Managing student and teacher data

Simplify and automate tasks for running your school, and share data between students, teachers, and schools, with these systems and tools.

Find here the level of compatibility each Student Management System (SMS) has with Ministry systems.

• Transferring data between schools
• Sharing data from your Student Management Systems
• Further information

Transferring data between schools

With Student Record Transfer (SRT) you can easily send student records from one school to another as the student moves, for greater accuracy, with less administration. Transfer can be done using any kind of Student Management System (SMS). The SRT means that there is no need to re-enter a student’s record each time they move schools.

With SRT you can transfer much more detailed information from your students’ files such as their:

• records from ENROL and the pre-enrolment register
• assessment records
• caregiver information
• medical, assessment and attendance records.

Benefits include:

• saving administration time and cost
• earlier and better information about student transfers, for better decision making on matters like resourcing, staffing and timetabling
• secure, accurate transfer of data – all transfers are logged both in SRT and in the school's SMS.

To find out how the SRT works, follow the below links:

How SRT works video – Youtube(external link)

How SRT works – transcript of the Youtube video [DOC, 33 KB]

Sensitive data records

Tell your school’s community you’re using SRT to transfer student records. You don’t need each caregiver’s express permission. But if a record is sensitive you or the student’s caregivers may not wish to have it transferred electronically.

How to get SRT for your school

SRT is available free from all the Ministry’s software vendors. Talk to the vendor who supplied your SMS or contact the Ministry for advice.

Contacting vendors of School Management Systems for vendor contacts

or email Data.Team@education.govt.nz for externals.

The decision to use SRT should be made by the principal, the leadership team and the person who does your ENROL uploads.

Privacy and data transfer

SRT meets the requirements of the Privacy Act 2020 and the Education and Training Act 2020. Misuse can lead to prosecution.

Sharing data from your Student Management Systems

Your School Management System is compatible with many systems for managing aspects of your school. Different ‘modules’ help you with tasks including tracking attendance, enrolling students, and putting student logons into your data network.

School Management Systems are compatible with modules for different aspects of running your school. Here’s a table of systems and the modules compatible to each.

Contacting vendors of School Management Systems

Last reviewed: 01 March 2023 Has this been useful? Give us your feedback