School Leadership (such as the Principal or Deputy Principal) can:

• decide which staff have access to the Attendance CMS to make requests for support
• make new requests for support
• update some information on active cases, e.g. the Primary Contact name, add comments or upload documents.

The Primary Contact (e.g. home room teacher) for a request for support or case can:

• make new requests for support
• update some information on active cases where they have been named as the primary contact for that student e.g. add comments or upload documents.

School Office support can:

• manage the access to the Attendance CMS for staff based on the Principal’s decision
• make new requests for support
• update some information on active cases, e.g. change the Primary Contact, add comments or upload documents.

ISPs work on low-risk Attendance cases for one school only. In most cases, there will be one member of school staff dedicated to ISP Attendance work.  They will hold the Workflow Lead role.

The ISP Workflow Lead can:

• ­do all the things an ASP Workflow Lead can do for requests for support and cases, for their school only

ASPs have Case Management staff who work directly with students and parents, and a Workflow Lead who oversees their work.

The ASP Workflow Lead can:

• ­   do all things a Case Manager can do
• update requests for support to assign to a Case Manager, or re-allocate to another ASP
• update information on active cases, such as notes or uploading documents
• create reports on cases and dashboards for service monitoring.
• ­   manage the access to the Attendance CMS for their staff

ASP Case Managers can:

• update requests for support assigned to them
• update information on active cases, including all correspondence, activities, notes or uploading documents
• share specific information with the school’s Primary Contact and Leadership
• request additional support for a student from other agencies, with the consent of caregivers
• label information as sensitive within the Attendance CMS, to limit who else can view that information
• create reports and dashboards on their current cases.

The Central Investigation Team can:

• review requests for support to determine whether they meet Attendance Service criteria
• allocate cases to ASPs, or change the allocation from one ASP to another
• make information requests to other Government agencies including Immigration, MSD, Oranga Tamariki and Police, and update case information to assist with locating a student.

The National Contracts team can:

• create reports and dashboards of cases at a national, ASP or ISP level.

Regional Contract Managers can:

• ­create reports and dashboards on cases for the ASPs they monitor.

some Regional Office staff can:

• ­create new requests for support only.

The Prosecutions team can:

• review all detailed information on active cases that have been notified for potential prosecution, including all correspondence, activities, notes or uploaded documents
• create a Prosecutions report.

The School Leaders can see:

• ­   all requests for support (including drafts) and all active cases for students at their school
• ­   request for support and case history (including closed cases) for students at their school
• ­   the detailed support plan agreed for a student
• ­   detailed documents and comments in the case record that the ASP has chosen to share with them
• ­   dashboards and reporting showing the status of all requests for support and cases.

The Primary Contact for a case can see:

• ­   all requests for support (including drafts) made by themselves
• ­   basic information about an active case where they are the primary contact
• ­   the detailed support plan agreed for a student where they are the primary contact
• ­   detailed documents and comments in the case record that the ASP has chosen to share with them.

School Office support can see:

• ­all the staff at the school who have access to the Attendance CMS
• all requests for support (including drafts) made by themselves and other staff at their school
• all active cases for students at their school, and basic information about closed cases
• dashboards and reporting showing the status of all requests for support and cases.

ISP Workflow Lead can see:

• ­all the information an ASP Workflow Lead can see, for all requests for support or cases from their school only.

ASP Workflow Lead can see:

• all staff at the ASP who have access to the Attendance CMS
• all information, including sensitive information, about requests for support and cases assigned to the ASP, whether open or closed.
• the case history for closed cases managed by other ASPs, when the same student has a new case assigned to the ASP
• all the reports and dashboards a Case Manager can see

ASP Case Managers can see:

• all staff at the ASP who have access to the Attendance CMS
• all information about all requests for support and cases assigned to themselves, whether open or closed, including requests for information from other agencies, requests for additional support, and sensitive information
• student daily attendance data reported by a school to the Ministry for all active cases assigned to themselves
• request for support and case history for closed cases managed by other ASPs, when a new case for the same student is assigned to the Case Manager
• most information about a case where they have been assigned as a team member to provide support to the main Case Manager. e.g. fluency in a family’s main language
• reports on their cases and any previous cases for students they are currently working with
• dashboards of their cases for service monitoring including case load management.

The Central Investigation Team can see:

• ­High-level information (excluding detailed case notes) in cases in the Attendance CMS, open or closed, for all ASPs and ISPs.

The National Contracts team can see:

• high level information for all cases in the Attendance CMS
• basic demographic information about all cases (a student’s last known home address, enrolment status, the school they last attended)
• the roles assigned to all ASP, ISP, and school staff
• reports and dashboards on cases at a national, ASP or ISP level.

Regional Contract Managers can see:

• high level information for all requests for support and cases assigned to ASPs that they monitor for contract management purposes
• national level overall performance measures, to compare service level performance of the ASPs they monitor
• view reports and dashboards on cases for the ASPs they monitor.

Regional Office kaimahi can see:

• all requests for support (including drafts) made by themselves

The Prosecutions team can see:

• ­all information on active cases notified for potential prosecution, including all correspondence, activities, notes or uploaded documents.

Technical support staff are not users of the Attendance CMS, they can see:

• logging data such as dates & times of access, IP address
• what actions you take in the Attendance CMS
• which pages you look at in the Attendance CMS.

Schools must comply with the Education and Training Act 2020, including for Attendance Services.  In doing so schools must comply with the Privacy Act 2020 and its Privacy Principles. This includes making sure that personal information in the Attendance CMS is:

• collected, used, and shared lawfully
• is correct, and kept up to date
• is kept secure and only appropriate authorised people can access it.

ISPs and ASPs must comply with the Privacy Act 2020 and its Privacy Principles in delivering Attendance Services. This includes making sure that personal information in the Attendance CMS is:

• collected, used, and shared lawfully
• is correct, and kept up to date
• is kept secure and only appropriate authorised people can access it.

The Ministry follows best practices for security and privacy, managing risks to protect all information collected, stored, or shared for Attendance Services.

The Ministry is responsible for:

• assisting schools and ASPs in using the Attendance CMS
• providing technical support to the Attendance CMS
• using Attendance Service data for management and reporting purposes
• helping students and whānau by attending multi-agency meetings (roundtables) to ensure students get the support they need
• testing how well the Attendance CMS is working, including keeping the system secure and the information private
• ensuring that any information shared to another system meets required security and privacy standards
• providing information to the Attendance CMS, such as updates from ENROL,
• providing daily attendance data received from schools for students who have an active case.  The Privacy Statement applicable to daily attendance reports can be found here Attendance | Education Counts.
• managing any identified risks
• identifying inappropriate access
• applying necessary patches and updates to the system
• responding when someone asks for information under the Privacy Act or the Official Information Act.

Your rights under the Privacy Act 2020

Under the Privacy Act, you have the right to ask for a copy of any information the Ministry holds about you, and to ask for it to be corrected if you think it’s wrong.  

You can request a copy of information we hold about you by emailing enquiries.national@education.govt.nz.

All users of the Attendance CMS can see the Biographical information stored about themselves by:

1. Logging in to the Attendance CMS
2. Selecting ‘Profile’ from the menu.

They can correct that information by:

• changing it in the Attendance CMS, or source system (e.g. ESL)
• asking their Workflow Lead to change it.