teachers during class time.
- Where a manual attendance register (E19/1) is used, the audit class list is required to be completed on the count date only, ie for one day.
- Where an electronic attendance register is used, the audit class list is required to be completed for five days, the two school days prior the count day, the day of the count day and the two school days following the count day. Note: The SMS system has been formatted to produce audit class lists for roll returns.
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- An alphabetic listing of all students attending the school on the roll return date showing the form (class, whanau) groups to which they have been allocated.
- Class lists, as at the roll return date, so they can be cross referenced with the names on the class registers, in order to establish the attendance status of each student, the audit class list must be completed by the classroom teacher during class time.
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