When assessing whether you comply with GMA208

Questions we are likely to ask 

• How are enrolment and attendance records kept at the service, including for children that no longer attend?
• Can you show me where do you store enrolment and attendance records?
• Can you talk me through how 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 (Chapter 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

An example enrolment form can be downloaded from appendix 2 in the ECE Funding Handbook. 

Appendix 2: Resources and examples

6-1 Enrolment records

Restricted or no access to a child

If a parent or guardian informs you that another parent or caregiver is not allowed to have contact with their child, they must provide a copy of the relevant court order. This document must be kept with the child’s enrolment information. Educators must be clearly informed how 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

Section 6-3 in the ECE Funding Handbook details what is required in keeping attendance records. Attendance records may be kept in a form to suit the service.

6-3 Attendance records

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

Sign-in sign-out template [PDF 91KB]

Information security

You should be familiar with your obligations under the Privacy Act 2020. This includes the 13 information privacy principles that relate to collecting, holding, and use and disclosure of personal information. 

Office of the Privacy Commissioner

Privacy Act 2020

Keeping accurate enrolment and attendance records is essential for verifying a child’s participation in the service and ensuring funding is only provided for children who are enrolled and attending.

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

Enrolment records should be checked at least once a year, but it’s even better to review them more often if you can. This helps make sure the information is up to date and that nothing important is missing or out of date. 

Make sure records are stored securely so only the right people can access them. 

Also, think about how you'll archive records for 7 years, so you can easily find a child’s record if needed.