Roll returns process

The roll return submission process is performed starting from the Roll Count day and must be concluded within 10 days from this date.

For example, in 2023 the two Roll Count days are:

• 1st March 2023 (Wednesday), with the period concluding on 8th March 2023 (Wednesday)
• 1st July 2023 (Friday), with the period concluding on 7th July 2023 (Friday).

Roll returns are submitted by preparing, approving and sending eReturns using the MOE tab of the Import/Export Student Data window. See Import/Export Student Data - MOE tab.

There are two roles involved in the roll returns process:

• Preparer
  • validates data
  • generates the roll return
  • previews the roll return aggregate reports to ensure student data is correct
  • requests approval from the Approver.
    
    Note: Preparers must have the STU|StudentImportExport|MOE|PrepareRollReturn security permission. See Group/User Security Maintenance - Groups View in the System maintenance manual.
    
    
• Approver
  • confirms whether student data in the roll return aggregate reports submitted for approval is correct
  • rejects the roll return if the information submitted for approval is incorrect
  • approves and sends the roll return if the information submitted for approval is correct.
    
    Note: Approvers must have the STU|StudentImportExport|MOE|ApproveRollReturn security permission. See Group/User Security Maintenance - Groups View in the System maintenance manual.
    
    

Preparing roll returns for approval

Note: You must have the STU|StudentImportExport|MOE|PrepareRollReturn security permission to complete these steps. See Group/User Security Maintenance - Groups View in the System maintenance manual.

To prepare a roll return for approval the Preparer:

1. Validates student data. See Validating student data.
2. Generates the roll return. See Generating roll returns.
3. Previews the roll return aggregate reports to ensure the student data in the reports is accurate. See Previewing roll return reports.
4. Requests approval from the Approver. See Requesting roll return approval.
   The Approver receives the NZMOE Roll Return Ready for Approval Action Centre message notifying them of the roll return pending approval. See Approving roll returns (below).

Approving and sending roll returns

Note: You must have the STU|StudentImportExport|MOE|ApproveRollReturn security permission to complete these steps. See Group/User Security Maintenance - Groups View in the System maintenance manual.

To approve a roll return the Approver:

1. Views the roll return aggregate reports submitted for approval to confirm that the student data is correct. See Viewing reports submitted for approval.
2. Either the Approver:
   
   • Rejects the roll return. See Rejecting roll returns.
   
   If a roll return is rejected the Preparer:
   
   - receives the NZMOE Roll Return has been rejected Action Centre message
   - must repeat the Preparing roll returns for approval process (above).
   
   • Approves and sends the roll return. See Approving and sending roll returns.
   
   Note: For information about ensuring the system for submitting electronic roll returns is functional. See Electronic roll returns (eReturns).