School roll return guidelines Data Services

These guidelines are for helping schools complete their school roll returns.

Description

These guidelines are for all New Zealand schools including state schools, state-integrated schools and private schools.

Current roll return guidelinesUpdated: February 2026

2026 Roll return guidelines [PDF 969kB]
School roll return how-to sheet [PDF 140kB]
School roll return data quality report guide [PDF 215kB]
ENROL Data quality report guide [PDF 151kB]

How to send the dataUpdated: February 2026

All approved Student Management Systems have an eReturns functionality, meaning you can send the Ministry your electronic roll return file directly from your SMS. Please contact your SMS vendor if you require any further assistance on how to do this.

Alternatively, roll return files can be submitted via the Ministry’s Secure Data Portal – just ensure that you select ‘School Roll Return’ when choosing the file type. The Secure Data Portal must be used by schools without an SMS submitting the Excel template roll return form.

Secure Data Portal instructions [PDF 216kB]

Eligibility to enrol in New Zealand schoolsEducation Circular: November 2020

This circular is about the eligibility to enrol in New Zealand schools.

Circular 2020/08: Eligibility to enrol in New Zealand schools [Link]

Auditing of roll returnsEducation Circular: March 2013

This circular is about the requirements schools need to take into account when preparing accurate roll returns for resourcing purposes and the documentation schools need to keep in order to provide a clear audit trail.

Circular 2013/07: Auditing of Roll Returns [PDF 106kB]
Circular 2013/07: Auditing of Roll Returns[Link]

Roll returns 1 March and 1 July Education Circular: December 1998

This circular provides principals and Boards of Trustees with guidance in preparing accurate roll returns and in keeping documentation which will provide a clear audit trail.

Circular 1998(48); Roll Returns 1 March and 1 July [PDF 1.7MB]
Circular 1998(48); Roll Returns 1 March and 1 July [MS Word 73kB]

Historical roll return guidelines

2025 School roll return guidelines

2025 Roll return guidelines [PDF 1MB]

2024 School roll return guidelines

2024 Roll Return Guidelines [PDF 991kB]

2023 School roll return guidelines

2023 Roll Return Guidelines [PDF 983kB]

2022 School roll return guidelines

2022 Roll Return Guidelines [PDF 996kB]

2021 School roll return guidelines

2021 Roll Return Guidelines [PDF 994kB]

2020 School roll return guidelines

2020 Roll Return Guidelines[PDF 1.2MB]

2019 School roll return guidelines

2019 Roll Return Guidelines[PDF 2.0MB]

2018 School roll return guidelines

2018 Roll Return Guidelines[PDF 1.3MB]

2017 School roll return guidelines

2017 Roll Return Guidelines[PDF 873kB]

2016 School roll return guidelines

2016 Roll Return Guidelines[PDF 711kB]

2015 School roll return guidelines

2015 Roll Return Guidelines[PDF 872kB]

2014 School roll return guidelines

2014 Roll Return Guidelines: All Schools[MS Word 872kB]

2013 School roll return guidelines

2013 Roll Return Guidelines: All Schools[MS Word 696kB]

2012 School roll return guidelines

2012 Roll Return Guidelines: All Schools[MS Word 1.0MB]

2011 School roll return guidelines

Primary and Intermediate Schools

2011 Roll Return Guidelines: Primary and Intermediate Schools[PDF 515kB]
2011 Roll Return Guidelines: Primary and Intermediate Schools[MS Word 867kB]

Secondary, Composite and Special Schools

2011 Roll Return Guidelines: Secondary, Composite and Special Schools[PDF 657kB]
2011 Roll Return Guidelines: Secondary, Composite and Special Schools[MS Word 1.1MB]

2010 School roll return guidelines

Primary and Intermediate Schools

2010 Roll Return Guidelines: Primary and Intermediate Schools[PDF 403kB]
2010 Roll Return Guidelines: Primary and Intermediate Schools[MS Word 855kB]

Secondary, Composite and Special Schools

2010 Roll Return Guidelines: Secondary, Composite and Special Schools[PDF 484kB]
2010 Roll Return Guidelines: Secondary, Composite and Special Schools [MS Word 1.1MB]

2009 School roll return guidelines

Primary and Intermediate Schools

2009 Roll Return Guidelines: Primary and Intermediate Schools[PDF 316kB]
2009 Roll Return Guidelines: Primary and Intermediate Schools[MS Word 729kB]

Secondary, Composite and Special Schools

2009 Roll Return Guidelines: Secondary, Composite and Special Schools[PDF 365kB]
2009 Roll Return Guidelines: Secondary, Composite and Special Schools [MS Word 1.0MB]

2008 School roll return guidelines

Primary and Intermediate Schools

2008 Roll Return Guidelines: Primary and Intermediate Schools[PDF 656kB]
2008 Roll Return Guidelines: Primary and Intermediate Schools[MS Word 736kB]

Secondary, Composite and Special Schools

2008 Roll Return Guidelines: Secondary, Composite and Special Schools[PDF 656kB]
2008 Roll Return Guidelines: Secondary, Composite and Special Schools[MS Word 993kB]

2007 School roll return guidelines

Primary and Intermediate Schools

2007 Roll Return Guidelines: Primary and Intermediate Schools[PDF 565kB]
2007 Roll Return Guidelines: Primary and Intermediate Schools[MS Word 661kB]

Secondary, Composite and Special Schools

2009 Roll Return Guidelines: Secondary, Composite and Special Schools[PDF 768kB]
2007 Roll Return Guidelines: Secondary, Composite and Special Schools[MS Word 3.1MB]

2006 School roll return guidelines

Primary and Intermediate Schools

2006 Roll Return Guidelines: Primary and Intermediate Schools[PDF 571kB]
2006 Roll Return Guidelines: Primary and Intermediate Schools[MS Word 633kB]

Secondary, Composite and Special Schools

2006 Roll Return Guidelines: Secondary, Composite and Special Schools[PDF 768kB]
2009 Roll Return Guidelines: Secondary, Composite and Special Schools[MS Word 898kB]

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