Enrolment

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Context and Overview

Schedule 6 of the Education and Training Act 2020 sets out key requirements for state-integrated schools (including property, staffing and appointments, special character and enrolment).

This section focuses on the enrolment aspects, especially:

Preference of enrolment, and
The enrolment process in Catholic schools.

In a Catholic state-integrated school there are two distinct but connected responsibilities:

Preference of enrolment – decided by the Proprietor (or their delegate).
Enrolment – decided by the Board, usually through the principal, in line with Board policy and the school’s Integration Agreement.

Enrolment is the responsibility of the Board (normally carried out by the principal). The granting of preference is the right of the Proprietor.

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Legal and Integration Requirements

Most Catholic Integration Agreements include a standard Clause based on Schedule 6, Clause 26 of the Education and Training Act 2020:

Preference of enrolment at the school shall be given only to those children whose parents have established a particular or general religious connection with the special character of the school, and the Board must not give preference unless the Proprietor has stated that those parents have established such a connection.

Key points:

This is a binding agreement between the Crown and the Proprietor and must be observed in letter and in spirit.
It must be interpreted in light of:
- The missionary nature of the Church, with concern for those deprived of faith or material resources
- The significance of Religious Education and the Catholic school’s evangelising role
- Parents’ primary responsibility for educating their children in the faith
- The special character purpose of a Catholic school.

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Roles and Responsibilities

Proprietor

Sets and oversees the criteria for preference of enrolment.
Delegates authority (usually to parish priests and other approved signatories) to sign Preference of Enrolment Certificates.
May review and decide preference appeals.

Board (and principal)

Is responsible for enrolling students, managing the roll and complying with the Integration Agreement.
Must always enrol preference students ahead of non-preference students.
Sets transparent enrolment policies and any selection criteria for non-preference places.
Works with the Proprietor and Ministry on maximum roll changes and enrolment schemes.

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Preference of Enrolment

Determining Preference

Preference is established when:

Parents/caregivers obtain a signed Preference of Enrolment Certificate from a person delegated by the bishop (usually the parish priest; or Diocesan staff, sometimes chaplains or designated parish committees).
The delegated person is satisfied that the parents/guardians have a “particular or general religious connection” with the special character of the school, as required by the Integration Agreement.

The Preference Certificate:

Uses nationally agreed wording approved by the New Zealand Catholic Bishops Conference.
Must not be altered by individual schools.
Is supplied by parishes, diocesan education offices. It may be incorporated into school enrolment forms, but must be signed by an authorised signatory, not by school staff.

Parents must obtain a new certificate when:

Enrolling another child at the same school, or
Enrolling the same child at a different Catholic school.

Preference Decisions and Enrolment Order

The Proprietor (through authorised signatories) decides who is granted preference. The principal and Board must not override this decision.

Subject to the Proprietor’s decision, the Board (through the principal) enrols in this order:

Preference students (those with a valid Preference Certificate) – up to the maximum roll.
Non-preference students, up to the non-preference limit in the Integration Agreement and provided the maximum roll is not exceeded.

If there are more non-preference applicants than places, it is the Board’s prerogative to decide the selection policy for non-preference students, in line with legislation and good practice.

Appeals

Each diocese will have a formal appeals process for families who are declined preference.
The Preference of Enrolment Certificate (and diocesan information) must Clearly advise parents of their right to appeal.
A national appeals form is used in all dioceses, with diocesan-specific information added.
Appeals are usually considered by a person or committee appointed by the bishop (e.g. Diocesan Education Office). Where a certificate is subsequently granted on appeal, the original signatory is normally advised.

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Enrolment Process

Initial Contact with the School

When parents contact the school:

The principal explains:
- The nature and special Catholic character of the school and its religious curriculum.
- The preference of enrolment policy and how to obtain a Preference Certificate.
- The legal obligation to pay attendance dues, and any diocesan arrangements for assistance in cases of hardship.
These explanations support the commitments that parents will later sign on the school enrolment form.

Claiming Preference

When parents apply to enrol:

The principal must check whether they already hold a valid Preference Certificate.
If not, and the parents wish to Claim preference, the principal directs them to:
- Their parish priest, or
- Another person approved by the bishop (diocesan offices advise schools who can sign).
In secondary schools, arrangements about attendance dues are often made by the principal on behalf of the Proprietor.

If a certificate is refused and the parents wish to appeal, the principal may refer them to the Proprietor’s or Diocesan Education Office for the formal appeals process described above.

