When assessing whether you comply with GMA109

Questions we are likely to ask

• How are enrolment and attendance records kept at the service, including for children who no longer attend?
• What is your process for storing enrolment and attendance records?
• How do you make sure attendance records are regularly confirmed by parents?

We are likely to look at, measure or count 

• Check the enrolment and attendance records include all required details outlined in ECE Funding Handbook (Chapters 6-1 and 6-3).
• Check the enrolment and attendance records are kept for at least 7 years.
• Check attendance records are regularly confirmed by parents.

We are likely to request

• Samples of enrolment and attendance records for children who are currently enrolled, as well as for those who attended within the past 7 years.

The tools below are here to support you, but you do not have to use them. You can use other tools or methods that work better for your service.

Enrolment records

You can download an enrolment form template from appendix 2 of the ECE Funding Handbook.

Appendix 2: Resources and examples – Ministry of Education

6-1 Enrolment records

Restricted or no access to a child

If a parent or guardian informs you that someone cannot come into contact with their child (including a parent or caregiver), they must provide you with a copy of the relevant court order. This document must be kept with the child’s enrolment information.

Staff at the service must be clearly informed to ensure the child’s safety and follow legal requirements.

Education and Training Act 2020 Parent’s right of entry – New Zealand Legislation

Attendance records

You must keep attendance records in line with section 6-3 of the ECE Funding Handbook. You can keep and maintain these records in a way that suits your service.

6-3 Attendance records – Ministry of Education

A template for sign-in and sign-out records is included in Appendix 2 in of the ECE Funding Handbook:

Sign in sign out template PDF | 91KB

Information security

Think about how you will archive records securely for 7 years, while making sure you can find a child’s record, when needed.

You should be familiar with your obligations under the Privacy Act 2020. This includes the 13 information privacy principles for collecting, storing, using and disclosing personal information.

Home – Office of the Privacy Commissioner

Privacy Act 2020 – New Zealand Legislation

It is essential to keep accurate enrolment and attendance records to verify children’s participation in the service. This helps makes sure that government funding is provided to children who are enrolled and attending the service.
 

Doing more than the minimum can shape better outcomes for children. Here are some ideas or examples you might like to consider:  

• We recommend that you regularly check your enrolment and attendance records, no less than once a year. This can help make sure enrolment information is up to date.
• It’s a good idea to check attendance partway through the day. This helps make sure all children are still present, which is especially important in case of an emergency.