Register of daily attendance
Attendance registers are official documents
Daily attendance registers, whether electronic or manual, are official documents providing information on a school’s roll number and the year-level of students. Daily attendance registers may be audited because they support the information provided in the school’s roll return.
Attendance registers must be retained
Daily attendance registers must be retained in the school for a minimum of seven years from the date of the last entry. After seven years, the registers may be destroyed with the approval of the board of trustees of a state or integrated school.
Attendance register requirements
Attendance registers must be kept on either:
- an E19/1 Form – a paper register completed manually, or
- an approved Electronic Attendance Register.
It is a requirement under regulation 11 of the Education (School Attendance) Regulations 1951 that on the day on which a principal first knows that a student has left the school, the principal shall record that the student has left, noting the student’s last day of tuition.
The last day of attendance is:
- regarded by the Ministry as the leaving date of the student
- the basis for determining whether the student will be included in the roll return for resourcing purposes (rather than the completion of a leaving clearance form and/or formal notice of withdrawal at a later date, as these are simply confirmation that the student has left).
The 20 day rule
Regulation 11 also requires a principal to record that a student has left the school when the student has been absent for any period of 20 consecutive school days, unless the principal has been informed that the student’s absence is only temporary. Documentary evidence of such notification must be retained for audit purposes.
Updating the student type in the student management system
The student type should be changed from regular enrolment (RE) to not attending (NA) in the student management system if a student:
- is absent on the roll count date and is not expected to return.
- does not meet the requirements for being included on a roll return, e.g. a student that is excluded but not yet enrolled at another school.
- is currently not attending your school and you are unsure if he/she is leaving.
This allows the student to remain on the school roll for administrative purposes, but the student will not be included in the school's roll count.
The following table outlines the action in ENROL the principal must take when a student leaves the school.
- the principal has been advised that a student is no longer attending the school, or
- a student has been absent for 20 school days without the principal being informed that the absence is only temporary, or
- a student has been absent for less than 20 days but the principal has reason to believe they will not return to the school
- the principal must ensure that the teaching and learning notes are included on the student’s ENROL record and that any supporting information has been kept on the student’s file in the school (ENROL is flagged to indicate the notes exist and then the new school must request them), and
- the principal must ascertain the last day of attendance for tuition at the school and ensure that the student’s record in ENROL is updated with that information within five school days.
If the student is domestic and under 16 years old, an Attendance Service process will be implemented within ENROL, based on the last day of attendance for tuition.