School Sport New Zealand (SSNZ) require a roster of students for every sanctioned event your school enters. Rosters are managed and exported from TeamBuilder so you no longer need to fill one in by hand.
This article includes:
- Finding your SSNZ event
- Roster Only events
- Building your team
- Questions you need to answer
- Keeping your School Roll up to date
- Eligibility flags
- New to School quota
- Exemptions and dispensations
- Generating your roster
- Frequently asked questions
Finding your SSNZ event
Open TeamBuilder from your Dashboard, then either:
Clicking the orange SSNZ Roster button beside the Export button
A drop-down menu will display the SSNZ events your school can build a roster for that are coming up in the next six months. You can scroll the list or click the magnifying glass to search
Expanding an event organiser's panel to see all of their events
Click the event to open TeamBuilder for it. The event displays under the organiser's own name and the grade is named after the event, for example 'North Island Secondary Schools Hockey'.
Note: events display once SSNZ has conditionally approved the organiser's sanctioned event application. If you are expecting an event and cannot see it, contact the event organiser.
Roster open and close dates
Each event carries its own team entry open and close date, taken from the organiser's sanctioned event application. Outside those dates you will not be able to add or change students, so build your roster well before the deadline the organiser has given you.
Roster Only events
Roster Only events are displayed in orange.
Some event organisers take entries in their own system and use Sporty only to collect rosters for SSNZ requirements. These events display in orange rather than blue, and the event name is labelled as (Roster Only).
When you open the team entry form for one of these events, this message is displayed at the top:
This entry is for roster and eligibility purposes only. It is not an official entry into the event - the event organiser manages entries outside Sporty.
Building a team here does not enter your school in the event. Enter with the organiser as you normally would, then come back and build your roster.
Building your team
Open the event, click the grade to expand it, then click + Add Team. Where an event has only one or two grades, these expand automatically for you.
Move students from your database on the left into the team on the right, either by dragging and dropping, or by selecting several and moving them together. To add someone who is not in your database yet, click + Add Person.
If your school has no player registrations for the event, your School Roll displays by default instead, so you can build the team straight from your roll.
Coach and manager names entered against the team will appear on the finished roster so they should also be added to the team.
Questions you need to answer
SSNZ events add five questions to the team entry form. These are completed when you submit the team, by the person authorised to act on your principal's behalf.
Media consent. Two questions covering livestreaming or broadcasting, and the use of photos, images and videos for promotion and social media. These are opt-out, so tick the checkbox only for teams with students who should not appear.
Attestations. Three questions confirming that:
- all students listed are bona fide full-time students at your school and their details are true and correct as per your official school records
- everyone associated with your school will be subject to the School Sport NZ Integrity Framework
- you are acting with delegated authority from your principal, and that the entry is for roster and eligibility purposes only
Note: the attestations are time stamped with who completed them and when, and this displays on the roster.
Keeping your School Roll up to date
Eligibility is calculated from your School Roll, not from the team. Open the team view and look for the School Roll column. Each student has an icon there:
- green - a roll record exists and there is nothing to action
- red - a roll record exists and there is a status or issue to look at
- black - no roll record exists yet
Click the icon to open the student's roll record. Check that each student has:
- the correct year level
- the correct enrolment date
- non-domestic status, where it applies
- Te Kura Elite Athlete status, where it applies
If your school is connected to KAMAR or Edge, year level and enrolment date sync automatically and New to School status is calculated from them. Non-domestic and Te Kura Elite Athlete status are always set by your school and are never calculated.
Eligibility flags
Where a student needs attention, a red exclamation mark displays against them in the Done column, and their status displays in the Quota column. Click the exclamation mark to see the detail, then click View registration to open the student's registration form, or open their roll record from the School Roll column.
Flags are advisory. You can always save the team and generate the roster, but anything flagged needs sorting before the event.
