ELI - managing a change of ownership or SMS, or service closure

Early childhood education (ECE) service providers need to ensure they inform the Ministry of Education of any change to the way they operate that affects the management of Early Learning Information (ELI) data. Managing these changes correctly is one requirement of the ELI Principles of Use: providing the Ministry with up-to-date enrolment and attendance information.

Please see the table below for the actions required for each change situation.

SituationAction
Change of student management system (SMS) only
  1. Advise the Ministry as soon as you know you will be changing systems by calling 0800 ECE ECE (0800 323 323) or by emailing ELI.transition@education.govt.nz and provide the intended date of changeover.
  2. Advise your new SMS provider of the date you intend to begin using their software and complete the appropriate forms for ELI access: http://eli.education.govt.nz/resources/.
  3. Ensure all data in your current system is up-to-date as at the last day of using the system, with all children allocated a national student number (NSN), and all enrolments ended before or on this day. Data for the next day of operation should be recorded in your new system only.
  4. Re-enrol all children in your new SMS.
Change of ownership and SMS
  1. Advise the Ministry as soon as you know you will be changing systems by calling 0800 ECE ECE (0800 323 323) or by emailing ELI.transition@education.govt.nz and provide the intended date of changeover (which should correspond with the date the change of ownership takes effect).
  2. Advise your new SMS provider of the date you intend to begin using their software and complete the appropriate forms for ELI access: http://eli.education.govt.nz/resources/.
  3. Ensure all data in your current system is up-to-date as at the last day of operating under the current ownership, with all children allocated a national student number (NSN), and all enrolments ended before or on this day. Data for the next day of operation should be recorded in your new system only, under the new ownership.
  4. Re-enrol all children in your new SMS.
Change of ownership only In the event the new owner does not have access to any information within the SMS for the period when the former owner was managing the service, follow steps for change of ownership and SMS.
Service closure Ensure all data in your system is up-to-date, and all enrolments ended as at the last day of operation.

Tip: It is recommended that where possible, ECE services should try to avoid changing SMS during the ECE Census week, and should attempt to change systems at the beginning of one of the three funding periods. This will greatly reduce the administrative burden on services.