Previously, it worked like this:
If an exemption start date was before the print-run date of all the declarations, the new student's declaration would be included in the normal mail out If it was gained after the print run, then either the period of time from start date to end of period would be included in the subsequent declaration, or Resourcing might send out a late declaration for the part period.
However, recently they changed this. Now, in theory, it's supposed to work like this:
When a regional office grants an exemption, they are supposed to send out part-period declaration forms to the family for the period from the start date of the exemption to the end of the cycle. Subsequent full-cycle declarations will be sent by Resourcing.
But, the wheels seem to have seriously fallen off this process over the last 6-12 months! Some regional offices have sent out some declarations, but lots and lots seem not to have been sent. I'm not entirely sure regional staff even know they're supposed to have been doing this! That said, with the huge increase in applications since Sept last year, most regional offices have been seriously struggling to keep up with applications alone, and so many things have "fallen through the cracks."
So, what if a part period declaration was not sent out? Will those dates just be added to the next one?
No, they will not. If you are missing a part-period declaration, you need to contact your regional office, or more efficiently, Resourcing division directly. Their email is Resourcing@education.govt.nz. Quote your family reference number, and ask for the missed declaration. They will email it to you, for you to sign and return. Once completed, any supervision allowance payment will be loaded on the system and paid out in their next available payment run cycle (they do these approximately fortnightly-monthly depending on what payments they are making, but the schedule needs to be full before they do a run so sometimes it's longer).
If you don't follow up and ask for this, it will remain outstanding for that part period, and you'll still need to ask for it next time around. So may as well just get it done.
This is also the process to follow any time you happen to have not received a declaration. Also, don't forget to keep the Ministry up to date with your mailing address, as they send the regular declarations out by post.