New to School
A student is flagged 'New to School' (NTS) where any one of the following is true:
- their most recent enrolment at your school in Years 10 to 13, or Year 14 with an approved dispensation, falls within the 24 months before the first scheduled day of the event
- they are non-domestic
- they are a Te Kura Elite Athlete
Year nine students are not flagged under the enrolment date rule, but they are still flagged if they are non-domestic or a Te Kura Elite Athlete. Non-domestic and Te Kura Elite Athlete students always count, whenever they enrolled.
The 24-month window is anchored to the event start date, not to today's date, so the status you see is the status that will apply at the event.
New to School on its own does not require you to do anything in Sporty. It only becomes an issue if your team goes over the quota.
Year 14 and Year 7/8
Year 14 and Year 7/8 students are not eligible for an SSNZ sanctioned event without an approved dispensation. These students display with a red exclamation mark and a Year 14 or Year 7/8 flag, at every event level - Championship, Cup and Carnival.
At College Sport events, Year 14 and Year 7/8 are informational only. The year level displays, with no exclamation mark and no dispensation needed.
New to School quota
Schedule one of the Eligibility Regulations caps how many New to School students your school may field per team at Championship Level. The cap is set per sport.
Where your team exceeds the cap, 'TEAM EXCEEDS NTS QUOTA' displays at team level in TeamBuilder and at the top of the roster in red capitals. This is a team-level message, not a per-student one, and your New to School students will be flagged so you can see who makes up the count.
Cup Level and Carnival Level events require a roster but have no quota. New to School students at those levels display their status only and never turn the team red.
Students who have an SSNZ-approved exemption, or who have been self-certified, come out of the quota count completely. If that brings your team back under the cap, the flag clears.
Exemptions and dispensations
Self-certifying a New to School student
Some students are flagged New to School by the enrolment date calculation but are not New to School under the regulations. At Championship Level, your school can declare the reason without SSNZ reviewing the case.
Open the student's registration and choose from the Self-Certified Reason drop-down menu:
- Year 8 to Year 9 Continuous Enrolment
- Return to Original School
- Transfer Between Attached and Host School
- Year 11-13 Entry School
Selecting a reason is your declaration that your school holds evidence supporting it. The student's status is replaced with 'NTS: Self-Certified' in TeamBuilder and on the roster, and they no longer count toward the quota.
Non-domestic and Te Kura Elite Athlete students cannot be self-certified.
Applying to SSNZ
Apply directly to SSNZ using their forms for anything you cannot self-certify e.g. a New to School exemption for an over-quota Championship team, or a Year 14 or Year 7/8 dispensation at any level.
Once SSNZ approve it, they record the decision in Sporty and the flag is replaced with a status:
- 'NTS: Exemption'
- 'Year 14: Exemption'
- 'Year 7/8: Exemption'
A student can carry more than one. The status stays visible in TeamBuilder and on the roster.
Note: SSNZ allow a set number of New to School exemptions per team depending on the sport. Where a team is over the quota, a warning message will be displayed in TeamBuilder and on the team roster.
Generating your roster
In the team view, click Export and select Team Roster.
The roster is generated in the SSNZ layout and includes:
- event and school details
- each student's name, year level, date of birth and enrolment date
- New to School, non-domestic, and Te Kura Elite Athlete status
- any exemption or self-certified status
- coach and manager names
- the name of the authorised representative and the date the team was submitted
- quota warning messages where relevant
There is no formal submit action. Your roster is whatever state your team is in when the event organiser collects it, so make sure it is complete and accurate before the date they have given you.
Frequently asked questions
Do I need to send my roster to the organiser?
No. The organiser generates a consolidated report that collects every school's roster for the event in one go. You just need your team to be right by their deadline.
Can I still change my team after generating a roster?
Yes, up until the entry close date. The organiser can regenerate their report at any time and will pick up your changes.
My team is red. Can I still submit it?
Yes. Flags do not block you from saving a team or generating a roster. They tell you something needs resolving before the event.
I entered the event with the organiser, but no event displays in TeamBuilder.
Contact the event organiser. The event displays only once SSNZ has conditionally approved their sanctioned event application.
Why does this event look orange instead of blue?
Orange means Roster Only - the organiser is taking entries in a different system and using Sporty just for rosters.