No student can be enrolled as a preference student unless the principal has received a Preference Certificate signed by an authorised signatory.

Non-Preference Students

At enrolment, the principal must ensure that parents of non-preference students:

Understand the school’s Religious Education programme and religious observances.
Know that:
- Their child is expected to attend ordinary Religious Education Classes.
- They may withdraw their child from specific religious observances and teaching related to particular observances, in line with Schedule 6, Clause 29(2) of the Education and Training Act 2020.

Parents/caregivers must sign a special character and attendance dues consent. This may be a section of the enrolment form or a separate form. Typical wording will include a commitment such as:

“I/We accept that she/he will participate in the general school programme that gives the school its Special Catholic Character.”

This both:

Meets the requirement to be responsive to different philosophical and religious affiliations, and
Confirms that parents are making an informed decision to enrol a non-preference student in a Catholic school community.

School–Parish Links

The enrolment process should also strengthen connections with the parish:

Principals normally encourage all families (Catholic or not) to make contact with the parish priest of the parish where they reside.
Early each year, the principal typically sends each parish priest a list of students from that parish who are enrolled at the school, to support pastoral care and parish-school links.

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Enrolment Obligations of Parents

In light of Schedule 6, Clauses 27 and 30 of the Education and Training Act 2020, Catholic school enrolment forms should Clearly state that:

Parents accept, as a condition of enrolment, that their child will participate in the general programme that gives the school its special Catholic character (Sch 6 Cl 27).
Parents agree to pay attendance dues as determined by the Proprietor and approved by the Minister and acknowledge the school’s right to discontinue attendance if they default on payment without making suitable arrangements (Sch 6 Cl 30).

Parents must sign to confirm they understand and consent to these conditions.

Enrolment forms should also include an appropriate Privacy Act statement. Sample wording is available in the Resources section.

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School Administrative Requirements

The principal must ensure that:

The master roll shows whether each student is preference or non-preference.
A copy of each student’s Preference Certificate (or a scanned record) is kept with enrolment documentation.
New certificates are obtained, and records updated, when students transfer between Catholic schools.

Both ERO and Catholic Character Reviewers may check preference records and roll information during reviews, including at the request of the Proprietor.

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Managing the Maximum Roll

Each school’s Integration Agreement specifies:

The maximum roll, and
The maximum number or proportion of non-preference students.

The Board is legally responsible for managing enrolments within these limits.

When the Roll is Under Pressure

Key principles:

Preference students must always be accepted ahead of non-preference students.
Where all preference applications cannot be accepted, the school must have a Clear, transparent enrolment policy (or a Ministry-approved enrolment scheme) that sets out priorities for acceptance.

Diocesan Vicars/Managers of Education can support schools to develop enrolment policies that:

Are acceptable to the Ministry, and
Reflect the school’s local parish links and special character.

Common priority categories for preference students include:

Students from within the local parish or contributing parishes
Siblings of current students
Students with some established connection to the local parish or contributing parishes.

Steps if the Maximum Roll May be Exceeded

If the roll is likely to exceed the maximum, the Board should:

Decline further non-preference enrolments, even if the non-preference number is still below the limit in the Agreement.
Inform the Diocesan Education Office/Proprietor promptly so that options can be considered.
Explore options with the Proprietor and Ministry, which may include:
- Non-binding arrangements with neighbouring Catholic schools that have capacity.
- A Ministry-approved enrolment scheme (Schedule 20, Clause 16).
- A request to increase the maximum roll via a Supplementary Integration Agreement.

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Increasing the Maximum Roll

The application for a maximum roll increase is made by the Proprietor to the Ministry through NZCEO.

The maximum roll can be altered only when:

Both the Proprietor and the Minister of Education agree, and
A Supplementary Integration Agreement is signed and gazetted.

In considering an increase:

The Ministry will look to whether Catholic children would otherwise be deprived of Catholic schooling.
Maximum rolls are not normally increased to make places for non-preference students.
If nearby Catholic schools have capacity and are reasonably accessible, the Ministry will expect roll pressure to be addressed through enrolment schemes rather than roll increases.

The Proprietor:

Must be prepared and have the financial capacity to provide any additional accommodation required by the increased roll as it becomes necessary.
Note that appointments to additional teacher positions generated by the increased roll, and payment for these positions, may only occur after the Supplementary Integration Agreement is signed and published in the New Zealand Gazette.

