There are different data-management processes for students leaving secondary education and students transferring to another secondary school.
It's important for schools to follow the right process so that all student records are complete and accurate.
On this page
Students leaving secondary education
When a student leaves secondary education, schools need to make sure the student's outstanding results can be reported and viewed online, and their relevant qualifications awarded.
To make sure this happens, schools must:
- report all missing internal assessment results to NZQA
- withdraw any internal entry that does not or will not have a result recorded against it
- withdraw all external entries unless the student has said they will sit the examination
- enter the student leaving date and reason for leaving in the school's student management system
- continue to update their SMS with any internal results and external entries for the examinations the student intends to sit
- update ENROL to show they have left school.
Your school’s Key Indicators in the school portal lists students who are withdrawn or leaving. The system will update the student’s enrolment status from leaving to withdrawn if they have no results or when they are enrolled with another school. Any enrolment with results stays active with the last school the student attended until they enrol with a new secondary school. This ensures NZQA can award appropriate qualifications, as students do not have access to withdrawn results.
Students transferring to another school
Students can only have one active secondary school enrolment with NZQA at one time.
When a student transfers schools, the previous and new schools must take the following actions so the transferring student’s record is accurate.
What the previous school must do
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Update ENROL to show the transferring student as a leaver.
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Update their SMS with the leaving date and leaving reason, but keep all valid entries and results active.
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Send a full transcript of the student's results to their new school on request, including any results confirmed after the student left.
What the new school must do
- Update ENROL to show the student’s change of school.
- Use the Candidate Results from Other Providers link in the MyNZQA school portal to download the student’s results from the current and any previous years, including qualifications and endorsements. Some SMS will require you to import this into your student management system, others will do this automatically. Please follow your SMS vendor's directions.
- Complete a data submission to NZQA, with an enrolment for the student. You will receive an error saying ‘learner is currently enrolled at provider xxx’ in your interface if the previous school hasn't sent an updated data submission to NZQA with a leaving date and reason for the student. Contact the student's previous school or your data manager at NZQA if the problem persists.
- Request a full academic transcript from the previous school to confirm that all the transferring student’s results are recorded with the correct provider code.
- Report any additional results using the previous school or external provider's code, making sure the correct provider responsible for the assessment is listed.
- Make entries for standards (including externals) the student will be assessed against in the remainder of the year.
- Check that standards, including those from the previous school, are allocated to courses appropriately.
If you need to contact the previous school, a list of contacts for Principal’s Nominees can be found under School’s Administration in the MyNZQA school portal.
Log in to the school portal (external link)(external link)
Late external entry process for transferring candidates
Students who transfer schools after 1 September will not have personalised booklets at the new examination centre school.
The new school must follow the late entry process, which includes adding the entry details to its data submission.
Papers must not be transferred between schools.