Documenting homeschool learning for MoE reviews

Ministry of Education home education reviews ask whether your programme remains at least as regular and well-balanced as instruction in a registered school. Strong records — not perfection — show reviewers what tamariki learned, how you knew they progressed, and that you took the programme seriously.

This guide offers practical homeschool documentation for NZ whānau: what to keep, how often, and how LearnSpace app progress supplements written portfolios. It is not legal advice — follow official Ministry of Education correspondence and any templates they provide.

Pair with homeschooling in NZ — beginner's guide and NZ homeschool curriculum Years 1–8.

What reviewers typically look for

While each review differs, evidence often covers:

• Programme overview — What you planned for the year or since last review
• Regularity — Learning happened consistently, not in cram weeks
• Balance — Breadth across learning areas — literacy and maths plus science, arts, social learning, movement
• Progress — Tamariki grew in skills and knowledge over time
• Response to feedback — If prior reviews suggested changes, you addressed them

Documents plus conversation — be ready to explain your whānau philosophy clearly.

Essential records checklist

Record	Frequency	Contents
Exemption certificate & MoE letters	Keep all	Legal status and review dates
Annual / term plan	Termly update	Learning areas, resources, goals
Weekly log (brief)	Weekly	Highlights — reading, maths, outings, projects
Work samples	Ongoing	Writing, maths, art, project photos
Reading list	Ongoing	Titles, authors, dates
App progress snapshots	Monthly	LearnSpace dashboards, screenshots
Community learning	As it happens	Sport, music, co-op, marae, camps

Store digitally and physically — cloud folder plus one binder works for many whānau.

Portfolio structure that scales

Folder 1 — Admin
Exemption, MoE emails, plans.

Folder 2 — Literacy
Writing samples (before/after), reading logs, Word Wand / MyFeedback evidence.

Folder 3 — Numeracy
Maths workbook pages, Monster Maths Lab progress, real-world maths photos.

Folder 4 — Inquiry & social learning
Project write-ups, excursion notes, histories work.

Folder 5 — Arts, PE, languages
Creative work, event programmes, te reo activities.

Label with dates and year level — reviewers scan chronology quickly.

Weekly learning log template

Keep to one page — sustainability beats detail nobody maintains.

Week of: ___________   Child: ___________   Year band: ___________

Literacy: (books, writing, Word Wand / MyFeedback — notes)
Numeracy: (topics, apps, real-world maths)
Other learning: (science, social, arts, PE, te reo)
Community / outings:
Screen Value notes: (purposeful app time vs other media)
Next week focus:

See planning a homeschool week for rhythm ideas.

Using LearnSpace progress as evidence

LearnSpace is a learning platform, not an MOE report generator. It produces useful artefacts:

• MyFeedback Pro — Photos of marked writing showing feedback cycles
• Word Wand — Session history demonstrating reading practice
• Monster Maths Lab — Level progress showing numeracy growth
• Dashboard summaries — Time on task and completion (screenshot monthly)

Caption each screenshot: date, learning goal, child reflection if age-appropriate.

For formal MOE-style narrative reports, some whānau use specialised tools — compare LearnSpace vs Kiwipolis and /compare/kiwipolis.

Writing a review summary (sample outline)

When asked for a written summary:

1. Opening — Exemption reference, child age/year band, programme philosophy (short)
2. Curriculum coverage — How you addressed major learning areas this period
3. Progress highlights — 3–5 specific examples with samples referenced
4. Challenges & responses — Honest note on gaps and what you changed
5. Next period plan — Forward-looking goals
6. Appendices list — Portfolio samples included

Keep tone factual and respectful — reviewers are educators, not adversaries.

Privacy when documenting children

Homeschool portfolios contain sensitive child work. Under Privacy Act 2020 principles:

• Store files securely — password-protected cloud or locked cabinet
• Be cautious sharing full portfolios in public Facebook groups
• When using apps, know where data lives — LearnSpace privacy overview at /privacy
• Redact other children's faces if sharing samples online

Preparing for the review meeting or submission

Four weeks out

• Gather MoE letter and note requirements
• Audit portfolio gaps — add recent samples
• Update term plan if outdated

Two weeks out

• Draft summary using outline above
• Ask your child what they are proud of — include their voice
• Screenshot app progress

One week out

• Organise folder order — admin first, then chronological samples
• Practice a calm 10-minute verbal overview

After review

• File outcome letter immediately
• Note any actions for next term

Common documentation mistakes

• Only keeping app logs — reviewers want writing on paper and real-world learning too
• Only keeping art projects — literacy and numeracy evidence must be strong
• Starting the folder the week before review — monthly habits prevent panic
• Copying school report jargon without your whānau story — authenticity matters
• Ignoring prior review feedback — address it explicitly

Screen Value in your records

Note purposeful digital learning separately from passive media in weekly logs. Shows thoughtful Screen Value — aligns with what Screen Value means and demonstrates you manage devices deliberately.

Tools comparison for reporting needs

Approach	Best for
Spreadsheet + folder	Budget-conscious, comfortable with DIY
Kiwipolis-style platform	MOE template workflows, scheduling
LearnSpace + portfolio	Daily NZ practice + screenshot evidence
Combined stack	Many experienced homeschool whānau

Choose what you will maintain — abandoned software helps no review.

LearnSpace for homeschool documentation

Family plans provide progress visibility and work samples across NZ curriculum apps — start without a school code:

• Capture writing feedback cycles in MyFeedback Pro
• Log reading practice via Word Wand
• Show numeracy progression in Monster Maths Lab
• Keep tamariki in ad-free Kids Portal while you document

Start a family trial · Family plans · Homeschooling articles

Good homeschool records tell the story of a year of learning — regular, balanced, and growing. Start one habit this month: a weekly log line and one work sample in the folder. Review season feels manageable when documentation is already there.