Changes to MoE guidelines

Annually the guidelines are reviewed by the Ministry of Education, and there may be changes to update or research various fields.

Each year the Ministry's roll returns guidelines are reviewed to ensure they fulfil research, statistical, and updated political monitoring requirements, eg. updated New Zealand policies, new programmes, or updates required to lists. The following is provided by the MoE, offering an alternative means to submit your file should there be any issues with e-Returns in edge. An e-Admin username and password is required for access to the secure School Data Portal to submit your school's approved student data file.

(For any concerns with this, contact the e-Admin contact centre 04 463 8383.)

Changes are yet to be made in the following areas in addition to updating all code sets including Eligibility criteria, Verification document type, iwi, country, ethnic, and school name and number codes:

Summary of Changes for 2016

Changes to the .moe file footer
The footer has been redesigned to make it easier to understand. Additional key information has also been added. See below.*
Reordering of Subjects
Environmental Sustainability, Equestrian and Defence have been included alphabetically within their subject groupings
Audit requirement 2 (Audit Class Lists) not required for 2016
Audit class lists are not mandatory for 2016, but are still available to print them
Statement regarding audit class lists removed from E1 and S1 Summaries
Removed validation rules 162-164
162 - superseded by 679

163, 164 - superseded
Validation rules 654, 665 and 677 updated
654 - now only applies to Returning Adult students

665 - now excludes Leavers

667 - now only applies to Funding Year Level 9 and above
Warning 670 updated
670 - FTE > 0.0 now allowed for STP codes 19 and 22 due to introduction of new courses of study in 2015
Removed Warning 680
Superseded by new error 682 and 683.
New Errors 682 and 683
682 - Funding Year Level does not correspond with age (ORS, funding year level <6, age, student type)

683 - Funding Year Level does not correspond with age (ORS, funding year level 7, 8, age, student type)
New Warnings 681, 684, 685 and 686
681 - Continuing Adults only allowed to attend an STP with Ministry approval

684 - Checks for STAR participation in a STAR funded course in previous/current year

685 - Funding Year Level may not correspond with age (ORS, funding year level <6, age, student type)

686 - Funding Year Level may not correspond with age (ORS, funding year level 7, 8, age, student type)
Updates following additions to STP codes list
Amendments to warning 671, STP field, and rules for M3, M4, M6, E3, E4, J3, J7, S3 and S4 tables

* Footer details for 2016 in full:

The footer allows for future electronic SMS sign-off for roll returns, and the 27 rows contain key funding data aggregations that principals will sign-off in a future sign-off process:

