13 JULY 2006

NEW ZEALAND GAZETTE, No. 80

student’s continued eligibility status and update ENROL
if appropriate.
b. Where a principal in a user school becomes aware that
the domestic student eligibility status for a student has
changed, he or she must ensure the status in ENROL is
updated.

Rule 5 – Recording when students leave a school
a. The principal of a user school must ensure that ENROL
is updated with the appropriate leaving reason(s), teaching
and learning note(s) where necessary, and correct last
day of attendance when one of the following occurs:
● the school has been advised that the student is no
longer attending the school;
● the student has been absent for 20 school days
without the principal being informed that the absence
is only temporary; or
● the student has been absent for less than 20 days
but the principal has reason to believe they will not
return to school.
b. The principal of a user school must ensure that when
teaching and learning notes are included on a student’s
ENROL record, supporting information has been kept on
the student’s file in the school.
c. When the principal of a user school has ascertained
the last day of attendance at their school, he or she must
ensure that the student’s record in ENROL is updated
with that information within five school days.

Rule 6 – Non-enrolment notifications
a. When a non-enrolment notification task is emailed to
a user school from ENROL, the principal of that user
school must ensure that the non-enrolment notification
form is completed and emailed to the Ministry as soon as
possible but within five school days.
b. The principal of a user school must ensure that all
contact details for the student held by the school, and
any additional information (e.g. involvement with other
agencies) that will assist with locating the student, are
entered on the form.

Rule 7 – Access to information held in ENROL
a. The principal of a user school must provide parents and
students with the information sheet provided by the
Ministry when the student enrols. The information sheet
will explain:
● the purpose of ENROL;
● who the authorised users of ENROL are and their
obligations and responsibilities in respect of their use
of ENROL;
● that information related to the student’s enrolment
will be available to the next school;
● that parents and students are entitled to request access
to and/or correction of, their personal information
held in ENROL from the current school of enrolment
or the Ministry; and
● students’ entitlements and parents’ obligations in
respect of enrolment.
b. The principal must ensure that the “Keep Information
Private” check box is activated on the student’s ENROL
record in the following circumstances:
● 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;
or
– where the student or a family member is under a
witness protection programme under the Evidence
Act 1958; or

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● where the principal has reasonable cause to believe
the student is likely to be at significant risk if the
checkbox is not activated.
c. Principals must comply with all relevant legislation
when responding to requests for information from a
student or parent.

Rule 8 – Records to be retained by schools
The principal of a user school must ensure that:
a. the school’s own enrolment record is completed and
signed by the parent(s) and/or student;
b. a copy of the school’s enrolment form for the student is
retained for seven years after the students have left the
school; and
c. the E19/22A forms for all students whose enrolment
details are entered into ENROL are retained for the
period of seven years after the students have left
the school.

Rule 9 – Updating the enrolment record when a student
transfers to a non-user school
a. Where a student, who has previously been registered in
ENROL, transfers to a non-user school, the principal of
the non-user school, the principal of the last user school,
and the Ministry, must follow the process outlined below
to maintain the student’s record in ENROL once it has
been created. Schools will need to follow this manual
process until all schools are using ENROL.

Process details
Student moves from a user school to a non-user school,
e.g. a full primary or a composite non-user school
i. In response to a request for the student’s enrolment
record (or E19/22A) from the principal of the non-user
school, the principal of the last user school must:
● confirm that the student’s record in ENROL is
updated with the last day of attendance, leaving
reason(s) and teaching and learning note(s) if
required, in accordance with Rule 5;
● provide a printout of the student’s updated ENROL
record to the new non-user school;
● inform the Ministry of the new non-user school of
enrolment by sending an email to:
enrol.support@minedu.govt.nz
ii. The Ministry will confirm the student’s enrolment in the
non-user school and update the ENROL record.
Student in a non-user school, who has previously been
registered in ENROL, transfers to another school
iii. If the principal of a non-user school becomes aware the
student has transferred to another school, the principal
must update his or her copy of the student’s enrolment
record with the last day of attendance, leaving reason(s),
teaching and learning note(s) if required, and intended
destination if known, and provide a copy of the updated
enrolment record to the Ministry.
iv. The principal of the non-user school must keep a copy of
the updated enrolment record along with the E19/22A
forms that the school holds for its other students.
v. If the principal of the last non-user school receives a
request for the student’s enrolment record (or E19/22A),
he or she must advise the Ministry of the student’s new
school by sending an email to:
enrol.support@minedu.govt.nz
The Ministry will confirm the student’s enrolment
with the new school, update ENROL and provide a copy
of the updated enrolment record to the new school.
vi. If the student transfers to a user school, the principal of
the user school completes their enrolment process as
outlined in Rule 3, and advises the Ministry by sending
an email to: