Roll return audit requirements

The New Zealand Ministry of Education (NZ MOE) has a legal responsibility for ensuring schools submit accurate roll returns to allow the allocation of school resources. Resourcing Auditors are employed by the NZ MOE to verify the accuracy of the roll returns. Therefore, in addition to the current roll return requirements, the following roll audit requirements are required.

Schools should prepare these files after submitting the eReturn to the NZ MOE, so that they are available when an audit is performed on the school roll return.

Audit 1 - Full School Audit Roll

The Full School Audit Roll is an alphabetical listing of all students attending the school on the count date of the roll return. It is used to:

confirm that all students in the school have been included in the roll return
identify students other than full-time regular students, such as adult, part-time, alternative education and international students.

Note: This is the Audit1.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 2 - Audit Class Lists (Student Form Class lists)

The Audit Class Lists report is used to list students attending a class in alphabetical order for the purpose of recording attendance. For primary schools, this is the class in which a student regularly attends and for secondary schools this will be subject classes.

For all schools using electronic attendance registers, the Audit Class Lists must be completed manually by the classroom teachers on the count date for the roll return and the two school days preceding and the two school days following, the roll return count date. The Audit Class Lists must be completed by the classroom teachers during class time. This will enable a cross reference of names on the class list to names on the Full School Audit Roll to establish the attendance status of each student.

See Printing Audit Class Lists for roll returns.

Schools using electronic Attendance Registers

Schools should print the Audit Class Lists prior to the two school days preceding the roll return count date, have teachers complete the audit class lists over the five school day period and then retain them, with the copy of the roll return they submit to the Ministry, so that these audit class lists are available when the school is audited.

Schools using manual Attendance Registers

Schools using manual daily registers of attendance must complete the Audit Class Lists manually on the count date for the roll return. If they choose, schools using manual daily registers of attendance can also complete the Audit Class Lists on the two school days preceding and the two school days following the roll return count date. However, this latter requirement is mandatory for all schools using electronic attendance registers.

Audit 3 - Audit Term Attendance Register

Note: This applies to schools with approval to use Electronic Attendance Registers.

The Audit Term Attendance Register records the attendance of students attending a group. It reports the names of the students attending the group alphabetically, by legal name.

See Printing Audit Term Attendance Registers for roll returns.

Audit 4a - Māori Language Resourcing List

Māori language resourcing is based on the roll return aggregate reports M4 and J7 - Highest level of Māori language Learning.

The Māori Language Resourcing List allows the Resourcing Auditors to confirm a school’s claim for funding of Māori Language as per the selection criteria in the aggregate reports M4 and J7 in the March and July roll return.

Note: This is the Audit4a.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 4b - Pacific Language Resourcing List

Pacific language resourcing is based on the roll return aggregate reports M9 and J9 - Highest level of Pacific language Learning.

The Pacific Language Resourcing List allows the Resourcing Auditors to confirm a school’s claim for funding of Pacific Language as per the selection criteria in the aggregate reports M9 and J9.

Note: This is the Audit4b.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 5 - Student change of status

By tracking specific changes to student details, the Resourcing Auditors will be able to determine what these changes were, when they were made and the user ID of the person making the change.

See:

Audit 6 - Access to Synergetic for the Resourcing Auditors

The Resourcing Auditors need to be provided with access to Synergetic for use during the roll return audit. The Resourcing Auditors will only use the information in Synergetic that verifies the accuracy of the roll return and the attendance of individual students included in the roll return.

The Resourcing Auditors may also need to view the Synergetic lookup table with the school's absence codes, to ensure the correct mapping to NZ MOE's Audit Codes. The school must disclose if any absence codes have been changed or any additional codes have been created.

Audit 7 - Electronic Attendance Registers

For schools using Electronic Attendance Registers:

Print a copy of the electronic attendance register for every class or group at the end of each term of the current year. These attendance registers must be available for an audit.
Provide the additional documentation required to support the inclusion of students in the Roll Return who were not attending for tuition on the day of the Roll Return as detailed in the NZ MOE's Circular 1998/48 Roll Returns: 1 March and 1 July.
Monitor the attendance of individual students to ensure that each student is entitled to be included in the Roll Return.

Audit 8 - List of Exchange Students

The List of Exchange Students report is used to list exchange students attending your organisation on the roll count date.

Note: This is the Audit8.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 9 - List of Fee-paying Students

The Resourcing Auditors need to be provided with a list detailing the fee-paying students attending your organisation on the roll count date.

Note: This is used to confirm that the international fee-paying students have not been counted on the roll return.

Note: This is the Audit8b.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 10 - List of Students Not Funded

The Resourcing Auditors need to be provided with a list detailing students that are not funded (Type NF) attending your organisation on the roll count date.

Note: This is the Audit8c.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 11 - List of Students in Years 11 to 15 Showing Course Details

The Resourcing Auditors need to be provided with a list detailing the courses being studied by students in Years 11 to 15 on the roll count date.

Note: This is used to confirm that the attendance status for these students has been correctly reported on the roll return.

Note: This is the Audit11.pdf file produced in the roll return export. See Exporting roll return reports.

Audit 12 - List of Students in Years 11 to 13 in Secondary Tertiary Programmes

The Resourcing Auditors need to be provided with a list detailing students in years 11 to 13 undertaking secondary tertiary programmes (STPs) on the roll count date.

Note: This is used to confirm that the attendance status for these students has been correctly reported on the roll return.

Note: This is the Audit12.csv file produced in the roll return export. See Exporting roll return reports.