Row	Field#	Field	Type	Length	Note
1	1	Title	M[6]	6	Must say: Footer
1	2	Student Record Count	N[6]	6	Total Number of students at the school (must be equal or greater than the Total Number of Student on School Roll displayed in the header) For example: 354
1	3	Date File Created	D[8]	8	Exact date the file was created as YYYYMMDD For example: 20160301
1	4	Time File Created	A[4]	4	Time the file was created as HHmm (24 hours) For example: 1224
1	5	Approver	C[64]	64	Name of file approver
1	6	Approval Date	D[8]	8	Exact date the file was approved as YYYYMMDD For example: 20160301
1	7	Approval time	A[4]	4	Time the file was approved as HHmm (24 hours) For example: 1603
2	1-15	Header Row			This is a new Header row for the roll count, must say: YEAR,FR_M,FR_F,PR_M, PR_F,FA_M, FA_F,PA_M, PA_F,ST_M, ST_F,AE_M,AE_F,FF_M,FF_F
3	1	YEAR	N[2]	2	Must say: 1 , for Funding Year Level 1	Equivalent to M3, E3, J3 and S3 tables
3	2	Full Time Regular Year 1 Male	N[4]	4	Aggregation of Male Full-time Regular Students at Year 1
3	3	Full Time Regular Year1 Female	N[4]	4	Aggregation of Female Full-time Regular Students at Year 1
3	4	Part Time Regular Year 1 Male	N[4]	4	Aggregation of Male part-time Regular Students at Year 1 (Will be zero for year 1)
3	5	Part Time Regular Year 1 Female	N[4]	4	Aggregation of Female part-time Regular Students at Year 1 (Will be zero for year 1)
3	6	Adult Full Time Year 1 Male	N[4]	4	Aggregation of Male Full-time Adult Students at Year 1 (Will be zero for year 1)
3	7	Adult Full Time Year 1Female	N[4]	4	Aggregation of Female Full-time Adult Students at Year 1 (Will be zero for year 1)
3	8	Part Time Adult Year 1Male	N[4]	4	Aggregation of Male part-time Adult Students at Year 1 (Will be zero for year 1)
3	9	Part Time Adult Year 1 Female	N[4]	4	Aggregation of Female part-time Adult Students at Year 1 (Will be zero for year 1)
3	10	STP Students Year 1 Male	N[4]	4	Aggregation of Male STP students at Year 1 (Will be zero for year 1)
3	11	STP Students Year 1 Female	N[4]	4	Aggregation of Female STP students at Year 1 (Will be zero for year 1)
3	12	AE Students Year 1 Male	N[4]	4	Aggregation of Male AE students at Year 1 (Will be zero for year 1)
3	13	AE Students Year 1 Female	N[4]	4	Aggregation of Female AE students at Year 1 (Will be zero for year 1)
3	14	FF Students Year 1 Male	N[4]	4	Aggregation of Male FF students at Year 1
3	15	FF Students Year 1 Female	N[4]	4	Aggregation of Female FF students at Year 1
Repeat for all other year levels
4-17	1	YEAR	N[2]	2	–X for Funding Year Level, where X is 2-15
4-17	2	Full Time Regular Year X Male	N[4]	4	Aggregation of Male Full-time Regular Students at Year X (Where X is 2 – 15)
4-17	3	Full Time Regular Year X Female	N[4]	4	Aggregation of Female Full-time Regular Students at Year X (Where X is 2 – 15)
4-17	4	Part Time Regular Year X Male	N[4]	4	Aggregation of Male part-time Regular Students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	5	Part Time Regular Year X Female	N[4]	4	Aggregation of Female part-time Regular Students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	6	Adult Full Time Year X Male	N[4]	4	Aggregation of Male Full-time Adult Students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	7	Adult Full Time Year X Female	N[4]	4	Aggregation of Female Full-time Adult Students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	8	Part Time Adult Year X Male	N[4]	4	Aggregation of Male part-time Adult Students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	9	Part Time Adult Year X Female	N[4]	4	Aggregation of Female part-time Adult Students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	10	STP Students Year X Male	N[4]	4	Aggregation of Male STP students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	11	STP Students Year X Female	N[4]	4	Aggregation of Female STP students at Year X (Value will always be zero for years 2 – 8)
4-17	12	AE Students Year X Male	N[4]	4	Aggregation of Male AE students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	13	AE Students Year X Female	N[4]	4	Aggregation of Female AE students at Year X (Where X is 2 – 15) (Value will always be zero for years 2 – 8)
4-17	14	FF Students Year X Male	N[4]	4	Aggregation of Male FF students at Year X (Where X is 2 – 15)
4-17	15	FF Students Year X Female	N[4]	4	Aggregation of Female FF students at Year X (Where X is 2 – 15)
18	1-16	MLL Header row			This is a new header row for Maori Medium, must say: LEVEL, 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15
19	1	Category	M[4]	4	Must say: MLL1	Equivalent to M4, E4, J7 and S4 tables.
19	2-16	Māori Medium Level 1 Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 1 in Year X. X is from 1 to 15.
20	1	Category	M[4]	4	Must say: MLL2
20	2-16	Māori Medium Level 2 Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 2 in Year X. X is from 1 to 15.
21	1	Category	M[4]	4	Must say: MLL3
21	2-16	Māori Medium Level 3 Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 3 in Year X. X is from 1 to 15.
22	1	Category	M[5]	5	Must say: MLL4A
22	2-16	Māori Medium Level 4a Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 4A in Year X . X is from 1 to 15.
23	1	Category	M[5]	5	Must say: MLL4B
23	2-16	Māori Medium Level 4b Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 4B in Year X. X is from 1 to 15.
24	1	Category	M[4]	4	Must say: MLL5
24	2-16	Māori Medium Level 5 Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 5 in Year X. X is from 1 to 15.
25	1	Category	M[4]	4	Must say: MLL6
25	2-16	Māori Medium Level 6 Students Year X	N[4]	4	Aggregation of students in Maori Medium Immersion lv 6 in year X. X is from 1 to 15.
26	1	STP Headcount Header row			This is a new header row for STP headcount, must say :STP, 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15	Equivalent to totals from tables M7 and J11
27	1	Category	C[5]	5	Must say: COUNT
27	2-16	STP Students Year X	N[4]	4	Sum of STP students at all providers excluding 98 and 99 at Year X (Where X is 1 – 15) (Value will always be zero for years 1 – 8)

Looking for more answers? email support with your question.