MoE Roll Returns

Important

Important – Before attempting the Roll Return you must have done the following

The Scholastic module must be on version 2018.0.0.639 or higher

Spider must be 2020.01 or greater

You must have installed the latest version of Print Tray (PCSQ) 2019.08.08 or higher on the machine doing the Roll Return

You must have updated your Language Learning Index (for both Maori and Pacific Medium).

You must run a preview of the March 2020 Roll Return to activate the changes and create the additional code files required for 2020.

The purpose of this Guide is to take you through the process of preparing compulsory MoE data.

PCSchool is able to assist you in preparing the correct MoE information and in creating an accurate file to upload to the Ministry of Education.

A Roll return is a set of tables completed by New Zealand Schools. The Roll Return contains questions and tables which must be completed by the school in order to receive funding and or resources from the Ministry of Education.

PCSchool is fully compliant with the data required for the MoE Roll Returns and allows easy uploading of files via Web Services. It is only necessary to enter data in Student View once for this information to be compiled and lodged.

The Roll Return is completed by all NZ schools in March and July, and additionally by all non-private NZ schools with Year 9 and over in June and September.

Securities

Approver will need to have the security "239 Submit government reporting"’.  This security should be assigned by your PCSchool Security Administrator. If unsure please contact the Help Desk.

Print Tray (PCSQ)

Click on the following link for instructions on installation.

http://www.pcschool.net/download/PCSQ/PCSQ.pdf

Return Dates

The table below lists which schools have to complete returns when they are to be compiled.

Private Schools are NOT required to provide June and September returns, but SMSs don’t need to treat them differently from and State and State Integrated Schools.

From 2019 on, Teen Parent Units will not provide their own roll returns. Teen Parent Units’ students must be included in the host school’s return with a Student Type that reflects their attendance at the TPU.

E-Returns Official Timeline - Secondary and Composite Schools

Primary and Intermediate Schools

The table below summarises which tables are required for each school type.

Amendments for 2020

Please update all CODE SETS using the links to online lists including ELIGIBILITY CRITERIA, VERIFICATION DOCUMENT TYPE, IWI, COUNTRY, ETHNIC, and SCHOOL NAME AND NUMBER CODES.

1. Donations Scheme
   • Question added during July Electronic sign-off, requiring a response before approval and submission

• Field added to .moe file footer to record school response.

2. STP
   • Secondary Tertiary Programme 11 and 25 have been removed
   • Several provider names have been updated
   • Change to warning 670 to become an error validation (692)
3. 4 New Subject Codes
   • Agribusiness: AGBU
   • Digital Technologies: DTEC
   • New Zealand Sign Language: NZSL
   • Psychology: PSYC
4. Student Address DQ Improvements - Student address should not be a postal value. Residential address is required for transport planning

• Schools must enter the residential address of the student.
• ‘PO Box’, ‘Private Bag’ or ‘Care of’ (‘c/o’, ‘c/-‘) address values should not be accepted.
• The aim is for addresses to be capable of being geo-coded so that the Ministry can use the addresses for the above funding and planning calculations

5. Funding Year Level
   • New special instruction to enable Contributing (1-6) schools to reset FYL of ORS flagged students
6. Student’s Boarding Status
   • Homestay students are not to be recorded as boarding students.

Maori Language Learning Index

At the beginning of each year the Language Learning Index for both Maori and Pacific Medium Level must be updated before the March MoE Roll Returns. You can use either ‘User Defined’ entries or the ‘Subject Supplement’ tab.

User Defined

Path:   Scholastic > System Functions > User Defined Codes

You will need to ensure that the Language Levels are set up in your User Defined Codes.

Maori Language Learning Index

Pacific Medium Language Level

Allocate the levels using Quick Student Data Entry

Path:               Scholastic > Administration > Quick Student Data Entry

It is important to realise that when using this method you need to delete the previous year’s entries. This can be done quickly by using the ‘Allocation of Language Learning’ under the Global Subject Modification.

However, should you use this process please be aware that it will delete all entries so if you wish to retain some of the information do not use it.

Subject Supplement

Path:               System Functions → Curriculum Control Files → Subject Supplement

Hours per Year, Instructional Year Level (Learning Zone), Language Level (Maori or Pacific Medium Level, depending upon the Subject). Note the students must have the subject allocated to them for this to work.

Completing the Return – For the Administrator

Follow the steps below to create the Roll Return and correct any errors.

Path:               Utilities → Data Capture → NZQA-MoE-asTTle

Path:               Subjects → Data Capture → NZQA-MoE-asTTle

Unless a year level has been selected in Selection Criteria the Roll Return will be completed for all Students based upon *C. You cannot use a Tag Set to select an Individual Year level.

You will activate a window asking if you wish to continue, Click Yes.

If you receive Critical Errors when creating the Preview, they must be corrected before you will be able to continue.

In the error log, tabbed in from the left, there will be a series of warnings; those starting at the far left are critical errors, critical errors must be corrected. You can lodge your return with warnings, but not critical errors.

Once the critical errors have been rectified, re-run the preview until you, receive the message Preview Complete.

Click Ok, check the warnings, once assured the data is correct change the Output Destination to Print to Printer and click on ‘Print reports and Prepare file’.

You will be given the option of printing the Tables Only or Print all the Records, if you print the Tables only and find an error you will need to Reprint the Reports

If you have an issue with one of the reports, you will need to print the records that make up the Tables to check the information.

If applicable you will be asked if you wish to print the optional tables.

Once the Reports are printed you will be asked if you wish to continue and print Class Lists. This is no longer mandatory so it is up to personal preference.

The appropriate printouts will be sent to the printer and the file will be created. 

Reports

 Table M2

Table M3

Table M4

Table M6

Validation Statement

Audit Roll

Maori Language

Please note that the below screen. You should go through the tables with the Approver before you Notify them electronically.

Please note that the below screen. You should go through the tables with the Approver before you Notify them electronically.

Once the file is completed you will need to click on ‘Notify Approver to Submit File’. This will generate the following email which the Approver will receive.

Completing the Return – For the Approver

Approver to check and Submit File

You will receive an email from the Administrator when they believe the return has been compiled successfully (It is advised that you go through the hard copy of the data with the Administrator as in the past).

Upon receiving this email, proceed to the back office and click on the link series of screens (see next page). Each one will need to be approved by you to progress through the process. If you don’t agree with the data you can ‘Reject’ the file at any time.