The ECE Census
Common Terms
| Terms | Description |
|---|---|
| ECE | Early Childhood Education |
| NSN | National Student Number |
| SMS | Student Management System |
| Ministry | Ministry of Education |
Does my service have to complete an ECE Census?
Does the ECE Census collect staff names?
The ECE Census does not collect staff names, nor does it identify individual staff members.
Should I include relievers in the ECE Census?
Yes, all staff in a teaching role that had child contact hours during the ECE Census week, including relievers, must be accounted for in the ECE Census.
Please make sure your staff qualification, certification and demographics are recorded/entered for your relieving staff.
Why does my service need to keep our staff records up to date for the ECE Census?
Your service should keep staff records up to date during the year so that you won't have to spend time loading staff details when an ECE Census is due. If your staff records are up to date, you will be able to select from the list of any teaching staff that worked at your service and add contact hours.
ALL staff working at your service in teaching roles, including relievers, and non-teaching roles, should be recorded.
In particular, please make sure you staff's qualification, certification status and demographics are up to date.
Why do some people who have left my service show in teaching staff roles in my current ECE Census?
The ECE Census collects information on all teaching staff who have worked at your service since the last ECE Census week.
This information gives the Ministry more insight on changes in the ECE teaching workforce for monitoring and reporting purposes. By including the start and end dates for staff in teaching roles at your service, the Ministry will be better able to determine the numbers of teaching staff in the ECE sector at any point in time.
Please make sure those teaching staff that worked during the ECE Census week have their contact hours recorded.
How is the ECE Census different from the paper-based RS61?
The ECE Census has fewer questions than the RS61, as information about children's enrolment and attendance is already being collected through the ELI system. The ECE Census collects staff information that is not collected elsewhere. Submitting electronically is a more efficient way of sending the required information to the Ministry.
How often do I need to complete the ECE Census?
Currently, the ECE Census is required to be submitted annually. The Ministry will advise early learning services of the dates for ECE Census in advance.
How will I know the date for the ECE Census week?
The date of the ECE Census week for which data is collected, will be confirmed in advance by the Ministry in He Pānui Kōhungahunga - The Early Learning Bulletin(external link).
I am a service provider for more than one early learning service. Does an ECE Census need to be submitted for each service?
Yes. Each licensed early childhood service must submit an ECE Census to the Ministry.
What are 'contact hours'?
Contact hours are the actual child-contact start and finish times for all teachers who were teaching during the ECE Census week. This does not include non-contact time and breaks of 15 minutes or more.
What should home-based coordinators record as 'contact hours'?
The 'contact hours' for home-based coordinators are equivalent to being 'on duty', which means that coordinators are:
- mainly focused on, and involved in, supervising quality environments for educators and children in their service, and
- able to instantly respond to educators and parents in their service in person or over the phone.
Please note that 'on duty' does not include times when the coordinator cannot respond instantly to educators and parents in person or over the phone. The contact (on duty) start and finish times should be recorded for the specified days of the ECE Census week.
How will I know the Ministry has received my ECE Census?
Once you have submitted your ECE Census through ELI Web or an alternative approved SMS, a message is displayed on your screen acknowledging that your ECE Census has been submitted to the Ministry. You can also download an ECE Return Report to see the data that was sent to the Ministry. This report will be available the next day in ELI Reports. Alternatively, you can check with your SMS provider.
If I have made a mistake, can I edit my ECE Census after I have submitted it?
It is recommended that you print your ECE Census for your records before editing or creating a new version.
- In ELI Web, if you’ve made a mistake in your most recently submitted ECE Census, you can edit it and resubmit. This version will then become the current ECE Census displayed in ELI Reports for your service.
- Through your SMS, you can able to edit your most recently submitted ECE Census and resubmit it to the ELI system.
- For Casual Education & Care and Hospital based services that are required to submit the RS61 Return, if you need to edit anything, please email your changes to ece.statistics@education.govt.nz.
Does the ECE Census information sent to the Ministry influence funding for my service?
