In March and July New Zealand Primary Schools are required to return roll information to the Ministry of Education.
LINC-ED makes this process really simple.
To complete this process you must have administrator access to your LINC-ED site.
- Click on the Administration Tools icon
- Click on Menu then Roll Returns
The page that you will see is separated into two sections.
The top sections will give you the option to validate your data for the current period. The options available will differ depending on the time of year, you can only generate an 'official' return between certain dates as specified by the Ministry of Education. Simply select the appropriate option eg 'Check date for March/July DRAFT file'.
The second section on the page will list all the previous return files which have been created. You can select these buttons to download historical data should it be required.
NB: To complete roll returns you must have entered your school’s ENROL integration password under Admin -> School Options
Checking and Validating your data
When you select the 'Check' button, LINC-ED will run validation tests on all the data stored for your current students. If any data is found to be incorrect or invalid, you will be presented with a list of students and the corresponding errors.
Each block will relate to a single student.
Each line within the block will relate to a different error for that student.
Click on the information page link alongside the error message to take you directly to the student's information page to correct the data.
Once you have corrected that particular child you can use the back arrow to return to the list and continue. Remember to refresh your page to update.
The Admin page link will take you to the administration page for a student where you can change their enrolment status or delete a duplicate entry.
See the help article Roll Returns Pre-checks for more information on checking your data.
Generate your reports
Once your data has been successfully validated you will be shown a button to 'Create files and tables for the Ministry'.
When you select this button all the necessary files will be created and an email with the link will be sent to your principal to validate.
NB: School administrators will not be able to view/print the tables or download the file until the approval has been completed. Therefore, School Administrators may wish to work with the Principal in checking the accuracy of the data. Refer to ‘Checking your Tables’ below for details of what to look for.
Once all the summary tables have been approved, the file is digitally signed with the Principal’s LINC-ED login and sent directly to the Ministry.
After your principal has approved your roll return the download buttons will appear. The first button Print all the required Tables associated with this file is your paper copy of all the data going to the ministry. If your data is not correct here, then it will not be correct in the .moe file.
Checking your Tables
Things to check:
Table M1 - The Total Roll must match your current roll. This will be a sum of both the Regular Students column and the Fee-Paying Students Column. If you have carried out all your pre-checks correctly, this should match. If it does not match see Checking your Audit Lists.
Table M2 - The total will only differ from M1 if you have Foreign Fee Payers as this table only prints Regular Students.
Tables M3-M6 - Should all match your M1 totals. These should not normally cause any problems as the same records are being printed in different ways.
Table M7 - Check your totals here. They should match M2 as it excludes Foreign Fee Payers. If this does not add up, you will need to check your Maori Language Learning Levels to see if you have any outside the norm.
All other tables will be empty.
To print your tables, right click and select Print. Schools should print their roll return tables so they can review their roll summaries. They should keep these on-site for their records and for tabling at their next BOT meeting.
NB: In March tables will start with an M, in June they will start with an E, in July they will start with a J, and in September they will start with an S
Checking your Audit Lists
The second button Print all the Audit Tables associated with this file will provide your Audit reports. Schools will still need to print their Full School Audit Roll and keep this on-site for audit purposes.
NB - completing the audit class lists is now optional so you do not need to print these.
You may also wish to print your Maori Language Resourcing List and List of Fee Paying Students. The Audit Term Attendance Register has been replaced by the List Builder pre-made report so is not required.
If your totals in M1 do not add up to your current roll the best way to check find the error is to copy and paste the contents of the Full School Audit Roll into Excel. From here you can sort your students by class and check your class numbers. This will reveal if you have any students appearing in your roll who are no longer current students or any students missing from classes. Once you have identified the error student, you can check the mandatory fields outlined in your pre-checks.
The M2 table is for schools that have an enrolment scheme. If your school does have an enrolment scheme and are missing this table please contact the help desk and we will add it for you.