Teacher Subjects Data Services
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This guidance supports school tumaki and school administrators of secondary and composite schools to provide subject-taught data to the Ministry of Education.
The data will allow the Ministry to provide richer analysis and insights into secondary teacher supply, particularly around supply shortages at a subject level. It will help inform our work to ensure there is a sufficient, sustainable, high-quality teaching workforce that can support all learners to progress their learning and enhance their wellbeing.
The timetable information we collect will not be used to report on any teacher at an individual level. The information collected will also not be used for any performance related purposes.
Information being collected
By participating in the collection, your school will electronically send through existing timetable information stored in the Student Management System (SMS). Instructions on this process are available for schools using the KAMAR SMS.
The information to be collected from schools as part of the Teacher subject data collection via SMS includes information on:
- Teachers (e.g. name, MOE number, Teacher's registration number, position, start and leave date)
- Subjects taught (e.g.subject name, subject code, year level language taught in)
- Timetable structure (e.g. period, duration, days of the week)
The timetable data is collected for a 365-day time period.
Frequency of collection
We expect this information will be collected twice a year in February and October. Collecting this data on a regular basis will help us to better understand our teaching workforce.
We will send out a reminder email with the dates and instructions to your school's KAMAR administrator closer to the time.
Time commitment
Our goal is to ensure that all schools can provide us with their timetable information through a simple click of a button. In the previous collection, many schools found that it was simple and took just 60 seconds.
If you have any issues with supplying data for this collection, please let the Data team know so we can work quickly to resolve these.
How to prepare the data
This collection is automatic, in that you don’t need to do anything to create the data – you just need to click on a button in KAMAR to send it through to the Ministry.
This is also a good opportunity to ensure your timetable information is up to date as this collection relies on your timetable classes to be correctly matched to an MOE subject code.
Please ensure, where possible, that the classes in your timetable are linked up to a valid MOE subject code before submitting your Teacher Subjects timetable data. The list of subject codes can be found in Appendix B of the School Roll Return guidelines. The same matching process is required for the student subject data collected in the July School Roll Return later in the year – so getting started now will help reduce the work needed to match classes and subjects later in the year.
As this collection looks a year back in time, please do not delete subjects that are no longer in use in your schools timetabling – rather disable the subject. This will allow us to still see what subject your subject code linked to.
How to send the data
We are currently collecting data from schools who use KAMAR.
Please follow the instruction below in KAMAR:
- Go to Reporting > Attendance
- Scroll to the bottom of the list
- Select Ministry Teacher Subject collection
- Click “Upload to MoE”
- We will send a confirmation email to you once we have processed your data on our end. Please resubmit your data if you have not heard from us within 2 working days.
For more instructions please click the following:
KAMAR: https://www.kamar.nz/reporting/attendance/teacher-subject-collection
Schools that don't use KAMAR
We are currently collecting data from schools using KAMAR as this covers the majority of secondary school teachers. Over time, with multiple collections, we hope that this will give us enough insight into what subjects are being taught in the English medium secondary school sector.
Schools that do not have individual subjects in their timetables
Even if you don’t use individual subjects please still send through your data. We want to work with you to help understand your timetable’s structure and explore how in the future we could collect information in a way that would be useful for all schools.
Privacy Statement
Purpose
The Teacher Subjects data collection is a regular Ministry data collection that enables the Ministry to collect information about the subjects that teachers are teaching in secondary and composite schools.
The purpose of this privacy statement is to inform you about the teacher subjects data collection and how the Ministry will collect, use, store and disclose personal information collected as part of this data collection.
Teacher subject data will be collected, managed, and used in accordance with the Privacy Act 2020.
What personal information are we collecting?
We are collecting the following personal information about teachers:
- First and last name,
- Teacher MOE number,
- Teacher Registration number,
- Position and contract type,
- Start and leave date,
- Subjects taught and when (timetable information),
- Language medium subject taught in
Why are we collecting this information?
The Ministry is collecting this information to enable it to:
- Enrich our understanding of teacher supply by building up a granular, longitudinal, picture of how teacher supply at a subject level, changes over time,
- Research and statistical purposes, including linking of teacher subject data to other Ministry held datasets
The Ministry will not use the personal information for any other purpose. The timetable information we collect will not be used to report on any teacher at an individual level. The information collected will also not be used for any performance related purposes.
How will we collect your personal information?
We will not be collecting your personal information from you directly. We collect the data directly from the school SMS system KAMAR. The school’s authorised KAMAR administrator will upload the timetable information directly from KAMAR to the Ministry via DEX.
How will we keep your personal information safe?
The Ministry’s processes and systems are designed to protect personal information. All the personal information will be stored in a secure location with access strictly controlled.
Sharing of your personal information
The personal information will be aggregated before results are reported, so that no individual can ever be identified in this analysis.
We will share with you high level, non-identifiable results (via peak bodies) for your information, once we have completed the analysis.
Aggregated results from this collection may be made publicly available at a later date, we will work with your peak bodies on this. The current aim of the collection is to enrich the Ministry’s understanding of the secondary teacher workforce.
The Ministry will not disclose your personal information to third parties, unless required by law.
How long will we keep your personal information?
The Ministry will not hold your personal information for longer than is necessary for research and statistical purposes. When we no longer require your personal information for the purposes for which it was collected, we will securely delete it.
Your rights under the Privacy Act 2020
Under the Privacy Act you can make a request to access to or correction of your personal information held by the Ministry. To make an access or correction request, please email data.team@education.govt.nz.
Other workforce information collected by the Ministry
The Ministry also collects information on teacher numbers, demographics, and workforce movement, which you can find more information on the Schooling Workforce Education counts webpage. However, these existing measures do not look at the subject taught. The Teacher subject data collection will provide a good reliable way to collect information on the subjects taught by teachers.