Uploading Leavers to ENROL

ENROL is the Ministry of Education's register of student enrolments. It is updated by schools as students enrol, change schools or leave the school system. All schools must use it. It provides the Ministry of Education with a tracking system to ensure that all students between the ages of 6 - 16 are receiving an approved education. A student is not able to be a 'current' student at more than one school.

Hero provides a school with the ability to update ENROL automatically as part of the enrolment process. Using the automated process ensures that ENROL and your school roll are in sync in preparation for Roll Returns. ENROL Integration requires your school's site to have a secure connection with the ENROL database. This is setup by the Hero team when your site is created. Please contact the Hero helpdesk if your connection to ENROL is not active.

Validation embedded in this process, ensures that user error is minimised.

MONITORING ENROL UPDATES

To ensure this step is carried out, staff with administration rights have an ENROL status section on their home page.  This provides the administrator with a count of the number of arrivers and leavers that need updating.

To view a summary and fast navigation pathway to the bulk leavers upload process:

1. Click REVIEW NOW

2. Click LEAVERS

Alternatively, this can be accessed by selecting Enrolments > Upload Leavers to ENROL from the Administration Menu.

You will be presented with a list of all students who have recently been unenrolled, who are awaiting ENROL updating.

UPLOAD LEAVERS TO ENROL IN BULK

The bulk leavers screen is divided into two parts. 

1.  Leavers with Validation Errors (the bottom table) lists all students that are not ready for upload due to data errors in Hero. Once the errors are resolved, these students will advance to the top table.  Each error requiring addressing is listed separately.

• Click the information icon (i) to go directly to the student's information fields to add the NSN or amend inaccurate data.
• Click the settings icon (cog) to go directly to Manage Student to change the status of a student i.e. move from Unenrolled back to Pre-Enrolled.
• To remove a student from the table i.e. they are showing due to an error or you have updated ENROL manually, select the student and click MARK AS ALREADY UPLOADED.

2.  Leavers Ready to Upload (the top table) lists all students that Hero identifies are ready for upload.   These student's may still have errors resulting from an upload attempt i.e. data inconsistency with the ENROL record.

To upload the students

1. Click the check box beside First Name to select all students for upload.

2. Unclick any that you may wish to temporarily exclude from upload.

3. Click UPLOAD SELECTED to process selected students.

4. Confirm that you wish to proceed.  Click UPLOAD TO ENROL to continue or CANCEL to abort the upload.

5. A progress report will be displayed as each student is updated.

• Green status indicates a successful upload,
• Red status indicates a failed upload. Click VIEW to see why an upload failed. Validation errors may be as a result of a different DOB or Gender in ENROL or the student name does not match.  The student can be processed again once the validation errors are resolved.

6. To remove a student from the table, select the student and click MARK AS ALREADY UPLOADED.

NOTE: If you are uploading last year's highest year level leavers to ENROL, this cannot be done through Hero, as the students' levels have already incremented. In this case, log into ENROL, and process your highest year level directly. Then in Hero, select the leavers and MARK AS ALREADY UPLOADED. This will clear the students from the table.

UPLOAD LEAVERS TO ENROL FOR AN INDIVIDUAL STUDENT

The upload to ENROL from the individual student can be carried immediately at the time of unenrolling the student or at a later date by returning to the Manage Student feature.

To perform the upload at the time of unenrolling the student

1.  Find the student using the search tools available

2.  Click on the pop up menu icon

3. Click MANAGE & DOWNLOAD

4. Select MANAGE ENROLMENT

5. Unenrol the student using the button provided. 

6.  Enter the required leaving details and click UNENROL.

7.  To update ENROL immediately, click NOW.   

If LATER is selected you can either return to the  Manage Student page at a later time to complete the upload or you can process the student using the bulk process as above.

8.  This process will perform the same validations as the bulk process and will provide comprehensive error messaging.  For data mismatch errors will you be provided with the option to update either ENROL or Hero.

To perform the upload at a later time

1.  Find the student using the search tools available

2.  Click on the pop up menu icon

3. Select MANAGE ENROLMENT

4. Click UPLOAD LEAVER TO ENROL

5.  The same process as above will then follow.