ENROL - Guidelines
ENROL is a register of student enrolments. It lets schools update enrolments as students enrol, change schools or leave the school system.
All schools must use it.
School access to ENROL
Contact your school’s Education Sector Logon (ESL) Delegated Authoriser to have the appropriate role assigned to your ESL account.
Logging in to ENROL
Follow the instructions on the ENROL Register page.
Things to know about privacy
Privacy is critical to the ENROL system. To protect that privacy it’s important that you never share your user login or password.
You can use ENROL for enrolment purposes only. For example, you can't use it to look up where your friends’ children go to school or any past students at your school.
ENROL keeps track of whenever you look up the details of a student who isn't enrolled at your school.
Most of the student’s details can be seen only by the school where the student is enrolled. Other schools can see only the student’s name, date of birth, National Student Number and enrolment history.
Access to ENROL is tightly controlled. Some staff in the Ministry and Vision and Hearing technicians at DHBs can access parts of ENROL.
For extra privacy, you can tick 'Keep Information Private' in the 'Student Details' screen. This is to protect the student’s privacy, for example, where there's a protection or restraining order. It can also be checked if the principal believes the student could be at risk.
If the box is checked, it means only the current school can see the student’s address and no other school can see the student’s enrolment history (including their current enrolment). ENROL keeps track of whenever someone looks up the student.
- To search for a student, click 'Find a Student' on the ENROL toolbar. If the student isn't attending your school (or if their previous school hasn't withdrawn them), you must search using 'Not at my school'. However, the information you'll get about the student is far more limited.
- Enter as much information as you can. You must at least enter the student's National Student Number (NSN) or their surname and first name. If you entered the NSN you don't need to tick 'Not at my school'.
- Click the 'Find a Student' button. A list that matches the criteria will come up at the bottom of the screen. ENROL includes near matches, for example, Robin and Robyn. To look at individual students in the list, click on the NSN or name. To go back to the list, click 'Back to List'.
- If you want to print a student report (if the student is enrolled at your school), click 'Display Printer Friendly Version' and then print from the File menu or from the browser toolbar. Click the 'Back' button to go back to ENROL.
You can create a record only for a:
- new entrant
- new student arriving from overseas
- New Zealand citizen who's returning to New Zealand after 2006.
All other students should already have a record. If you’re not sure whether a student has a record go to the 'Find a Student' tab first and search for the student (make sure you tick the option 'Not at my school').
Register groups of international students using by clicking on 'Add Group Students' on the 'Create a Student Record' tab.
Individual international fee-paying students, whether they're coming alone or as part of a family, are to be entered in ENROL as usual.
If in doubt about whether you should use the new form or enter the students individually in ENROL, phone or email Resourcing Support.
Phone: +64 4 463 8383
Email: e.admin@education.govt.nz
To create a record
- Click 'Create a Student Record' on the ENROL toolbar.
- Click the drop-down menu and select one of the 3 options.
- Click 'Confirm'.
- Enter the student's details exactly as they appear on the student's verification document. Don't take them from the enrolment form.
You must enter:
- the student's surname
- their first name and any middle names
- their date of birth, and
- their gender.
Use the correct capitalisation.
Separate the names with spaces, not commas.
A name must start with a letter. To enter names, you can use:
- letters of the alphabet, with or without accents
- hyphens
- apostrophes
- tilde.
Make sure you put capital letters, apostrophes and hyphens in the right places. For example, Hee-jin, Fa’a Tala.
If a student has only 1 name, enter the name in the 'Surname' section and enter a tilde (~) in the 'First Names' section.
- Click 'Check Name'. ENROL will bring up a list of matching records. Check these carefully. If the student is a new entrant and attended an Early Childhood Education service, then they may already have a National Student Number (NSN).
- If the student is on the list, click on their name or NSN and complete the details on the next screen. Make sure you follow step 4 above when entering the details.
If there's no matching record, click 'Create New NSN' and enter the student's details.
If you're not sure you have a match, always check the date of birth. If this is the same and if the names are almost the same, then it's a match.
If you're sure it's a match but the name in ENROL is missing middle names or contains a typo, select the matching record anyway, add the details (you can’t change the name at this stage) and save it. Then open the record again and click on 'Change Details' to update it. Refer to Changing the Student's details.- Click 'Next'.
- Enter the enrolment information. If the student is a new entrant, enter the 'Early Childhood Education Service' (up to 3) and include the average number of hours and the number of years they attended the service.
- Click 'Next'.
- Check the details. If they're correct, click 'Save'.
If you give a student 2 records by mistake
If you've accidentally created a new NSN for a student who already has one, phone or email Resourcing Support:
Phone: +64 4 463 8383
Email: e.admin@education.govt.nz
- Find the student using the process above. You can only change details for students enrolled at your school.
- Click 'Change Details'.
- Make the changes, then click 'Next'.
- Click 'Save' if you're happy with the changes, or click 'Back' to make further changes.
If you can't change the student's names or date of birth, phone or email Resourcing Support.
Phone: +64 4 463 8383
Email: e.admin@education.govt.nz
If you want to change a student’s enrolment information, such as their first day of attendance, click 'Edit Enrolment'. See 'Correcting enrolment information' below.
If the details you're trying to change are greyed out or if ENROL returns an error message, email: e.admin@education.govt.nz
When you send your email, make sure you include the error number, the NSN of the student, and attach a copy of the student's verification document.
ENROL automatically adds tasks to your task list. It also sends an email telling you that you have a task. You must action tasks within 5 working days.
If you wish to check or change your email, click the 'Update School Email Details' link at the bottom of the screen.
The tasks are:
- to complete a non-enrolment notification for a student
- to withdraw a student
- to update a verification document.
To see your tasks:
- Click 'Tasks' on the ENROL toolbar.
- Click on the name of the task to action it.