No. The information in your ECE Census provides the Ministry with a snapshot of service activity for a single week of operation. However, submitting the ECE Census is a mandatory requirement of the ECE Funding Handbook, and funding may be withheld in part or in full, if a service does not submit a completed and accurate ECE Census by the due date.
ECE Funding Handbook - Ministry of Education
What is the ECE Census?
The ECE Census is an electronic collection of information from early learning services that focuses on service activity during a particular week as advised by the Ministry. The information collected by the ECE Census provides information on staff at the service, contact hours of staff in teaching roles during the ECE Census week, teaching languages and wait times.
As of 2014, the ECE Census replaced the paper-based RS61 for licensed early learning services connected to ELI. Services not eligible to connect to ELI need to complete the RS61 Return and submit it to the Ministry.
This information contributes to a comprehensive information base on ECE in New Zealand and is used by the Ministry to monitor and forecast ECE expenditure and design new policies.
For more information, visit the Education Counts website.
Annual ECE Census Return — Education Counts(external link)
Why might the Ministry contact me about my ECE Census?
The Ministry may contact early learning services that have submitted an ECE Census in order to check the data it is complete and accurate. This is an important part of the ECE Census process; to ensure that the information we use for reporting purposes is reflective of sector activity during the ECE Census week.
What does it mean to be a teacher certificated by the Teaching Council? How is this recorded in my ECE Census?
A teacher certificated by the Teaching Council holds a practising certificate marked:
- Tiwhikete Whakaakoranga Tōmua | Provisional Practising Certificate
- Tiwhikete Whakaakoranga Tūturu | Full Practising Certificate (Category One)
- Tiwhikete Whakaakoranga Pūmau | Full Practising Certificate (Category Two)
When you are completing your ECE Census, any teacher who is certificated (whether marked category one, category two, or provisional) should be recorded as a teacher certificated by the Teaching Council. Services should only select “not certificated” if the teaching staff member does not fall within one of these three categories.
What is a permanent staff member?
A permanently employed staff member is an employee in an established position in a non-relieving capacity.
When is a staff member considered full-time?
A person working in a particular role for a minimum of 25 hours per week is considered full-time.
What are the different non-teaching roles my staff can have?
• Senior management staff
Senior management staff includes service managers, directors, senior-staff professional leaders, parent liaison, curriculum planning staff, etc. These staff are not usually involved in the teaching of children but may be available to work in a teaching capacity if necessary. A person in this role working 25 hours per week or more is considered full-time.
• Support staff
Support staff are primarily engaged in maintenance, cleaning, food preparation or administrative support. A person in this role working 25 hours per week or more is considered full-time.
• Specialist staff
Specialist staff are primarily engaged in the care and education of children, e.g. psychologists, physiotherapists, etc. A person in this role working 25 hours per week child contact time is considered full-time.
What is a qualified staff member?
For the purpose of the ECE Census, a qualified staff member has an ECE teaching qualification or a primary school qualification that is recognised by the Teaching Council of Aotearoa New Zealand.
Please make sure these are recorded correctly in your SMS.
What new information will be collected from the 2020 ECE Census onwards?
Staff Member Age band
To better understand the demographics of the early learning workforce, the Ministry of Education will collect the age band of all educators and specialist staff employed by services as part of the 2020 ECE Census.
Total Hours worked during the ECE Census Week
For each employed staff member (paid and unpaid) the 2020 ECE Census will collect the total number of hours worked during the ECE Census Week. This includes contact hours, non-contact hours and breaks.
This is a mandatory field for staff members identified as an ECE Teacher, Playcentre Educator or Homebased Coordinator. If they did not work during the ECE Census Week, a zero (0) should be entered into the hours worked field.
If a staff member has a role such as Senior Management, Specialist Staff or Homebased Educator, they only need to provide hours worked if they worked during the ECE Census Week.
If a staff member has more than one role, please provide the total hours worked for all the roles during the ECE Census Week.
What are ‘total hours’?
Total hours are the hours that a staff member worked during the ECE Census Week. This includes contact hours, non-contact hours and breaks during the week.
When will the staff member’s age band be effective from?
The staff member’s age band is effective from their age on the Monday of the ECE Census week.
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