Process (summary)

If the Board believes a maximum roll increase is needed, it should:

Consult the Proprietor in the first instance. The proprietor makes the decision to apply for an increase to the maximum roll or not.
The proprietor meets with the MOE Regional Office to discuss the application and gain guidance on the process.
Complete the Board sections of the Request for Maximum Roll Increase form (see Resources) and send it to the Proprietor.
Consult neighbouring state schools and neighbouring Catholic schools early, explaining reasons and proposed arrangements.
Work with the Proprietor as they finalise the application to the Ministry (via NZCEO). See process steps in more detail here.
Plan at least three terms ahead, recognising the time required for consultation, negotiation and approval, and allow longer for Policy 2 funding applications.

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Enrolment Schemes

When schools approach their maximum roll on a frequent basis, the Ministry may establish an enrolment scheme. In these cases:

The Proprietor must be consulted, and
Diocesan offices can work with Boards to develop a scheme that:
- Is acceptable to the Ministry, and
- Reflects the school’s parish links and special character.

While there can be no ranking of the preference criteria themselves, diocesan offices may help Boards develop priority categories for preference students under the scheme, such as:

Preference students from within the local parish or contributing parishes
Preference students who have a sibling attending the school
Preference students with some other established connection to the local parish or contributing parishes.

In some situations, the Board may ask the Proprietor to seek a maximum roll increase instead of (or as well as) an enrolment scheme. The Ministry is likely to require that an enrolment scheme also be put in place.

An example primary-school enrolment scheme is available in the Resources section.

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International Students

Boards must follow general government requirements for enrolling international students and also respect integrated-school and Catholic special character obligations.

Reasons for Enrolling International Students

In discerning whether to enrol international fee-paying students, Boards may consider:

Pastoral reasons – welcoming students from other cultures is consistent with the Church’s mission and contributes to peace and understanding.
Equity and educational benefits – international students broaden New Zealand students’ awareness of global issues and cultural diversity.
International relationships – Catholic schools can contribute to New Zealand’s positive international profile.
School viability – where rolls are below maximum, international fees may support school sustainability and enhancement of programmes.

Constraints and Legal Requirements

Before enrolling international students, Boards must consider three constraints:

Domestic students first – New Zealand domestic students who are entitled to enrol must not be displaced by international fee-paying students (see, for example, Education and Training Act 2020, ss 519 and 521).(Education.govt.nz)
Physical capacity – the school must have sufficient physical space; if international enrolments require additional capacity above the maximum roll, this must be negotiated with the Proprietor.
Preference/non-preference balance – the ratio of preference to non-preference among international students should broadly match the school’s Integration Agreement, so that special character is maintained.

International fee-paying students:

May, in some circumstances, be enrolled above the maximum roll if there is physical capacity, but the Proprietor is not obliged to provide additional capital assets for them.
Are not eligible for Ministry of Education funding and must pay fees covering tuition, use of facilities and related costs under s521 of the Education and Training Act 2020.(Education.govt.nz)

Code of Pastoral Care

Schools enrolling international students must be signatories to the Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021, issued under s534 of the Education and Training Act 2020 and administered by NZQA.(Education.govt.nz)

This Code replaces earlier versions such as the 2016 Code of Practice for the Pastoral Care of International Students.
It sets out required outcomes and key processes for the pastoral care and wellbeing of international learners.

Schools must:

Formally sign up to the Code before enrolling any international students.
Ensure all policies, procedures and marketing materials comply with Code requirements and Ministry guidance.

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Quick Summary for Boards

Proprietor controls preference; the Board controls enrolment and roll management within the Integration Agreement.
Preference students come first. Non-preference places are strictly capped and selection must be transparent.
Enrolment forms must Clearly state special character expectations and attendance dues obligations, with parents’ signed consent.
Maintain accurate, auditable records of preference status and Preference Certificates.
If the roll is under pressure:
- Stop non-preference enrolments,
- Alert the Proprietor early, and
- Work together on an enrolment scheme and/or roll-increase application.
International students may be enrolled only when:
- Domestic entitlement is protected,
- Special character is not compromised, and
- The school is a Code signatory and meets all pastoral-care obligations.

Working Together and Effective Relationships

Effective enrolment processes depend on Close cooperation between the Board and the Proprietor, particularly in relation to preference certificates and roll management. Working together ensures enrolment decisions are fair, transparent, and aligned with legislative requirements and the school’s Catholic character. Clear communication, agreed processes, and mutual respect help manage community expectations and avoid tension, supporting enrolment decisions that are lawful, consistent, and pastorally sensitive.